June 14, 2022 19:00 ET | Source: Anaqua Anaqua
Boston, Massachusetts, UNITED STATES
BOSTON, June 14, 2022 (GLOBE NEWSWIRE) — Anaqua, the leading provider of innovation and intellectual property management solutions, today announced that global document solutions provider Kyocera Document Solutions Inc. has selected Anaqua’s AQX platform for integrated management of the company’s extensive patent portfolio.
Headquartered in Osaka, Japan, Kyocera Document Solutions Inc. provides customers worldwide with a range of products, business applications, and consultative services to optimize and manage their document workflow, greatly enhancing operational efficiency.
Kyocera Document Solutions Inc. chose Anaqua’s AQX Corporate platform as its primary patent management system with patent annuity payments from Anaqua Services fully integrated to unify patent management and payment management. Through this integrated functionality of the AQX Corporate platform and the availability of detailed, up-to-the-minute data visualization dashboards, Kyocera Document Solutions Inc. will be able to better manage, maintain and optimize the value of its portfolio.
“We were looking for an integrated approach that would enable us to manage our patent portfolio more efficiently and holistically,” said General Manager of Legal and Intellectual Property Division, Seitaro Yoshida of Kyocera Document Solutions Inc. “AQX’s comprehensive intellectual property management platform enabled global IP management for us. During implementation, Anaqua and Kyocera Document Solutions Inc. worked closely together to build up a new workflow. Anaqua listened and were responsive to our needs, enabling us to achieve the best fit for our operations.”
“We are delighted to have been selected by Kyocera Document Solutions Inc. to help them manage their IP as the company continues in its goal of helping other organizations around the world put knowledge to work to drive change,” said Bob Romeo, CEO of Anaqua. “The agreement not only reflects our strength in the business solutions sector, but also our increasing role in the Japanese market, where more and more companies are entrusting Anaqua with their IP management.”
About Anaqua
Anaqua, Inc. is a premium provider of integrated intellectual property (IP) management technology solutions and services for corporations and law firms. Its IP management software solutions, AQX and PATTSY WAVE, both offer best practice workflows with big data analytics and tech-enabled services to create an intelligent environment designed to inform IP strategy, enable IP decision-making, and streamline IP operations, tailored to each segment’s need. Today, nearly half of the top 100 U.S. patent filers and global brands, as well as a growing number of law firms worldwide use Anaqua’s solutions. Over one million IP executives, attorneys, paralegals, administrators, and innovators use the platform for their IP management needs. The company’s global operations are headquartered in Boston, with offices across the U.S., Europe, and Asia. For additional information, please visit anaqua.com, or on LinkedIn.
About Kyocera Document Solutions Inc.
Kyocera Document Solutions Inc. is a global leading provider of total document solutions based in Osaka, Japan. The company’s portfolio includes reliable and eco-friendly MFPs and printers, as well as business applications and consultative services which enable customers to optimize and manage their document workflow, reaching new heights of efficiency. With professional expertise and a culture of empathetic partnership, the objective of the company is to help organisations put knowledge to work to drive change.
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Even in the era of working from home, many people likely don’t have a traditional scanner in their home office. If you fall into that camp, these apps can probably save you from needing to buy one.
Scanners used to be an essential piece of office equipment — and scanning or digitizing documents is still an important task for many workers. Even if you don’t need to scan anything for work, saving a copy of receipts, legal forms, and other documents is a smart way to keep your life organized.
However, these days, smartphone-based scanner apps are good enough to take the place of scanners for the average user.
There are a variety of scanner apps available for iPhone with varying designs, scan qualities, and premium features. We’ve selected the very best scanner apps on the App Store for all of your document scanning needs.
One of the best apps to easily scan documents, add signatures, and perform other paper-related tasks is probably one you already have on your iPhone: Apple Notes.
Apple Notes has been steadily gaining a number of productivity features in recent years, and in 2020, Apple added the ability to scan documents using an iPhone’s built-in camera.
You can even use Continuity to scan notes from an iPhone or iPad to a Mac, or digitally sign a document using the Notes Markup feature. Best of all, Apple Notes is free and tightly integrates with Apple’s ecosystem.
It’s available from the App Store here.
If you’re just looking to digitize documents every now and then, Adobe Scan is a robust smartphone scanning app that can help you do that. It doesn’t pack the features of some of the others on this list, but it works well for those important paper documents.
Adobe Scan is simple and straightforward to use, and allows users to capture clear and clean PDF scans of documents. The app also features text recognition, meaning you can perform tasks like creating new contacts from business cards.
The app is free to download and use, but offers additional premium features for $9.99 a month — including the ability to take multiple scans and combine them into one document and export PDFs to Word or Powerpoint.
It’s available from the App Store here.
Scanner Pro is a well-reviewed scanning app that was chosen by the App Store editorial team as a top pick. It’s a robust tool for digitizing and organizing your physical documents.
You can scan an app in seconds and save digital copies with smart detection of borders, perspective, and shadows. From there, an optical text recognition feature lets you search through the text of your scans. All scans can also automatically synced via various cloud services.
The app is free to use, but you’ll need to purchase a subscription for $19.99 a year to remove watermarks, search text, or password protect your documents.
It’s available from the App Store here.
Users who rely on Microsoft’s suite of productivity software in their day-to-day lives will feel right at home with Microsoft Office Lens. It offers the tightest integration with Microsoft Office, making it a good choice for those who use the app suite frequently.
It offers a barebones scanning interface that prioritizes simple usage. However, there are easy export options that allow users to create PowerPoint or Word documents out of their scans. It also features top-tier text recognition.
Microsoft Lens is free to download and use, but you’ll need an Office 365 subscription to unlock some of the tighter integrations — including syncing and exporting to OneDrive options.
It’s available from the App Store here.
SwiftScan is one of the most powerful scanning apps available, featuring additional capabilities that you won’t find on Microsoft Lens or Adobe Scan.
It sports organization features like smart file naming, iCloud syncing, and custom folders. Scan quality is industry-leading, as is the best-in-class optical text recognition. If you scan a lot of physical documents, this is a solid choice.
To use the app’s full feature set, you’ll need to pay $5.99 a month or $34.99 a year for a premium subscription, which includes some of the aforementioned features alongside encryption and auto-syncing to a variety of cloud platforms.
It’s available from the App Store here.
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Apple has reached a settlement with Kosta Eleftheriou, a developer who sued the company over scams in the App Store and copycat keyboards.
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Police from around the country have been using data culled from thousands of apps for suspect surveillance, often without search warrants.
The second-generation Razer Kishi is here for iPhone users with a new design, better buttons, and a companion app. How does it stack up to the Backbone One?
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Bring gaming on your iPhone or Apple TV closer to the console experience, by using one of these game controllers with your Apple devices.
With the SwitchEasy four-in-one MagPower multi-charger, you can power up all your gear with a single device — including your Apple Watch with an Apple-certified puck.
The Benks Grand Pro Headphone Stand for AirPods Max is a welcome upgrade over the original. However, it introduces complexity where there was none before — while also ignoring an obvious problem.
Keep tabs on the air quality of your home — including potentially deadly radon levels — with the Airthings View Plus.
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Keeping on top of critical documents and managing business data are some of the most important things your company can do. If you have installed a document management system, we’ve got some tips to help you run it effectively.
Implementing a document management system (DMS) is a great first step to keeping your business documents organized. However, you’ll need to adhere to some document management best practices to maintain effective document management, and we’ll show you how.
The good news is that many of the leading document management software solutions make it easy to keep track of your documents and ensure your business is compliant with local legislation. That doesn’t mean there’s no effort on your part, and below are the top document management best practices to help you get started.
Document management system best practices include accurate indexing and filing of electronic documents, creating a document access hierarchy and carrying our regular audits.
The best business document management system is the one that’s easy to use and full of features to make your life easier. Such features include automations, file versioning, collaboration options and robust security for your files.
Some of the document management best practices featured below may seem obvious. Thankfully, that means they’re easy to understand and implement; you need only ensure you remain consistent with them to have a continuously robust document management system in place. Let’s go through them.
The first step your business needs to take is identifying which document management system is right for you. While many of the options are similar, they’re not the same, and choosing one that doesn’t meet your needs can be a waste of time and money.
If your business creates a lot of new documents that you need to collaborate on, then something like Microsoft SharePoint or Egnyte are good options, as both offer Office 365 integration. Alternatively, if you simply need a space to store and manage contracts, DocuWare is a terrific option that also allows you to digitally sign your documents.
To ensure your documents are easily accessible, it’s vital that you index each new document and folder accurately, thus creating a consistent file structure. Prior to creating your DMS, we recommend that you make clear folder structures and create a list of categories for each document type.
Clear indexing makes it much easier to find documents when searching, and far easier for different departments to manage documents within their section of the business. When using a document management solution like M-Files, you can also label documents with tags and other forms of metadata, ensuring each document is in its proper place within your DMS.
If you’re migrating from physical documents to electronic documents, it’s good practice to make digital copies of your paper documents. It may be a daunting task, but scanning documents and transferring them to an electronic digital management system ensures that sensitive documents remain safe and accessible.
Paper documents are much easier to lose, and a physical filing cabinet doesn’t have the same level of security that the best document management software provides. So moving everything over not only makes filing more efficient, it also gives far more robust protection for each document.
Not every person in your business needs to have access to every document that lives in your document management system. There will be sensitive documents — like employee contracts and performance records — that must remain confidential. Thankfully, with today’s document management software you can grant access permissions to users of your choice.
When setting up your document management system, take time to identify which senior members of staff and departments need to access specific documents. They’ll also be able to control access for their own team members, and choose which of them can access, edit and share documents.
Automations are something every business should add to their document management workflow. They make business life easier and also help you remain consistent in managing your documents and business processes.
Depending on the document management software you’re using, you can send automated notifications when a document is created or edited. You can also set automated document approval workflows for certain documents, as well as set up automated invoicing if your business works with external clients.
If you’re using an efficient document management system, you can expect to have more automation options available, and it’s a good idea to make use of them.
Assuming you want to move away from physical documents and filing cabinets, you have two options when it comes to using a document management system: on-premise and cloud storage.
On-premise document management software allows you to control your documents from a server within your business. Cloud storage means your documents exist on third-party servers — which some users don’t like.
However, cloud storage gives you an added layer of protection should your hardware get damaged or stolen, as you’re still able to access your documents in the cloud. Cloud-based software also makes it much easier to collaborate with different users, especially within remote teams, improving overall business efficiency.
If you’re looking for a space to manage documents as well as other file types, check out our top online cloud storage providers for documents.
If your business constantly updates documents, having effective version control in place is a must. File versioning means you can access previous versions of documents, and restore them if needed.
It also lets you give some users only the ability to view documents and other users the ability to view, comment and change the edited versions. Doing this means you can effectively collaborate on a document and ensure a document isn’t changed without the proper authorization.
Although it’s much easier to manage business documents with an electronic document management system, it’s still good practice to do regular audits of your documents to mitigate against potential process failures or breaches.
You can do audits internally and externally. For the former, it’s good to do audits every three to six months, while an external audit can be conducted annually.
Not only does auditing allow you to learn what documents you have in place, it also means you can understand if your business is being compliant with sector regulations. Many professional sectors will enforce an external audit, so it’s good to keep on top of everything, rather than panic when the time comes for your business to be put under the microscope.
It’s a good idea to learn what types of documents you need to keep in the document management system for a certain period of time. For example, in the financial industry, regulatory requirements state that certain documents must remain on record for a period of seven years. Before deleting a document, double-check to see if it’s against regulations to do so.
Sticking to these document management best practices will help you keep your document management system in the best shape possible. If you have signed up for a new document management system, it’s best to put the above tips in place as soon as possible, to ensure you can keep on top of your documents and business processes.
While all the above tips are important, we suggest you prioritize folder and file structure, version control and selective user permissions, as these are the core of efficient document management.
It’s also worth trying out different document management solutions before committing to one long term. This way your business can identify which solution is best for its needs and provides the best user experience, which is important considering you’ll likely be using it every (working) day.
While still at it, read our document management vs content management guide to understand which product better suits your needs.
What do you think the best practices are for efficient document management? Is there a business document management system you recommend? Which software do you currently use for managing documents? Let us know in the comments. Thanks for reading.
Metadata-Driven Document Management Platform Praised by Customers for ROI, Ease of Use & Workflow Automation
AUSTIN, Texas–(BUSINESS WIRE)–M-Files, a global leader in information management, today announced that the company has earned 2022 Top Rated awards for Enterprise Content Management Software and Document Management Software by TrustRadius. M-Files’ metadata-driven document management platform was praised by customers for its ability to simplify document-intensive tasks, minimize human error, and streamline processes. TrustRadius reviewers rated M-Files highest for product scalability (10), availability (9.1) and performance (9.1).
“As a global leader in information management, we are proud to once again be recognized by TrustRadius for our metadata-driven document management platform,” said Julian Cook, chief customer officer, M-Files. “Our mission is to help global enterprises manage and secure the ever-increasing amount of data brought on by digital transformation. Being recognized as a top-rated enterprise across content management and document management further signifies our commitment to delivering a best-in-class customer experience.”
M-Files seamlessly connects people with the content that they need, when they need it, regardless of where it is stored. The platform enables knowledge workers to quickly and easily find information, automate business processes, and enforce information control. With M-Files, businesses gain a leading edge by delivering better customer experiences and higher-quality work, with lower risk.
“M-Files has won two Top Rated awards in the Enterprise Content Management and Document Management software categories,” said Megan Headley, VP of research, TrustRadius. “These awards are based entirely on feedback from M-Files’ customers. Reviews on TrustRadius highlight improved data security, excellent availability and the ability to access their documents quickly.”
Since 2016, the TrustRadius Top Rated awards have become the B2B’s industry standard for unbiased recognition of technology products. As of May 11, 2022, M-Files reviews on TrustRadius include the below testimonials:
“M-Files delivers unmatched search and access management capabilities. M-Files is in my experience the absolute best document management system currently in existence. It allows for extreme flexibility to suit the needs of any organization, especially in access management. I have never seen a system other than M-Files that delivers the same functionality in document search and access management.” — Information & Technology Services Company [read the full review].
“M-Files as a metadata machine and efficiency producer. In our business, it is important to manage document access. In M-Files we may rather easily build processes around the engagement…and then store all the necessary documents under the engagement, and have the access and rights to be a heritage from the engagement level automatically.” — Management Consulting Company [read the full review].
“Measurable time savings enabled by document and information management with M-Files. MPS has been working with M-Files since 2012 and has realized significant improvements in information and document management. M-Files’ best-in-class document management functionalities have enabled more efficient work, freed up employees’ time to serve customers, and increased data security.” — MPS Enterprises [read the full review].
To learn more about the M-Files metadata-driven document management platform, visit www.m-files.com.
About M-Files
M-Files is a global leader in information management. The M-Files metadata-driven document management platform enables knowledge workers to instantly find the right information in any context, automate business processes, and enforce information control. This provides businesses with a competitive advantage and substantial ROI as they deliver better customer experiences and higher-quality work with lower risk. For more information, visit www.m-files.com.
Media:
Debra Dekelbaum, M-Files
debra.dekelbaum@m-files.com
+1 (972) 516-4210, ext. 272
Maryellen Sartori, fama PR
M-Files@famapr.com
Media:
Debra Dekelbaum, M-Files
debra.dekelbaum@m-files.com
+1 (972) 516-4210, ext. 272
Maryellen Sartori, fama PR
M-Files@famapr.com