March 2009 Newsletter
RJS Launches WebDocs Hosting Service
Many small- and medium-size business owners are saying in increasing numbers that they would like to reduce their up-front cost when purchasing and implementing a document management solution. In tight economic times it can be difficult for companies to approve such an investment even when they see the inherent value and ROI for such a solution.
On February 7th, 2009 RJS Software Systems announced the availability of its WebDocs™ document management solution in a hosted software as a service (SAAS) environment. Scanned documents can be received from multiple remote locations over the web to a secure hosted repository configured for your company’s needs and integrated to your existing business applications. No investment in servers, storage or additional IT staff is necessary. RJS handles this part of the solution, allowing you to focus instead on the benefits WebDocs provides your business.
Call RJS for more information on how a hosted WebDocs solution can work for your company.
Jerry Olson, V.P. Sales & Marketing – sales@rjssoftware.com
The Founder’s Corner
New Enterprise Report Delivery Product releasing in 2nd quarter 2009
2009 is an exciting year to be in the information delivery business. After three years of development we’re nearing the release of our new Enterprise Report Delivery server product tentatively named: DeliverNow.
DeliverNow will include the existing functionality of our WinSpool product line for delivering IBM i reports, but it will have the added ability to deliver reports and documents generated on Windows, Linux, AIX or any platform that can generate text files, Excel spreadsheets, PDF documents or any PC file type.
By extending our report delivery product to all platforms, we can accommodate companies running ERP systems such as JD Edwards World or OneWorld which run on multiple platforms. Many businesses use tools such as Crystal Reports to generate PDF documents on a regular basis and want to deliver them via email or archive them to our WebDocs Document Management software.
Existing WinSpool customers need not worry as we will continue to support the WinSpool product line and will provide a migration path for customers who wish to move to the new DeliverNow platform. DeliverNow continues our commitment to providing our customers with their Information when, where and how they need it.
Richard J. Schoen, President, CTO - richard@rjssoftware.com
RJS Services Corner
Network Security: Is your network really secure? Tip 2
IT departments are asked a lot of tough questions these days. Do you have SPAM control, web filtering and antivirus protection? Is your firewall configured correctly to stop outside intrusions? The answer is usually, “Yes, we are secure.” Companies think they are covered because they have gateway protection for external threats and antivirus protection for internal threats.This can be a costly misconception in today’s business climate. Protecting your company from external threats is only the first step towards a secure network.
Consider the following threats:
Threat 1: Home Users
Picture the remote worker using a VPN connection to access the corporate network from their home computer. Sounds safe right? Wrong. Over 80% of home PC users either don’t have antivirus software that is current or don’t have all the correct Microsoft patches applied to their PC. This puts the corporate network at great risk. Multiply that by the number of VPN users that connect to your network on a daily or weekly basis and the picture slowly turns into a horror film.
Threat 2: Mobile Laptop Users
Nearly every company today has employees with laptops. Employees often hoose to work from home or even the coffee shop on the corner with Wi-Fi. As the Network Administrator how are you keeping the antivirus software on those laptops up to date when your users aren’t connected to the corporate network? Imagine one of your users has contracted a virus on their laptop while working at home and it goes undetected because the antivirus did not update last night. This user now goes to work, connects to the corporate network and spreads the virus from the inside because there are no controls in place to analyze the laptop first.
There are many other threats similar to this one that can cripple your network, effectively halt your day-to-day operations and cost your company valuable time and money.
Call RJS for more information about how you can secure your network from inside threats.
Greg Schmidt, Director of Services and Consulting - greg@rjssoftware.com
RJS Tech Tips
How Many Document Types is too Many?
Here is a tip to help you maximize your search capabilities with your WebDocs™ document management system. When setting up your document classifications (or Document Types as they’re called in WebDocs) it is a common mistake to want to create a unique document type for each business document you plan to archive.
If you plan to archive purchase orders, invoices,packing slips, bills of lading, checks, etc., you don’t necessarily need to create a document type for each of those documents. While there are no technical problems with this approach, it will make searching for documents more cumbersome.
A common technique we suggest is to create a common document type for a more general class of documents – “AP documents” for example. Most of the search keys for documents in this classification are the same though each may have one or two that are unique. If you set up a common document type and enter the appropriate information for each document archived, you will be able to locate all your related documents with a single search by entering criteria that flows across all your documents.
Larry John, Technical Manager – larry@rjssoftware.com
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