Paperless Office Solution

I believe that the Apple iphone is an essential tool for the devotee to digital document management.  The specific applications which I have installed on my iPhone 3G make it such a tool.  I have in excess of 90 extra applications on my personal iPhone, some of which have nothing whatsoever to do with document management.  However several are key to the way that I do business and the convenience I demand in dealing with my digital information.

 I have organized my iPhone using a free program called “Categories”.  Categories allows me to create folders for applications having some commonality of purpose.  Some of these categories icons have 15 to 20 separate application inside them.  One Category is “Reference” and it contains encyclopedias, dictionaries, Yellow pages, White pages, Spanish to English translator including an audio pronunciation guide, a currency equivalency application, and many others which provide information you might need when you may not have your computer available.  Another Category is “Cameras and Recorders” where I have a video recorder, the standard iPhone camera, a Snapture camera which includes black and white, grayscale, and color with digital zoom, and even a panorama camera.  Also it contains audio recorders.  Another Category contains money and accounting applications to keep track of expenses.  A fourth Category is for note-taking material, audio and text.  The fifth Category is what I call “Tracker” containing applications which use the locator capabilities of the iPhone to locate hotels, restaurants, homes for sale and even gas stations.  A sixth Category contains radio applications and music software.  Eventually TV apps will be included.  There is still another Category with sports and entertainment applications.  If you like to gamble the gamblers’ line on all sports games is available.  The latest scores and some of the plays of the day are there too. 

I have two Categories called “Connects” and “System Utilities” which are associated with subjects that contribute to Document management.  They include software applications which allow the user to have access to the file system of the iPhone.  This is particularly valuable because it is this application which will permit the transfer of internal files created by the phone to a computer for further use.  Files like photographs, video recordings, audio recordings, and later Word docs or spreadsheets can be accessed and used elsewhere without the need to depend upon email transfers.  The applications include spreadsheets and databases. 

Perhaps the most important application is one which allows the iPhone to be used like a hard drive.  Its function is more than that of a storage tool because not only can files including docs, photos, videos, web pages, powerpoints, and others be dragged and dropped from a computer onto the iPhone for transportation, but even more important the files can be opened by the phone itself and played or viewed without the need for a computer.  Imagine the utility of being able to drag a pdf  large legal file onto your phone and read it wherever you are without the necessity of having your computer with you.  No more trying to open your notebook computer on a crowded plane.  Oh yes.  There is one other application which is important to the professional dependent upon digital information.  There is an application called “iPhone Modem” which will act as a modem for your portable computer if you absolutely need to download something and there is no wifi available.  You use the Edge or 3G network of the phone as your network for computer connection.  There are many other applications in the works which contribute to your ability to rely on digital information.  GlideMobile.com permits Word docs and other Microsoft based documents to be prepared using a web app. and the projection is that an application to prepare such docs and retain them on your phone is near completion.  The iPhone can only get more useful.

The Apple iPhone is hands above any of the other “Smart Phones” available now or in the past.  Although the others were capable of communication with the Microsoft Exchange they required horozontal and vertical sliders to permit the review of entire pages  from the Internet or emails.  This makes the Internet less than a pleasant experience.  All of that changed with the introduction of the iPhone 2G original version in June 2007. 

The original version of the iPhone would not communicate with Microsoft Exchange and it was said that it was impossible to create or edit Microsoft Word documents.  Many dismissed it as ill equipped for business use.  Neverthesless the size of the screen and the capabilities of the iPhone in dealing with images and email caused many to become devoted to the use of the iPhone.  All of this changed in July 2008 when the 3G version of the iPhone was introduced.  The speed of the 3G and the ability to network with Microsoft Exchange suddenly made it acceptable to business users.  I submit that even before July 2008 the constant dedication of hackers to customizing the iPhone and developing applications which made the iPhone a true “computer in your pocket”, accomplished even more than what Apple did.  These “hackers” had for the entire year devised hundreds of applications and used their collective imaginations making the iPhone unequaled in what it could do to lend convenience to you in the conduct of your business.  This all took place without any encouragement from Apple.  The first thing they accomplished was to “unlock” the phone so that it need not be used by only AT&T customers.  Then they “jailbroke” it which means that they made it accessible to applications which these industrious people had devised.

Apple then acknowledged the good work of the “hackers” when in July 2008 it upgraded the software to allow applications to be downloaded, in many cases for free, to all iPhones if owners would simply upgrade the original versions to the latest software.  Apple did retain the right to determine which applications would be acceptable on the website.  Some of the third-party applications were accepted by Apple and are now available for download.  Others were not and these are still available on such sites as Cydia and App Installer.  Also, Apple assisted those who had no Microsoft Exchange by offering an account called MobileMe which permits anyone to secure a 20 Gig site on the Internet where you can deposit your large files which you do not wish to keep permanantly on your iPhone.  Furthermore, MobileMe can be used to communicate lengthy files probably too long for email.

With all of these improvements by “hackers” and by Apple, and in view of the 8 Gig and 16 Gig memory the iPhone adds to your daily convenience, answers business needs, and specifically supplements your document management system as no other cellphone can. 

Digital document management is a concept that requires more than just a scanner, a computer, and document management software.  It involves a committment and frame of mind that paper communication is unnecessary so long as we have a means of preserving or saving our important documents and records, a manner of delivering them, and a way to access them whenever we need them.  Saving documents in a format like tiff, jpg, or pdf on the hard drive of a computer accomplishes preservation and retrieval, and communication from computer to computer using wired modem or wifi facilitates delivery. Another tool, the cellphone and specifically the Apple iPhone, should not be overlooked as a document management tool.  

There are literally hundreds if not thousands of cellphones worldwide.  What makes one a “smart phone” rather than an ordinary cellphone?  I submit that a cellphone becomes a smart phone when it allows for the introduction of other software programs into the memory of the phone and then permits the software to compute and accomplish tasks not traditionally attributed to an ordinary phone.  And a smart phone should permit the introduction of digital files which are used by the extraneous software to accomplish those tasks.  This obviously requires a means of input and output.  In short the cellphone must function like a computer which just happens to be a telephone too.  There are many smart phones and the list is growing every day.  But it is difficult to name one that accomplishes all of the essential tasks like an iPhone.  The Blackberry, various Samsung phones, Nokias, and HTC phones all qualify and have the capabilities to varying degrees.  Many are Windows CE Mobile based and others have their own operating system.  I have owned and used Blackberrys and the HTC Tilt both of which have much to offer.  Recently the TMobile G1 which is based upon the new Google Android operating system was introduced.  

When you read all of the reviews and comparisons you come away with the opinion that the iphone has the most to offer.  This is true whether you have the new 3G faster version or you have the original 2G version sold until July 11, 2008.  The new software which permits the use of third-party applications and Microsoft Exchange are available as a free upgrade for the original iPhone.  Both the old and the new can be modified to permit even more applications than contemplated by Apple when they released the new software.  Furthermore, either the old or the new versions can be unlocked to permit their use with TMobile or ATT though unlocking is easier with the original iPhone version.  

Though previously committed to Windows, I have discovered that because of an application known as VM Ware “Fusion”, I can use the Mac for my imaging and other document management tasks which require the use of Windows compatable applications.  Unlike prior Macs the newer ones use Intel micropressors which are the same microprocessors used in Windows driven computers.  By using “Fusion” to create a 20 Gig virtual drive upon which you can install Windows, you can use both operating systems on the same computer.  All of the Windows applications that you need for imaging documents, indexing the images, and storing them in databases can be installed in the virtual Windows drive.  The beauty of this arrangement is that there is no need to reboot the Mac as was previously necessary to achieve a dual boot.  When you need the Windows applications, you can simply startup the VM Ware with its Windows installed operating system and then toggle down to the Apple OS when the need is no longer there for Windows. 

By using this dual operating system you can now use software like the new Kodak Capture Pro imaging program, document management software like Docs2Manage, and database software like Microsoft SQL Server Express which all require a Windows environment.  There is no need to search for Apple compatable imaging applications.  By using “shared folders” accessible by both the Apple operating system and the Windows operating system you can generate or receive files in the Mac environment and then switch to Windows for processing and storing those same files.  I use the Mac operating system to browse the internet, email, create Word docs, and in multi-media processing, and then I take those files to the Windows operating system and scan them into the document management system and the database without rebooting,

Likewise, any files maintained in the document management system can be accessed in the Mac system and communicated to the iPhone for transporting and use away from a computer.  This is a convenience that should appeal to many Mac enthusiasts who want to continue to use a Mac for most purposes  and would like to avoid the need and expense of a separate computer for all imaging tasks.  Furthermore, for lawyers who want to use TimeMatters case management software it too can be installed on the virtual drive of the dual operating system.         

After years of devotion to Windows operating systems and PC desktop and portable computers, circumstances unexpectedly gave rise to a need to explore the Apple Mac OS-X operating system and the Apple MacBook Air portable computer.  For those without experience in the Apple product line, the new MacBook Air is the thinnest notebook on the market and one of the lightest at just over two pounds.  The typical file in business is heavier and bulkier than this portable computer.  This computer is a high tech beauty.  Since the introduction of the original IBM PC almost thirty years ago those of us who elected to use the PC format did  so because of the lower cost of the hardware and the lower cost and abundance of software applications available for the PC.  We have constantly heard that the Mac is more user friendly than the PC and that it is much more secure in its operation.  Until now I have resisted the urging  to try the Mac format preferring to stay with the more familiar Windows environment.  

Recently I developed an interest in another Apple product, the Apple iPhone cellphone because of its utility in the document management field and its many uses  for business and entertainment.  In a later article I will explain how this cellphone can add to your benefit to be gained from document management and why I view the iPhone as a necessary tool.  The iPhone has acquired a following of independent software developers who offer applications which will appeal to the digital game devotees and the business users looking to process data and even store data in a convenient tool.  Until July 2008 Apple did not encourage these independent third-party developers.  Nevertheless a fraternity of software engineers diligently worked to “unlock” the iPhone for use with service providers other than AT&T, and even more importantly  they “jailbroke” the phones to permit installation of all of these third-party applications.  Because I was engaged in unlocking and jailbreaking these iPhones, and because it is infinitely easier to do these tasks with a Mac as compared to a Windows computer, I purchased one of these beautiful MacBook Air portables.  After my purchase of the MacBook Air I discovered that I did indeed enjoy using it for my everyday tasks.

Digital document management should involve far more than just scanning documents and retrieving them from your computer as you need them.  It is a commitment to a change in the way that you deal with your valuable data for greater economy, convenience, and even environmental impact. With the breathtaking speed that electronic filing is being adopted by the courts and administrative agencies digital document management may soon be more than a voluntary election by businessmen and professionals.  Once you have had to digitalize documents for filing it makes no practical sense to continue to maintain a parallel hard copy file system.  It serves only to increase your costs to have both digital and hard copy files.

Whether we are forced to elect digital or we voluntarily do so for all of the good reasons, we need not limit ourselves to just the Microsoft driven Intel P.C. computers, whether desktop or portable, to handle all of the required tasks of the digital alternative.  We need to beware of other hardware which will permit us to expand the convenience and practicality of digital document management.  This would include hardware that will allow us to carry our digital files with us and review them without the necessity of opening and booting up a computer.  Indeed computers are just not useful under some circumstances and yet we still need the data.

I have recently discovered the wonders of the Apple MacBook Air and the Apple iPhone and I am now enjoying the utility of both in document management.  The MacBook Air is a lightweight high tech portable computer powered by Intel microprocessors (for the first time) capable of not only running the Apple Mac OS-X operating system, but also the Microsoft Windows operating systems and all of the Windows applications commonly used in scanning and in organizing documents.  If you use a dual operating system (a dual boot or a virtual server) you will have available to you all of the amazing multi-media capabilities of Apple while still maintaining the same applications which you commonly need for imaging, indexing and retrieving your documents, and archiving your documents in databases.  You CAN have your cake and eat it too!

I will leave the specifics of how to use the Mac products to a later article.  But another Apple product which is a must on the list of hardware  making our document management system even more useful is the Apple iPhone smart phone.  This cellphone is not just a telephone.  It is a complete data processor computer in your pocket with memory of 8 Gb or 16 Gb, and expansion potential to include hundreds of applications, many of them free.  They include text editors, databases, spreadsheets, and many others. It is noteworthy that it recently received the highest honors of all smart phones used in business activities as measured by J.D.Powers.  That study included the new G1 Android by T-Mobile recently released.   

 The new iPhone with its wideband communication ability using either Wifi or the 3G network, opens the door to communication with servers runing almost anywhere.  Furthermore, digital documents can be dragged and dropped from your computer into your iPhone not only to be carried wherever you might go, but also accessible later wherever you might be, using applications in the iPhone itself.  The iPhone works much like a hard drive but without the need to use it in conjunction with other hardware to see files or even play them in the case of audio and video files.  When your computer cannot be taken with you the iphone will serve your needs.  

To allow for greater work efficiency in the office, there are a number of helpful tools available for a business just starting out.  First and foremost, a high speed internet connection is important for any office.  The internet is the primary manner in which companies identify themselves, and is used daily by hundreds of millions of people around the world.  In addition to fast, reliable internet, a document scanner will allow you to fill orders, fax documents, and communicate with your clients or other businesses quickly. 

Equipment like computers, desks, chairs we take for granted, but higher end models of these generic items can boost efficiency and morale in the office.

When you own your small business it’s difficult to supervise and manage all the various processes and people with whom you interact.  Here are a few business management solutions for improving the flow of your business and maximizing productivity.

~Divide the workload; many small business owners think they can handle all the aspects of the business by themselves; it’s impossible.  Even if it’s one other person sharing the load, it’s necessary to confide in others to be successful. 

~Organization; keeping documents, product orders, payroll, and all the other aspects of business organized is key to running a smooth operation. 

~Recognize the audience; the goal of a business is to provide goods or services and make a profit, recognizing the target audience for your product or service will allow you to market to them directly.