Posts tagged with "cloud"

BALANCING SENTIMENTAL VALUE WITH DECLUTTERING AND ORGANIZING

Now that we are sheltering at home, many of us will start to tackle house related projects, including decluttering and organizing. But, letting go of things isn’t always easy. How much stuff do you have in your house that you keep around for purely sentimental reasons? Like that old t-shirt from a favorite vacation or the set of silverware that belonged to your grandparents?

While we all want to hold on to special memories, the impulse to “hold on to things” can quickly lead to clutter and mess if left unchecked. It’s important to balance the need to save with the need to streamline and get organized.

Admittedly, it can feel hard to have to give up precious family possessions. If you’re struggling with belongings of sentimental value while trying to declutter your home, try these tips:

1. CREATE A KEEPSAKE STRATEGY

If your sentimental belongings are starting to take over rooms in your home, it may be time to create a keepsake strategy and evaluate each item.

For example, if you recently lost a close family member, it can be tempting to want to hold on to so many of their possessions. But the truth is, even if your grandmother was the best knitter in the world, there’s no need for you to hold on to every blanket and sweater she made.

Divide your sentimental items into categories, and make a point to only keep a few from each category. For all your sentimental items, ask yourself:

  • Why is this specific item sentimental? If it’s because of the person you got it from, consider if you can remember the person and the special memory without this particular item.
  • Is this an item you’ll use?
  • Can you give it to someone who would get more use and value out of it?

Hopefully with this keepsake strategy, you’ll hold on to only a manageable number of sentimental belongings.

2. SAVE IT TO THE CLOUD

Rather than keeping large bulky physical items, can you take a photo and save it to the cloud? New research demonstrates that taking and keeping a digital photo can help you both preserve a memory (sometimes even longer than a physical item which may fade or grow moldy) while also decluttering your home.

You may even prefer to take digital photos of old family albums, as the digital photos will last longer without taking up space in your house.

3. KEEP THINGS IN THE FAMILY

While it may feel difficult to have to give up a precious family heirloom, ask yourself if it’s time to pass it on to someone else in the family who can now get better use from it.

 If it feels right, you might even want to give items to close friends, including them in the circle of your “wider family.” It might be the best way to keep family heirlooms and traditions going into the future.

4. DO GOOD

If there’s no one you know who might be able to use your old sentimental items, maybe you can give them away to someone in need.

While it can be hard to part with something you love, the knowledge that someone else can need it and appreciate it even more might help you feel better about your choice to give things away.

5. FOCUS ON THE FUTURE

While you certainly want to never forget where you came from, you also want to make sure you’re not stuck in the past.

It can be soothing and healing to spend some time in nostalgia. But don’t lose sight of your useful future goal to declutter and organize your home. Streamlining your possessions will help everyone in your home live calmly and more efficiently, and that’s definitely a worthwhile reason to declutter.

ABOUT THE AUTHOR

Marty Basher is the design expert with Modular Closets. Marty regularly contributes on topics of home design, organization, improvement and more, helping home owners get the most out of the spaces in their home. Modular Closets are high-quality and easy-to-design closet systems made in the USA you can order, assemble and install yourself, in no time at all. 

Cloud vs On-premise: What Does Your Company Need

If you’re looking for a new, efficient document management system, you’re probably noticing that many of your options are either cloud solutions or on-premise solutions.

In this article, we’ll talk about the differences between these two options. That’ll help you figure out which option is best for you.

Cloud Vs On-Premise: What Are My Needs

When considering your company’s needs, think about these five factors:

  • Functionality
  • Cost
  • User interface
  • How to share files
  • Integrations with other software

Let’s talk about each of these factors in more detail.

  1. Functionality

Cloud-based solutions earn their ‘online’ monikers due to the fact they can function in-browser on the internet, and this is important for several reasons.

Virtually any information device can gain access to the Internet these days, whereas, with on-premises DMS, access to organizational storage and collaboration features remain tied to the software’s point of installation/origin. Cloud vs. on-premise document management cannot be distinguished from each other without analyzing the functional limitations of on-premise solutions.

However, the cloud can transcend issues with desktop compatibility sometimes found in niche operating systems (niche meaning not within Windows).

Essentially, cloud-based, online DMS is, beyond any serious criticism, more functional than its on-premises counterpart, particularly because of its accessibility via mobile applications and consumer-grade laptops (such as Mac), which are becoming increasingly popular in the enterprise.

  1. Cost

Many know the up-front price differences between on-premises and cloud-based DMS, but few understand the differences in long term value. And, as always, value and price must be viewed hand-in-hand.

This is one of the most complex differences between cloud vs. on-premise document management solution.

Price is the most complex facet of these two technologies’ differences. On one hand, there are simple, bottom-line methods of measuring the expenses of each, and on the other hand, there are ‘benefits’ that are much more difficult to initially calculate as hard ROI.

Initially, the cloud costs less across the board from simple calculations, but both on-premises and cloud-based DMS will generate ROI for organizations because each technology helps organizations go paperless.

However, it should be noted that in general, organizations will have to spend more on electricity costs with an on-premises solution, and on-premises solutions are a better fit for rural offices as these areas have fewer Internet speed/access options.

  1. User Interface

On-premises solutions are typically easier for DMS newcomers to understand. But the cloud, as a web technology, offers a certain degree of customizability that can render the solution more intuitive to its user.

Despite the intuitiveness of the cloud, on-premises is a technology that’s been around for a while and can be likened to the intuitiveness of software comprising the Windows interface.

Despite these differences, both modes of DMS usage provide the software integration needed to make processes more intuitive with an existing tech infrastructure.

  1. How To Share Files

On-premises solutions are great if you only need to share documents across the office. On-premise software solutions usually rely on an office intranet to share documents from employee to employee.

The problem is, businesses oftentimes need to share documents with people outside of the building. There are different secure options for sending messages, but a cloud-based DMS will have that built-in already.

So consider who will need access to documents when making the decision.

  1. Integration

On-premises offers more control over how security is implemented, measured, and contained, whereas the cloud, although not as customizable, is arguably more configurable – meaning external components are more easily integrated into the system.

Cloud vs. on-premise document management provides insight on how much customizability is offered for on-premise over cloud-based alternatives.

An organization with a lot of programming demands may want to consider this option. As with any new technology, there are always going to be somewhat limited integration capabilities with preexisting organizational structures.

However, the right document management software, whether on-premises or in the cloud, can offer software integration to mitigate the impact of customizing challenges.

Cloud Migration Challenges and How To Overcome Them

Firstly, one has to understand that migrating to the Cloud cannot be achieved with the push of a button. It would be wise for a firm or individual planning to make their move to the Cloud to seek assistance from a team that specializes in Cloud migration from on-premise to the Cloud.

Also, do not try to migrate everything all at once or try to pull off an “all or nothing” migration. When moving to the Cloud it is better to take a sub-set approach by uploading a bit at a time.

When all data has been migrated to the Cloud, the next step would be to train staff members in using the Cloud to its full potential. It should be understood that moving to the Cloud will give rise to new processes and procedures that will differ from what was used previously in on-premise systems. In other words, one has to ensure that their firm is “Cloud-ready.”

Last but not least is planning, planning, planning. Be sure to plan what data needs to be moved across to the Cloud. This is especially true with firms that have decades of data, some of which have become “stale.” Moving stale data creates stale data in the Cloud; however, migration can be used as an opportunity to clean up obsolete databases and files.

Is Rubex by eFileCabinet Secure?

We previously mentioned how Cloud security is generally more robust than on-premise, and eFileCabinet is no different. We take security seriously and offer security measures that are above and beyond that which can be achieved by local systems.

When using Rubex by eFileCabinet, all files are heavily encrypted to ensure that data remains safe and confidential. Also, Rubex files reside on SAS 70 Type II secure servers with a variety of physical barriers and intrusion detection systems to prevent unauthorized access.

Furthermore, all files are backed up regularly at multiple geographic locations to ensure that lost data can easily be recovered in the event of a fire, theft, natural disaster, hard drive failure, etc.

Going a step further, data that resides on our online systems is protected using SSL: Secure Socket Layer encryption as an added layer of security. Rubex spares no effort in keeping sensitive information safe and secure. Find out how you can keep your files secure today by filling out the contact form provided for a free 15-minute demo.

Andreas Rivera is a technology writer with experience in both reviewing and marketing tech services and products. His areas of expertise include writing about B2B, SaaS companies and how they best address the pain points of businesses. Since early 2019, he has been the Marketing Content Writer for eFileCabinet and has become well versed in how document management software helps businesses reinvent their manual processes and spur growth. Contact him at arivera@efilecabinet.com