TIC - Deploying a Unique Tagging System to Facilitate Content Search and Management
Information workers waste a significant amount of time dealing with documents. This wasted time costs the organization 19,732 USD per information worker per year and amounts to a loss of 21.3 percent in the organization’s total productivity. For an organization with 1,000 people, addressing these time wasters would be tantamount to hiring 213 new employees.
Respondents to an AIIM survey of 2012 said that the time they spent per day filing and maintaining existing information, or searching for new information, averaged around 37 minutes, i.e., 8 percent of the working day. “Search fatigue” is also considered a significant long-term problem. According to an Accenture report, 59 percent of 1,000 managers surveyed said they miss important information almost every day because it exists within the company, but they can’t find it.
As traditional methods of records management are falling by the wayside in favor of more robust information governance techniques, most companies are seeking a strategic enterprise content management (ECM) solution to eliminate bottlenecks when trying to process, access or store the information. In response to this need, The Information Company (TIC), a communication solutions, design and software company headquartered in Mumbai, Maharashtra, brings to the table an enterprise file management system– Organyze that enables fast locating of files with a tagging system that allows clients to attach tags to a file while working in MS Word, MS Excel, MS PowerPoint, and MS Outlook, and in Internet Explorer.
Incorporated in 1999, TIC has been providing services to some of the biggest businesses in India that includes large and small companies in the Tata, Aditya Birla and other groups. The firm creates software solutions and products, such as Organyze, which helps firms manage enterprise content; and Informachine, which drastically reduces the time taken by professionals to track web content. Additionally, TeamStar is another product of TIC that allows easy storing, housekeeping, sharing, searching and displaying of files online. TIC-CMS, another solution of TIC allows central and distributed creation and management of content across countries, departments and functions. “We have received a US patent for Organyze, and have two other patents pending in the US and other countries.” states Kiron Kasbekar, MD.
‘Organyze’ for Hassle Free Content Management
As the digital age has facilitated communications, it has brought with it a greater wealth of “content” than ever, in a multitude of formats such as images, text documents, web pages, spreadsheets, presentations, graphics, drawings, e-mail, video and multimedia. This explosion of structured and unstructured content can be complex, and difficult to manage. Organyze helps users cope with the challenges by helping them find files very quickly, with the help of tags by file types (Word, spreadsheet, image, video, and even files like CAD/CAM, used in architectural and engineering design).
It allows users to label a large number of files from different folders, drives and machines in one go. The product allows users to add comments to files, write descriptions about the file contents, or even detailed captions for photographs. This approach later makes content search possible through the file name, or file’s content, or through the contents of a comment or email, or by date or date range search-in permutations and combinations of various search features.
Further, Organyze can automatically back up files and folders in selected folders and drives on a daily basis (after being configured once with the option of both offline and online backups to keep files doubly safe). Also, the feature of synchronization of folders with other machines allows customers to have the same files at home and at the office or switch between a desktop and laptop, hence eliminating the data migration chaos. Using the approach, the files can be synced between folders in various drives on the desktop, folders within the local network and also with folders on the cloud.
To help users do some much-needed housekeeping and avoid the confusion that results from duplicate files strewn all over the place; Organyze facilitates identification of duplicates of files that have been saved within folders, drives and shared folders within the network, even when the file names are different. Taking into account the concerns about security, TIC has implemented all necessary security features in Organyze, including various authentications, and transport and message security for APIs. TIC also deploys encryption to ensure secure data passing, MD5 encryption for storing passwords in the database, and protected the software from SQL Injection attack. “We have used 2048s-Bit SSL Certificate and Extended Validation (EV) Code Signing Certificate for ensuring the security of content to maximum extent,” claims Mr. Kasbekar.
Groundwork for the Future
Enterprises these days are highly exposed to the complexity of massive volumes of all kinds of data and information, which exists in a broad array of formats. The organizations are thus always on the lookout for a better way to manage the over-abundance of content. TIC continuously works towards upgrading its existing content management solution ‘Organyze’ and aims at introducing more products for file management and ECM in the coming years. Having received a US patent for Organyze, TIC now plans to expand its customer base across various geographies and become a prominent player at global level in future.
Further, Organyze can automatically back up files and folders in selected folders and drives on a daily basis (after being configured once with the option of both offline and online backups to keep files doubly safe). Also, the feature of synchronization of folders with other machines allows customers to have the same files at home and at the office or switch between a desktop and laptop, hence eliminating the data migration chaos. Using the approach, the files can be synced between folders in various drives on the desktop, folders within the local network and also with folders on the cloud.
TIC has been providing services to some of the biggest businesses in India that includes large and small companies in the Tata, Aditya Birla and other groups
To help users do some much-needed housekeeping and avoid the confusion that results from duplicate files strewn all over the place; Organyze facilitates identification of duplicates of files that have been saved within folders, drives and shared folders within the network, even when the file names are different. Taking into account the concerns about security, TIC has implemented all necessary security features in Organyze, including various authentications, and transport and message security for APIs. TIC also deploys encryption to ensure secure data passing, MD5 encryption for storing passwords in the database, and protected the software from SQL Injection attack. “We have used 2048s-Bit SSL Certificate and Extended Validation (EV) Code Signing Certificate for ensuring the security of content to maximum extent,” claims Mr. Kasbekar.
Groundwork for the Future
Enterprises these days are highly exposed to the complexity of massive volumes of all kinds of data and information, which exists in a broad array of formats. The organizations are thus always on the lookout for a better way to manage the over-abundance of content. TIC continuously works towards upgrading its existing content management solution ‘Organyze’ and aims at introducing more products for file management and ECM in the coming years. Having received a US patent for Organyze, TIC now plans to expand its customer base across various geographies and become a prominent player at global level in future.
