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FileCenter Newsletter

February 18, 2016  –

Do You Share Files?

As we watch the way our user base puts FileCenter to work, it's no surprise to us to see how document-intensive many of your businesses are. But one thing in particular has piqued our interest: how often some of you exchange documents with your customers or clients, or even family members. We've seen accounting firms receive statements from their clients and give back completed returns, medical practices sharing lab results, and attorneys receiving old wills, trusts, or contracts and sending back newly-executed instruments. And watching all of this, we've noticed something: most of you use email to do it.

What's Wrong with Email?

We know the time-honored way to share documents: just attach them to an email and send them on their way. But there are problems with this. First and foremost, the majority of email transmissions are still insecure. This means that there's potential for just about anybody along the Information Superhighway to intercept your email message and read it. Really. Even if you use an encrypted connection, that only guarantees the privacy between you and your email provider (i.e. local post office). Once it leaves there, all bets are off.

The documents we mentioned at the beginning of this newsletter all have one thing in common: they carry a burden of privacy and confidentiality. Are you doing enough to safeguard confidential information? If you're sending these documents via email, you should start feeling some serious doubt about it.

There's a Better Way

The Cloud has given us a better way to handle sharing: secure portals. The name sounds intimidating, but the concept is quite simple. You upload a document onto a secure Cloud space and provide the email addresses of people who are allowed to access it. These people then receive an email message with a link that gives them access to the document. It's really no more labor intensive than sending an email, but the entire transfer, from start to finish, is heavily encrypted.

Why Not Share through DropBox (or Google Drive, or ...)?

If you're consciencious enough to do your document sharing through DropBox, Google Drive, or another Cloud drive service, pat yourself on the back for being proactive about safeguarding confidential information. These services allow you to share individual files or whole folders with specific people, and everything is encrypted and secure. But they fall short in two areas:

First, most of these services lack an easy way to manage your shares. By the time you're sharing dozens or hundreds of documents, you need an easy way to get a birds-eye view of what you've shared and with whom so that you can revoke sharing where it's no longer necessary. With most of these Cloud drives, you can't do that.

Second, sharing is often a two-way street. You're not just sending out documents, you're receiving documents too. Cloud drives handle this if both parties happen to use the same service and both parties know how to use it. But odds are that your clients don't use any Cloud drive. A secure portal, on the other hand, is like a secure, shared, meeting place that you both have access to. You can drop off documents for each other, leave notes and instructions, etc.

Is There a Portal You Recommend?

Recognizing the value of simple, secure file sharing, we've been hard at work on a file sharing portal for FileCenter users. We call it the FileCenter Portal. We've put our focus on creating a clean, simple system that isn't bogged down with unnecessary complexity, like FileCenter itself. While we haven't released it yet, we'd love to have you come and take it for a spin.

To get access, reply to this email or, if you'd like to see the ins and outs, sign up for a short webinar. Either way, we'll get you hooked up.

Sign Up for a Webinar »

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Latest FileCenter Service Release

The latest service release of FileCenter 9 has some new goodies. For example, the Inbox has a new option: Devices. This is a quick way to grab files from your removable devices like phones, tablets, cameras, etc. And, for the power users, naming options now support some character formatting commands and even regular expression matching (for those who know what that term means, we know your heart just skipped a couple of beats).

This service release also includes two important fixes: a permanent solution for the ODBC error that many of you saw after a recent Windows/Office update, and a fix for slow scanning that some of you have experienced.

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