Monthly Archives

May 2017

Document Management System

A Document Management System (DMS) is a piece of software that lets you control your company documents at all times. Instead of being saved on individual workers’ hard drives or printed out and becoming outdated, files are all held in cloud storage, accessed through a web browser, and kept under control. Knowing that people have access to the current version simple, and you can cut down on the amount of paper in the office.

Document Management SystemCloud Document management systems make it easy to save scanned and digital files in a single managed storage system. Files types can include Word documents, Excel spreadsheets, PowerPoint presentations, PDF files… almost any format you can think of!

Keeping Control

Cloud-based document management systems are a central repository (or “single point of truth”) for staff to access your company documents. You can then access, view and share them with colleagues in the knowledge they will always have the latest version. By using a DMS to store your documents in one place, they are easier to find and retrieve.

Security

When documents are not being properly managed, the chances of printed information leaking into the wrong hands is very real. Sensitive information getting stolen can do real damage to your business. A Document Management System lets you keep your business information confidential. If there is a fire or flood, a backed-up cloud-based DMS will ensure that business-critical documents are not lost. An audit trail means you know who has viewed or edited files.

From the Desktop to the Beach

Cloud DMS allows users to access documents anywhere at any time, on a number of different devices. This is particularly useful when teams collaborate on projects or if you need to see a document while you are on the beach.

Time and cost Savings

Time is money, so the less your team spend creating, reviewing, distributing and printing out documents, the better. Operating a document management system is low cost but yields huge rewards in time saved.

Simple Sharing

When using a DMS, staff can share documents with one or more colleagues with the click of a button. The documents can be accessed regardless of location or device. Links to documents may be published on the company intranet or emailed.

Digitalquill – Experts in Document Management

Digitalquill has been working with Document Management Systems for 15 years. We can help to save you time and money through our Document Management System. For more information call us on 01482 424402 or email office@digitalquill.co.uk.

 

CRM RFID systems

Garages, hair salons, tanning salons and more are realising the importance of keeping an effective customer database on a Customer Relationship Management (CRM) system. Whether you want to introduce a loyalty scheme to encourage repeat business or improve customer service by making staff instantly aware of a client’s purchase history, Digitalquill’s Client Management System is the solution.

Customer Relationship Management RFID Systems

CRM RFID systemsThe Client Management System is a powerful and fully-featured customer relationship management system for service companies including hairdressers and beauty salons. By issuing customers with an inexpensive RFID-enabled loyalty card, staff no longer need to remember every customer’s individual needs and expectations: a full history of all of the customer’s activities can be shown right on-screen – so the customer gets the service they deserve, and feel more valued.

Personal Service – Even at Multiple Sites

The Client Management System is a particularly powerful tool for multi-site businesses. No matter which of your retail locations the customer visits, they can get the personal level of service they expect from any member of staff. So whether you are a beautician or a mechanic, you can keep a full and accurate record of every interaction between every customer and your business all at the click of a mouse.

Data at your Fingertips

Client Management System Records everything about yours customers – and can be integrated directly into your marketing system including social media, text messaging and email. Full analytics are available on usage of each individual stream, so you can target customers who only use a single service and attract them to use more. The system can even can book a customer appointment to a specific time, technician and room if necessary – and automated text message appointment reminders to customers  on the morning of the booking help you to reduce missed appointments.

Call Digitalquill today on 01482 424402, email support@digitalquill.co.uk or visit www.digitalquill.co.uk for more information.

 

RFID Systems NFC grabber

Digitalquill’s NFC Grabber is the affordable RFID app you need to integrate RFID systems into your asset management processes.

NFC Grabber – App for Mobile

RFID Systems NFC grabberNFC Grabber uses the NFC reader in your Android device to read unique HF RFID transponder codes and allow them to be accessed from another app, placed into a keyboard input (for example a spreadsheet or document) or sent to a server on the internet.

By purchasing NFC transponders and attaching them to pallets or roll cages, it is possible to use them in place of barcodes or paper systems to accurately monitor stock in a warehouse. Transponders placed on or in high-value assets such as computers, solar panels or rental equipment can be used to track their movements. You can even use an NFC transponder for inspection monitoring to prove that a certain location was visited. RFID scans cannot be done remotely, and the transponder IDs cannot be duplicated.

Asset Tracking with HF RFID Systems

Digitalquill’s Asset Monitor System allows you to keep track of your business’s assets. You can instantly find out where they are; where they have been; and see a history of their movements at the click of a mouse. Because it is not industry specific it can be used to track everything from shipping containers to solar panels. Since Asset Monitor links with the other Digitalquill software including our Proof of Delivery system, it can manage everything from picking and packing to delivery tracking.

Asset Monitor from Digitalquill

Digitalquill’s Asset Monitor is a flexible and configurable system that can fulfil all your asset tracking requirements. You specify the details of the asset, and the data you wish to store and associate with it. You have total control and so you can configure customised inspections or supply chains.

Asset Monitor also brings you powerful business intelligence. Know where your assets are, and when they will be back with you through the use of estimates that are intelligently derived from your data. Asset Monitor helps you predict stock shortages; plan delivery routes; and schedule collections. Reports such as average supply chain time and average asset life are calculated and updated automatically.

Digitalquill – Experts in RFID Systems and NFC

NFC Grabber is available from the Android Play Store. It is compatible with any Android device that has a built-in NFC reader. We also supply an Asset Monitor system that works with the app and we can supply HF RFID transponders and Android tablets. For queries about bulk-purchases of licences or for more information on the product, call us on 01482 424402 or email office@digitalquill.co.uk.

 

 

Document Management System

Managing and controlling the documents you produce and use in your business can be hard. There are always multiple copies floating around, and when changes are made, it can be difficult to tell whether your staff are referring to the latest version, or if they are using an older one that they have printed out for reference. A document management system can help you manage all those files.

Document control is a key feature of an ISO9001 compliant organisation. Managing and controlling access, sharing and revision of documents manually is difficult and time-consuming. The solution to all of these problems is simple: your business needs to use a Cloud Document Management System.

Cloud Document Management System

Document Management SystemWhen they use Digitalquill’s cloud-based Document Management System (DMS), your staff can share documents with colleagues with the click of a button. The documents are uploaded centrally and they can be accessed regardless of the end user’s location or device. Instead of clogging up your email server with huge files, links to documents may be published on the company intranet or emailed.

The benefits are clear. When the documents are stored in a single location there is a ‘single point of truth’. You can be sure that when changes are made that users always refer to the very latest revision of a document. You can keep track of each document’s history of revisions.

All kinds of file types are supported. Simply upload the document into a central area and use links instead of file attachments. All you need to do is adjust your policies and procedures: Digitalquill’s Document Management System enables your transition to a paper-free office.

Digitalquill – Experts in Document Management

Digitalquill has been working with Document Management Systems for more than 15 years. We can help to save you time and money through our Cloud Document Management System. For more information call us on 01482 424402 or email office@digitalquill.co.uk.

 

Data Terminal

For many years, we have been installing systems for access control, inspection monitoring and asset tracking. As well as our powerful software solutions, we also incorporate hardware to create a seamless experience for the end-users. Our data terminals are in use all over the world wherever Digitalquill RFID systems and software is used, and we are now offering them for sale as a product for third parties.

Linux Powered Data Terminals

Data TerminalsDigitalquill’s data terminals can be used anywhere that you would use a computer, but do not need – or would not desire – a complete desktop system. They are a versatile and cost-effective hardware solution to assist with tasks including:

  • Data collection
  • Data inputting
  • Controlling other hardware
  • Monitoring sensors
  • Linking other ‘unintelligent’ hardware and other applications or the cloud

 

The Data Terminals operate with a customised version of Debian Linux. This you can easily configure them to put them to almost any purpose. It is possible to add new functionality easily by writing new software, and we offer VPN services that will allow you to access them remotely.

Digitalquill uses these data terminals to manage our databases – some of which have trillions of records. The standard incorporates 2GB of RAM and a powerful quad-core processor – and they can be built to whatever specifications you require.

Data terminals can be supplied with:

  • up to 4 external USB ports
  • 1 x external Gigabit Ethernet port
  • 1 x external HDMI port
  • 4 inch integrated touch screen
  • Battery backup as standard (allows the terminal to run for an hour without power)
  • Remote field battery capability (24-48 hour on battery power alone with optional solar panel chagrinned)
  • Bluetooth 4.0 module
  • Wireless 802.11n
  • Serial RS232 and S485
  • Electronic i/o relays
  • 8GB storage as standard, which is expandable to 256gb
  • Optional SSD hard drive storage
  • 3G or 4G modem

For more information and pricing details, call Digitalquill today on 01482 424402, email support@digitalquill.co.uk or visit www.digitalquill.co.uk.

 

Rental Monitor RFID systems

If your business rents out large or valuable items such as plant machinery or garden tools, then there are significant risks involved. How do you keep track of property that been booked out? How do you make sure staff collect sufficient details about the client so you can trace the items if they are not returned on time? And can you check that your staff have completed pre and post-rental safety checks and servicing? All this is possible with RFID systems.

Rental Process Management Software

Rental Monitor RFID systemsRentalMonitor is a tool for managing the rental of assets. It integrates with RFID systems to allow items to be tracked, monitored, controlled and returned. Keep informed when items are due for rental – or due to be returned. Automatically generate pre-rental and post-rental servicing tickets that integrate with email or SMS. Prevent rentals from taking place unless staff have captured key information. And prevent paperwork from being misplaced with secure off-site storage.

Scripts for the handover and return of items are fully customisable. You can ensure that briefings are given, instructions are supplied and that damage is recorded whenever the item is issued or returned. The customer database allows you to store photographic ID to confirm customers’ identities as well as storing their details for future repeat rentals. Your assets can even be tracked by GPS if you need the ultimate in peace of mind.

RFID Systems for Temporary Equipment Loans

RentalMonitor is also suitable for managing the temporary loan of tools and equipment to staff or contractors. Do you give out items to employees and need to make sure you get them back? Just fit them with RFID transponders and use RentalMonitor to ensure you know who has them at any time. Our software is trusted, versatile and cost-effective – no wonder the name Digitalquill is synonymous with RFID systems all over the world!

RentalMonitor from Digitalquill

Call Digitalquill today on 01482 424402, email support@digitalquill.co.uk or visit www.digitalquill.co.uk for more information.

 

Fire Door Monitor RFID Systems

Our Fire Door Monitor system is renowned for being one of the most flexible, unintrusive ways to meet Fire Safety requirements. Fire Door Monitor uses RFID systems to monitor doors and alerts management when fire doors are propped open. This helps fire wardens to fulfil their legal responsibilities and provides unequivocal evidence that is securely stored offsite.

Track and Report on Open Doors and Windows

Fire Door Monitor RFID SystemsFire door monitor has many other uses: One of our clients uses the system to monitor the roller door on their warehouse door. If the door is left open, then it costs extra to heat the building and puts security at risk. Before installing the Fire Door Monitor system. They had problems with staff leaving it open and people would walk into the building off the street. The system now allows the managers in the office to monitor the door and call down and ask for it to be closed whenever it is left open

The system can also be set up to automatically monitor whether windows are closed. This savis time for security guards when locking up buildings, or you could use the system to check that cold room or fridge/freezer doors are kept closed.

Fire door monitor really is the most versatile RFID enabled door and inspection monitoring system on the market today.

RFID Systems for Monitoring Doors

Fire Door Monitor uses RFID transponders placed at each door or window. The software manages inspection schedules and informs a specific person whenever inspections are due. Magnetic catches can be installed onto each door or window, which will allow it only to be open for a maximum specified time before  the system sends an SMS or email alert. A full reporting suite makes it possible to see which doors or windows are being opened and for how long.

Easy to Install Wirefree Fire Door Monitoring

Fire Door Monitor is easy to install in your building. As it is a cloud-based system, it links to your existing internet gateway. It can even be used as a self-contained system over a 3G or 4G mobile connection. With mobile connectivity, there is no need to run wires. We attach wireless devices to each door or window within range of the Hub. Repeaters are used to extend the range of the hub which is connected to the internet via your existing gateway or self-contained 3G.

Low-Cost Door Monitoring

Fire Door Monitor is available for a low monthly fee. All you need to purchase up front are the hardware sensors and the connection hub. Call us today on 01482 424402 or email support@digitalquill.co.uk for more information.

 

Ransomware

Yesterday we covered how NHS services in England and Scotland have been hit by a large-scale ransomware cyber-attack that disrupted hospital appointments. The malware, known as  “Wanna Decryptor” or “WannaCry”, demanded users pay £300 (£230) to unlock their files.

How to Update Windows to avoid Ransomware

Early indications are that this attack relates to a vulnerability in Microsoft Windows. Microsoft has released a patch for this vulnerability, but many users do not have this patch. It is tempting to ignore system requests to update your computer – but these updates are intended to keep you safe and should never, ever be ignored.

Here are instructions on how to update your Windows system to make sure you have all the latest security patches:

How to Update Windows 7

1: Click Start and then select control panel, select system and security

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2: Click on Windows Update

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3: The update status will be shown. Clicking “Check Updates” in the left-hand pane will force a check for the latest patches.

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4: You can select the updates to install by putting a tick into the boxes by each line.

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5: Finally, click “Install Updates” and follow the Wizard through to the end.

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How to Update Windows 8

1: Make sure your PC is plugged in and connected to the Internet

2: Swipe in from the right edge of the screen, tap Settings, and then tap Change PC settings.
(If you’re using a mouse, point to the lower-right corner of the screen, move the mouse pointer up, click Settings, and then click Change PC settings.)

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3: Tap or click “Update and recovery”, and then tap or click “Windows Update”. You can type a “w” to bring it to the top.

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4: Tap or click “Check Now”.

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5: If updates are found, tap or click “View Details”.

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6: Don’t disconnect, unplug, or turn off your PC while the update is being installed.

How to Update Windows 10

1: Click Start (Windows Logo) and type “updates”.

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2: Press the Enter key, and the updates window will open: in there it tells you when your machine was last updated.

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3: Press “Check for Updates” to see if there are any new patches. If there are, you will be prompted to download them.

4: Leave the machine turned on and connected to power and the internet while it downloads the updates. When you next restart the machine, you will be asked if you want just to restart or to install updates and then restart. Select “Install updates and restart.”

Avoiding Ransomware

Remember some basic rules:

  • Do not open email attachments originating from people you don’t know or from people you do know, but are not expecting
  • Make sure you have an up-to-date virus guard (we can supply AVG for businesses)
  • Make sure your operating system is up-to-date with the latest security patches.

Digitalquill – Ransomware Protection for Hull, East Yorkshire and Lincolnshire

If you do not have paid virus protection on your business systems, contact us for a subscription price for AVG for business to keep your data safe from hackers.

If you are worried that you may have been affected by ransomware, remove your network cable and turn off your wifi to prevent it spreading to other computers on your network, then call us on 01482 424402 and we will help.

NHS Ransomware Cyber Attack

NHS services in England and Scotland were hit on Friday by a large-scale ransomware cyber-attack that disrupted hospital and GP appointments. The incident is believed to be part of a wider, untargeted attack that affected computers all over the world.

Worldwide Ransomware Cyber Attack

NHS Ransomware Cyber Attack
©-Paulo-Resende-Dreamstime-Stock-Photos

Some hospitals and GPs were left been unable to access their patient data after their computers were locked by a ransomware program. The malware – “Wanna Decryptor” or “WannaCry” – demanded a payment of £300 (£230) to unlock their files. About 40 NHS organisations and some GP practices were hit. Who is behind the attack is not yet known, but the hackers demanded payment in the virtual currency Bitcoin, which is very hard to trace. The National Cyber Security Centre (NCSC) is working closely with the NHS to identify the attackers and assist with recovering the data.

Why were computers affected?

Early indications seem to indicate that this relates to a vulnerability in Microsoft Windows. Microsoft has already released a patch for this vulnerability, but there are many users who for one reason or another do not have this patch. Computers that had not been updated were affected. We reported in December 2016 how the NHS is still running Windows XP in many hospitals, and the support contract ended over two years ago. It is tempting to ignore requests to update your system, but these updates are designed to keep you safe and should never be ignored.

What can I do about Ransomware?

If you do not have the time right now to read through our ten tips to avoid ransomware, our immediate advice is:

  • Do not open email attachments from people you don’t know or are not expecting
  • Make sure you have an up-to-date virus guard (we can supply AVG for businesses)
  • Make sure your operating system is updated with the latest security patches.

If you have any feeling, no matter how small that you have have been affected:

  • remove your network cable
  • turn off your wifi immediately

This will prevent it spreading to other computers on your network. Then call us on 01482 424402, and we will help.

If you are worried call us. Throughout the rest of this week, we will be providing details of how to make sure your system is up-to-date, for Windows 7, 8 and 10 users. If you need business IT support for your business then call us on 01482 424402 for more details on our cloud IT support service or our managed AVG Antivirus solution.

If you run a business that needs checks to be done and recorded – for example, perimeter checks for a security guard; hygiene checks for a food business; or any kind of quality control checks – then you can now benefit from a tool that does away with paper checklists and constant management sign-offs. Inspection monitor replaces your pen and paper with RFID systems.

RFID Inspection Checks

Inspection Monitor RFID systemsInspection Monitor is a powerful and flexible way to add RFID enabled compliance checks to any business. This cost-effective system will run on your existing Android/iOS portable devices or on dedicated mobile terminals.

Inspection Monitor uses RFID systems to track assets or locations you need to have regularly inspected. It will inform you immediately if a check is missed or failed. This lets you free up management time and provides you with irrefutable evidence that checks have been done. This proof is essential where policy or legislation must be complied with.

Safe, Secure and Trustworthy Evidence of Checks

RFID transponders cannot be scanned remotely, copied or cloned. Your staff member must have physically visited the location or asset to which the transponder is fixed in order to scan it. You can, therefore, relax in the knowledge that the work has been done. You only need to review reports or system messages if something goes wrong.

When something does come up during a check, Inspection Monitor can even automate the generation of tickets for your repair teams. Broken windows, missing bulbs and damaged doors can be corrected right away. Because it is completely silent when all is going well, Inspection Monitor can vastly reduce the amount of paperwork your managers must sign off each day.

Flexible and adaptable system

You have complete flexibility to create checkpoints and group them together into any number of inspections. You can require checks to be completed in a specified sequence – e.g. to manage security patrols – or allow staff the flexibility to manage their own workflows so long as every location or asset is scanned in the relevant timescale. Don’t worry about record keeping because every scan and every inspection is safely recorded in our secure cloud server. You can provide inspectors with an audit trail and generate reports for proof of inspections at the click of a mouse.

Call Digitalquill today on 01482 424402, email support@digitalquill.co.uk or visit www.digitalquill.co.uk for more information.