The digital transformation for digital document management

How digital document management facilitates remote working and a connected culture

In a constantly evolving digital culture, work is no longer just a place that we go, stay for the allotted amount of hours, and then leave behind on our way out of the office door. Being constantly connected to each other, both socially and professionally, always having access to the world at large, and with limitless information at our fingertips, work is now an ongoing activity; from checking our communications in bed, to working on reports during our daily commute, work is now something that we can do at unconventional times, and from wherever we happen to be.

Today, work isn’t just a destination – it’s a concept that we (often literally) carry with us, and rarely switch off from.

Catching up on just one more email…

Of course, the digital era is both cause and effect for remote working and the pressure to always be available; it is the very boom in technology itself that has enabled us to receive, undertake and submit work without physically being at our desk. Because these options are now open to us, more and more workers are carrying out tasks in their own time, either by choice or perceived necessity as an addition to their heavy workloads and packed schedules. With ever-growing demands on our attention, it’s important that the technological systems we use support and maximize our endeavors, and enable us to filter out information noise, improve productivity and enable content sharing for the best use of our time.

The actively mobile Millennials

Less from obligation and more from preference, a new generation of employees actively expects remote working and digital connectivity as part of their role, wishing to work from a location, device and timetable of their choosing – or at the least, working with the latest tools. Even if they are required to be consistently present at their place of work, this demographic will not be impressed with outdated modes of internal file organisation, or sluggish systems. Having become so familiar with innovation within their personal lives, younger workers anticipate the same crossovers in their careers, looking to harness the capabilities and convenience of gadgets, apps and software to provide them with a level of flexibility and productivity unavailable to previous generations – a mindset that employers, and the technology they deploy, need to increasingly strive to facilitate.

The win-win of connecting people and information

Remote working and increased digital connectivity isn’t just an advantage for employees; businesses also benefit from these rapidly changing ways of keeping in touch and accessing content. Workers who are empowered to find the files they need on the move, and who have the freedom to ping ideas to their peers remotely, are likely to attain higher levels of productivity, and be happier with their working circumstances. Embracing digital approaches to accessing and sharing work also attracts young, tech savvy workers who bring their own visions and fresh ideas, complimenting an existing and experienced team.

Giving workers access to office assets – wherever they are.

Workers may have less of a physical presence within the traditional office space, but what about the information we usually store within our workplace buildings and business spaces? Working remotely may suit your employees, and your organisation, but they will still need access to the host of documents and knowledge that form the backbone of your business, and that are kept on-site – even when your workers are not. By selecting the right digital document management solution, you’ll be giving your employees remote access to a solid base from which to source the information they need, research topics and receive recommendations, and share and collaborate with colleagues on ideas and projects. Even when remote working isn’t enabled, using technology to bring together files from disparate locations via a secure network will save time and effort in sourcing relevant content, and create a connected digital document management structure for interpreting information, immediate exchanges of ideas and knowledge sharing.

The digital transformation for digital document management

With worker expectations shifting, and a technology-led climate dictating the way we work and do business, organisations need to implement a digital strategy that responds to these changes and keeps pace with the marketplace.

Knowledge and information, and the documents that contain them, are still the core assets of your enterprise and its culture, and ensuring that you have the right digital approach to curating, locating, utilizing and sharing these files is key in giving your workers the data, and inspiration they need, at their fingertips.

A tech savvy workforce demands that manual processes for document management are automated, and that the ongoing boom in digital content production is supported for improved workflow efficiencies and convenient retrieval. In truth, document management is changing at unprecedented speed, and in order to fulfill the needs of your highly-connected workers, and to provide maximum efficiencies for your business, you need to be adopting the appropriate technology to harness the power of the digital working landscape and ensure you’re keeping up.

Noggle is the knowledge management solution that empowers any time working.

With an increasingly varied approach to working, you need digital document management software that keeps your workers connected to the knowledge they need, as soon as they need it. Noggle creates a secure peer network that syncs and connects disparate locations, so that locating and retrieving files is now the work of moments, not minutes, allowing employees to find and share document libraries. Search and share new depths of content for the digital age, and easily collaborate on inspiring ways of working for a truly connected culture.

To see how Noggle could make a difference to the way that you manage the files that matter, just install our free trial!

How to share, retain and protect knowledge in the gig economy

The gig economy. The sharing economy. The collaborative economy.

Whichever name you opt for, ‘on-demand’ employment is changing the way we work. Uncertain economic times are forcing companies to constantly strive to achieve better productivity using fewer resources, shifting to a transactional model of using increasingly short term and less demanding forms of labour with contractors and gig workers. In order to cut costs, freelancers are seen as a favourable replacement for the ongoing commitment of full time employees, with many workers now finding themselves reluctantly working in the gig economy for want of secure, skilled positions.

But by regularly exchanging lasting employee development  for ‘pay as you go’ stop gaps, are companies losing the core of the wider strategy they wish to execute – the institutional knowledge that is embedded into the long term workforce and culture of an organisation?

The risk of frequent changeovers

These frequent changeovers at the front-line of a business means there is a risk that valuable knowledge is retained only at the top of the hierarchy. With so many gig workers now coming and going through the doors, temporary workers are bringing, and taking, knowledge which is just that – temporary. Every time a new joiner leaves again, knowledge is lost. The type of knowledge that is escaping can be categorised as that which can be written down, and that which can’t, the latter being the form that will simply ‘leak’ out of the organisation without better knowledge retention activity.

As such, is this ‘knowledge leakage’ negating our interest in fully training and engaging with temporary staff, knowing as we do that they will be leaving us shortly? Without emphasising the need to retain knowledge at ground level, no matter how long a contract is, independent workers become interchangeable, learning nothing of the institutional knowledge that is integral to the entire operation.

As well as discouraging us to impart value through knowledge, it may be that the use of gig workers isn’t giving us the ultimate value in receiving knowledge in return.

“Are you a giver or taker? Success is not about competition- it’s about contribution.” by Adam Grant

Adam Grant just recently gave a TED Talk about strategies to promote a culture of generosity and keep self-serving employees from taking more than their share. Watch here: TEDTalk

Contractors may be hired in a targeted manner based on the outcomes they can produce and the skills and experience they bring, but is such a short time frame limiting our ability to truly discover and utilise the extent of what our freelancers really know?

A centralised approach does not work

In this light, a centralised approach to document management does not work – our attempts must be to encourage our gig workers to be transparent in the sharing of their knowledge. Contractors are unlikely to submit their documents and ‘give away’ their knowledge to centralised areas where they have no control over the end user who accesses it once they have moved on. In this new sharing economy, it is essential to have the best systems at our disposal for efficient accessing, retrieval and transfer of the things we know, and the documents they’re stored in.

But it isn’t just external knowledge workers that need to be given the most relevant and practical tools for sharing their information within a gig economy. The most accurate insights and information are often to be found from within the company – the internal workforce and management structure that experience the product, customers and business transactions on a daily basis, over the course of years are likely to provide the best ideas for the progression of the organisation as a whole. When continually outsourcing for strategies and concepts, businesses run the risk of actually outsourcing all of their knowledge, and overlooking the assets of their own network of thinkers and employee intelligence. Ensuring that these resources are located and utilised correctly with transparent information sharing will allow organisations to keep institutional knowledge alive during a gig economy, and leverage the knowledge of in-house and temporary workers alike.

Noggle is the knowledge management solution that works with the gig economy.

In a contractor climate, you need document management software that suits the way we do business today, not yesterday. Noggle creates a secure peer network that syncs and connects disparate locations, so that locating and retrieving files is now the work of moments, not minutes, allowing you to make the most of the knowledge brought to you by freelancers and employees alike. Search and share new depths of content, and easily collaborate on inspiring ways of working. To see how Noggle could make a difference to the way that you manage the files that matter, install our free trial.

Document management software: 5 smart ways to manage your files

5 smart ways to manage your files

We all use documents – documents that we store in a multitude of different places, and access in a variety of different ways. But having files spread across different locations can leave you struggling to find the content you need, when you need it, leading to a loss of valuable time and effort throughout your working day. Unfortunately, current document management software projects often fail.

Time spent searching for documents all adds up, so it’s important to make sure you’re managing your files as effectively as possible. Luckily, Noggle is on-hand to provide five simple solutions for getting your documents in order, and making the most of the knowledge that they contain.

1. Consider software that connects your content

Manually sorting, organising and locating files is a time-consuming and never-ending process – the best results for improved workflows are to be found by using dedicated document management software. Noggle connects all your file locations together, ensuring that whether your documents are in the cloud, on your desktop, attached to emails, or on the computer of a colleague, everything is instantly accessible, and easily shareable. No restructuring, reformatting or reorganising required.

2. Search for knowledge, not files

With Noggle, you’ll find more than just documents. Cognitive technology goes beyond simply retrieving files, but actively recommends new content based on your interests and needs. You’ll be shown a whole host of relevant and targeted results to support the content you’re searching for, and with external databases to search, such as Ted Talks libraries, you’ll discover much more than just documents.

3. Simple sharing in seconds

Once you’ve created a library of your documents, there’s a good chance that you’ll need to share your collection of files with others. But sharing a library of documents is about more than just passing on documents – it’s about communicating your knowledge, making your knowledge retrievable and encouraging others to communicate their knowledge with you. All of this without the need to share physical documents and or to manage “access rights”.

Whether you’re sending items to a co-worker, or collaborating on a project and all need access to the same material, our document management software will offer a speedy and secure way to pinpoint and distribute the files you need via shared libraries. Sharing your document libraries through Noggle promotes discussion and encourages the development of new ideas, whilst allowing you to retain complete control over who accesses and views your content.

4. See your information, visually

Documents don’t just have to be all about words. Sometimes, having a visual image in front of us can help us to better see exactly what we already know, and how to find out more. Noggle has created Knowledge Maps, acting as graphic representations of how your documents relate to each other – you’ll be able to view the bigger picture of content you’re searching for, with associated ideas and topics to support your research.

5. Get more out of a digital library

Managing your files using the latest technology will save you time and resources – you’ll be able to collate and curate your own digital library of the content that matters to you, all in a few clicks. Noggle uses intelligent processes to extract valuable information from large volumes of data, allowing you to have detailed insights and process content and knowledge in totally new ways.

With software this smart, you can let Noggle do the thinking for you.

Document management software has never been more intelligent. Noggle creates a secure peer network that syncs and connects disparate locations, so that locating and retrieving files is now the work of moments, not minutes. Search and share new depths of content and knowledge, and easily collaborate on inspiring ways of working. To see how Noggle could make a difference to the way that you manage the files that matter, install our free trial.

What is an “Insight Engine”?

Insight engine’s are cognitively enabled platforms. They interact with users in a more natural fashion, learn and progress as they gain more experience with data and user behavior, and proactively establish links between related data from various internal and external sources.

Gartner states:

“Enterprise search has dominated the way people find information, but significant changes in what is available and what is desired are gathering pace. Digital content leaders must embrace a new technology that is redefining the market around search, one that Gartner terms the ‘insight engine.’” (Source)

A cognitive insight engine provides a combination of indexing, natural-language processing, and machine-learning technologies to review an increasingly relevant corpus of knowledge from all sources of unstructured and structured data. These engines use naturalistic or visual query interfaces to deliver knowledge to people via text and cognitive visualizations.

How do searches via insight engines deliver relevant knowledge?

Insight engines extract valuable information from large volumes of complex, diverse data sources. It is important to tap into all available sources, whether they are internal or external, structured or unstructured, to provide deeper insights to users so they can make better decisions. Cognitive search provides this connection and provides comprehensive insights.

It provides contextually relevant information. Finding relevant knowledge across all available data requires cognitive systems that use natural-language processing (NLP) to understand what unstructured data from texts (e.g., documents, social media blogs, engineering reports, market research) and rich-media content (e.g., videos, scans) is about. Machine-learning algorithms help refine the insights gained from data. Trade and company dictionaries and ontologies help discover synonyms and relationships between different terms and concepts. That means there’s a lot of intelligence and horsepower under the hood of a system providing relevant knowledge or insight.

It leverages machine-learning capabilities to continuously improve the relevancy of search results. Machine-learning algorithms (e.g., collaborative filtering and recommendations, clusterization, similarity calculations for unstructured contents, and predictive analyses) provide added value by continuously refining and enhancing search results to provide the best relevancy to users.

Cognitive searches in insight engines give data-driven organizations a new generation of search functionality, enabling them to go far beyond the traditional search box and allowing users to get immediate, relevant knowledge at the right time on the right device.

Gartner Reviews for Insight Engine platforms: Gartner Vendor Reviews

How-To: Maps Of The Worlds Digital Knowledge

Digital Knowledge

If we could join the dots between all the research articles that have been published digitally, what would happen?

Academics have already suggested that if we could only make the right connections between all the pieces of digital knowledge already available, we could tackle the most pressing questions facing society.

It is not about generating more and more content. It is about connecting the dots between pieces of material already in existence. The problem is not having digital knowledge “somewhere”. Our problem is retrieving knowledge when we need it.

Examples are already available of experts identifying key information about diseases like Alzheimer’s by data mining relevant literature. [1]

Stop talking! Let’s start putting Big Data and Text Mining into practice

You’ve already come across the buzzwords ‘big data’ and ‘text mining,’ right? But do you have this technology on your desktop ready to use? I bet not. At least, only a few of us will.

We can change that. I’ve started to produce an application which brings text mining, indexing and cognitive clustering right to your fingertips. I’ve kept it simple. Its “Google-like” interface with cognitive technologies can analyze private and deep-web content sources.

The technology is just one side of the story. The other side is the ability to analyze personal, private knowledge sources as well as external content libraries.

We need access to an entire body of knowledge, across all content sources

Nowadays, we want easy access to an entire body of domain knowledge stored digitally. Unfortunately, external publishers’ collections represent knowledge silos, because nobody wants to blend together different publishers.

So let’s move forward and join the dots.

The goal is to solve the following two problems:

A. Unify the search experience to different content sources

The good news is that many publishers nowadays offer open access to their content via APIs interfaces. The bad news is that they all look different.

I want to unify these different technical API access points. This will bring all content into one simplified search front-end to enable a search for term-based knowledge domains. Be it Patents, Open Access Science, IEEE or TEDTalks or …

Together with private knowledge sources from different storage locations, this would create a cool search experience.

B. Provide cognitive guided visual maps to explore the results

Often, so much content is returned in response to generic search terms that we ending up having to browse endless listings. But browsing linear listings is not a way of learning our brain can manage efficiently. Confronting hit after hit in a list—when lists don’t end—is not the way our brain works best. Our brain works more associatively. We need different forms to visualize the search result listings.

Forget about boring search result listings – use KnowledgeMaps

What would you think of a search result visualization tool that provides essential information about the structure of topics within the search results? Let’s call it a “KnowledgeMap” of similar terms in the documents from your initial search.

And it does so in a visual way like how our brain works – not with pure “listings.”

It looks like this: A clustering algorithm scans internal relations and linguistic patterns among documents according to how similar they are to the initial search request. Then it presents you with a visual map of these clusters and documents. You can now unearth new groups or cross-document relationships, which might guide you to new, interesting areas that build upon the initial search request.

Example 1: TED Talks – Predictions and future projections

The following infographic-like knowledge map was created by searching TED Talks for future projections and predictions. This allows you to browse 500 TED Talk predictions in clusters like “Future Energy,” “Social Change,” “Education,” or “Medical Research”:

TED Talks

Picture 1: KnowledgeMap of Clusters for TED Talks Predictions [2]

  • The Technology cluster includes a talk by Nicholas Negroponte, “5 predictions, from 1984.”
  • The Social Change cluster ranks the talk “The future of money” about how crytopcurrencies will change the banking landscape as #1.
  • The Politics cluster contains the top ranked talk “A prediction for the future of Iran,” which is based on a mathematical analysis for predicting human events.

These clusters have been auto-generated based on cognitive analysis and each talk is listed in the Noggle KnowledgeMap browser with a link to the original TED website.

Isn’t it a beautiful map of 500 predictions from the world’s most inspiring leaders?

Example 2: How drones are changing our lives

While there is a lot of “social noise” on the “airborne fulfillment centers” patent from Amazon [3], there is not just this one patent in that area. But it will hard to get it by just scrolling large listings in patent databases.

The following infographic-like knowledge map was created by searching the US patent library for “UAV and drone” with additional cognitive clustering based on the search result, which contained over 350 patents.

The KnowledgeMap spotted a cluster with 20 patents on the subject of “delivery” via drones!

Picture 2: KnowledgeMap of Clusters of US Patents on UAVs and Drones [4]

You can now unearth new groups or cross-document relationships, which may guide you to new, interesting areas that build upon the initial search request.

In milliseconds, thousands of documents located for the initial request are analyzed to build cognitive guided clusters. In addition, a new visual search experience is created by using KnowledgeMaps to present and browse the retrieved documents.

Generate stunning knowledge maps on your own

Now the fast and final part of the story: Let’s connect the unified search to access different content sources with the stunning KnowledgeMap feature: There it is, right at your fingertips… Generate stunning maps of the world’s digital knowledge by yourself.

Whether it’s patents, inspiring TED Talks, or open-access science articles—it is all now in front of you. Now you can discover links that could help us tackle whatever question or issue you can think of, in whatever area you choose.

Final 4 How-To steps to do it on your own

1.    Browse available KnowledgeMaps at public.knowledgemaps.online

2.    Download and install the free application via noggle.online

3.    Create or select libraries to execute a research request

4.    Generate cognitive clusters and maps on your own

The creative potential of this technology offers new ways of research and digital knowledge discovery. The produced maps are open to share, so it allows the retrieved KnowledgeMaps to be published and shared in your teams.

Now, share the news and lets start to make the right connections between all the pieces of information to tackle the most pressing questions facing society!

Happy Knowledge Mapping!

Yours, Lars von Thienen

What is noggle? A Document Management Tool. Stop Searching

Summary

The application provides methods and tools for indexing and for searching documents across a plurality of storage locations and client devices.

Many situations exist in which multiple users generate electronic files on a plurality of client computers that are connected to a network. The users frequently store their files locally on different storage locations only accessible via their local client computers. Locally stored files are generally not accessible to other users, causing duplication of work and other inefficiencies that could be avoided, if users were able to locate files on other user’s devices.

Noggle is a solution to provide a managed distributed search functionality to find documents within your knowledge peers. Like a document management tool.

Facts & Features

Noggle is a managed peer-to-peer knowledge network and document management tool. Noggle is not a peer-to-peer file sharing software. Noggle is providing the following key features:

  • Local library builder to search documents on all accessible file and cloud shares
  • Secure managed library sharing services – let others find what you have, find what others have; connect your content with your peers without the need to share documents or modify access rights
  • KnowledgeMap – Search for topics where you are not sure about the exact phrase, let noggle cluster relevant documents based on linguistic patters – find what is relevant; not the exact phrase you searched for
  • KnowlegeMap cluster search – select different clusters from the knowledge map to drill-down into your topic of interest
  • Request documents from your peers – directly request found documents from your peers without the need to leave the client “1 single place for everything”
  • Find documents “like this” – if you have found a first document in the area of you interest, use “find similar” to find all documents within all peer libraries that have similar content to the selected one
  • Expert search function – noggle can find experts for documents based on the content and link to their profiles; including geolocation services; connect with people, not only content
  • Create your own knowledge profile based on documents to create your own expert profile to get found by noggle – Others are able to find you based on their local documents!
  • Drop-In search – DragnDrop a document onto the window – noggle will automatically present all similar documents and present experts with a profile matching the document content

 

Noggle does that for you…

Enables Easy and Efficient Document Searches

Noggle makes distributed and local information retrieval on your desktop as easy as googling public content on the Internet.

Establishes a Trustworthy Information-Exchange Environment

Noggle treats your content as private and follows the highest standards in creating a trusted network for your knowledge peers and others across the organization.

Connects to Knowledge and People

When you search, you are not looking for documents, you are looking for answers. Noggle focuses on finding the experts behind a document and enabling you to connect you with them.

Provides an Instant Response

Noggle allows you to run a knowledge search whenever you need information using its distributed search function conveniently from your desktop.

Provides All Functions through One Easy-to-Use Application

The Noggle App provides in one place all the elements you need to search, distribute, connect, sync, and retrieve.

Eliminates the Need for Supervision

Noggle functions as a decentralized, managed peer-to-peer library and expert retrieval network. No central entity exists that needs to be managed or that decides who can see what. You control local access rights.

Puts Security First and Foremost

Security and data protection is our first priority. Everything that leaves the client is encrypted using the highest standards. Noggle guarantees end-to-end encryption from clients to dedicated peers.

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Presentation Slides

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