Why Is Document Management Software More Efficient?

Document management software is more efficient than traditional paper-based document management for several reasons:

  1. Digital Storage: Document management software allows you to store documents digitally, eliminating the need for physical storage space, filing cabinets, and the associated costs. This not only saves space but also reduces the risk of document loss or damage.
  2. Easy Retrieval: Digital documents can be easily retrieved using search functions. This is much quicker than manually searching through physical files, which can be time-consuming and error-prone.
  3. Version Control: Document management software often includes version control features, ensuring that you always have the most up-to-date version of a document. This eliminates confusion and errors that can occur when multiple copies of a paper document are in circulation.
  4. Security: Digital documents can be encrypted, and password-protected and have access controls in place to restrict who can view, edit, or delete them. This is generally more secure than relying on physical documents that can be easily misplaced or stolen.
  5. Collaboration: Many document management systems support real-time collaboration. Team members can work on the same document simultaneously, make comments, and track changes, improving productivity and reducing the need for physical meetings and exchanges of printed materials.
  6. Workflow Automation: Document management software often includes workflow automation features that streamline business processes. For instance, it can automatically route documents for approval, track progress, and send reminders, reducing the need for manual follow-ups.
  7. Backup and Disaster Recovery: Digital documents can be easily backed up and replicated offsite, ensuring data recovery in the event of a disaster. Physical documents can be lost forever in such situations.
  8. Audit Trails: Document management software can maintain audit trails, showing who accessed or modified a document and when. This is valuable for compliance and accountability.
  9. Cost Savings: While there is an initial cost associated with implementing document management software, it can lead to significant cost savings in the long run. It reduces the need for physical storage, printing, and document distribution, as well as the time spent searching for and handling documents.
  10. Remote Access: With document management software, you can access your documents from anywhere with an internet connection. This is especially valuable for remote work and allows for increased flexibility.
  11. Scalability: As your business grows, document management software can scale with you, accommodating a larger volume of documents and users without needing significant physical space and infrastructure expansion.
  12. Environmental Benefits: Going paperless with document management software reduces the environmental impact of paper production, printing, and disposal.

In summary, document management software offers increased efficiency by streamlining document handling, storage, retrieval, and collaboration while also providing security, cost savings, and scalability benefits that are difficult to achieve with traditional paper-based systems.

Here at Xcel, we can help you keep all your documents in one place, saving time, money, and any disasters – call us today at 405.748.4222 to learn more and sign up for our document management software.


When Microsoft Discontinues Support!

Microsoft typically discontinues support for its server products according to a predetermined product lifecycle schedule.

The support lifecycle consists of several phases, including mainstream and extended support, before a product reaches its end of life. Here’s a general overview of these phases:

Mainstream Support: During the mainstream support phase, Microsoft provides regular updates, security patches, and bug fixes for the server product. This phase typically lasts for about five years from the product’s initial release.

Extended Support: After the mainstream support phase ends, the product enters the extended support phase. During this period, Microsoft continues to offer security updates and patches, but other support services, such as no-charge incident support or non-security hotfixes, may be limited or available at an additional cost. Extended support usually lasts for five more years.

End of Life (EOL): Once a server product reaches the end of the extended support phase, Microsoft no longer provides updates or patches for that product, except in exceptional circumstances (e.g., critical security vulnerabilities). The product is considered at its end of life, and organizations are strongly encouraged to migrate to a supported version or find an alternative solution.

It’s important to note that the specific support timelines can vary depending on the server product and version. Additionally, Microsoft may occasionally extend support for certain products if there is a significant customer demand or if the product is critical in infrastructure.

For accurate and up-to-date information on the support lifecycle of specific Microsoft server products, including the exact dates for mainstream support, extended support, and end of life, it is recommended to visit Microsoft’s official product lifecycle page or contact Microsoft’s support services directly.

Keep in mind that running a server product beyond its end of life can pose significant security risks, as it will no longer receive security updates and patches, making it more susceptible to vulnerabilities and cyberattacks. Therefore, it’s essential for organizations to plan their server infrastructure upgrades and migrations in line with Microsoft’s support lifecycle to maintain a secure and well-supported IT environment.

If you would like us to review your technology for FREE, call us now at (405) 748-4222

Fixing Office 365 Error CAA20002 and TLS 1.2

We recently had an issue pop up in our environment where some users stated that their email was not updating. When we took a closer look we found Outlook had “Need Password” showing in the status bar. However, the user was never prompted for a password at any time. As we dug deeper into the issue we encountered a Office 365 error window stating the following error code: CAA20002

A Google search on this error code resulted in a plethora of links, of which 95% were associated to a problem with Microsoft Teams. We could not find any information that detailed this error CAA2002 for Outlook. After trying most of the fixes that were associated to Teams we found none that had any positive result. We finally stumbled across the fix and I wanted to post it in case anyone else came across this issue.


I turned out to be a very simple setting that was never even mentioned in any of the web links Microsoft had us refer to for the fix.  Anyway after wasting way too many hours on it here is the fix.

Open Control Panel and then Internet Options. Click on the Advanced tab at the top.

Make sure the “Use TLS 1.2” box is checked and uncheck the 1.0 & 1.1 and you should be good to go.




Tech Tips

Computer Tips

Oops! If you accidentally close a web page in your browser, you can easily re-open it by pressing control+shift+t on a Windows computer. It even works after you’ve closed and reopened your browser. Give it a try!

Business Tips

Google holds 92% of the search engine market share, so increasing your visibility on Google is critical to promoting your business. Best of all, it’s free!
Step 1: Claim your business listing on Google Business Profile (formerly Google my Business). Open Google Maps and enter your business name in the search bar. Select your business and click Claim this Business. Then click Manage Now.
Step 2: Complete your business profile to begin showing up in Google Search, Google Maps, and Google Shopping. Provide details and photos of your business, including location, hours of operation, and services. Don’t leave blanks. Complete profiles allow Google to match your business with relevant search queries.
Step 3: Reviews build trust and improve your visibility on Google. From the dashboard of your Google Business Profile page, scroll to the bottom and click Share Form. Copy the link and then paste it into an email to your customers or on an online receipt.
Step 4: Create posts. Share news and updates. Promote special offers and deals. Respond to reviews. The more active you are, the more Google will see you as a credible player in the marketplace and your visibility will increase.

Fun Tips

Too soon to plan your Spring Break vacation? Never! For your next adventure, skip the rental counter and check out Turo, a car sharing app where you can rent any vehicle from a rugged 4 x 4 to a classic sports car. Turo has vehicles for all occasions and to fit any budget. You can cancel up to 24 hours and get a full refund….AND….wait for it…. you can get your car delivered to you or at your destination.