What's new at Xythos

Coming attractions

Cost savings from
the front lines

More cost savings news

A view from the Bay

ARRA and your organization

Connect with Xythos

Greetings from Xythos!

From what I see outside my San Francisco window, one would think that Spring is staying inside to save money and that Summer is waiting for the latest financial news. But even though it may be dreary outside, Xythos is bustling with activity that's sure to awaken the cost-conscious person in all of us. This edition of the Xythos Newsletter introduces you to just some of the many ways that Xythos is being used to save money, improve efficiency and maybe even make your day brighter.

Inside, you can learn how all kinds of organizations are streamlining business processes, becoming more secure and better serving their user communities with online content management. Also, check out the latest enhancements for Xythos applications. Think "automation" - from document submittal to workflow and content distribution – all with the added benefit of keeping green!

What's new at Xythos Cost-conscious ideas for organizations of all sizes
Xythos Zimlet - Integrating document management saves money
Xythos Zimlet is ideal for integrating advanced document management functionality with Zimbra Collaboration Suite using easy Web 2.0 functionality. If your organization is looking for a secure method to share documents among Zimbra users or maintain a compliant Zimbra email archive, the Xythos Zimlet is definitely worth checking out. You will need Xythos Digital Locker or Xythos Enterprise Document Management Suite version 5.0 or higher to use the Xythos Zimlet. Learn more about Xythos Zimlet for the Zimbra Collaboration Suite - Click here...	View the video
Make the most from your Xythos investment with Xythos Services
We all know that money is tight these days and you're being pressured to account for every dime. Invite Xythos Services to help you find ways to get the most out of your Xythos investment with cost-effective solutions that are easy on your budget. Bring us your most difficult ECM challenge and put the Xythos Services Team to the test. Here's just a small sample of what Xythos Services can offer your organization: Imaging solutions - Xythos provides a variety of ways for you to better manage physical documents. Since Xythos technology already supports a wide variety of image scanners, you probably already have a device that can help you get started organizing all of your paper documents online. Gain complete confidence that documents and files are scanned, classified and saved according to your organization's security and compliance requirements. Custom workflow solutions - Sometimes, a tailor-made fit is the best. Our services team has worked with some of the world's largest organizations to develop a wide variety of document process automation solutions. Our team will work together with you to understand your business, leverage the latest open standards-based technology and deliver solutions designed to address even the most complex business processes. Upgrade assistance - Now is the perfect time to upgrade to Xythos EDMS or Digital Locker 7.1. We've taken our cue from you to deliver tools that will help you connect more effectively, customize your Xythos user's experience and more easily restore information when needed. These and many other services are available now. Why delay? Discover what the Xythos Services team can do for you.

Coming attractions - Summer 2009

Blackboard Managed Hosting for Xythos

Want an ECM solution but don't have the resources to manage it yourself? With Blackboard Managed Hosting for Xythos^SM, you will benefit from secure, reliable, fully-managed application hosting without the expense of acquiring and maintaining your own infrastructure or hiring new staff. Reduce the burden on your IT staff/department by hosting your Xythos ECM solution with Blackboard.

Regardless of your organization's size, Managed Hosting from Blackboard / Xythos has a solution to fit your needs. Find out more.

Cost saving stories from the front lines

At Xythos, we've learned that the real ECM experts are those IT leaders who are putting content management technology to work in their own organizations. They’ve seen the consequences of good, and not so good software deployments and have learned how to deal with them.

Discover how three very different institutions came to depend on their ECM systems to respond to challenging economic realities while advancing their ability to deliver much needed collaboration and document management services to their user communities. Oddly, none of these organizations set out to use ECM to reduce operating expenses, yet, in the end, each found measurable cost savings resulting from their content management “experiments”. Download here.

More cost saving news

It seems like everyone is talking about saving money these days and Xythos clients are no exception. Using the web to manage content can yield a wide variety of benefits and maybe even pay for your technology investments as well. Take a look at these recently published articles to get the whole story.

Managing critical knowledge in higher education - Read about how the University of Wisconsin, Milwaukee is using Xythos for a variety of purposes, including providing course material for students, faculty research and collaboration on grants. KMWorld - May 1, 2009

Xythos, a Blackboard Company, Named to KMWorld’s 100 Companies that Matter In Knowledge Management - KMWorld Magazine has named Xythos one of the “100 Companies that Matter in Knowledge Management” for 2009, the third year in a row that this honor has been given. April 1, 2009

ECM SaaS: Why Buy When You Can Rent? - Opting for a SaaS (Software as a Service) solution can often help companies struggling in a tumultuous economy to still move ahead with a much-needed enterprise content management (ECM) implementation. Integrated Solutions Magazine - January/February 2009

The Case For Online Document Management - Learn how Alex Charfen, Distressed Property Institute, uses Xythos on Demand to grow his business while saving money on storage and IT costs. Forbes, December 22, 2008

iPhones go to the front of the class at Texas university - Since deploying Xythos in the spring of 2008, ACU has been building applications on top of it, including a class-folder system: for each class, teachers can add a syllabus, a spreadsheet, pdf files, video clips, podcasts, all accessible by iPhone from anywhere there is wireless access. NetworkWorld, October 13, 2008

A view from the Bay Xythos managers share their thoughts
James Till, Chief Marketing Officer jtill@xythos.com Let’s face it; there are still some documents we just don’t want to leave anywhere but in a fire-proof safe or a deposit box at the bank. The challenge only increases for businesses or larger organizations. Unfortunately, the status of some banks has become questionable lately and frequent natural disasters are a tough reminder that physical media storage can still be both risky and expensive. There are significant advantages to storing documents online vs. in a physical repository including lower costs, improved security and easier ways to access and re-use enterprise information. Unfortunately, the current state of our economy has diminished the opportunity for new technology projects at many organizations. However, forward-looking IT teams may still be able to leverage the cost-saving advantages of ECM by selecting hosted options less likely to land on capital budgets. Whether these are software as a service (SaaS), or managed hosting solutions they typically provide a quick route for getting a department, or an entire institution’s documents online absent the cost of hardware and software. As a content publisher, I find online document management technology indispensable in connecting Xythos with our community and the growing number of social networking tools we employ to collaborate together. For example, we dialog with our clients and partners each day via our blogs, Facebook pages and Twitter often exchanging links to related content. Virtually all of the information that we reference is stored in one of our Xythos document repositories, including the one which manages our web site. Features in Xythos help us manage and share content “on the fly” which keeps us up to date with the constant changes in our social networks. The flexibility and ease with which we use ECM to manage information is a key factor that enables us to respond to the community and remain relevant. If you stop and consider how we might go about managing this exchange of knowledge otherwise the cost and complexity would quickly spiral out of control. So, as you’re evaluating your own IT priorities for the rest of the year, I would encourage your to keep content management on your list. As you’ll see from some of the customer case studies previewed in this newsletter, cost-savings is really just the beginning of an important list of strategic advantages that can be gained from ECM.   For more discussion about hosted document management please visit: http://easyecm.blogspot.com/.
Visit Facebook and pick your five "5 ways ECM can help save $$": Reduce travel and entertainment budgets, Eliminate document courier services, Consolidate department file servers, Slash administrative and clerical support costs, Accelerate content discovery. Pick your five on Facebook.
Living Social v-Blogs
Saving $$$ with ECM - Simple 1st Steps for any sized organization - Part 1 Like what you see? Check out Part 2 and more @Youtube/Xythos.
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ARRA and your organization

Secure $$ to support IT infrastructure investments and more

The $787 Billion American Recovery and Reinvestment Act (ARRA) is an unprecedented effort to jump start our economy, create or save millions of jobs, and put a down payment on addressing long-neglected challenges so our country can thrive in the 21st century. With more than $100 billion dedicated to education alone, there has never been a better time to begin projects that can help your institution withstand a tumultuous economy and become prepared to fulfill the promise of education tomorrow.

Like many of us, we suspect you may have questions about the stimulus package, whether your institution qualifies and what investments you can make with this important funding. Consider Xythos as your source for fast facts about the act and information about how you can secure funding to support IT infrastructure investments and more.

ECM's role in ARRA programs

There are several reasons why enterprise content management (ECM) systems can play an important role in ARRA programs. First, a variety of academic and research initiatives supported by the program can benefit from ECM via support for distance learning, green initiatives and business process improvements that will advance overall institutional performance. In fact, industry leaders are recommending that institutions act strategically and consider programs that can provide lasting economic benefit vs. simply addressing current budget deficits.

Second, enhanced security and reporting requirements associated with most federally funded research programs ... for the entire article, link here.

Look to Xythos as your guide for more on ECM's role in ARRA and related ARRA news.

Connect with Xythos

Meet Xythos at a city near you or check out new stuff at the Xythos Resource Library.

Xythos Webcast Series

Xythos Workflow  – more stories from the front lines - Thursday, May 21, 2009; 11:30 AM Pacific / 2:30 PM Eastern
In this episode of Xythos Coffee Talk, we'll visit with one global organization that uses Xythos Workflow to better interact with prospective vendors and streamline the proposal process for reviewers. It's one episode you can't miss.

Using workflow to accelerate business processes and save money - (Recorded) Whether you need to reduce the cost of storing physical documents, consolidate expensive files servers or simply improve the security of your vital business information, Xythos Document Management can help.

Combat rising costs and improve services with ECM plug-ins and integrations from Xythos - (Recorded) Discover how Xythos plug-ins and integrations can help your company improve collaboration and knowledge sharing.

Upcoming Events

EDUCAUSE Southeast Regional Conference
June 1-3, Atlanta, GA

BlackboardWorld US
July 14-16, Washington D.C.

Campus Technology
July 28-29, Boston, MA

Learn more about Xythos

Learn more about how Xythos’ secure document management and collaboration software empowers your enterprise to reduce costs, achieve complete accountability, and improve your content collaboration initiatives. Download these examples illustrating how organizations are already enjoying the benefits of secure document management and collaboration with Xythos. Either on premise or as a service, Xythos is the document management solution millions depend on every day.

Contact us

We want to hear from you. Have a story suggestion for upcoming newsletters? Want to see a topic covered? Let us know. Send us a note to marketing@xythos.com. Who knows, an iPod Nano may be in your future.