file conversion Archives - Zasio https://zasio.com/tag/file-conversion/ Digital Records Management Software Sun, 17 Sep 2023 07:13:35 +0000 en-US hourly 1 https://wordpress.org/?v=6.9.4 https://zasio.com/wp-content/uploads/2023/05/cropped-zasiopurplefavicon-32x32.png file conversion Archives - Zasio https://zasio.com/tag/file-conversion/ 32 32 The State of Portable Barcode Readers in 2020 https://zasio.com/state-of-portable-barcode-readers-in-2020/ https://zasio.com/state-of-portable-barcode-readers-in-2020/#respond Thu, 12 Dec 2019 19:25:17 +0000 https://wordpress-140425-3498808.cloudwaysapps.com/?p=737 If you’re managing boxes and files you already know that barcoding is a must. And, if you’re working with barcodes you probably know that working near a computer is not always possible, so you’ve got to have a mobile device. The landscape for those devices is changing this year. This brief article will help you understand the current state, and options for the future. To say that portable barcode readers have changed drastically over the past couple of decades would be something of an overstatement, but they have certainly evolved. When I first started with Zasio in 2000 the Symbol Palm Terminal, built on the Palm Pilot platform, was the hot device replacing DOS-based readers that used RS-232 serial cables. Some of those SPT 1700s and 1800s are still in-use today. Palm OS devices were eventually superseded by devices supporting Microsoft’s Windows CE (Consumer Edition), made by manufacturers like Symbol, Motorola, and Intermec. Windows CE evolved into Windows Mobile, only to be superseded by Windows Phone in 2010. These devices synchronized data with Windows applications using a component first known as ActiveSync, and later by the Windows Mobile Device Center. Microsoft continued to support Windows Mobile and the Mobile Device […]

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]]> If you’re managing boxes and files you already know that barcoding is a must. And, if you’re working with barcodes you probably know that working near a computer is not always possible, so you’ve got to have a mobile device. The landscape for those devices is changing this year. This brief article will help you understand the current state, and options for the future.

To say that portable barcode readers have changed drastically over the past couple of decades would be something of an overstatement, but they have certainly evolved. When I first started with Zasio in 2000 the Symbol Palm Terminal, built on the Palm Pilot platform, was the hot device replacing DOS-based readers that used RS-232 serial cables. Some of those SPT 1700s and 1800s are still in-use today.

Palm OS devices were eventually superseded by devices supporting Microsoft’s Windows CE (Consumer Edition), made by manufacturers like Symbol, Motorola, and Intermec. Windows CE evolved into Windows Mobile, only to be superseded by Windows Phone in 2010. These devices synchronized data with Windows applications using a component first known as ActiveSync, and later by the Windows Mobile Device Center. Microsoft continued to support Windows Mobile and the Mobile Device Center, so it remained the standard for many barcode readers, including the popular Motorola MC55 used by many Zasio customers. That changes this year as Microsoft officially ends support for Windows Mobile 6.5 – the last official release.

Ending support for Windows Mobile does not, in itself, change things all that much, especially given the fact that it hasn’t been updated in almost 10 years. The real change is found with recent releases of Windows 10 that no longer include Windows Mobile Device Center. Without WMDC you have no way to transfer scanned barcodes from the device to your Windows workstation.

There are some work-arounds for the issue. For one, Zasio has long offered a ‘Real-Time’ version of its Versatile Barcoder™ software that synchronizes data through a Wi-Fi network. That sounds great, until you actually try to connect Windows Mobile to a Wi-Fi network using an interface designed before such wireless networks existed, and that still includes options for dial-up modems. It can work, but it’s a very tedious process. There are also options for downloading older versions of Windows Mobile Device Center, and our Zasio support team has information on where to find it. After installing the older WMDC version the configuration to make it work properly is not simple, and with each Windows 10 update you’ll likely have to do it again.

By now I’m sure you’re wondering what other options there are, and fortunately we do have some! For fans of Apple devices, we have an iOS app called “Versatile Records On-the-Go” (VROTG) that you can download from the App Store on iPhones and iPads. You can choose to scan barcodes with the built-in camera, or attach a blue-tooth barcode reader of your choice. Though the app is free, an application server component is required for the devices to connect to which can be purchased as an add-on to your Versatile implementation. You must also have a wireless connection to be able to access your internal application server, because iOS does not offer simple ways to synchronize with Windows applications through a cable. But, connecting to wireless networks is a snap, and the app will send the barcode data to your Versatile database as soon as it’s scanned, or can queue it up for later if you happen to be out of range. More features are available with VROTG as well, such as the ability to search for and request records in the app, lookup the contents of boxes by scanning the barcode, and performing audits of your records center.

We have also developed a similar app for Android, but it’s currently still in testing. That application will mimic the look and features of “Records On-the-Go”, but will also have the ability to synchronize data through a cable, in case Wi-Fi or cellular networking is not an option.

Here’s a summary of the options available to you…

  1. Continue using Windows Mobile devices with Windows 7 workstations.
  2. Use Windows Mobile devices with Windows 10
    1. Using the Real-Time Wi-Fi option, or
    2. Downloading an older version of Windows Mobile Device Center
  3. Use an iOS device* with Wi-Fi or cellular network
  4. Use an Android device* (once testing is finished) with Wi-Fi, cellular, or cable sync

*Scan barcodes with the built-in camera, or with paired Bluetooth reader.

Keep an eye on our newsletters for details about the release of the Android option. If you have additional questions, please contact our Sales Team, we’d be happy to go over options with you!

 

Disclaimer: The purpose of this post is to provide general education on Information Governance topics. The statements are informational only and do not constitute legal advice. If you have specific questions regarding the application of the law to your business activities, you should seek the advice of your legal counsel.

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]]> https://zasio.com/state-of-portable-barcode-readers-in-2020/feed/ 0 How to Avoid the File Format Graveyard https://zasio.com/how-to-avoid-the-file-format-graveyard/ https://zasio.com/how-to-avoid-the-file-format-graveyard/#respond Mon, 09 Dec 2019 19:29:28 +0000 https://wordpress-140425-3498808.cloudwaysapps.com/?p=740 In today’s digital environment, businesses use electronic documents more than ever. While this does increase access, it does not eliminate preservation and stability obstacles. In fact, digital documents can become obsolete much faster than paper. In order for a digital document to be accessible, the software that is able to read it must be up-to-date. Therefore, the digital document’s stability is dependent on evolving technologies. Think about all of the file formats you use on a daily basis – Lotus Notes, Word, Rich Text, JPEG, and so on. Now think about how often these applications require updates to remain functional. If an application can’t keep its head above water in this constantly evolving technological world, digital documents can become inaccessible, and essentially sent to the file graveyard. Data Migration Data migration is the practice of moving data from one electronic location to another. This may be necessary for a variety of reasons including server maintenance and upgrades, disaster recovery precautions, and/or database vendor changes. This process involves taking the information within a document or system (data) and moving it to a completely different system (database). Data Migration is an important strategy for preserving the actual information and context of documents. […]

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]]> In today’s digital environment, businesses use electronic documents more than ever. While this does increase access, it does not eliminate preservation and stability obstacles. In fact, digital documents can become obsolete much faster than paper. In order for a digital document to be accessible, the software that is able to read it must be up-to-date. Therefore, the digital document’s stability is dependent on evolving technologies. Think about all of the file formats you use on a daily basis – Lotus Notes, Word, Rich Text, JPEG, and so on. Now think about how often these applications require updates to remain functional. If an application can’t keep its head above water in this constantly evolving technological world, digital documents can become inaccessible, and essentially sent to the file graveyard.

Data Migration

Data migration is the practice of moving data from one electronic location to another. This may be necessary for a variety of reasons including server maintenance and upgrades, disaster recovery precautions, and/or database vendor changes. This process involves taking the information within a document or system (data) and moving it to a completely different system (database). Data Migration is an important strategy for preserving the actual information and context of documents.

File Conversion

File conversion practices may be operated for similar reasons as data migration, but involve different processes. Rather than focusing on the information within a document, file conversion focuses on the actual medium the information is contained within. There are several applications available to both individuals and organizations that focus on converting file formats to avoid obsolescence. Companies can utilize this practice to ensure that digital document backups are created in a variety of different accessible formats.

Needs Assessments and Planning

Companies and organizations should regularly conduct file format needs and risks assessments to understand what formats they need and why they need them. Some aspects to take into consideration may include the importance of file information, frequency of retrieval, number of users altering the file, and locations for file storage. Determine if there are any legal requirements that make it necessary to save the file in an unaltered format. Decide whether the structure of the content is important to preserve, or if the content alone needs to be preserved. Once a needs assessment has been conducted, companies can turn to picking out the software applications they want to utilize for their documents. It is best to use widely adopted software to ensure long-term functionality. If companies want to stay ahead of file format obsolescence, they should evaluate their file format policies and review current software trends regularly. This is a key component for records management plans, and companies should use this practice to prepare for future decades and keep their files alive.

For assistance with file conversion and data migration, contact Zasio today.

Disclaimer: The purpose of this post is to provide general education on Information Governance topics. The statements are informational only and do not constitute legal advice. If you have specific questions regarding the application of the law to your business activities, you should seek the advice of your legal counsel.

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