Arkkeo Blog

Page 3 of 7

New Features in Arkkeo

The Arkkeo Team has been hard at work for the past couple of months, improving and tweaking the service based on your valuable feedback. As a result, we’re pleased to announce several new and improved features in Arkkeo.

Redesigned archive

The document archive has gone through a major design makeover to improve its looks and usability. The biggest visible change is the way information is presented. The date, categories, tags and shares are now shown underneath the document name and the sender of the document is conveniently located on the right hand side or each row. This makes the entire browsing experience a bit more enjoyable.

Arkkeo - Archive View

Our goal was to change the focus from listing documents to provide more value per document. We learned that it is more important for our users to see information of a single document than to maximize the number of documents presented in the archive view. This proved to be right as now the archive view is more practical and looks much better too!

Search, filters and sorting

The filter bar has been fine-tuned to make finding documents even faster and easier than before. Documents can be searched for by name and filtered by company, person, categories, tags and file types. Selected filters are shown on top of the search results where they can be easily removed by clicking individual filters or by using the ‘clear selection’ button.

If searching and filtering do not produce the desired outcome, search results can now be sorted in three different ways: by date received/uploaded, by timestamp (more about this in the next section) and by file name.

blog_archive2

Brand new document view

Most documents can now be previewed in Arkkeo by clicking the document name or document type (shown in turquoise blue). This new feature gives you more information and control over your documents. In addition viewing and editing document details such as file name, tags etc., document view enables you to add timestamps and comments to your documents.

blog_archive3

Comments

Comments allow you to append any document with additional notes, plus you can converse and exchange ideas with people you have shared the document with.

Timestamps

A timestamp is a custom date that you can add to any document. For example, a copy of your high school diploma could be marked with your graduation date (e.g. May 5, 2003). The timestamp associates the file with a specific time period in the past and makes it easier to find later on.

Password recovery made simple and more secure

You can now choose from three different password recovery options – security question, alternate email and text message. All three options provide an extra layer of security to your account if you ever need to reset your forgotten password.

  1. Security question – Before resetting your password, Arkkeo will verify your identity using a security question of your choice. We recommend that you use a question that cannot be answered or guessed easily by anyone but you.
  2. Alternate email – Before resetting your password, Arkkeo will verify your identity using an alternate email address. This method prevents people from gaining access to your Arkkeo account even if they have access to your primary email address.
  3. Text message – Before resetting your password, Arkkeo will verify your identity using a security code sent via text message to your mobile phone.

Send us feedback!

We wish to thank each and every one of you for your valuable feedback! If you have any comments, questions or suggestions, feel free to contact us at support@arkkeo.com. We’ll get back to you within 24 hours, guaranteed. You can also find us on FacebookTwitter and LinkedIn.

Suomen johtava isännöitsijätoimisto Kiinteistötahkola säästää rahaa, aikaa ja luontoa yhteistyössä Arkkeon kanssa

Suomen johtava isännöitsijätoimisto Kiinteistötahkola ja nopeasti kasvava tärkeiden asiakirjojen verkkopankki Arkkeo ovat tehneet yhteistyösopimuksen, jonka myötä Kiinteistötahkola tulee säästämään vuosittain lähes 200 000 euroa ja yli 6 000 tuntia isännöitsijöiden aikaa.

Kiinteistötahkola isännöi Suomessa 1400 asunto-osakeyhtiötä, joissa on osakkaina yhteensä yli 40,000 kodinomistajaa. Kiinteistötahkola lähettää asuntojen omistajille vuosittain n. 350.000 paperikirjettä, joiden lähettämisestä syntyy yhtiölle merkittäviä kustannuksia.

“Arkkeon avulla Kiinteistötahkola vähentää perinteisten paperikirjeiden lähettämistä ja siirtyy käyttämään turvallista, sähköistä tiedottamistapaa. Tärkeät tiedotteet toimitetaan kodinomistajille nopeammin ja tehokkaammin kuin tavallisessa kirjepostissa sekä turvallisemmin ja luotettavammin kuin sähköpostitse. Lisäksi paperin vähentäminen säästää luontoa”, toteaa Seppo Tahkola, Kiinteistötahkolan toimitusjohtaja.

Kiinteistötahkolan isännöimien taloyhtiöiden osakkaat saavat ilmaisen, digitaalisen tilin, jolle kaikki tiedotteet toimitetaan automaattisesti. Tiliä voi käyttää asiakirjojen lukemiseen, jakamiseen perheenjäsenten kanssa ja arkistointiin.

Koska Arkkeo tili on henkilökohtainen ja palvelua käyttävän yksittäisen ihmisen omistama, se palvelee käyttäjiään monenlaisten tärkeiden asiakirjojen ja muiden digitaalisten tallenteiden säilytyspaikkana.

Tuomas Kohila, Arkkeon perustaja ja toimitusjohtaja kertoo, että Arkkeon käytöstä hyötyvät yhtälailla yritykset kuin heidän asiakkaansa. “Yrityksen saavuttamat säästöt voivat olla huomattavia, kun paperin käytöstä päästään eroon. Palvelua käyttäville ihmisille asiakirjojen tallentuminen automaattisesti turvalliseen verkkopalveluun on kuin saisi henkilökohtaisen palvelijan huolehtimaan arkistoinnista”, jatkaa Kohila.


Arkkeo on vuonna 2010 perustettu verkkopankki tärkeille asiakirjoillesi. Arkkeon on perustanut intohimoinen tiimi, joka haluaa auttaa ihmisiä ympäri maailmaa pitämään asiakirjat paremmassa järjestyksessä. Tarjoamalla asiakkaillensa henkilökohtaisen, pankkitason tietoturvalla varustetun tilin, jonka kautta voi automaattisesti vastaanottaa ja järjestää yrityksiltä, palveluntarjoajilta tai muilta henkilöiltä tulevia tärkeitä asiakirjoja. Arkkeo vähentää dokumenttien hallintaan liittyvää jokapäiväistä stressiä ja epäjärjestystä. Ei enää paperisotkua, eikä kadoksissa olevia asiakirjoja. Ei kansioita, täyteen ahdettuja hyllyjä tai laatikoita. Arkkeo on suomalainen, yksityisomisteinen yritys.

Kiinteistötahkola on voimakkaasti kasvava isännöintiin ja asuntovuokraukseen keskittyvä, 36 vuotta vanha perheyritys. Kiinteistötahkolan joukkue koostuu yli 120 kiinteistöalan ammattilaisesta, jotka toimivat kuudella paikkakunnalla Helsingissä, Nurmijärvellä, Tampereella, Oulussa, Kuusamossa ja Rovaniemellä.

Property management leader Kiinteistötahkola slashes costs, cuts administration time and goes green with Arkkeo

Finland’s leading property management company, Kiinteistötahkola and Arkkeo, an innovator in secure digital document delivery and archiving, today announce a relationship that will enable Kiinteistötahkola to reduce costs by almost 200,000 € annually, while saving its house managers more than 6,000 hours in administrative time and making a positive contribution to the environment in the process.

Kiinteistötahkola manages 1,400 buildings that serve 40,000 homeowners in Finland. Each year Kiinteistötahkola sends out important information to its homeowners resulting in approximately 350,000 paper mailings at quite a significant annual cost to the company.

“With Arkkeo, Kiinteistötahkola can move to away from traditional paper mailings to a more efficient, completely secure electronic form of communication. Important information will be delivered to our homeowners faster and more efficiently than by regular mail and in a more secure and reliable form than email.  And of course reducing paper production is better for nature.” says Seppo Tahkola, CEO Kiinteistötahkola.

Kiinteistötahkola homeowners receive a free personal online account with Arkkeo where all communications will be automatically delivered.  From this account they can view their documents, securely share documents with family members, and maintain a long-term archive.

Additionally, since this personal Arkkeo account is owned by each individual, it serves as an excellent place for archiving and managing a variety of important documents and records that individuals want to save securely in digital form.

Tuomas Kohila, Arkkeo’s Founder and CEO comments, “Arkkeo is a win/win  for companies and individuals alike.  For companies the cost savings that can be achieved by getting rid of paper are quite dramatic.  And of course for individuals the ability to have documents automatically deposited into a secure online archive is kind of like having a personal assistant that does the filing for you.”


About Arkkeo:  Arkkeo, the online bank for life’s important documents, was founded in 2010 by a team of people who are committed to helping individuals around the world win the battle over paper clutter, document disorganization and the stress that it brings. By providing individuals with an online account where documents can be archived with bank-level security, and by enabling companies to deposit an individual’s personal documents directly and automatically into this account, Arkkeo reduces the headache and hassle of document management and simplifies life in the process. No more paper clutter.  No more lost documents. No more folders, filing cabinets and boxes to take up space in your home.  Arkkeo is headquartered in Helsinki, Finland and is a privately held company.

About Kiinteistötahkola:  Kiinteistötahkola is one of Finland’s leading real estate managers. The company is family-owned with over 36 years of experience in the Finnish real estate market.  Kiinteistötahkola’s team consists of over 120 professionals located in Helsinki, Nurmijärvi, Tampere, Oulu, Kuusamo and Rovaniemi.

Think you’ve got a lot of paper piling up in your home or office?

The typical stack of paper

Well, here are some mind blowing facts & figures to put all that paper into perspective.

North Americans consume more paper per capita than anyone else on the planet, upwards of 500 lbs (227 kg) per person annually. That’s equivalent to the weight of your average refrigerator, washing machine and clothes dryer combined. A 12-ft wall could be built from Los Angeles to New York City with paper thrown away annually by Americans alone.

Though paper recovery rates in the US have increased in recent years, paper still represents one of the biggest components of solid waste in landfills – 26 million tons (or 16% of landfill solid waste) in 2009. When paper decomposes in a landfill, it releases methane, a greenhouse gas 23 times more potent than carbon dioxide.

Since Arkkeo’s HQ is in Helsinki, we looked at Finland’s paper consumption and found that Finland also ranks among the top countries. Every Finn consumes approximately 463 lbs (210 kg) of paper annually. Note that Western Europe as a whole averages 394 lbs (179kg) per capita.

If the paper consumption by Finns is converted to standard A4 paper (weight: 0,005 kg, length: 0,297 m), 5 million Finns’ yearly paper consumption would be approximately 6.237.000 km of A4 copy paper. If those papers would be put into a line, it would travel 156 times around the world.

Makes you think doesn’t it. In today’s digital age shouldn’t we all be receiving and consuming far less paper – reducing both the pile up in our homes and the impact on the environment?

Why document organization with categories and tags is simply better

For years, we’ve been organizing all of our stuff by putting it into folders – alphabetically, topically, or chronologically-sorted folders.  It’s been our method for organizing all of our paperwork and then by default it became the method for organizing all of our digital data.

But is the traditional system of folders organized in a hierarchical structure really the best way to manage and ultimately to find information in today’s digital age?

When we were creating Arkkeo we evaluated all the practices out there for organizing, managing and searching massive amounts of information and what we found is that the traditional folder system is far from optimal.

Folders clearly have their limitations. For example, we all have documents that belong to several areas of life but when we file documents into traditional folders we are forced to place each document into a folder that represents only one area of life… or we have to start making duplicate copies to place in other folders. Automobile insurance is a good example. Logic might say that the auto insurance papers would be filed under ‘insurance’ but perhaps you also want to keep them in a file where all your other car documents are kept, then you have to make duplicates. And what if you have multiple cars under the same policy? Well you can see the hassle. As soon you start duplicating items you create extra work, along with the possible confusion of trying to keep multiple copies of the same document, and you use unnecessary disk space by having these extra copies.   Furthermore, finding a document can be quite a time consuming task if you don’t remember the precise folder where you placed the document originally and what the name of the document is. Most of us have felt the pain more than once when thinking a document was placed in one location only to search and search and never find it.

This is where categories and tags come in.

Categories are used to describe your documents in broad terms whereas tags are the little extra labels that describe your document content in a bit more detail. Probably the most widely-known examples of the use of categories and tags are from the blogs we read every day. Or from Facebook’s photo tags — where bits of information accompany a photo and describe what, or who, is in the photo.

By applying categories and tags to documents, you can have a single document (or groups of documents) existing in multiple places simultaneously without making any duplicate copies. So you auto insurance policy could exist under ‘Insurance’ and ‘Auto’ and also could be tagged with VW and Ford if the policy were for these two different vehicles. One document. Multiple locations. No duplication required.

Additionally, when it comes time to finding your documents later you no longer need to remember in which folder you might have put something (which is usually a nightmare) but instead you only need to think of some aspect of the document that you would have used in a tag. When you search on a tag, all the matching documents associated with that tag will be displayed. Documents can be found through multiple thought threads as they do not belong to one single “physical” location, but rather they live in a multi-dimensional database where they can be located in many places simultaneously.

So even if you have a document entitled FINReport_080713.pdf (not very descriptive), you can always find it later based on the tags you have used.

Let’s have a look at how categories and tags work in Arkkeo.

To help get you started, Arkkeo has twelve pre-set categories for you to choose from: Car, Family, Finances, Health, Hobbies, Home, Identity, Insurance, Memories, Purchases, Travel and Work. The pre-set categories represent areas of your life where important documents are frequently accumulated and need to be saved and also used later. Of course you can create your own categories but the pre-set categories give you a good base.

When you put documents into Arkkeo you should think first about the appropriate category (or categories) that a document could live in. For example, a hotel receipt for a holiday to New York City could be placed in Travel (since it’s related to Travel), Purchases (since it’s a purchase receipt) and perhaps you might also categorize it as Memories (if it was a special trip for which you’d like to remember the hotel details). You can categorize a document with as many categories as you see as relevant.

Because tags represent information about information, they are sometimes called “metadata” (data about data). They’re used to give clues to anyone searching for a specific piece of information inside a file, photo, map or whatever.

Tags can generally be arbitrary bits of text, making it possible to provide a virtually limitless number of groups, and you can tag a document with as many different keywords as you desire. We recommend that you get started by adding tags such as:

  • subject = the person and/or subject that the document is about  (eg, vacation)
  • when = the year, the month (ex.  2013, July)
  • where = the place where the document is from (ex. retailer name, healthcare provider name, town name, etc)
  • what = the document type (ex. receipt, contract, report, invoice, warranty, floor plans, drawing, photo,  etc)

So going back to the hotel receipt example, you might tag the receipt document with the following descriptors = Holiday, May, 2013, Receipt, Hotel.

If at some point in time you want to look back at all of your holidays, then you can search by category = Memories. And by tag = holiday. The result would be that Arkkeo would find all the documents that have been labeled in this way – including the receipt for your New York City hotel stay.

Let’s take a different scenario. Let’s say you want to assess all of your spending for May 2013. Again it’s really easy. You can search by the broad category = Purchases and also the more specific tags = receipts, invoices, May, 2013. Arkkeo would then pull up all the relevant information for you. And again the hotel receipt for your New York City holiday would be found.

Attempting to extract the same information from a traditional and hierarchical folder system would be impossible.

Using categories and tags (versus folders) means that it’s easy to search and find documents as they are not locked to a physical location but rather they exist in a multi-dimensional database. It’s possible to quickly sort and organize large or small amounts of information based on what the documents are about. No longer do you have to worry about duplication of files and the hassle and confusion that can bring. The result = easier, faster, better document management.

« Older posts Newer posts »

Copyright © 2017 Arkkeo Blog

Theme by Anders NorenUp ↑