Convenient Communication

        Our fearless Publisher made mention of a topic I might
    explore for the sake of both the BBS and the non-computer
    related businesses.  He wondered if the "local" BBS might not
    offer some fairly unique opportunities for helping the
    business community better communicate, and provide them with
    some valuable services not available elsewhere.

        Sometimes we're just to close to the forest to see the
    trees. My own business is just beginning to appreciate the
    possibilities of using the BBS as a "third-party"
    communications connection, and we have been trying to prompt
    our associates into trying it as an alternative to snail mail,
    voicemail, and the terribly expensive "over-night" delivery
    services.

        I must say, the general response has been, "... geee, I
    didn't know they could do that!".

        Most of us are familiar with the extensive use made of the
    BBS concept by most companies marketing computer-related
    products.  We know that many hardware and software
    manufacturers operate their own "support" BBS's in an effort to
    provide their customers with instant access to upgrades,
    patches, new drivers, and general technical support.  We may
    also be familiar with the major electronic communication
    services provided by the likes of CompuServe, America Online,
    GEnie and Prodigy, but we are also aware of the costs and the
    limitations for semi-private use.

        Recognizing the mind-boggling growth of nearly every facet
    of computer use in business, it seems only reasonable that
    there would be something a BBS might have to offer.

        In our case, we use a modem to connect to, and download,
    Dun & Bradstreet reports on targeted customers.  We also have a
    dedicated line that allows our off-site system manager to
    logon anytime day or night to ply his trade and get our
    software doing what we need it to do ... ( or, in some cases,
    doing anything at all!)

        We also have occasion to exchange a considerable volume of
    documents and graphics files with our attorneys and with our
    advertising agency, which seemed to present the best chance of
    making use of our BBS.  Our early attempts to direct-exchange
    files met with the aggravating demand that both parties had to
    be able to drop everything else and set up to send/receive
    whatever it was in need of transfer. While still much better than
    the Fax, FED-EX, or mail, it seemed Murphy was hard at work on
    nearly every occasion.  One end or the other was entirely too
    busy to shut down just to accommodate the other.

        The BBS, on the other hand, was nearly always ready to
    send or receive the file, and conveniently store it until the
    other party was able to retrieve.  The "normal" BBS sees a
    dramatic drop in callers during the hours of the business day,
    and connection is very seldom a problem.  As a document file is
    drafted, it can then be uploaded ("zipped" if you like) and be
    ready for the receiver whenever time allows.

        With the proliferation of word processing programs,
    graphics programs, and spreadsheet software that will "import"
    files generated by other programs, the possible exchange of
    "working" files is very likely. We frequently download drafts
    of contracts generated by our attorney, make our suggested
    changes/alterations, and then upload the modified draft for
    finalization.  A completed document can be downloaded and
    printed onsite so that in minutes we have an "original" rather
    than a FAX copy (really handy for those 42 page contracts!).
    This also allows certain documents that may be used
    repeatedly, but must have a name/date/address changed before
    reissuing, to be updated immediately and printed in-house.

        Using CorelDRAW, DESIGNER, or any of the many graphics
    programs, it is very easy to "proof" work done by the agency,
    make changes as needed, and poke the file back to the BBS at
    your leisure. The agency can then grab the updated file at
    their convenience, even if it is 10:00 that night. Clearly,
    "convenience" is one of the key considerations.

        The real beauty of the system is in the fact that the BBS
    is able to set up a relatively secure "Files Area" for the
    sole use of those parties "cleared" for that area. Our BBS now
    provides that service for the express use of subscribing
    businesses, and has added another handy feature.

        In addition to the "Files Area", the message system found
    on nearly every BBS has a similar arrangement for separating
    messages into defined and secure message conferences. This
    allows individuals from remote offices the convenience of an
    external E-Mail system that cannot be accessed by persons
    outside the "company".

        Of course the SysOp of the BBS is responsible for, and has
    access to, everything that ends up on his/her system. The
    nature of some rare documentation may preclude its deposit to
    a "public" BBS, but the vast majority of exchanged information
    would certainly be acceptably "safe" on most public systems,
    given proper arrangements are made with the owner.
 
        The BBS can often be set up so that anyone who logs on
    without the proper "clearance" will not even see the private
    conferences or files areas that have been established for the
    subscriber.

        A couple of advantages that are not readily noted by those
    who have not used such a system have really reduced the desk
    clutter and helped prevent the "I lost it" syndrome.  Files
    that are uploaded to the BBS can be left there indefinitely so
    that a "copy" is available even after the user's hard drive
    crash (with no backup!), or when the ERASE *.TXT  command is
    accidentally used to zap that 42-page document.

        The E-Mail possibilities are also very interesting ... and
    you may know how I feel about E-Mail!! ;-)

        Using the BBS mail-handling system, and an offline mail
    reader allows you to keep those messages that included an
    address or phone number that may have met with an untimely
    death if left on the desk for a few days. The ability of many
    mail systems to "attach" files to messages adds even more to
    the convenience of this type communication.

        In addition to these possibilities, the multitude of
    useful programs available on most bulletin boards really makes
    the concept even more attractive.  With nifty versions of
    utilities, customer info management systems, phone
    directories, and a host of other valuable shareware/freeware
    at your fingertips, the BBS may well become a valuable source
    for "modernizing" the office system for very little expense.

        The well-run bulletin board may have many other
    opportunities to provide services to businesses in the
    computer-related fields as well.  Our BBS maintains "support"
    conferences for shareware producers as well as for non-
    computer businesses, allowing customers and clients very good
    "direct" access for very reasonable cost. Advertising may be
    arranged that well serves the computer-related business, and
    provides "known" sources of help for the non-computer company.

        Communication is the "cog" in the business wheel that
    makes the critical difference.  Fast, secure, and convenient
    access to inter-company and inter-office information exchange
    may be as handy as your local BBS.

        If you know of other services provided by a local BBS to
    its surrounding business community, we would enjoy hearing
    from you.  Please pop over to the "reader response" section of
    the magazine and drop us a note.

    Randy Britt
    Contributing Editor