Data Systems Management

DSM Heeds the Call to Webster Hall

Posted by Al Therioton October 24, 2023in County Government, Municipalities

The SS ProntoPARAGON Anchors in Madison, MS

Data Systems Management, Inc. has prospered for the past 40 years under the Stewardship of Glen Davis. Glen recently decided to retire and transferred ownership of DSM to Alan Smith, System Analyst, Programmer, and Partner. Alan’s first objective as Captain was to find a centrally located home office close to residential property, restaurants, and hotels which would provide the optimum environment for DSM employees and customers. Upon receiving the call from from Webster Hall, Alan and his crew set sail on the SS ProntoPARAGON with its precious cargo of advanced Pronto Application Software Solutions. Safe harbor was secured at Webster Hall, 100 Webster Circle, Suite 101, Madison, MS 39110. City of Madison Mayor Mary Hawkins-Butler welcomed DSM’s arrival with gratitude and enthusiasm during the Ribbon Cutting Ceremony held September 27th.

ProntoPRODUCTS Delivered

The ProntoPARAGON crew of Analyst and Programmers have been very busy over the past years modernizing the proven Pronto portfolio of ProntoTIME Payroll, Intelligent TimeCLOCK , Time & Attendance, ProntoTAX Tax Assessment and Collection, ProntoLR Chancery Clerk Land Redemption, ProntoREC Land Records Management, ProntoCOURT Court Management, and ProntoDMS Document Management Paperless Scanning Solutions. Our customers have coined the term “Blue Screen Graphical” to describe the ease of use and productivity improvements of the new Web Based, Cloud Based, applications. Users simply access their preferred Web Browser from any computer, anywhere, anytime, key the application URL, and immediate connection to the application is achieved. Paperless is achievable as all Pronto Solutions automatically spool reports to a searchable PDF report archive that avoids the necessity of manually printing paper reports.

DSM has the resources and expertise to turn-key migrate your organization to the Pronto Solutions. Please visit our new website, dsm.ms and access our Contact Form , eMail us at info@dsm.ms, give us a call at 601-925-6257, or simple stop by our home office, 100 Webster Circle, Suite 101, Madison, MS 39110 to find our how your people can benefit from ProntoPOWER .

Glen Davis still remains active with Data Systems and continues to assist in the project management, business operations, and personnel aspects of the business. Most of Glen’s time, however, will be spent enjoying the benefits of retirement scouring the streams, rivers, and woods of Mississippi and Louisiana for fish and game. If you need some tips, feel free to visit Glen’s website https://samuraiflyshop.com/.

Phishing

Posted by Data Systems Managementon July 3, 2025in SecurityLeave a comment

PHISHING

Do you love fishing? Of course you do. You know who else loves fishing? Hackers! Only, they spell it with a PH because it’s cool and looks “techy.”

And they can’t wait to send their phishing emails out because they know that the world is full of click happy rubes who won’t think twice about clicking on a link they supplied after warning you that your world is going to end if you don’t click on that link and sign in with your username and password.

You see, phishing is a social engineering technique. The hacker might attempt to make the recipient believe that there is a problem with some account associated with the user. They’ll send emails with attachments that look legitimate to the user so that he/she will click on it. They might even make phone calls to try to get information from the user.

Phishing attacks are some of the most common cybersecurity threats going around. Successful attacks can lead to identity theft, data breaches, financial losses, and falling victim to ransomware.

The moral of this story? Don’t just click on links in an email… especially if the link is asking you to log into an account! Phishing doesn’t just happen with emails. There are several different ways hackers attempt to coax information from you.

Email Phishing: Fraudulent emails mimicking trusted organizations.
Spear Phishing: Targeted attacks aimed at specific individuals or companies.
Smishing: Phishing via SMS or text messages.
Vishing: Phishing conducted over phone calls.

How do you minimize your chances of falling victim to these attacks? Follow these simple rules;

VERIFY THE SOURCE. If you not sure who’s asking you to click on a link or sign in to something, then verify who it is. It goes without saying, so I’ll say it… DO NOT contact them using any phone number or email address conveniently supplied inside the email or text. Contact them using addresses or phone numbers from their official website or official directory.

DON’T JUST CLICK ON A LINK. That site you go to might look legit, but it’s supposed to. If you think you need to go to that website, then type the organization’s URL directly into the browser. As for attachments… they might contain malware. Verify the sender is legitimate AND that he/she sent you the attachment.

KEEP YOUR SOFTWARE UPDATED. Older software, including Windows versions and updates, are more susceptible to exploitation. Many of these updates can be automated, so that leaves you plenty of time to play solitaire… you know… if you did that sort of thing at work… I’m not judging.

USE MULTI-FACTOR AUTHENTICATION (MFA) when logging into… wait…

Is it login to, log into, or log in to? But I digress…

So where were we? Use two-factor authentication when logging into (we’ll go with that one) all accounts. This also reduces the risk of unauthorized access to your account if your username and password gets compromised.

USE COMMON SENSE. If you get an email with generic greetings like “Dear customer,” or (especially) of you get some urgent message that you need to log in immediately or calamity will ensue, definitely question the request. Also, most email services and browsers have built-in phishing protections. However, the best software security is useless if you get all click happy in your email.

JUST HANG UP if it’s a vishing attempt. Don’t engage them, don’t try to figure out anything about them. Many vishing attempt begin with a robocall, and many of those calls are designed to trigger after hearing the word “hello.” If you answer your phone with some sort of greeting, you may only hear silence on the other side. Also, the phone number is probably going to be spoofed and might look like a local number, so don’t rely on that for verification.

So how do you prevent or minimize phishing attacks?

Train your employees on how to spot phishing attempts.
If you have the ability, simulate an attack to test your employee.
Ensure your software is updated.
Limit access to sensitive systems.

CONCLUSION

With the advancements in AI technologies, it’s easy to create and distribute professional-looking emails and professional-sounding phone calls. Using a combination of cybersecurity awareness, knowledge, and vigilance will go a long way in keeping the phishing attacks to a minimum. Caution, education, and technology are the ways to go!

DSM Welcomes New Passengers

Posted by Al Therioton December 28, 2024January 3, 2025in Chancery Clerk, County Government, Hardware/Software, Justice Court

Desoto, Madison, and Wayne Counties set sail on the SS ProntoPARAGON

ProntoCOURT

Candace McElhaney, Desoto County Justice Court Clerk, and Michelle McCann, Wayne Count Justice Court Clerk, were previously utilizing a very dated Court Solution that required multiple tedious steps to accomplish basic simple tasks. Needless to say, their ships were traveling at a snail’s pace. They were introduced to the DSM ProntoCOURT solution at a Justice Court Conference and immediately recognized the sleek design and incredible functionality of the DSM solution. DSM’s proven turn-key installation and data migration process made “Changing Ships” a breeze. Candace and Michelle are currently enjoying the cool breeze and smooth ride on Data Systems Management’s SS ProntoPARAGON.

ProntoTAX

C.J. Garavelli, Madison County Tax Collector, inherited an extremely old custom software software which was being supported by a single person. The process of adding new functions, fixing problems, and “keeping the ship afloat” was daunting. DSM tossed C.J. the ProntoTAX lifebuoy and welcomed him aboard to a cruise of safety, function, and support.

ProntoLR

Jeremy Carr, Wayne County Chancery Clerk, was barley staying afloat utilizing older software to execute the LAND REDEMPTION process. He observed the DSM ProntoLR Land Redemption solution at an industry conference and decided to join the passengers cruising the “blue screen graphical” waters aboard SS ProntoPARAGON.

ProntoPRODUCTS

ProntoCOURT Protocol

Posted by Al Therioton March 20, 2021May 4, 2021in County Government

RULE 1 – Make Court Management Easy

How much is my Fine? What is my Court Date. What were the latest Judge’s Orders? Where is the signed Affidavit? ProntoCOURT‘s new Blue Screen Graphical Web Browser application provides a simple method to find and process the required case information in a matter of seconds. Cases can be found by multiple search criteria; once accessed, simple tabs are utilized to access all aspects of the case including electronically stored and scanned documents and notes. The application can be accessed anywhere, anytime; a true web browser application does not require a dedicated PC.

RULE 2 – Make It Easy To Update Case Information

ProntoCOURT‘s single interface approach to information management truly makes it easy to maintain a case. New information can be edited and updated without having to navigate and scroll thru a multitude of screens. Simply click a box, tab, arrow, or plus sign, and edit away.

RULE 3 – Make Your Court Paperless

ProntoCOURT produces documents that include barcodes that identify the case number and document type. Our scanning technology automatically reads the barcodes and electronically files the documents under the correct case. Just place a large batch of documents into the scanner, press the button, and watch the documents appear correctly filed under the documents tab for that case.

RULE 4 – Make Month End Processing a Walk in the Park

ProntoCOURT‘s advanced workflow processing and automatic deposit slip generation mitigate the tedious tasks of bank reconciliation, deposits, and month end processing. Keeping the books in order is no longer a tall order.

RULE 5 – Contact DSM

Many Counties and Cities have already streamlined their Courts with ProntoCOURT. Simply CONTACT us for a demonstration or additional information or call us at 601-925-6270.

Download ProntoCOURT Flyer

ProntoTIME Employee Payroll Portal

Posted by Al Therioton January 25, 2021in Chancery Clerk, County Government, Municipalities

THE PAYROLL CHALLENGE

Data Systems Management, Inc. is pleased to announce the latest enhancement to our ProntoTIME Payroll, TimeCLOCK, and Time & Attendance Solution.

ProntoPORTAL Employee Web Portal

A secure web server portal that gives employees the ability to view and print their pay stubs, W2, and management generated “employee news” information. Priority messages can automatically generate an eMail alerting an employee to check the portal. For example, “Vaccine shots will be available next Tuesday”. An employee no longer needs to interrupt Payroll with numerous phone calls as management now has a direct mass communication link to ALL employees.

ProntoTIME Intelligent TimeCLOCK

Intelligent TimeCLOCK eliminates manual time sheets. Time punches along with the employee’s picture is captured via a simple touch to a tablet. No more spreading of germs via trying to verify fingerprints via a complicated biometric solution. A simple picture verifies the identity of an employee.

ProntoTIME Graphical Payroll & Time & Attendance

A Single Vendor, integrated Payroll solution that morphs complexity into completeness and simplicity. Pay Day processing becomes as easy as pressing a few buttons. The tedious task of keying employee timesheets is no longer required. Reports are electronically produced and stored which essentially eliminates the need for printing. The ProntoPORTAL provides critical information to ALL employees which minimizes interrupting phone calls to the Payroll Department.

YES! ONE VENDOR, DSM, has developed and deployed the ProntoTIME Payroll solution that has EVERYTHING – TimeCLOCK, Employee Portal, Government Payroll, and Time and Attendance.

Simply CONTACT DSM ; or call us at 601-925-6270

ProntoDMS Board Minutes – SEEK and FIND

Posted by Al Therioton December 4, 2020December 4, 2020in Chancery Clerk

ProntoDMS Board Minute Search Screenshot

SEEK & FIND INFORMATION “Instaneasily”

Instaneasily, adverb, : the ability to instantly and easily search the thousands of pages of historical board meeting notes and attached documents for a specific topic or word via Data Systems Management’s ProntoDMS Board Minute Edition. ProntoDMS automatically converts all documents into a full text searchable archive of data elements. There is no need to establish manual indexes or keywords as ALL WORDS ARE KEYWORDS. Simply upload completed minutes and supporting documentation to our secure cloud server; then its time to play “Find & Seek“

View a Brief Video of Full Text Search Inquiry

REQUESTED INFORMATION FOR EVERYONE

ProntoDMS Board Minutes can be configured to allow public and/or private access. A URL link is provided that can be integrated into any website. Successful distribution of information “instaneasily” to the public is now a reality.

Download ProntoDMS Board Minutes Flyer

SEARCH CUSTOMER BOARD MINUTES

Simply select the “eyeball” Icon to view the documents.

Leflore County Installs ProntoREC

Posted by Al Therioton September 14, 2020September 16, 2020in Chancery Clerk

BLAZINGLY FAST BLUE SCREEN GRAPHICAL

The process of recording Land Records utilizing their previous green screen text based Land Records Management System was taking Leflore County way too much time. Too many steps, too many screens, and antiquated, complicated search and retrieval methods persuaded Leflore to seek relief. They decided to convert to a faster, easier, modern LRMS – Land Records Management System, Data Systems Management’s ProntoREC.

ProntoREC programming utilizes the new Graphical Web Based Browser Environment. (Our customers call the new interface – Blue Screen Graphical). The new BSG Graphical interface does not require specific PC software or a Client/Server environment. Simply open your browser and access the application from any PC. Since multiple task can be accomplished with only a single screen, records can be processed quickly. Optical Character Recognition technology is utilized to capture ALL THE DATA on the actual documents. This process provides the capability to Copy/Paste index information directly from the document or to SEARCH for specific information within the actual document.

View a Brief Video of Full Text Search Inquiry

TURN KEY DATA & DOCUMENT CONVERSATION

Migrating from an older Legacy system to Data Systems Management’s new ProntoREC is a Walk in the Park. DSM transfers your existing data and images seamlessly into ProntoREC. We provide a few days of on-site training, establish a GO LIVE date, and your new Document Recording day begins with the Cool Blue Breeze of Blazingly Fast Blue Screen Graphical ProntoREC.

Download ProntoREC Flyer

IBM iSeries Server – Cloud or Local

Posted by Al Therioton July 7, 2020July 7, 2020in Hardware/SoftwareLeave a comment

IBM has just declared that my 5 year old IBM iSeries has reached “End of Life” and IBM will shortly cease offering maintenance and support. Its time once again to buy the newest model, or is it? IBM recently made available the IBM iSeries environment for deployment in the cloud. The full functionality, speed, and reliability of the iSeries can now execute on your new on-site local hardware OR remotely in a secure data center. So how do we decide which way to go. Well that all depends. Let’s explore the pros and cons via the analogy of buying or renting a car.

PERFORMANCE and CAPACITY

If I’m buying a vehicle, I need to make sure I have enough seats and horsepower to accommodate my family. My server requires enough processor speed, memory, and disk capacity to satisfy my users. Typically, you would overbuy server capacity to make sure costly upgrades were not required….OR

Cloud allows you to dynamically add performance and capacity as needed. Rent precisely only what you need. Save money and maximize performance.

RELIABILITY and AVAILABILITY

My Car/Server is parked at my home in my fortified, locked garage provisioned with redundant backup power, security cameras and restricted access. In case of failure, I call my IBM mechanic who travels to my residence with the exact part that is required. In case a tornado destroys the place, not to worry; all my tape backups are in another location. I have insurance to pay for a new Server that IBM can provision in perhaps a week; and I can delay payroll until the new Server arrives…OR

My Rental Car/Server is parked in a secure, fortified data center with super redundant internet and power. If disaster strikes the data center, I can restore my environment from backups that were automatically performed via a direct non-tape disk to disk process. My backup is located in a completely separate data center. A new cloud environment could be provisioned in a matter of a few days. Business Continuity Achieved.

IBM i OPERATING SYSTEM RELEASE UPDATES

New functionality and the closure of security threats are provided via PTF’s and OS Release Level updates. Think of having to change your oil, rotate your tires, etc. Your server should be running the latest OS level which is V7R4. Just like taking your car to the dealership, applying PTF’s and migrating to the next OS release level take time, cause downtime, and cost money… OR

The cloud environment is automatically maintained at the latest and greatest IBM i Release and PTF level which provides enhanced functionality and security protection.

COST

One typically purchases a car because one thinks that it will last five years and have some resale value. Unfortunately, old servers have no value and the acquisition process must repeat again…OR

Save your capital and always ride in the newest car.

“NO WORRIES” With the CLOUD everything is included: backups, security, release updates, anywhere remote access, on-demand storage, hardware and system software maintenance.

Visit ProntoCLOUD iSeries Hosting for more information

ProntoSIG Homestead Exemption SIGnature

Posted by Al Therioton January 1, 2019October 22, 2022in Tax Assessor/Collector

ELECTRONICALLY CAPTURE and PRINT APPLICANT Homestead Exemption SIGnature

Applying for a Homestead Exemption has just become much easier with Data Systems Management’s ProntoSIG application. The current process requires the Applicant and the Deputy Clerk to sign up to four copies of the document. With ProntoSIG, the Deputy Clerk’s electronic signature is captured ONE TIME and stored with their user profile. Deputy Clerk’s no longer have to REPEATABLY sign document after document after multiple copies of the same document.

An Applicant need only sign the new signature pad ONE TIME, and their electronic signature is also captured, stored, and automatically printed on all homestead exemption copies. As a bonus, the signed document is stored and can be reprinted an any time.

Simply CONTACT DSM ; we can have the solution installed in ONE DAY.

Maintenance

Posted by Data Systems Managementon April 5, 2018May 5, 2020in Hardware/SoftwareLeave a comment

Maintenance. Just the very word itself brings up dreary thoughts of things like home improvement, home maintenance, vehicle maintenance etc. etc. etc. The list seems never ending!

With the help of Data Systems Management, your system maintenance can be a breeze! We are here to offer our help along with IBM and are here to keep your systems covered under a maintenance contract.

Let’s be clear here, There are actually several different maintenance contracts that need to be reviewed annually to ensure you are not left without coverage.

Image result for images of software maintenance

So let us begin with the most important one.

Hardware Maintenance:

What is it and how does it benefit me?

To begin with hardware maintenance is the coverage you need should anything go wrong with your server. You will need an IBM representative to show up and help diagnose the problem your machine is having. Not having the maintenance coverage is not an option. this coverage can pay for itself in one on site visit.

Software Maintenance:

What is it and how does it benefit me?

Software maintenance is critical in the event there is an update that is done and requires a tad more expertise than your office has or should there be a bug in the update etc. Again, the maintenance contract can pay for itself in one on site visit.

DSM Software Maintenance:

Again, any update done by DSM on our software may contain an element that does not work properly with your exact system. Even though we extensively look at each client’s system and take all things into consideration, an older server can create a problem with an update that is totally unexpected. so just like in the above statement, signing a software maintenance contract with DSM on an annual basis is an absolute must. With laws that constantly change, programming has to constantly change. Any of these changes could create a problem with your server and that is not the goal we are trying to reach.

Wrapping things up:

DSM Software Maintenance:

In essence, the moral of the story is to keep your maintenance contracts under close supervision. I know its just one more thing on your plate to think about so the changes I have made here at DSM promise to make this as easy as possible on the client. Annually DSM sends out a letter asking for your DSM software renewal. We ask that you read and sign the contract. This will only take a few minutes of your time and it will increase your level of security in the event of a problem. This is the software you work on everyday. The software that operates your programs like payroll, tax, justice court, and your financial packages. Think of your DSM software renewal as your daily insurance program.

Server Maintenance:

This one gets a bit trickier to keep up with, so I have created a system by which I track who has coverage and when that coverage expires. It even tells me if the coverage is for 1 year, 3 years or 5 years. It lets me know if you have 9×5, M-F coverage or if your coverage is 24×7 coverage. As I stated it gets a bit trickier so I decided to take the bull by the horns and create a system for keeping you up to date on your coverage. You will see a letter from me 90 days prior to your coverage expiring and each 30 days thereafter you will receive additional notifications letting you know that your maintenance is up for renewal. This maintenance includes your actual hardware and your software. The software I am speaking of here is the actual operating system software. Think of this as a type of car insurance. Just like your auto coverage, this contract covers your car and the engine so to speak. the seen and unseen parts of your computer.

Now that your understanding has been refreshed on the value of maintenance coverage, please feel free to contact me at 601-573-6130 or awalker@datasysmgt.com to find out when your particular coverage expires.

I look forward to hearing form each of you very soon!