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DOCUMENT
M A N A G E R
Dm
www.document-manager.com
DOCUMENT MANAGEMENT
IMAGING & CAPTURE
WORKFLOW/BPM
CONTENT MANAGEMENT
Digital patient records:
A shot in the arm?
AI Strategies:
Joining the dots
Market focus:
Making Tax Digital
Intelligent Automation:
Smart MFDs can help
NEWS • PRODUCT FOCUS • USER PROFILE • INTERVIEWS
ISSN 1351-3222 Vol 30 No 3 May/June 2022
Fujitsu
Scanning
Solutions
Fujitsu Fujitsu scanners scanners have a have well a deserved well deserved reputation reputation
for being for the being most the reliable most reliable and hard-wearing
and hard-wearing
devices devices on the on market, the market, offering offering transparency, transparency,
compliance, efficiencies and cost savings
For more information please visit emea.fujitsu.com/scanners
iX1500/iX1600 – Intuitive
iX1500/iX1600 scanning at iX1500/iX1600 – Intuitive your –
scanning
iX1400 – Beautifully fingertips at your scanning iX1500
iX1500/iX1600 – Intuitive
at y
simple, effortlessly
fingertips
scanning at your
fingertips sca
iX1500/iX1600 – Intuitive – Intuitive
iX100 – Ideal for
iX1500/iX1600 fingertips – Intuitive efficient
iX100 iX100 – Ideal – Ideal for for
iX1500/iX1600 iX1300 scanning scanning
– Premium scanning – at Intuitive your at your at your
community
iX100 workers
iX1500/iX1600 iX1500/iX1600 – Intuitive – Intuiti
– – Ideal for
personal
scanning fingertips
desktop
at fingertips your
S1100i community community iX100 workers – workers Ideal for
scanner fingertips scanning at scanning your
S1100i
S1300i
at your
community community workers
workers
workers iX100 – Ideal for S1300i
fingertips iX1500/iX1600 – Intuitive
S1100i
S1300i
fingertips
iX100 scanning at your
fingertips
iX100
–– Ideal S1100i
for for
S1300i
S1100i S1100i – Ideal for
community workers
S1300i S1300i
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workers
fingertips
S1100i
community workers iX100 S1100i –
iX100
Ideal
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for
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S1300i
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community
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workers S1300i
iX1500/iX1600
scanning at
–
your
Intuitive
workers
S1100i
S1300i
scanning
fingertips
at your
community S1100i workers
S1300i
fingertips
N7100 – S1100i
S1300i SP-1120N / SP-1125N/
N7100 – Information
iX100 – Ideal for
SP-1120N / SP-1125N/
N7100 – sharing Information made easy
SP-1120N SP-1130N
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SP-1130N / SP-1125N/
fi-65F – Great for
scanning at your
N7100 – Information
S1100i
N7100 sharing made easy
SP-1120N N7100 /– SP-1125N/ Information
SP-1130N
N7100 –– Information
fi-65F – Great customer for facing community workers SP-1120N SP-1120N / SP-1125N/ / SP-1125N/ S1300i SP-1120N / SP-1125N/
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sharing N7100
sharing made easy sharing made – Information
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made easy
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ID capture Network Scanner
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easy – Information SP-1130N SP-1120N / SP-1125N/
sharing made easy
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made
Series
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Day
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scanner in the NHS – Web based document fi-7800/ fi-7800/ fi-7900 – Ideal
for GP surgeries
consumption
fi-7900 – Ideal fi-7160 – Best selling
scanner in the NHS scanner the NHS
environments fi-7800/ fi-7900 accuracy – rates Ideal
fi-7160 – Best selling
capture and network scanning fi-7260 / fi-7280 fi-7800/ for heavy fi-7900 duty for – Ideal heavy scanning fi-7140 scanner
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environments
fi-7700
fi-800R for GP surgeries
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fi-800R
fi-7160 – Best selling
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Fujitsu’s best-in-class scanner driver and document fi-7800/ capturing fi-7900 – Ideal software
Fujitsu’s best-in-class scanner For more for heavy duty scanning
fi-7300NX driver information
– Web based and document document please capturing email us at software
fi-800R– Fujitsu’s Great for best-in-class fi-7300NX environments
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network scanning
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Ideal capturing for software
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facing ID
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Fujitsu’s best-in-class scanner document driver capture scanner and and document driver heavy duty and scanning
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PaperStream IP
and document driver and PaperStream document Capture
Fujitsu’s capturing capturing
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scannersales@uk.fujitsu.com
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Dm
COMMENT
Editor:
Dave Tyler
david.tyler@btc.co.uk
Sub Editor:
Mark Lyward
mark.lyward@btc.co.uk
Welcome to the May/June issue of
Publishing Director:
John Jageurs
Document Manager magazine,
john.jageurs@btc.co.uk
Sales Manager:
which as ever is straining at the
Abby Penn
seams with opinion pieces, case studies,
abby.penn@btc.co.uk
Lead Designer
product reviews and more from all corners of
Ian Collis
our sector. At one end of the spectrum we
ian.collis@btc.co.uk
Circulation/Subscriptions:
take a look at some new research into the
Christina Willis
'secret life of the fax' - if, like me, you thought
christina.willis@btc.co.uk
Managing Director:
the fax machine was long dead, you may be
John Jageurs
in for a rude awakening. As eFax's Scott Wilson comments in the
john.jageurs@btc.co.uk
article: "… fax providers have had to develop an infrastructure that
Published by: Barrow &
guarantees business users the most secure, private, and legally
Thompkins Connexion Ltd
35 Station Square,
compliant way to transmit their confidential data to clients,
Petts Wood
vendors, partners, and other third parties." Could
Kent BR5 1LZ
Tel: 01689 616000
security/compliance be the core benefit that keeps the fax alive?
Fax: 01689 826622
Elsewhere we look at AI strategies, and specifically the need to
Subscriptions:
apply properly considered context to any planned project. Done
UK: £35/year, £60/two years,
£80/three years
properly, AI use will drive the next, more ambitious waves of
Europe: £48/year, £85 two
intelligent content and related process automation, as SER's John
years, £127 three years.
ROW:£62/year, £115/two
Bates explains: "As enterprises move beyond the low-hanging fruit
years, £168/three years
in their AI ambitions - in other words, beyond superficial, RPAbased
automation (with its emphasis on screen-scraping/cutting-
Published 6 times a year.
Single copies can be bought
for £8.50 (includes postage &
and-pasting of content rather than on understanding and
packaging). No part of this
magazine may be reproduced
modelling its semantics) - the focus must shift to cross-enterprise
without prior consent, in writing,
from the publisher.
integration and contextualisation."
©Copyright 2022 Barrow &
And these are just two of the thought-provoking pieces you'll find
Thompkins
in this issue. We also investigate the drive to include scanning and
Connexion Ltd
capture in your organisations' plans to comply with the recent
Articles published reflect the
Making Tax Digital initiative from HMRC, the increasing need for
opinions of the authors and are
not necessarily those of the
'smarter' MFDs, and the way that the general shift towards a cloud
publisher or his employees. While
every reasonable effort is made
infrastructure is impacting the management of print services.
to ensure that the contents of
We take a close look at what's happening with digital patient
articles, editorial and advertising
are accurate no responsibility can
records and how they are - at long last - delivering not just
be accepted by the publisher for
errors, misrepresentations or any
operational efficiencies but also cost savings. In another
resulting effects
management piece Storetec's Grace Schneider discusses archival: if
you still run an on-premise archive room within your business, you
are almost certainly making a mistake, argues Grace. Outsourcing it
to external experts can not only save money, but make your archival
operations more efficient, more secure and more accessible.
There's more, of course, so why not dip into this issue now - we're
confident there will be something of interest to all our readers.
Dave Tyler
Editor
david.tyler@btc.co.uk
www.document-manager.com
May/June 2022
@DMMagAndAwards
3
Dm CONTENTS
C O N T E N T S
MAY/JUNE
8
10
12
16
18
.....................................................................................................................................................................................................
EVENT: DM AWARDS 2022……………..........................................................…….6
The DM Awards returns to London in November - read on for all the categories, as well as
the all-important dates for your diary
REVIEW: BROTHER ADS-4900W………..........................................................…….8
MARKET FOCUS: HEALTHCARE………......................................................……….10
Vijay Magon of CCube Solutions describes how digitised patient records are boosting NHS
efficiency while generating savings
STRATEGY: ARCHIVING………..................................................................……….12
Now is the time to give up on your on-site archive room, argues Grace Schneider
of Storetec
RESEARCH: PRINT SERVICES…….......................................................................…14
According to the latest report from Quocirca, 80% of businesses expect to use cloud-based
print management as the overall balance of IT infrastructure shifts to the cloud
CASE STUDY: WOLSELEY……........................................................................……16
Plumbing, heating and cooling supplier Wolseley plans to move all customers to eBilling
this year
MARKET FOCUS: MAKING TAX DIGITAL…….................................................……18
Scanning and capture can enhance the ability of any organisation to address the
requirements of the HMRC's Making Tax Digital scheme, explains Andrew Cowling of
PFU (EMEA)
CASE STUDY: HILLCREST GROUP……….........................................................……20
Housing association Hillcrest Group has been able to rapidly upgrade its digital processes to
match its corporate aims and values
STRATEGY: SMART MFDS……………….......................................................…….22
Gabriela Garner, Product Marketing Director at Kofax, explains how applying intelligent
automation capabilities to MFDs can 'accelerate the journey to your future vision'
MANAGEMENT: DISASTER RECOVERY………..................................................…..24
Backup your data - and help keep your business safe, says Joe Noonan, Product Executive,
Backup and Disaster Recovery, Unitrends and Spanning
CASE STUDY: CROWN BRIDGES LIGHT RAIL ALLIANCE……….........................…..26
A metadata-driven document management platform from M-Files is delivering efficient
information management and optimising collaboration for Finland's Crown Bridges Light
Rail Alliance
STRATEGY: AI ……….......................................................................................…..28
Too much of the focus even for powerful 'deep learning' applications today is in silos and
fails to join the dots across the enterprise, says Dr John Bates of SER Group
CASE STUDY: ROYAL MARSDEN HOSPITAL…….................................................…30
This leading global cancer hospital is increasing clinical and administrative efficiencies by
enabling a complete digital patient record with the help of Hyland Healthcare
MANAGEMENT: CONSOLIDATING CONTENT……............................................….32
Whatever the reasons for implementing content or document management, argues Ian
Portman of fme, successful project delivery depends as much on understanding what you
don't need as on what you do
RESEARCH: FAX………….................................................................................….34
Fax remains a pervasive technology underpinning vital business processes and productivity,
according to recent research
4 @DMMagAndAwards May/June 2022 www.document-manager.com
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Dm EVENT: DM AWARDS 2022
Save the date
The DM Awards returns to London in November - read on for all the categories, as
well as the all-important dates for your diary
It seems like hardly any time has passed
since our last DM Awards night, but
here we are getting ready to open
nominations for the 2022 event.
As ever, the intention is to reward the
technologies, tools and solutions that
showcase the very best in the document
and content management industries.
Like you, we had hoped that the world
would be much further down the 'back to
normal' road after a couple of very
challenging years, but of course there are
still big issues out there - which makes us
all the more determined to make this
year's awards an event to remember for all
the right reasons.
The DM Awards is, as always, an
opportunity to think anew about the
players in the industry who you feel have
supported or assisted you most and who
have upheld the traditions of the industry,
and in times like these we believe this is
more important than ever before.
Building on the success of previous years,
we will again be inviting project
applications to be considered by our panel
of independent judges (NB: If you wish to
submit an entry for the Project of the Year
categories, please send them direct to
Abby at the below email address).
Most categories of course will still be
decided by the most important people of
all: you, the readers of Document
Manager magazine and the clients of
those companies big and small who will
be competing for the top honours.
Featuring 29 categories, this year's DM
Awards allow companies from every sector
of the industry to seek recognition for
their efforts over the past 12 months. See
the next page for the full list of categories.
The DM Awards 2022 timeline is as
follows:
21st June, nominations open
31st August, nominations close
6th September, finalists announced
and voting opens
4th November, voting closes
17th November, DM Awards ceremony
DM editor David Tyler comments: "It can
seem like a cliché to suggest that an
awards ceremony can mean very much
outside of a mutual back-slapping
opportunity for industry insiders, but I
genuinely believe that the DM Awards
helps us bring together a sector that is
already one of the most mutually
supportive and positive industries I cover
as a technology journalist.
"We know that the solutions being talked
about at the DM Awards are bringing real
world benefits not just to business bottom
lines, but to how people all over the world
are working and indeed living their lives.
This is a truly revolutionary industry to
work in, and this night is a reminder of
that for all of us."
If your organisation would like to be
involved in sponsoring or otherwise
supporting this leading industry event
then please contact Abby Penn at the
office on 07861 682 066 or
abby.penn@btc.co.uk. Be sure to get in
soon, as these sponsorship slots always
sell out fast!
More info: www.dmawards.com
6
@DMMagAndAwards
May/June 2022
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EVENT: DM AWARDS 2022 Dm
DM AWARDS 2022 CATEGORIES
One to Watch - Company of the Year
One to Watch - Product of the Year
Accounts Payable/Invoicing Product of the Year
Workflow/BPM Product of the Year
Enterprise CMS Product of the Year
Open Source Document Management Software of the Year
Low-Code Document Management Software of the Year
Print Fleet Management Solution of the Year
BPO/Outsourcing/Bureau Business of the Year
Data Capture/Recognition Product of the Year
Records Management Product of the Year
AI Product of the Year
RPA Product of the Year
Service/Support Company of the Year
Storage Product of the Year
Compliance Product of the Year
Channel Partner of the Year
Imaging Product of the Year: High Volume
Imaging Product of the Year: Desktop/Portable/Other
Imaging Product of the Year: Workgroup/Departmental
Mobile Capture Product of the Year
Software Product of the Year
Hardware Product of the Year
Editor's Choice
Marketing Team of the Year
Project of the Year - Private Sector
Project of the Year - Public Sector
Product of the Year
Company of the Year
MORE INFO: WWW.DMAWARDS.COM
www.document-manager.com
May/June 2022
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7
Dm REVIEW: BROTHER ADS-4900W
Brother ADS-4900W
Brother's latest range of desktop
scanners aim to deliver high speed,
ease of use and secure connectivity,
all in a small and lightweight package.
The device we looked at for review is the
'top of the series' ADS-4900W, which
offers scan speeds up to 60ppm (120
images per minute duplex) and a highly
impressive daily duty cycle of up to 9,000
pages (a significant improvement on
previous models).
The full range includes the ADS-4100
desktop scanner and the ADS-4300N
ethernet-connected scanner, alongside
the ADS-4500W and ADS-4700W, with
the ADS-4900W at the top of the pile
speed- and connectivity-wise. While
some in the range might appear to target
small office or home users (or indeed the
growing hybrid workforce), the ADS-
4900W is clearly a workgroup or
departmental device, despite its small
footprint (less than a foot wide). The ADF
will comfortably hold 100 sheets of
standard A4 documents.
It will of course also handle a variety of
document sizes and types including
letter, legal, business cards, driving
licenses, receipts and photos. Multi-page
feed sensors ensure that inadvertent
jams are avoided, and user intervention
is minimised.
Connection is via USB direct to a PC, or
ethernet, or wi-fi. Wi-fi setup is
remarkably intuitive and we had the
scanner on our network in a couple of
minutes. The wi-fi is dual-band which
can be useful in organisations trying to
spread the load across 2.4GHz and
5GHz.
8 @DMMagAndAwards May/June 2022 www.document-manager.com
REVIEW: BROTHER ADS-4900W Dm
All of the scanners in the range feature
a large (4.3") and easy to navigate
colour touchscreen, conveniently
positioned right in the middle of the
scanner front panel, with 2 pages of
'Basic' connections pre-configured out of
the box as well as 6 more pages that can
be customised to the users' preferences.
This allows the user to set up a huge
selection of custom one-touch options
to frequently used scan destinations. The
touchscreen includes 3 buttons (Back,
Home and Stop), and the only other
control on the scanner is the power
button (also right on the front of the
device) - simplicity itself.
We were particularly impressed with the
'scan to mobile' function, which displays
a QR code on the scanner screen that
can then be used to access the
documents that have been scanned and
uploaded to Brother's cloud service. We
were able to view searchable PDFs on an
Android phone just seconds after
scanning on the ADS-4900W.
Of course all the 'usual' connectivity
options are there as well: scan to
document, spreadsheet or presentation,
SharePoint, as well as searchable or
secure PDF formats, email, JPG, TIF or
TXT etc. Cloud services available include
Google Drive, OneNote, Box, Expensify,
Evernote, OneDrive and Dropbox. Scans
can even be sent straight to a connected
USB stick if required. In essence,
whatever option you might need from a
scanner, these devices will almost
certainly include it.
The new range is TWAIN-compatible as
we would expect, allowing for
straightforward integration into any
organisation's existing document
infrastructure. Image processing too is
comprehensive: blank page skip, hole
punch removal, background colour
dropout, automatic deskew and rotation
are all available.
Bundled software available with the
ADS-4900W is pretty much what users
would expect from a device at this level,
and everything you could need is there:
OCR is via Kofax PaperPort, while
Brother's own utilities include
ScanEssentials, Mobile Connect and for
workflow/cloud integration, iPrint&Scan.
Importantly for any network-connected
device, the ADS-4900W utilises TLS
security to ensure safe connection
between the scanner and network,
meaning users can feel sure that the
content of their scanned documents is
always secure. In regulated industries or
healthcare settings, such considerations
have long since moved from 'nice to
have' to 'absolutely essential, of course.
The range also includes device
management functionality designed to
better enable mass distribution of device
configurations, security settings,
firmware updates and the like - essential
for managing network-connected/shared
scanning environments.
Brother is positioning these new devices
as 'versatile, reliable and affordable', and
it's a pretty good summary of the ADS-
4900W. It's hard to envisage a
scanning/capture task that this device
won't be able to do - and do well. The
interface is slick and intuitive, and the
scanner itself delivers very high quality
results very quickly - to almost anywhere.
If it is Brother's intention with the new
range to broaden its appeal to
customers who might have previously
seen them as primarily a printer vendor,
then the ADS-4 range is very well
positioned to help them achieve that
goal and expand their market.
More info: www.brother.co.uk
VERDICT
The ADS-4900W and the others in the new range offer serious scanning capabilities and impressive performance
combined with a vast array of connectivity options - but it is important to recognise that Brother has in no way
sacrificed security and compliance for accessibility. We feel that they've got the balance exactly right.
www.document-manager.com
May/June 2022
@DMMagAndAwards
9
Dm MARKET FOCUS: HEALTHCARE
A shot in the arm for healthcare providers
Vijay Magon of CCube Solutions describes how digitised patient records are
boosting NHS efficiency while generating savings
The efficient flow of patient records is
integral to the NHS ecosystem: files
are constantly in circulation between
hospital wards, clinics and offices, as
patients attend appointments, medical staff
make clinical decisions and secretaries type
up notes. But the physical nature of patient
records brings problems. Documents can
be mislaid in transit, misfiled or just
degrade over time while ongoing costs rise.
It's easy to see how any of these
occurrences could have repercussions for
budgets, staff, and patients.
Over 80% of healthcare organisations
say that their hospital has been impacted
by incorrect or missing data, due to paper
processes in the last 12 months.
Productivity, teamwork, and the patient
experience are constantly at the top of
every healthcare organisation's priority list.
The problems have been further
compounded during the pandemic -
digital health records do help to reduce
face-to-face contact to protect patients
and staff, minimise the risk of Covid-19
infection, and offer practitioners the
ability to access patient information
anywhere without compromising the
integrity of care provided. That's why the
future must include 'paper-lite' initiatives
that comply with regulations and help
increase patient care quality.
CCube Solutions has been working in
the NHS secondary care sector for more
than two decades. As an independent UK
SME we have a proven track record of
working with the NHS to make this flow
of information faster, more secure, more
reliable and cost effective. Our EDRM
software currently holds and manages
over 450 million documents for 33 million
patients across 30 NHS organisations.
The process has a huge impact on
efficiency. Appointments can run more
smoothly, meaning more patients can be
seen throughout the day. Meanwhile, less
paper means less space taken up by shelf,
cabinet and trolley storage, freeing up
room for both staff and in-demand beds.
Hospitals across the UK have reaped the
financial benefits, too.
In 2009, CCube began working with St
Helens & Knowsley Teaching Hospitals
NHS Trust to digitise its records. More
than 52 million pages of medical
documents were digitised, with 7,000
documents no longer being handdelivered
each week. By the end of the
project, the trust had become the first in
the UK to stop using paper records in
clinical practice, achieving £1.4m annual
savings from a £1.2m investment.
CCube's EDRM can also be embedded
within other digital patient record
systems, such as Cerner's Millennium. At
Milton Keynes University Hospital NHS
Foundation Trust, 3,800 staff can access
legacy patient records contained in the
CCube system but view them from within
Millennium. Clinicians now just press the
EDRM tab within the Millennium menu
and the EDRM viewer immediately
displays CCube's patient record.
Debbie Phillips, Milton Keynes
University Hospital's CCIO and
consultant surgeon, comments: "The
importance of opportunities to save
clinical time within a digital system can't
be underestimated given the number of
patients we have to treat."
Digital technologies are helping to:
a. Minimise handling of physical notes
and records and ensure that patient
information is available at the point
of need;
b. Support remote consultations and
Virtual Clinics - seen as crucial for
reducing unnecessary outpatient visits,
saving time and money for patients
and the health service;
c. Ensure delivery of care to non-Covid
patients can continue, to help avoid
issues in the future and minimise
revenue losses.
More info: www.ccubesolutions.com
10 @DMMagAndAwards May/June 2022 www.document-manager.com
Capture.
Optimise.
Collaborate.
Document digitisation made
easy with our desktop document
scanner range.
www.brother.co.uk/desktop-scanners
Expertly designed with businesses in mind,
our scanners help to streamline business
processes whilst providing an effortless,
user-friendly experience.
They allow intelligent capture and optimisation
of the contents of documents and easy
collaboration with colleagues. Whether it’s
2-sided A4, business cards, receipts or batch
scanning multi-page documents, you can be
confident that this range will support all
businesses scanning needs.
Visit Brother.co.uk for more
information
Dm STRATEGY: ARCHIVING
Exposing the hidden costs of archiving
Now is the time to give up
on your on-site archive
room, argues Grace
Schneider
of Storetec
Storing reams of documents in your
office or archive rooms is rapidly
becoming outdated. The waste of
valuable space is just one aspect of the
drain on resources, but the true cost is
often hidden. One of our clients
recently undertook a cost analysis to
look at the true cost of generating and
storing their documents on-site and the
results were surprising. The final
calculations were that each lever arch
file costs around £16.00 in raw
materials (folder, paper, printing etc.)
and it attracted 2.5 hours of staff
labour to compile, handle and access in
the first 12 months of its life. Storage
costs were estimated as 1 lever arch file
costing £5.36 per year to hold in their
office in central Birmingham. After 12
months the lever arch files were boxed
up, an inventory list created and the
boxes disappear off to the archive
rooms, incurring more cost in wasted
space and staff time.
2022 saw this organisation looking to
move premises as they have run out of
room. Following our site survey, we
pointed out that 21% of their current
office footprint is taken up with storing
paper documents, and many of their
processes can be dramatically improved.
The result is that they have shelved the
planned move for 12 months to see
what impact our combination of off-site
document storage, document scanning
and cloud-based document
management can deliver.
For many businesses document
scanning may not be the right approach
for all of the paperwork - after all if the
likelihood is you'll never need to look at
the document again, why scan it?
Physical document storage still has a
part to play in our modern business
world, but only if used in conjunction
with a wider document management
strategy. The out of sight, out of mind,
paper dumping grounds of the past
need to be avoided at all costs.
So, what would be the benefits of
12
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May/June 2022
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STRATEGY: ARCHIVING Dm
holding your paperwork away from the
office?
Increase office space - Instantly get
back your office space. It is always at a
premium with every business. With
your archive in storage, it frees up
valuable office space and makes your
organisation more agile. With the
increase in hybrid working and hotdesking,
there may be an opportunity
to even downsize your office space
requirements.
Manage document retention periods -
Most reputable off-site storage
providers will provide you with access
to a cloud-based record management
system. From this system you can run
reports to identify records in storage
that have passed their retention
periods, request new collections, order
retrievals in either paper or scanned
form and generally manage your paper
archive without having to see it every
day.
Security and protection - Your storage
provider's facilities should be designed
with a number of security features to
give the best possible protection for
your documents. These should include
internal and external CCTV, monitored
fire and intruder alarms and restricted
access controls. You should also
request to visit the facility and see your
own boxes. Many companies have
been caught out in the past by
suppliers telling them they had the
latest, most secure facilities, when, in
reality, the truth was very different. If
you are not allowed to visit, don't give
them your boxes.
Accessibility - In case you need urgent
access to your information does the
off-site storage provider offer a fast
Scan-On-Demand service? In most
cases you just need to see the
information on your documents to
answer that important question or
query. Having the documents scanned
and returned electronically within a
few hours gives you all the benefits of
document scanning without the
upfront digitisation costs. It also
means that you don't have to worry
about having an office full of archive
boxes again.
A perfect home for the scanned
information would be a document
management system as this delivers
instant searchability and 24-hour
access, perfect for hybrid working.
Having a well-structured cloud-based
document management system
eradicates the need for organisations
to rely on paper records which typically
take up valuable office space. Your
supplier can duplicate your physical
filing structure into the cloud making
your documents even easier and
quicker to find.
If as you look around your office it's
awash with paper, there are
alternatives to consider which don't
cost the earth but will deliver positive
changes. Is off-site storage something
you are considering? Storetec can
collect your boxes from your current
storage location, you don't need to lift
a finger; we'll even shred the paper
documents when they have ended
their retention period. If you have a
storage project in mind, or would just
like to explore the options, get in
touch with us at Storetec.
More info: www.storetec.net
www.document-manager.com
May/June 2022
@DMMagAndAwards
13
Dm RESEARCH: PRINT SERVICES
Hybrid working
pushes print
management
to the cloud
According to the latest
report from Quocirca,
80% of businesses expect
to use cloud-based print
management as the
overall balance of IT
infrastructure shifts to the
cloud
The majority of
organisations will
operate a fully or mostly
cloud-based IT environment by
2025, according to the latest Cloud
Print Services 2022 Report from global
market insight and research company
Quocirca.
Businesses are seeking resilience, cost
savings, and the flexibility to support a
hybrid workforce without
compromising security. As a result, one
in five say they will fully transition their
IT environment to the cloud by 2025;
while 41% will 'mostly' transition. This
compares to the situation today, where
6% are fully in the cloud and 21% are
mostly in the cloud, meaning the
overall balance between cloud and onpremise
infrastructure will switch in
favour of the cloud within the next
three years.
Adoption of cloud print management
is also gathering pace. A cloud print
management platform has already
been implemented by 43%, a strong
increase from 29% who had done so in
2021. A further 37% are planning to
implement cloud print management,
making it the solution of choice for
eight in ten IT decision-makers overall.
The study also found that:
Cloud services are the top
investment priority in the coming
year, cited by 31%.
45% have implemented remote
print job submission to support
hybrid workers.
87% believe the cloud to be a lot
more, or somewhat more, secure
than an on-premise platform.
Cloud print deployment forms part
of
their
sustainability
strategy for 80%
of respondents.
Cloud provision is a key
MPS supplier selection factor,
with 38% saying it influences
their choice of MPS provider.
40% say transitioning print services
to the cloud is a key driver for MPS
adoption.
Commenting on the research findings,
Quocirca Research Director Louella
Fernandes says: "There has been a swift
acceleration in the pace of cloud
adoption, and particularly where cloud
print management is concerned. The
combined drivers of the need to
support the hybrid workplace with
secure, flexible infrastructure, and to
enhance sustainability strategies, have
acted as a catalyst and we expect
momentum to continue."
MPS MATURITY DOES NOT EQUAL
CLOUD MATURITY
The study found that organisations
with a fully outsourced Managed Print
Service were less likely than those using
a hybrid approach to have switched to
a cloud-based print environment. More
than half (52%) of fully outsourced
MPS customers are still operating their
print environment fully on-premise,
14
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RESEARCH: PRINT SERVICES Dm
compared to only 31% of those with a
hybrid set-up where part of the print
environment is managed in-house.
Louella adds: "There is a clear
opportunity here for MPS providers to
support their customers through the
transition. However, the more
traditional MPS providers may not
have the necessary cloud expertise to
act on this opportunity. Unless they
invest rapidly in developing a cloud
offering, they will find themselves at a
disadvantage compared to
competitors who are more cloudready.
Certainly, with 40% of
respondents saying that moving to the
cloud is a top benefit of MPS, those
providers that cannot meet this need
will suffer."
ADOPTION VARIES BETWEEN
COUNTRIES AND SECTORS
The research showed levels of cloud
adoption vary between geographies
and sectors. The US is most mature on
cloud print adoption - 56% have
adopted it. In the UK 40% of
respondents use cloud print
management already and 28% plan to
do so. Germany is the least mature,
with just under one-third (32%) of
respondents already using cloud print
management.
INVESTMENT AND EDUCATION
NEEDED
Quocirca's Cloud Print Services Report
2022 contains valuable
recommendations for buyers and
suppliers to guide a successful shift to
cloud print deployment. Buyers need
to be confident that proposed
solutions meet the accessibility,
"THERE HAS BEEN A SWIFT ACCELERATION IN THE PACE OF CLOUD
ADOPTION, AND PARTICULARLY WHERE CLOUD PRINT MANAGEMENT IS
CONCERNED. THE COMBINED DRIVERS OF THE NEED TO SUPPORT THE
HYBRID WORKPLACE WITH SECURE, FLEXIBLE INFRASTRUCTURE, AND TO
ENHANCE SUSTAINABILITY STRATEGIES, HAVE ACTED AS A CATALYST
AND WE EXPECT MOMENTUM TO CONTINUE."
security, and analytics requirements of
the hybrid workplace.
Suppliers, including OEM vendors
and channel businesses, must ensure
that they address the multi-cloud
needs of businesses, as most are not
yet fully cloud-native. Integration with
existing security systems and the
ability to support zero trust
configurations is also essential. This
may require partnerships with
specialist cloud providers and
businesses must be open to
developing a strong partner
ecosystem to fully support evolving
customer needs.
The report contains in-depth
coverage of cloud print service
offerings from major print
manufacturers and independent
software vendors including: Canon, HP
Inc., Konica Minolta, Lexmark, Ricoh,
Xerox, Thinprint/ezeep, Kofax, MPS
Monitor, MyQ, NT-Ware, Papercut,
Process Fusion, Vasion (PrinterLogic).
Readers of Document Manager
magazine can access a complimentary
Executive Summary of the report at
the following URL:
https://print2025.com/reports/quocirca
-cloud-print-services-landscape-2022/.
More info: www.quocirca.com
www.document-manager.com
May/June 2022
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15
Dm CASE STUDY: WOLSELEY
A frictionless flow
Plumbing, heating and cooling supplier Wolseley plans to move all customers to
eBilling this year
Wolseley, the leading supplier of
plumbing, heating and cooling
products, intends to encourage
all its customers to switch to eBilling thanks
to a new one-stop solution implemented in
partnership with Macro 4. The new system
offers comprehensive self-service facilities
and an improved customer experience.
Within six months 14,500 customers who
were using Wolseley's older third-party
eBilling service have switched to the new
Macro 4 system. The objective over the next
12 months is to transition the rest of its
paper-based billing customers to digital.
"We produce around 1.4 million invoicing
and proof of delivery (POD) documents for
our customers every month," said Roger
Connett, CTO at Wolseley. "It's much more
efficient all round to make this information
available digitally rather than on paper, and
of course there is a huge cost and
environmental benefit. Macro 4 has helped
us to show customers that it's a better
alternative by making the eBilling process
frictionless and a pleasure to use."
Previously Wolseley had outsourced its
eBilling to a third-party document
management company. However, only
around a third of invoices were being sent
electronically and getting more customers
to switch was proving difficult. It was felt
that a more user-friendly service that
offered greater functionality to customers
would encourage take-up by customers.
Part of the issue was that previously only
outstanding invoices could be viewed
online via self-service and even these
disappeared from the system once paid.
PODs were not available online at all,
which was unhelpful for customers
wanting to keep track of their finances.
The limited self-service also led to staff in
Wolseley's branches spending significant
time and effort handling customer
requests for email and paper copies of
documents - especially PODs.
The new eBilling solution is based on
Macro 4's Columbus enterprise information
management software. It is designed to be
simple and easy to use with an improved
customer experience and a user-friendly
registration process to encourage adoption.
Customers can sign up to the eBilling
service, which Wolseley has branded
eDocuments (eDocs) on the
Wolseley website. They can choose to have
their documents automatically emailed on
a daily, weekly or monthly basis and they
also have access to a self-service portal
where they can view all their invoices,
credit notes, statements and PODs for the
last seven years.
"Many customers have commented on
how easy the new system is to use, as well
as how convenient it is to view invoices and
corresponding PODs in one place," said
Roger. "There is a marked improvement in
the overall customer experience."
New customers are now automatically
signed up to paperless billing and Wolseley
is confident that with the improved
functionality and better experience
delivered by the Macro 4 solution the
company has the technology and systems
in place to meet its digital transformation
goal of going fully paperless.
As more customers sign up, Wolseley
expects to reap the full benefits of going
digital, including savings in paper and
postage and a reduction in the carbon
footprint. The company also expects that by
making it easy for customers to access
documents online there will be fewer
payment delays and improved cash flow.
More info: www.macro4.com
16 @DMMagAndAwards May/June 2022 www.document-manager.com
www.ccubesolutions.com
DELIVERING
DIGITAL
HEALTHCARE
CCube software suite currently manages
some 450 million documents containing over
52 billion pages for 32 million patients
across 30 NHS organisations around the UK.
Some of our NHS sites have been using the
solution for over 20 years. Data on realisable
benefits, from just three of our sites, shows
a collective saving of c.£35M over 10 years.
COMPLIANT & ACCREDITED
RECOGNISED BY THE INDUSTRY
Dm MARKET FOCUS: MAKING TAX DIGITAL
Tax in the Digital Revolution
Scanning and capture can enhance the ability of any organisation to address the
requirements of the HMRC's Making Tax Digital scheme, explains Andrew Cowling of
PFU (EMEA)
For centuries, accountancy has been a
paper-based business. Invoices,
receipts, cash, ledgers… the list goes
on. However, the last few decades have
seen an incredible acceleration into
digital services - YouTube, Spotify, online
banking - and accountancy too is moving
in that direction!
The UK government - or more specifically
HMRC - wants to become one of the most
digitally advanced tax administrations in the
world. They've introduced a scheme called
'Making Tax Digital' which aims to make
fundamental changes to the tax system in
order to reduce administration and become
more effective, more efficient and easier for
businesses to get their tax right.
SO WHAT IS MTD?
Making Tax Digital (MTD) is the
government's strategy to digitise the tax
administration system for VAT, Income Tax
(self assessment) and Corporation Tax for
businesses and individuals.
Since the 1st April 2022 all VAT
registered UK businesses are required to
keep digital records and submit their VAT
returns digitally. The deadline is also fast
approaching for self-employed businesses
and landlords with a business or property
income above £10,000 per annum, as
they must comply with the MTD rules by
April 2024.
What do we mean by digital records?
Well, traditional bookkeeping has been
literally that - information, dates and
figures were recorded by hand in a paper
format - usually in a book. Invoices and
receipts were also kept in paper format.
Making this information digital means
converting the paper records into a digital
format which can be shared, edited and
viewed easily and securely on a computer,
tablet or mobile phone.
THE PROBLEM WITH PAPER
Before we look at how to convert paper
into a digital format, what problems do
paper-based records cause?
Firstly, there's the physical aspect. Paper
files can take up enormous amounts of
space: filing cabinets, stuffed plastic wallets
- even carrier bags!
Secondly, invoices and receipts take time
to search through. Misfiled or lost
documents can waste hours of time, and all
of this administration is costing your
business time and money.
Thirdly, paper records are prone to data
errors: one figure in the wrong place can
reduce accuracy, potentially leading to fines
through filing inaccurate information.
Finally, if there's a disaster such as fire,
flooding or theft whilst the documents are
in storage, those paper files are lost forever.
HOW TO DIGITISE YOUR PAPERWORK?
Scanning your invoices, receipts and
records converts it to a digital format,
enabling a much easier transition to
Making Tax Digital. Documents, files, and
records can all be quickly and efficiently
scanned and indexed through the use of a
high speed paper scanner. After scanning,
these documents can be securely and easily
accessed via a computer, and if your data
has been typed, the scanning process will
convert the words into text data, so you
can even search throughout the documents
for a single word in a single page instantly -
try doing that with a paper file!
Using this digital data in conjunction with
a specialist software solution, your scanned
documents can be indexed and organised,
meaning that it's much quicker to find
specific information and reducing the
possibility of manual inputting errors.
Paperwork no longer needs to be stored,
increasing your office space and offering
greater security of data.
18 @DMMagAndAwards May/June 2022 www.document-manager.com
MARKET FOCUS: MAKING TAX DIGITAL Dm
"SCANNING YOUR INVOICES, RECEIPTS AND RECORDS CONVERTS THEM TO A DIGITAL FORMAT, ENABLING A MUCH
EASIER TRANSITION TO MAKING TAX DIGITAL… USING THIS DIGITAL DATA IN CONJUNCTION WITH A SPECIALIST
SOFTWARE SOLUTION, YOUR SCANNED DOCUMENTS CAN BE INDEXED AND ORGANISED, MEANING THAT IT'S MUCH
QUICKER TO FIND SPECIFIC INFORMATION AND REDUCING THE POSSIBILITY OF MANUAL INPUTTING ERRORS."
MTD software offers a solution to save
time by automating your key financial
processes, which allows you to focus on
developing your business. Fujitsu's market
leading scanners and PaperStream
capture software can play a vital role in
this automation.
WHAT SCANNER TO USE
Fujitsu specialises in automatic document
scanners and offers a full range of devices
from personal and desktop scanners,
through to departmental and production
scanners, which means that there is a
solution to help businesses of any size
with getting their accounts paperwork
digitised and ready for indexing and filing.
For small to medium business
customers, particularly those with teams
who share a single scanner, the ScanSnap
iX1600 scanner helps to comply with
MTD. It's simply the ultimate in personal
productivity that gives time back to users
by automating essential tasks. With a
scanning speed of 40 pages per minute
it's the fastest ScanSnap yet, and offers
one-touch operation with a 4.3-inch
colour LCD touchscreen. You can even set
up pre-defined profiles and task buttons
for up to 30 individual user profiles.
The scanner uses AI to automatically
scan, recognise and classify different
document types and save them
anywhere, even sending them directly to
cloud services such as Expensify or
Dropbox. Wi-Fi is enabled for operation
anywhere with a wireless network,
whilst the ScanSnap software is included
as standard.
For scanning on the go, Fujitsu also
offers the ScanSnap iX100 - an innovative
portable wireless scanner with a tiny
footprint barely wider than a sheet of A4
paper, fitting easily in a bag. This
rechargeable scanner doesn't need any
cables, and can scan straight to your PC,
Mac or iOS or Android device - perfect
for when you're away from the office.
For something offering an on-ramp to
accelerate your document management
routines then the fi-8170 scanner with
bundled PaperStream software helps
supports digital transformation with
industry leading accuracy and user
experience, reduced power consumption
and technology you can trust.
THE MTD FUTURE IS COMING
Your business might already be affected
by Making Tax Digital - if it's not
something you've already looked at, now
is the time to do so. The savings in time
and money alone make it worthwhile, as
one in three businesses reported
spending less time on their record
keeping and tax returns since MTD.
Take some time to look at your current
processes - how would it benefit you to
go paper-free? Talk to your accountant to
see if they can recommend compatible
software. Have a look at the ScanSnap
and fi Series ranges to see which scanner
would best suit your needs.
Whilst tax is not something any of us
like to think about, a few hours spent on
Making Tax Digital could end up
increasing efficiency, reducing errors and
giving you more time to spend growing
and improving your business in the areas
you'd like to focus on.
More info: www.scansnapit.com/uk/
WORKING WITH FUJITSU SCANNERS AS A PARTNER
You can apply to be a Fujitsu channel partner to access a wealth of content including videos, imagery and a sales deck through the
PFU partner portal: https://partner.imaging-channel-program.com/English/
This enablement and incentive platform contains further assets and material to help understand and position the scan opportunity,
and additionally allows partners to register scanner sales on Fujitsu's Imaging Rewards platform to earn points and get rewarded
with a range of goods and experiences in return for your sales and commitment.
www.document-manager.com
May/June 2022
@DMMagAndAwards
19
Dm CASE STUDY: HILLCREST GROUP
New digital transformation
speeds are possible
Housing association Hillcrest Group has been able to
rapidly upgrade its digital processes to match its
corporate aims and values
Scottish housing organisation
Hillcrest successfully implemented
comprehensive digital processes in
Accounts departments across its four
businesses in a quarter of the time
usually allotted for such tasks. Hillcrest
had prioritised its plans to upgrade its
digital document management, which
had been used in the business for ten
years, as a means to enhance operations.
PANDEMIC STIMULATES THINKING
Hillcrest executives Angela Murphy,
Finance Manager, and Mark Flattery, IT
Manager, are among those who point to
technology's rise in strategic importance
as a critical component of conducting
business, and not just as a source of cost
efficiencies. Mark Flattery commented:
"The digitisation project was designed to
achieve business resilience."
The Hillcrest Group has a clearly
defined ethos with aims and values that
contain watchwords such as sustainable,
well-being, excellence and innovation
that are embraced across its four
businesses: Futures, Homes,
Maintenance and Enterprises.
Hillcrest had worked with Document
Logistix for many years and turned to
the document management specialist to
ask how quickly, comprehensively and
safely a company-wide digital solution
could be implemented. Among the
Hillcrest project goals were integration
with QL Finance and the implementation
of OCC to capture data contained in
50,000 invoices processed annually.
HISTORICAL PROCESS CHALLENGES
Angela Murphy says that historical
payment processes created issues such
as bottlenecks at each stage of the
process. Bottlenecks, in turn, generated
repetition and duplication leading to
unproductive communication to resolve
issues that may have been avoided.
Other historical pitfalls resulted from
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CASE STUDY: HILLCREST GROUP Dm
"EVERYTHING WAS IMMEDIATELY LESS CLUTTERED; EMAIL COMMUNICATIONS SUBSIDED; WE HAD CLEAR USER
DASHBOARD VISUALS; MANAGERS AND DIRECTORS FELT THEY HAD EFFECTIVE TOOLS TO ASSIST THEM; AND
STAKEHOLDER RELATIONS IN OUR MAINTENANCE BUSINESS WERE ENHANCED."
the proliferation of multiple image and
document types.
As with many organisations, the
Covid-19 outbreak caused business
disruption and remote working
exacerbated process inefficiencies.
"Automation became a high priority,"
Angela said. "We viewed this as a sprint
project. Speed - managed speed - was
of the essence."
SIMPLIFYING COMPLEXITY
The Document Manager
implementation was more complex
than most as each Hillcrest company
had a different structure to the chart of
accounts for coding purposes and three
different workflow processes depending
on the type of purchase (purchase
order, works order and direct payment).
The coding of invoices has been
simplified using the templating feature
by supplier and automated matching
with open purchase orders and works
orders. Express works orders are now
flagged for attention if required data is
not present to allow payment, and the
invoice approval process is better
defined, controlled and automated.
Tim Cowell, Document Logistix CIO,
commented that the fast-track project
stood out in a number of ways.
"Hillcrest was a model customer to
work with: their project team was very
enthusiastic and thorough at all
stages, and they came to the project
with well-defined expectations.
Hillcrest also allowed enough time for
meticulous testing to be undertaken
prior to roll-out."
SPEEDY IMPLEMENTATION,
POSITIVE OUTCOMES
A straw poll of organisations that had
undertaken comparable projects
revealed that they took a minimum of
eighteen months and usually more than
two years to complete. The Hillcrest
digitisation project was completed in
just six months while working under the
constraints of Covid guidelines.
Angela Murphy says that people
throughout Hillcrest experienced very
positive changes following the project's
completion: "Everything was
immediately less cluttered; email
communications subsided; we had
clear user dashboard visuals; managers
and directors felt they had effective
tools to assist them; and stakeholder
relations in our Maintenance business
were enhanced."
She went on, "With automated alerts
on tasks, thresholds, authorisations and
escalations, we can now be much more
targeted and focused - for example, in
the case of a payment dispute - and
eliminate potentially relationshipdamaging
bottlenecks. The tasks and
reporting that were previously too
complicated to generate more regularly
than on a weekly basis, we can now do
easily every day."
BEFORE AND AFTER DIGITISATION
It is not often that an organisation can
overhaul its workflow processes as the
task can appear overwhelming.
However, once committed, a business
has opportunities to introduce unique
automated processes that embed
policies and best practice.
Hillcrest looked to supersede historical
practices that included paper
management, manual processes and
scanning. The aim was to build a
future-proof, sophisticated system
aligned to the organisation's guiding
principles that would support its plans
for growth and diversification.
A key characteristic of digital processes
is visibility; everyone can see the process
logic. Feedback from stakeholders
suggests that processes run very
smoothly, with in-built controls, secure
storage, full audit trails, automated
workflows and a significant reduction in
human error.
The availability of business intelligence
reports, exception reports, line-of-sight
across invoices in the general ledger,
and ready reconciliations, mean that
Hillcrest can mine its new
administrative platform to gain
strategic business advantage.
SUPPORTING AN ASPIRATIONAL
CULTURE
The watchwords in Hillcrest's values
underpin the Group's leadership
programme and all of the Group's
activities. Sustainability and innovation
had to be incorporated in the business
plan for a back-office function as much
as they would be a natural
consideration for housing projects.
Service is a prime performance metric
in the Housing sector which is heavily
regulated and requires detailed
statistical returns about suppliers and
delivery. As Document Manager has
ready reporting and full activity audit
trails, Hillcrest is now in a position to
demonstrate exactly how it achieves
best practice.
Angela Murphy concluded: "The
positive changes within Hillcrest have
been far reaching. Everyone felt part of
the project. We have witnessed a
change in staff mindsets, more
engagement, and an increase in
confidence. The new systems facilitate
collaboration and we foresee further
enhancements."
More info: www.document-logistix.com
www.document-manager.com
May/June 2022
@DMMagAndAwards
21
Dm STRATEGY: SMART MFDS
Smart MFDs for a digital future
Gabriela Garner, Product Marketing Director at Kofax, explains how applying intelligent
automation capabilities to MFDs can 'accelerate the journey to your future vision'
There's no doubt about it: the hybrid
workplace is here to stay. The
majority of companies will adopt a
hybrid work model, employing a mix of inperson
and remote employees, according
to the Forrester '2021 Predictions:
Accelerating Out of the Crisis' report.
But what is remote work? During the
pandemic, remote work became
synonymous with people working from
home, sporting "business on top and PJs
on the bottom." While this image can give
us a good laugh, it doesn't fully
encompass all that remote work truly is for
the modern-day organisation. Long before
COVID-19, remote work of a different sort
was in full swing as colleagues
collaborated with other departments
within the same building and different
offices around the world. When we look at
this expanded definition, most of us have
probably been engaging in remote
work for a long time.
Organisations have been able to
support employees as they
work with colleagues in
different teams, buildings,
cities and countries thanks
to the vast improvements in
access to digital
information. The postpandemic
version of
remote work, however,
ushered in a sudden shift
in the workplace
dynamic. Many
companies quickly
realised they weren't
far enough along in
their digital
transformation
efforts to support
the rapid rise of
this new type
of remote
work and
the
data it generates.
Instead, they found themselves caught
between a rock and a hard place, trying
to find a way to keep the wheels of
"business as usual" turning while steadily
rising to the level of digital aptitude
required to help employees thrive in the
new hybrid and remote work models. This
may seem like an impossible battle to
win, but there are innovative and effective
technologies that can help organisations
work toward the future without
compromising the present. In fact, the
right solution can even accelerate the
speed with which today's workflows are
executed while simultaneously boosting
strategic progress toward a more
automated, digital tomorrow.
If you're wondering how to get started
and connect the dots between today and
tomorrow, look no further than your
multi-function devices. MFDs have been a
mainstay in most organisations for quite
some time, but when the right automation
technology is applied to them, they're
transformed into versatile powerhouses.
Intelligent automation unlocks the full
potential of MFDs, making them smart
devices that can accelerate your digital
strategy and serve as the connective tissue
between your current state of digital
transformation and where it needs to go.
TODAY VERSUS TOMORROW
Just about every organisation, regardless
of where they are in their digital
transformation, is leveraging automation
as part of the effort to achieve their vision
for the future. But there's much work to be
done. Almost half (48 percent) of decision
makers surveyed said their organisations
have manual or only partially automated
processes, according to the Kofax '2021
Intelligent Automation Benchmark Study
Part 1: Successful Automation Requires an
Integrated Vendor Strategy'. Another piece
of the study discovered that while the
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STRATEGY: SMART MFDS Dm
number of use cases for which
organisations are utilising automation is
increasing, adoption rates for more
mature use cases such as back-office
tasks, decisioning and accounts payable
are still fairly low. In other words, there's a
lot of room for improvement.
When asked what they consider to be
the most critical use cases for automation,
decision makers listed robotic process
automation (RPA) (61 percent), artificial
intelligence/machine learning (43 percent)
and digital process automation (40
percent) as the top three responses. It's
interesting that all three require document
intelligence in order to succeed.
Organisations must be able to ingest,
classify and extract unstructured data
from all documents, regardless of format,
so the data can be processed and
analysed for actionable insight. The only
way to accomplish this is with document
intelligence. A combination of intelligent
automation technologies such as
intelligent capture with advanced contentaware
capabilities empowers
organisations to classify documents,
extract all relevant data and make wellinformed
decisions with the information
as well as automatically initiate documentbased
workflows.
Where is your business today when it
comes to documents? Perhaps your
company is moving away from printing
completely. If so, you're not alone. Digital
scanning and capture are faster, more
accurate, more easily accessible and more
efficient. Just think about how much time
is saved by searching for a digital
document as opposed to flipping through
stacks of paper or filing cabinets.
At the same time, there are several
reasons why printing isn't going away.
Disparate systems within the company
may not connect with each other, and in
the new hybrid world, employees may not
have access to paper documents when
they need them. For these organisations,
printing remains a critical element of the
business infrastructure. But as the volume
of data collected grows at exponential
rates, the need to digitise becomes
stronger by the minute.
The challenge, then, is how to progress
toward digitisation without interrupting
day-to-day operations. Is it even possible?
SMART MFDS AND INTELLIGENT
AUTOMATION
You may not think of your MFDs as a
stepping stone to digital workflow
transformation, but by applying
intelligent automation capabilities to
MFDs they become an on-ramp to
transformation and a bridge that
connects organisations to their digital
futures. What's even better is that smart
MFDs also improve speed, efficiency and
productivity now, enabling you to do a
better job today while accelerating the
journey to your future vision.
You may be asking, "Why intelligent
automation?" Anything less, such as a
piecemeal approach to automation, has
several drawbacks. According to
decision makers, a siloed approach
results in high technical debt (46
percent), delays in successful outcomes
(35 percent) and problems of scale (34
percent), as discovered in part two of
our benchmark study, 'Automation at
Scale: Bridging the Gap Between IT and
the Business'. Intelligent automation
provides a comprehensive set of
capabilities so organisations can achieve
end-to-end automation with a flexible
and scalable platform.
MFD fleets powered by intelligent
automation software allow companies to
meet (and even exceed) the needs of
today, while speeding up the path to
tomorrow by empowering companies to:
1. Achieve continual improvement on
short-term business objectives while
sustainably executing on the broader
transformation vision. MFDs can
intelligently capture information from
digital and physical documents,
process the information and transmit
it wherever it needs to go across the
enterprise.
2. Digitally connect disparate systems
within an organisation's ecosystem
and eliminate manual, error-prone,
paper-based processes. Intelligent
automation eliminates the need for
separate systems to print, sign, scan
and fax. Integration with enterprise
applications, legacy systems,
transforms enterprise document
management workflows.
3. Control the rate of progress based on
the changing needs of the business.
Keep printing where it's still essential -
manage everything securely and
ensure compliance with redaction,
watermarking and audit trail reporting
capabilities. Meanwhile, other areas
can shift to data capture and all-digital
workflows. A flexible platform gives
organisations a choice and supports
growth, meeting your immediate and
long-term needs.
4. Improve productivity of the distributed
workforce and delight remote
employees in any capacity with access
to critical business information from
any location without connectivity
disruptions. A consistent user
experience for print, capture and
mobile across all devices is convenient
and simple, keeping your remote and
hybrid workers agile and connected.
5. Accelerate the business results of
today while maximising your strategic
goals for business transformation
tomorrow. Advanced capture and
print workflows drive efficiency and
productivity of the daily grind.
Employees have easy access to more
accurate information from any
location and device, so they can get
work done faster while the business
simultaneously moves toward the
digitisation needed for future success.
Predictive analytics allow users to
harness the power of data, so you can
make informed business decisions on
the digital transformation journey.
No matter where you rank on the digital
aptitude scale, one thing is clear - smart
MFDs backed by intelligent automation
help organisations build a foundation
today for a complete digital
transformation tomorrow. Connect the
dots between the present and the future,
faster than ever, and start working like
tomorrow, today.
More info: www.kofax.com
www.document-manager.com
May/June 2022
@DMMagAndAwards
23
Dm MANAGEMENT: DISASTER RECOVERY
'Not if, but when': time to
review your BCDR strategy
Backup your data - and help keep your business safe,
says Joe Noonan, Product Executive, Backup and
Disaster Recovery, Unitrends and Spanning
Backup and disaster recovery
solutions have always been
critical components for any
business. The past two years have,
however, raised the stakes. The
pandemic has highlighted the scale of
the data threats facing every business
today. Cybercrime is rampant, with
ransomware, account takeover attacks,
and phishing schemes all proliferating.
Moreover, while hardware failures do
not make the news, they are a
frequent occurrence that can cause
significant data loss across an
organisation along with deletions
through user error or malicious intent.
The shift to remote working over the
past two years has also raised levels of
business vulnerability. Work from home
(WFH) and hybrid arrangements have
created more challenges for IT
professionals, especially with the rise in
shadow IT, which is the use of software
and devices without the explicit
approval of the IT department. More
employees working remotely means
more opportunities for cybercriminals
to breach weaker defences across a
distributed network of personal
devices, corporate laptops, unsecured
Wi-Fi networks, and exponentially
more remote connections to their
servers and applications.
CYBERCRIME WAVE
Cybercriminals have taken advantage of
the remote and hybrid work world to
conduct increasingly sophisticated
attacks, making it even more critical for
businesses to assess their business
continuity and disaster recovery (BCDR)
plans frequently. In fact, the UK
Information Commissioner's Office
(ICO) recently announced that it
recorded a 2,650% surge in phishing
and a 423% increase in malware
incidents in 2021. Employees working
from home are often an especially
vulnerable target.
As the cybercrime landscape evolves,
organisations must shift to a "not if,
but when" mindset when assessing
their security needs, which includes
their BCDR strategy.
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MANAGEMENT: DISASTER RECOVERY Dm
"CYBERCRIMINALS HAVE TAKEN ADVANTAGE OF THE REMOTE AND HYBRID WORK WORLD TO CONDUCT
INCREASINGLY SOPHISTICATED ATTACKS, MAKING IT EVEN MORE CRITICAL FOR BUSINESSES TO ASSESS THEIR
BUSINESS CONTINUITY AND DISASTER RECOVERY PLANS FREQUENTLY. IN FACT, THE UK INFORMATION
COMMISSIONER'S OFFICE RECENTLY ANNOUNCED THAT IT RECORDED A 2,650% SURGE IN PHISHING AND A
423% INCREASE IN MALWARE INCIDENTS IN 2021. EMPLOYEES WORKING FROM HOME ARE OFTEN AN
ESPECIALLY VULNERABLE TARGET. AS THE CYBERCRIME LANDSCAPE EVOLVES, ORGANISATIONS MUST SHIFT TO A
'NOT IF, BUT WHEN' MINDSET WHEN ASSESSING THEIR SECURITY NEEDS, WHICH INCLUDES THEIR BCDR
STRATEGY."
THE ROLE OF DATA BACKUP
Today, with growing cyber-threats
along with data living in more places
than ever before, we are increasingly
seeing the importance of having
stringent data backup technologies
and processes. It is especially key when
you consider there is often zero
tolerance for downtime in an alwayson
world. Businesses are - often
unrealistically - expected to be back up
and running as normal immediately
after a system failure.
A robust backup approach is crucial if
organisations want to avoid losing
critical data. Many businesses find that
difficult. Backup is often manual and
unreliable, with administrators often
wasting many hours every week
babysitting the process and
considerable time fixing errors.
Additionally, tests to ensure that
disaster recovery, or even just local
recoveries, will work well have become
more important as the amount of data
continues to grow. But since these
tests are often time-consuming, they
typically are not completed as
frequently as they need to be, are
completed in inadequate ways, or
sometimes not at all.
PLANNING FOR RECOVERY
Organisations that prioritise unified
BCDR solutions will be best positioned
to stop data loss incidents, whether
through malicious cyberattacks,
natural disasters, outages, power or
hardware failures or accidental data
deletion. BCDR represents a set of
approaches or processes that help an
organisation recover from a disaster
and resume its routine business
operations.
Disaster recovery is a key element of
an organisation's recovery strategy and
involves getting IT systems up and
running quickly following a disaster.
Businesses need to determine
acceptable downtime for critical
systems and implement backup and
disaster recovery solutions for them, as
well as SaaS application data.
Planning for disaster recovery involves
first defining parameters for the
company such as recovery time
objective (RTO) - the maximum time
systems can be down without causing
significant damage to the business,
and recovery point objective (RPO) -
the amount of data that can be lost
without affecting the business.
Critically too, it also includes
implementing backup and disaster
recovery BCDR solutions and creating
processes for restoring applications
and data on all systems.
TEST AND AUTOMATE
To simplify the disaster recovery
process, unified BCDR solutions use
automated disaster recovery testing to
ensure backups are ready when
disaster strikes.
Indeed, this kind of testing is a vital
part of a backup and recovery plan.
Without proper testing, organisations
will never know if their backup can be
recovered. According to the 2019
State of IT Operations Survey Report,
only 31 percent of the respondents
test their disaster recovery plan
regularly, which shows that businesses
usually underestimate the importance
of testing. Automation also plays a key
role in day-to-day backup operations
with unified BCDR solutions, with
features that proactively fix common
problems in the backup environment.
Technicians can spend up to 33% of
their day monitoring, managing, and
troubleshooting backups.
Organisations should therefore look
for solutions that provide a unified
view from a single dashboard to help
save time and reduce human error. To
achieve this, the best BCDR solutions
integrate seamlessly with existing IT
solutions.
Every second counts in mitigating
cyber-attacks, so organisations should
look for unified BCDR technologies
that use AI and machine learning to
identify suspicious activity and alert
administrators.
Getting the BCDR strategy right is
critically important to the ongoing
viability of any business. When
implemented properly, it will ensure
that organisations are able to operate
as normally possible after an
unexpected interruption, with minimal
loss of data.
Ultimately it will allow IT decisionmakers
to stop losing sleep over
missed backups and failed recoveries
and move positively ahead with a
unified BCDR solution that offers the
peace of mind they need.
More info: www.unitrends.com
www.document-manager.com
May/June 2022
@DMMagAndAwards
25
Dm CASE STUDY: CROWN BRIDGES LIGHT RAIL ALLIANCE
Bridging the information gap
A metadata-driven document management platform from M-Files is delivering
efficient information management and optimising collaboration for Finland's Crown
Bridges Light Rail Alliance
The Crown Bridges Light Rail Alliance
is a unique transport project located
in the heart of Helsinki, Finland. The
alliance promotes dynamic and sustainable
urban development that benefits several
districts. The project will connect Laajasalo,
Korkeasaari, and Kalasatama to Helsinki's
city centre, and also provide a new seaside
route for cyclists and pedestrians. The
project will also include other earthworks,
street construction and municipal
engineering works.
The project encompasses new tramlines,
bridges, cycle paths, and other urbanplanning
related construction projects.
Comprehensive information management
plays an important role in the project's
continued success: experts from various
organisations must simultaneously
produce, access, and edit documents and
other vital information. As such, all project
stakeholders, from clients to contractors
and subcontractors, must work within the
same information management
environment.
The Crown Bridges Light Rail Alliance
project employs 500 knowledge workers,
experts, and subcontractors to create and
process documents. So far, the project has
already produced more than 70,000
documents. Thanks to M-Files' state-ofthe-art
document management platform,
the project now exercises resilient, robust
control over all documents and subprojects.
All stakeholders with access
rights can securely access and edit the
right document versions from anywhere
at any time.
"The number of documents and
information and the number of people
using them in the Crown Bridges Light Rail
Alliance project is massive, making agreedupon,
clear information management
policies and automation even more
important," said Liisa Kemppainen,
information modeller, Crown Bridges Light
Rail Alliance.
"With M-Files, we can ensure that
information is always up-to-date and easily
accessible. Day-to-day work is simplified
with centralised information management,
model-based design, and digital services.
All this saves time and costs and optimises
accountability and interactivity. The right
information needs to be in the right place
at the right time," she said.
"M-Files is ideally suited to support
large-scale urban planning projects such
as the Crown Bridges Light Rail Alliance,"
said Antti Nivala, founder and CEO, M-
Files. "Our metadata-driven document
management platform ensures all
stakeholders have secure access to the
documents and information they need
and enables them to manage that
information in the same system. When
information is always up-to-date and
there are no information silos between
stakeholders, the business risks
associated with construction projects are
greatly reduced."
ADDING COLLABORATION AND
AUTOMATION TO INFORMATION
MANAGEMENT
In addition to the cloud-based, metadatadriven
document management platform
provided by M-Files, the M-Files Hubshare
portal serves as an information and
document sharing tool for external
suppliers and stakeholders. Project
partners have secure access to the required
information and documents - either by
directly using M-Files or via the M-Files
Hubshare portal. All stakeholders can edit
and process the same documents,
ensuring accurate version control.
The M-Files platform also ensures
systematic data management through
automation and common workflows. For
example, documents can be automatically
named and assigned to folder views based
on applicable metadata. Since the
necessary information still needs to be
accessible at the end of a project, the
document management platform retains
everything and helps serve as a baseline
for new projects.
More info: www.m-files.com
26 @DMMagAndAwards May/June 2022 www.document-manager.com
Dm STRATEGY: AI
Without business context, AI's
potential is massively compromised
Too much of the focus even for powerful 'deep learning'
applications today is in silos and fails to join the dots
across the enterprise - which means companies aren't
benefitting from an enriched knowledge base, says Dr
John Bates, CEO of SER Group
For every exciting and highly-valued AI
tool developer on the market, there
are countless enterprise customers
using their products to a fraction of their
potential. And, while the software
products are transformational in their own
way, allowing a labour-intensive activity to
be automated, this is only the top of the
iceberg of enterprise AI's real scope.
Although these are by no means
unintelligent robotic process automation
tools, the tools I'm referring too are
largely pattern-detection based. That is,
they are designed to train and use AI to
recognise and make sense of documents
and their contents.
Using image and text recognition they
can detect when incoming PDFs or paper
documents are invoices, for instance, and
make an experienced guess
(algorithm/score-based) on which of the
various content parts or document fields
constitute the company name, tax ID,
payable value, and so on. And they can go
on to part-process that information in a
semi-structured way (populate a database,
check a box, trigger the next step in a
workflow), easing the strain on busy
teams and so on.
However, pattern matching is only half of
the story. Real transformation comes only
when this kind of activity can be
integrated with the bigger enterprise
picture - improving end-to-end visibility,
enabling reliable onward decision-making,
streamlining extended processes, reducing
risk and increasing revenue opportunities.
Without that integration and wider
contextualisation, even the slickest
intelligent order or invoice automation
solution (or whatever the immediate use
case) will be restricted in its potential. Each
time the system encounters a new
document it will be as a goldfish,
beginning its memory-less discovery again
from scratch. In short, the company isn't
building an enriched knowledge bank.
FROM SINGLE-USE 'DISCOVERY' TO
BROADER, DECISION-SUPPORTING
BUSINESS INSIGHTS
The problem in these early scenarios is
that, however 'smart' the AI-enabled
automation tool may be, it isn't building
up exploitable, reusable knowledge about
Bates Ltd/John Bates and his track record
as a supplier - or conversely his buying
habits as a customer (nor his payment
history, nor his satisfaction rating). So it
isn't contributing to the nirvana that is the
360-degree customer/supplier view. And,
unless the facility feeds straight into ERP
and finance systems, it isn't going to result
in John's latest order/payment being
approved any faster, as he hasn't been
identified as a known account - and
indeed his transaction can't even be
identified as non-fraudulent.
The problem is that the intelligent AI
capability isn't joining the dots. It isn't
matching orders to historic customer
records or invoices to POs. The gains to
the business, then, and in the form of an
improved experience for John or for Bates
Ltd, aren't as 'transformative' as they
might be.
This is the vital next step for AI in the
enterprise, then: the blending of AI and
latest best practice in advanced
document management with - and so it
contributes to - synthesised institutional
knowledge. Here - across an entire
platform, and multiple applications - the
company's AI-enhanced knowledge bank
is enriched by every document that ever
passes across it. Each one is remembered,
each one adds to enterprise learning - to
the bigger picture.
LEARN FROM - AND BUILD ON -
WHAT'S GONE BEFORE
With this powerful interplay of pattern
recognition and contextual AI, the scope
for business process transformation
increases several-fold. Now, once an
incoming document has been identified,
the AI-enabled content services platform
knows not just what it is and what its
constituent information means, but also
what to do with it next - which systems
need to be updated, and which next-level
actions can be triggered confidently.
If it's an invoice from a recognised
supplier, and the amount tallies with the
PO/with what was expected, it could be
that protracted processes (sequential
approvals) are now circumvented, for
instance - resulting in faster payment for a
loyal supplier.
As orders rack up for a recently-added
customer, meanwhile, discounts and other
28 @DMMagAndAwards May/June 2022 www.document-manager.com
STRATEGY: AI Dm
"AS ENTERPRISES MOVE BEYOND THE LOW-HANGING FRUIT IN THEIR AI AMBITIONS - IN
OTHER WORDS, BEYOND SUPERFICIAL, RPA-BASED AUTOMATION (WITH ITS EMPHASIS ON
SCREEN-SCRAPING/CUTTING-AND-PASTING OF CONTENT RATHER THAN ON
UNDERSTANDING AND MODELLING ITS SEMANTICS) - THE FOCUS MUST SHIFT TO CROSS-
ENTERPRISE INTEGRATION AND CONTEXTUALISATION."
incentives could be invoked to reward
loyalty - or to compensate for a recent
poor experience. If it's a HR/workforcebased
scenario, this could be about
building a picture from sickness days,
holiday bookings, record access or
meeting requests of employees who may
be feeling restless, anxious or dissatisfied.
This would allow line managers to step in
with a timely review, revised training plan,
pay rise or promotion to prevent valued
talent from leaving.
BI STARTS WITH CONNECTED
KNOWLEDGE
While a plethora of 360-degree
CRM/SCM/ERP/HCM applications have
long promised to provide the kind of
holistic intelligence business managers
dream of, the effectiveness of these
systems relies on the information that
teams proactively feed them.
Simply using these systems doesn't
guarantee that a sales team will know
when they are wasting their time
(because that customer is a lousy payer),
or that there's a related contract currently
with the Legal team, or that staff from
that company have outstanding requests
with the service desk.
Add advanced, AI-enabled document
intake/content management into the mix
- a capability that transcends a single
application or department - and that
whole-picture view will be continuously
enriched automatically. This in turn will
help drive ever better decisions and more
timely interventions or service delivery,
while enabling the identification and
exploitation of new revenue and business
growth opportunities.
WHY LIMIT AI'S SCOPE?
There's another important reason why AI's
potential should be decoupled from
single-purpose applications, and that's in
the interests of future-proofing. A
software application that is marketed
'with AI in it' is, by definition, already out
of date. The technology is developing so
rapidly that any capabilities embedded
today will have a very limited shelf life.
Where a software application comes
with 'AI built in' also suggests that these
software companies have bet on a
particular AI/machine-learning
framework. That could be Google
TensorFlow, Microsoft Azure Cognitive
Services, a Python-based framework, or
specific capabilities for pattern
matching/image recognition or natural
language processing (BERT, ERNIE, etc.).
Given how quickly things change and
leading technologies are disrupted,
going all in with a single AI framework is
a risky move.
Rather than standardise on any one set
of capabilities, companies would
probably do better to plump for an open
content architecture, which supports any
combination of current and future AI
options on a 'composable' basis, as
needs change and as technology
continues to evolve.
A FOUNDATION FOR INNOVATION
As enterprises move beyond the lowhanging
fruit in their AI ambitions - in
other words, beyond superficial, RPAbased
automation (with its emphasis on
screen-scraping/cutting-and-pasting of
content rather than on understanding
and modelling its semantics) - the focus
must shift to cross-enterprise
integration and contextualisation. That's
if businesses are to exploit AI and
machine learning to its fuller potential,
and deliver that elusive 'single view' of
customers/suppliers/employees/products
- or whatever the strategic goal
happens to be.
A whole raft of external market
developments - in the global economy,
in the reinvention of the workplace, and
in the world of technology - are
creating the perfect storm for AI's
extended and more deeply integrated
role in an organisation and its
processes. As the technology's use
becomes more embedded, it is proving
invaluable in augmenting and
accelerating the vital everyday work that
human teams are working so hard to
stay on top of.
It's in this context that composable,
embedded AI use will drive the next,
more ambitious waves of intelligent
content and related process
automation. That's if organisations take
the broad view of AI and smarter
knowledge use across their operations.
More info: www.sergroup.com
www.document-manager.com
May/June 2022
@DMMagAndAwards
29
Dm CASE STUDY: ROYAL MARSDEN HOSPITAL
Founded in 1851, The Royal
Marsden Hospital was the first
cancer hospital established in the
entire world. Even today, the hospital
remains dedicated exclusively to cancer
care - not only diagnosis and
treatment, but also helping patients
live with and beyond the disease.
Like many hospitals across the NHS,
The Royal Marsden is in the midst of a
digital transformation journey with an
Clinical efficiency
This leading global cancer hospital is increasing clinical
and administrative efficiencies by enabling a complete
digital patient record with the help of Hyland
Healthcare
end goal to eliminate paper, improve
clinical and administrative workflows,
optimise patient care and support
research. The Royal Marsden realises
this shift will require much more than
the purchase of a new electronic
patient record (EPR) platform.
"I think there's been a tendency to
view off-the-shelf EPR software
products as complete digital health
record solutions," says Lisa Emery, chief
information officer at the Royal
Marsden Hospital. "We know they're
not. An EPR product is a large and
central part of it, but a complete digital
health record also requires the
integration of clinical documentation,
digital diagnostics, medical images and
more."
Emery speaks from experience. The
Royal Marsden is a pioneer of sorts
when it comes to EPRs - developing its
own in-house EPR solution nearly 30
years ago. The provider realises an
upgrade is necessary to meet the
evolving demands of the industry and
to provide a more comprehensive
research data set, and is currently
evaluating new EPR solutions. However,
it is also keenly aware that a new EPR
on its own won't address all of its
30
@DMMagAndAwards
May/June 2022
www.document-manager.com
CASE STUDY: ROYAL MARSDEN HOSPITAL Dm
"THE PEOPLE WHO SEE THE IMPACT OF ONBASE ON A DAY-TO-DAY BASIS ARE THE CLINICAL ADMINISTRATIVE
STAFF. IT'S TRANSFORMED THE WAY THEY WORK. THEY NO LONGER HAVE TO HANDLE INDIVIDUAL PAPER
RECORDS FOR INDIVIDUAL PATIENTS. THEY ARE NO LONGER LOSING PIECES OF PAPER, SEEING DOCUMENTS GO
MISSING OR FOREVER CHASING AFTER STUFF. IT'S ALL THERE DIGITALLY IN THE SYSTEM."
needs. Therefore, the Royal Marsden is
taking a phased approach to digital
transformation - one where OnBase,
Hyland Healthcare's enterprise
information platform, plays an integral
part today and will continue to in the
future.
CULTURE SHIFT
The first phase of The Royal Marsden's
digital transformation is enabling
electronic document management
(EDM) in core areas of the hospital and
integrating these capabilities with its
existing home-grown EPR.
The Royal Marsden began by rolling
out OnBase in its Rapid Diagnostic
and Assessment Centres (RDACs).
These clinics serve as one-stop shops
where patients with suspected cancer
come to receive testing, diagnosis and
treatment options on the same day.
The processes and workflows that drive
care at the RDACs are very paperintensive.
The Royal Marsden believes
digitising this documentation first and
linking it to its existing EPR produces
the greatest efficiencies for the
hospital and serves as a good use case
for other departments to follow.
Emery also believes linking electronic
documents to the Royal Marsden's
existing EPR will aid in the eventual
transition to a new EPR product. "Our
goal is to create a mind shift at The
Royal Marsden where we get clinicians
and administrative staff to start
digitising content and accessing this
information electronically long before
we implement a new EPR," she says.
"This way, when we cut over to a new
EPR, the staff will be used to accessing
documents and images in this way and
it will streamline change
management."
SINGLE PANE OF GLASS
In addition to digitising clinical
documentation in the RDACs, The
Royal Marsden is also leveraging
OnBase to link a wide array of medical
images and digital photography to the
EPR. The impact of this effort has been
significant, particularly for
administrative staff and clinicians.
"The people who see the impact of
OnBase on a day-to-day basis are the
clinical administrative staff," says
Marcus Thorman, Chief Financial
Officer at The Royal Marsden. "It's
transformed the way they work. They
no longer have to handle individual
paper records for individual patients.
They are no longer losing pieces of
paper, seeing documents go missing or
forever chasing after stuff. It's all there
digitally in the system."
Clinicians have gained the benefit of
a more complete view of the patient.
"There's an absolutely vast array of
information that needs to be
incorporated into an EPR to make sure
the clinician is fully aware of
everything that is contributing to the
patient's disease and should be
contributing to the patient's
treatment," says Dr. Tim Wigmore,
consultant, intensivist and former chief
clinical information officer at The Royal
Marsden. "This includes everything
from test results to echo images to
MRIs and more. OnBase provides a
single pane of glass that brings all of
this together in one place in a
structured fashion that is easily
searchable."
For example, prior to OnBase, if a
clinician wanted a copy of a medical
image, they needed to go to the
medical photography department and
request a printed hard copy. With
OnBase, they can actually sit in the
clinic and pull a digital version of that
content up in the EPR. This capability
helps saves time and improve quality
because the digital images are in high
resolution.
EXPANDING INTO CLINICAL TRIALS
The Royal Marsden has only begun to
expand the capabilities of OnBase
throughout the enterprise. The
hospital is currently working with
Hyland to implement OnBase in other
areas including clinical trials and
surgery. The clinical trial process at The
Royal Marsden is also very paper
intensive.
The hospital could have as many as
900 trials running at any time and
there are a lot of paper-driven
regulations and controls that impact
the process. The ability to digitise and
expose much of this paperwork using
OnBase could be very advantageous.
"Some of our researchers currently
spend as much as the first six months
of their fellowship working through
paper records trying to find patient
candidates for a clinical trial," says
Emery. "By digitising these paper
records, we can facilitate search and
give these fellows back time to
conduct valuable research."
The Royal Marsden views OnBase as
an integral part of its current and
future digital transformation initiatives.
The solution is positioned to sit
alongside whatever new EPR solution
the provider implements in the near
future.
More info: www.hyland.com
www.document-manager.com
May/June 2022
@DMMagAndAwards
31
Dm MANAGEMENT: CONSOLIDATING CONTENT
The consolidation game
Whatever your company's reasons for implementing a
new content or document management system, argues
Ian Portman of fme AG, successful project delivery will
depend as much on understanding what you don't need
as on what you do
Perhaps it's a growing sprawl of
disparate systems that's created a
spiralling situation of document
duplication, hard-to-access information,
and mounting storage costs. Maybe it's
the accelerating pace of technology
change that's created a risk of systems
being unsupported and left behind. Or
perhaps it's the growing need for
dynamism - which is hard to achieve
when critical content is strewn across
the global organisation - fuelling the
desire for transformation.
The chances are, the impetus for
change is a combination of all three
scenarios. So, what now?
A successful DMS consolidation or
content-based digital transformation
project starts with understanding the
strategic emphasis of the initiative.
Think carefully about - or get help to
work out - what you're trying to achieve
and why. This will help determine who
needs to be involved in any decisionmaking.
It will also help set the project
parameters - and with excluding data
and content that doesn't need to be
moved across. Trying to move everything
across to the new set-up could waste
valuable time and budget, without
delivering any benefit - especially if that
content lacks metadata/smart tagging to
aid rediscovery.
CATEGORISE YOUR CONTENT
We tend to group a company's
documentation into 4 main categories:
Operational documents (e.g. systemsupporting
documentation and
project documentation);
Organisational documents (e.g.
policies, procedures & SOPs);
Historical documents (potentially
spanning categories 1 and 2, these
documents are no longer current -
often retained primarily for
compliance); and
'Unknown' documentation (e.g.
content resulting from documents
having been incorrectly stored or
labelled, or inherited as part of a
company acquisition).
Understanding the current format of
all of this content will be useful too -
what proportion is in paper format with
wet signatures, for instance; and, where
scanned PDFs are stored in file-shares,
are these viable as primary records?
BE RUTHLESS
As teams assess and classify their
content, they'll begin to understand its
relative importance. This will help inform
the requirement of the new centralised
system/unified platform, and - by
extension - the work needed to clean
up/de-duplicate content; check/add
metadata; and migrate everything to the
new set-up.
By sorting documentation from across
the organisation and quantifying it,
companies will build a picture of the
new system capacity they will need
(both now and in the future), and scope
and inform the budget for the inevitable
content verification, preparation and
migration work.
Understanding the role and relative
importance of each category of content
will also help inform any automated
treatment of information and
documents in the new system - in
keeping with data protection/records
retention policy enforcement and
tracking - across the lifecycle of each
asset.
SETTING EXPECTATIONS
After all this scoping, going out to
tender for a new system should be a
fairly streamlined process.
Even so, there are no guarantees of a
perfect match. To achieve a single,
definitive source of truth for company
content, companies must be realistic in
their expectations and accept what
they may need to give up in return
(such as obsolete legacy investments
and bespoke, in-house systems). Do
this and the company will be in a
better position to benefit from smarter
integration; modern, agile project
management options; and the
opportunities to be inherently more
'data driven' and compliant with any
forthcoming regulations.
BE INCLUSIVE
Finally, ensuring that all relevant
business stakeholders and subjectmatter
experts are included on the
transformation journey from the start is
critical. It will help not just with
acceptance of the new system, but also
with optimising processes - ensuring
that everyone benefits from the new,
centralised resource. As ever,
preparation is everything.
More info: www.fme.de
32 @DMMagAndAwards May/June 2022 www.document-manager.com
Dm RESEARCH: FAX
The secret life of the fax
Fax remains a pervasive technology underpinning vital business processes and
productivity, according to recent research
Fax today remains a pervasive
technology, powering many of the
things we all rely on from finance and
insurance, to buying a house, for
healthcare and for getting the food on our
plates. This is according to the latest
research from eFax.
Scott Wilson, Vice President, Sales &
Service, eFax, stated: "The chances are that
today you are working in an office with
people who have no idea what a fax
machine is or why faxing was for so long
the most efficient and effective way to
communicate. It will come as a surprise to
many that the fax is still very much with
us, just not how you would imagine. Its
secret life continues to underpin many of
the day-to-day needs of businesses and
consumers alike."
In late 2021, eFax conducted a major
research project to gain greater
understanding of the cloud-based
electronic faxing market and its
dynamics. The survey
polled 1001
senior IT and business decision-makers in
large enterprises, small to medium-sized
businesses (SMEs) and public sector
organisations.
Key findings included:
Just over a third of us send and receive
secure documents every day, a further
34% do so 3 or 4 times a week
When asked 22% of respondents stated
they send and receive secure documents
at least weekly
The number of fax users in
organisations is also far higher than you
could ever imagine. Over half of the
sample - 54% - had between 6 to 50
users; A full fifth claimed that there
were 51 or more users in their
organisation.
Fax usage is also expected to increase
in over 37% of the sample, with 28%
stating there would be no change,
while only 35% felt they might see a
decrease
Over the past year, an amazing 64% of
respondents stated that the number of
secure documents received had seen
no change or had in fact
increased
45% of the sample
send and receive
confidential
documents via password protected
emails, and 43% said they use email
encrypted software
When it comes to fax, 35% use cloudbased
fax systems, while 31% use a mix
of cloud and traditional faxing, while
15% of respondents remained wedded
to their traditional fax machine. But
these figures hide a wealth of detail
when it comes to different markets
68% see it remaining for at least the
next five years, while 14% of users see it
remaining for the foreseeable future.
Wilson continued: "Fax remains central to
many businesses and their operations. Its
secret life underpins many organisations,
powering the effective communication of
secure and legally binding documentation
today and for years to come. It is therefore
no surprise that the biggest driver for the
ongoing use of fax is security at 41%. But
this is rapidly followed by cost efficiency at
36%, compliance to GDPR at 34% and
the increasing importance of cloud
storage at 23%."
"Cloud fax providers have had to develop
an infrastructure that guarantees business
users the most secure, private, and legally
compliant way to transmit their confidential
data to clients, vendors, partners, and other
third parties. This is why the secret life of
the fax will remain at the heart of many
business processes," concluded Wilson.
More info: www.efax.co.uk
34 @DMMagAndAwards May/June 2022 www.document-manager.com
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