DMLATEST

DOCUMENT

M A N A G E R

Dm

www.document-manager.com

DOCUMENT MANAGEMENT

IMAGING & CAPTURE

WORKFLOW/BPM

CONTENT MANAGEMENT

Q&A:

DIGITAL MAILROOMS

OPINION:

7 RULES OF INFORMATION

MANAGEMENT

CASE STUDY:

STREAMLINING FROM WITHIN

STRATEGY:

Automated PII Discovery

OPINIONS • REVIEWS • CASE STUDIES • INTER VIEWS

ISSN 1351-3222 Vol 34 No 1 January/February 2026

You won’t find the best

information management in a

choice between physical or digital files.

Instead, you’ll find it in bespoke solution unique

to you. Which is why we’ll use three decades

experience to help you identify what’s worth

digitising, store what’s not, and create a seamless

phygital library for your organisation.

Demand the best of both worlds for

better access, better security, and

reduced costs. Now that’s complete

information management

you can rely on.

Physical?

Digital?

Phygital

Rely on us to strike

inefficiency from

your records.

COMMENT

Editor:

Sharon Munday

editor@document-manager.com

Sub Editor:

Mark Lyward

mark.lyward@btc.co.uk

Publishing Director:

John Jageurs

john.jageurs@btc.co.uk

Sales Manager:

Abby Penn

abby.penn@btc.co.uk

Lead Designer

Ian Collis

ian.collis@btc.co.uk

Circulation/Subscriptions:

Christina Willis

christina.willis@btc.co.uk

Managing Director:

John Jageurs

john.jageurs@btc.co.uk

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Dm

Editor's Comment

From Digital Ambition to Digital

Accountability

As Parliament began its detailed

committee scrutiny of the Cyber

Security and Resilience Bill following

its second reading this January, organisations

should also be asking themselves a simple

question: if required to evidence our own

resilience tomorrow, could we?

The proposed legislation is not just about

cyber security controls. It is about

governance, reporting, accountability, and

demonstrable operational continuity of

organisational data, with two key changes: more prescriptive security

requirements and increased reporting obligations. Together, they signal a

broader shift in how digital infrastructure is being viewed.

At the same time, across Europe, the EU AI Act is moving from principle

to phased enforcement. AI systems must now be explainable. Data

sources must be traceable. Risk must be documented.

Unstructured repositories, inconsistent retention schedules, duplicated

files, and unmanaged archives are no longer harmless inefficiencies. They

are operational liabilities, complicate incident reporting and defensibility,

and critically, they undermine AI performance. And in a regulatory

environment increasingly defined by evidence, they create risk exposure

that cannot be easily explained away.

Document management seems to be entering a new era as it aligns with

the new regulations. It is not simply about digitising paper or improving

retrieval times. It is about building structured, defensible, accountable

information ecosystems.

The most forward-looking data driven organisations understand this.

They are investing not just in new tools, but in disciplined information

design. Automated classification. Policy-driven lifecycle governance.

Clean metadata strategies. Clear ownership models. Integration

between security, compliance, and information teams and guides for

worse case scenarios.

Digitalisation in 2026 is entering its second act: less experimental,

more accountable.

In this issue, we explore how organisations are strengthening the

foundations beneath their digital ambitions through case studies, opinion

and strategy pieces that collectively demonstrate that the future of

document management is defensibility. Enjoy the read!

Sharon

Sharon Munday, Editor, Document Manager Magazine


January/February 2026

tinyurl.com/DM-AWARDS

3

Dm CONTENTS

C O N T E N T S

JANUARY/FEBRUARY

6

8

20

28

30

.....................................................................................................................................................................................................

EDITORS COMMENT................................................................................………….3

CASE STUDY: PFU (EMEA) LTD DETAILS HOW DATASCAN BOOSTED SCANNING

EFFICIENCY & QUALITY...................................................................................6

RICOH fi-8950 production scanner takes paper archives into structured, searchable

Digital Records

Q&A: TURNING INBOUND MAIL INTO ACTIONABLE DATA..........................…..8

Cleardata delivers the case for outsourced Digital Mailrooms

OPINION: FROM HYPE TO DISCIPLINE......................................................................12

Restore Information Management takes us through the 7 New Rules of Information

Management in 2026

STRATEGY: AUTOMATED PII DISCOVERY AND REDACTION…....................…..14

EzeScan details the Hidden Risk in the Digital Enterprise

OPINION: KNOW YOUR CUSTOMER IN THE AGE OF INTELLIGENT

DOCUMENT AUTOMATION ................................................................................16

ABBYY tells us why financial services and insurers must rethink KYC

CASE STUDY: STREAMLINING FROM WITHIN..........................................……20

Iron Mountain deploys its own InSight DXP

CASE STUDY: RESTORING CONTROL: TRANSFORMING PRINT ACROSS A MAJOR

NHS TRUST..............................................................................................................................22

With Kyocera Document Solutions

EVENTS: IRMS 2026 IS BACK! BETTER AND BIGGER THAN EVER.............…..24

The one annual conference that every information professional should attend

CASE STUDY: FROM DEVICE SPRAWL TO PRINT VISIBILITY.........................…..28

PaperCut MF brings control to FUJIFILM Speciality Ink Systems Ltd

PRODUCT NEWS: KODAK ALARIS LAUNCHES NEXT-GEN KODAK INFO INPUT

SOLUTION...................................................................................................…..30

IDP software v 7.5 with Advanced AI capabilities

OPINION: THE EXECUTIVE'S 2026 GUIDE TO DATA FORTIFICATION......…........32

Crawford Technologies details Eight Pillars of Risk Assessment for Data

4 tinyurl.com/DM-AWARDS January/February 2026 www.document-manager.com

RICOH

Scanning

Solutions

iX100 – Ideal for

iX100 – Ideal for

community workers

community workers

S1100i

iX1300 – Premium

personal desktop

scanner

S1300i

iX1500/iX1600 – Intuitive

scanning iX2400 at your – Effortless,

fingertips

elegant efficiency

fi-70F

fi Series

fi-800R

fi-8040 – Market-leading image

quality, versatile connectivity and

an intuitive user experience

fi-800R– Great for

customer facing ID capture

fi-7030 – Ideal

for GP surgeries

Network Scanner

fi-65F – Great for

customer facing

ID capture

fi Series

N7100E – Information

sharing made easy

fi-7160 – Best selling

scanner in the NHS

fi-7300NX – Web based document

capture and network scanning

fi-8150 – Redefines

Business Scanning

fi-7300NX – Web based

document capture and

network scanning

N7100 – Information

sharing made easy

SP-1120N / SP-1125N/

SP-1130N

SP Series

fi-7260 SP-1120N/SP-1125N/

/ fi-7280

fi-7140 – Document

SP-1130N management

fi-65F – Great

at it’s

for

best

customer facing

ID capture

fi-7800/ fi-7900 – Ideal

for heavy duty scanning

environments

fi-8170/fi-8190 –

Reduced power consumption

fi-7030 – Ideal

for GP surgeries

fi-8820/fi-8930/fi-8950 –

Impressive performance,

reliability and usability

For more information please email us at

Streamlining

scannersales@uk.fujitsu.com

processes, delivering

or visit

Organisational

emea.fujitsu.com/scanners

Intelligence

fi-800R

fi-7160 – Best selling

scanner in the NHS

• Automate capture routines; scan, extract and release all at the touch of a button

• Streamline operations by integrating captured data into business workflows

• Easily create searchable PDF‘s, or editable Word, Excel and PowerPoint files

For more information please email us at

• Optimise scanning architecture - use any scanner from scannersales@uk.fujitsu.com any PC

or visit emea.fujitsu.com/s

www.pfu-emea.ricoh.com

S1100i

SP Series

Day to day budget

conscious scanning

iX100 – Ideal for

community workers

N7100 – Information SP-1120N iX2500 –/ SP-1125N/ Connected,

SV600 – Perfect sharing made easy

fi-7600 – A convenient, SP-1130N

local superior personal

productivity

fi-7460 for the / fi-7480 classroom

government

workhorse

fi Series

fi-7260 fi-7700 / fi-7280

fi-8270/fi-8290 –

Industry leading OCR

accuracy rates

fi-7300NX – Web based document

capture and network scanning

Fujitsu’s best-in-class scanner driver and document capturing software

fi-7800/fi-7900 – Ideal for

heavy duty scanning

environments

SV600 – Perfect

for the classroom

S1300i

fi-7140 – Document

management at it’s best

fi-7460/fi-7480

fi-7800/ fi-7900 – Ideal

for heavy duty scanning

environments

fi-7700

SP Serie

Day to day budg

conscious scann

fi-7460 / fi

Fujitsu’s best-in-class scanner driver and document capturin

Streamline digital workflows with

automated batch capture

Advanced automation

for any scanner

A major breakthrough in

image capture software solutions

Effortlessly scan unexpected items

to stay productive and on track

Enhanced security and protection

across your business

Easily convert scanned

documents into exceptional

quality, optimised images

Efficiently manage multiple

scanners with flexible,

innovative admin software

Dm CASE STUDY: DATASCAN/FILE STREAM/PFU

How DataScan Boosted

Scanning Efficiency and Image

Quality with Next-Generation

Scanning Technology

From paper archives to structured, searchable digital

Records achieved through RICOH’s fi-8950

DataScan Document Services has

significantly strengthened its

document management

capabilities by deploying highperformance

production scanning

technology paired with intelligent

software. The result is improved

productivity, better image quality and a

scalable platform that supports growing

demand for digital records conversion

across sectors including healthcare, legal,

insurance and financial services.

HELPING CLIENTS TURN PAPER INTO

ACTIONABLE DATA

Founded in 1993 as Papertrace, Dublinbased

DataScan originally focused on

processing sale-or-return data for the

Irish newspaper industry. Over time, the

business pivoted towards

comprehensive document services,

launching a dedicated bureau in 2009

to help organisations manage paperbased

information workflows more

effectively. Today, enterprise

organisations and SMEs alike rely on

DataScan to convert paper into

structured, searchable digital records.

As demand for digitisation continues

to grow, particularly in complex areas

such as medical record indexing,

DataScan identified the need to upgrade

its core scanning infrastructure to

improve speed, resilience and image

accuracy at scale.

THE CHALLENGES OF REAL-WORLD

DOCUMENT CAPTURE

Production bureaus rarely receive pristine

paperwork. Often, DataScan handles

mixed document sizes, faded print,

handwritten annotations, heavy stock

and occasionally stapled or damaged

files. Earlier solutions, optimised for

structured forms, struggled with this

variability in quality and sizes.

Before the install, DataScans key

operational daily challenges included:

Handling mixed document types with

varying sizes and media quality

Minimising multifeed jams and

feeding interruptions

Achieving high OCR accuracy while

reducing manual image correction

6 January/February 2026 www.document-manager.com


CASE STUDY: DATASCAN/FILE STREAM/PFU Dm

Supporting secure, encrypted endto-end

workflows

In high-volume bureau environments,

even minor interruptions can

significantly increase operational costs

and stop the pace of workflows.

TAILORED TECHNOLOGY FOR

PRODUCTION ENVIRONMENTS

To address these issues, DataScan

deployed the RICOH fi-8950 production

scanner alongside File Stream software.

Designed specifically for high-volume

environments, the fi-8950 delivers

strong processing performance with

fast start-up times and near-perfect

OCR accuracy, including 100 percent

rotation and blank page recognition.

Automatic Skew Correction technology

aligns mixed document types for stable

feeding, while document detection

sensors prevent missing images.

Stapled Documents Detection, enabled

as a default setting, instantly halts

feeding to protect both source material

and equipment.

A large automatic document feeder

reduces operator intervention, while

low-cost consumables and durable

components such as abrasion-resistant

feed rollers contribute to a lower total

cost of ownership over long-term

deployments.

Integrated with File Stream's batch

scanning capabilities, the solution

enables faster throughput without

sacrificing indexing precision or image

clarity.

FUTURE-PROOFED FOR DIGITAL

TRANSFORMATION

The upgraded scanning environment

now positions DataScan to support

major public sector digitisation

programmes, including Ireland's 'Digital

for Care 2030' initiative. The company is

already working with regional hospitals

to digitise high-value medical record

cohorts and anticipates further demand

driven by Health Service Executive

compliance initiatives.

THE BOTTOM LINE

By combining production-grade

scanning hardware with intelligent

capture software, DataScan has

enhanced workflow efficiency,

strengthened image integrity and

reduced operational friction. The

investment not only improves current

performance but also provides a resilient

foundation for larger, more complex

digitisation projects.

More Info:

https://www.pfu-emea.ricoh.com/

PRODUCTION PERFORMANCE SPECS:

Why the RICOH fi-8950 Series stands out in bureau environments such as DataScan

High-volume scanning environments demand more than speed. They require predictable productivity, consistent image

integrity and long-term operational resilience. The RICOH fi-8950, fi-8930 and fi-8820 models are engineered specifically for

production-level capture, addressing four core operational priorities.

PRODUCTIVITY

Strong processing performance and fast start-up times minimise delays. The scanners deliver near-perfect OCR accuracy,

including 100 percent rotation and blank page recognition, reducing the need for manual image correction. Low-cost

consumables and reduced downtime contribute to a lower total cost of ownership over extended deployment cycles.

RELIABILITY

Automatic Skew Correction technology aligns mixed document sizes for stable feeding. Document detection sensors

eliminate the risk of missing images, while Stapled Documents Detection instantly stops feeding to prevent equipment

damage. The result is consistent output without information loss.

DURABILITY

Abrasion-resistant urethane feed rollers and a reinforced ball bearing structure support long-term performance in

demanding environments. An ADF cover opening to 105 degrees simplifies cleaning and jam removal, reducing

maintenance time and disruption.

USABILITY

An intuitive colour touch screen enables easy status monitoring, while the OCR Optimisation Assistant helps operators create

optimal scan profiles without complex configuration. Intelligent Multifeed detection reduces the need to adjust settings

between document types, saving time in mixed-batch environments.

For production bureaux such as DataScan, these capabilities translate into dependable, high-volume digitisation that

supports complex client requirements while remaining scalable for future growth.

For further information on this unique solution please contact Paul Day - paul@filestreamsystems.co.uk




7

Dm Q&A: CLEARDATA

Turning Inbound Mail into

Actionable Data

Paul Keefe, Sales Director, Cleardata delivers the case for

Outsourced Digital Mailrooms

Cleardata, one of the UK's largest

document scanning bureaus has

seen an increasing demand in

businesses outsourcing the management

of inbound mail, particularly since Covid.

Document Manager Magazine spoke to

their Director, Paul Keefe, to find out

more about outsourced digital mailroom

services, the main drivers for outsourcing

and to learn about how the service

transformed the process for Asthma +

Lung UK.

DM: Why are businesses outsourcing the

management of inbound mail?

Paul Keefe: Inbound mail remains as one

of the most persistent operational

challenges for UK businesses and

organisations across many sectors,

especially those processing bulk

volumes, across multiple locations, with

seasonal peaks.

Even as digital communication soars,

companies still receive high volumes of

paperwork which must be opened,

processed, classified and actioned quickly

and accurately, in a secure manner to

ensure compliance and meet customer

service SLA's.

We often see organisations struggling

with the logistics and cost of receiving

and processing inbound paperwork.

Against a backdrop of rising operating

costs, many are under pressure to

improve efficiency, while still meeting

critical service and regulatory milestones.

In some cases, delays in processing data

can expose organisations to significant

financial penalties.

This is achieved through our

outsourced digital mailroom service,

using advanced scanning and AI-driven

automation to rapidly digitise inbound

mail, extract key data and streamline

downstream processing.

DM: What Is a Digital Mailroom and why

does it matter to our readers?

Paul Keefe: Digital access to

documentation is critical for agile,

modern working, where speed, accuracy

and flexible access are essential to

delivering acceptable customer service

and data processing. Organisations can

improve service levels, reduce headcount,

redeploy resources, retire redundant

equipment, reclaim office space and cut

ongoing licensing or maintenance costs.

Our service converts inbound mail into

structured digital data at the point of

receipt, allowing organisations to

modernise document handling, increase

operational efficiency and improve

customer responsiveness.

Cleardata's Digital Mailroom service is

not simply a digitisation service, or a

scanner in a back office. It is an end to

end business process where:

Incoming mail is received and opened

in a secure environment.

Documents are sorted and

categorised by type (e.g., application

forms, claims, original

documentation, or correspondence).

Content is scanned quickly using

high-speed technology with optical

character recognition (OCR) and

intelligent classification. Quality

checking is performed by their team

to identify and correct any issues.

Structured digital files are indexed

and delivered into secure systems

such as document management

platforms, CRM software or workflow

tools for immediate use

This process does more than eliminate

paper, it turns inbound mail into

actionable data that can feed into

automated workflows and decisionmaking

processes.

To bring the benefits of digital mailrooms

to life, let’s consider the reccent project

between Cleardata and Asthma + Lung

UK, a UK-wide charity supporting people

with lung conditions:

DIGITAL MAILROOM IN ACTION:

During the COVID-19 pandemic, Asthma

+ Lung UK faced significant challenges

handling incoming paperwork. With

lockdown restrictions and staff working

from home, manual mail processes

became a barrier to efficient operation.

The charity needed a way to process large

volumes of correspondence, including

donation forms, Gift Aid declarations,

financial documents and general enquiries,

without burdening internal staff.

THE SOLUTION

Cleardata was selected through a

competitive process to deliver an

outsourced digital mailroom service. The

engagement involved:

Diverting incoming mail via a

dedicated PO Box to Cleardata's secure

mailroom

Sorting mail on arrival by category

Scanning all paperwork using

advanced Opex Falcon technology

with automated envelope opening

and sorting

Processing incoming cheques and

banking them on behalf of the charity,

complete with payment reporting

Uploading structured digital files into

their electronic document

management system

Securely storing physical files in line

with retention policies

All scanning was done in line with BS

10008:2020 standards for legal

admissibility, ensuring that digitised

images hold evidential weight.



Dm Q&A: CLEARDATA

THE OUTCOMES

The impact was both operational and

strategic:

Significant time savings: What once

took two staff members several hours

daily was fully handled by the

outsourced service

Reallocation of staff effort: Internal

teams were freed to focus on

supportive care and mission-critical

activities rather than administrative

tasks

Cost reductions: The organisation

reduced scanner maintenance and

licensing expenses while benefiting

from high quality image capture

Improved financial processing:

Cheques were processed and banked

with detailed reporting, streamlining

income recording

Expanded services: Following the

success of the digital mailroom, Asthma

+ Lung UK also engaged Cleardata for

outbound print and distribution, further

enhancing efficiency

According to the Charity's Supporter Care

Manager, Cleardata's services not only

improved administrative efficiency but also

allowed the charity to invest more time and

attention in its core mission of supporting

people living with lung conditions.

"I've visited the Cleardata bureau and was

absolutely blown away by their efficiency

and scope of operations. I've been really

impressed by the services offered by

Cleardata" - Asthma + Lung UK

DM: Why outsource Inbound Mail

Processing?

Paul Keefe: Some organisations consider

building a digital mailroom themselves, but

outsourcing to a specialist such as

Cleardata often delivers better results and

can be implemented quickly.

A major benefit is avoiding upfront costs.

The technology required for scanning,

sorting, and processing mail is expensive to

purchase and maintain, with ongoing

licensing and support. Cleardata has

invested in high volume scanning

equipment from IBML, Opex, Kodak, and

Canon, as well as secure cheque scanning

and banking through Bankline. This allows

organisations to benefit from proven

technology without the cost or complexity

of owning it.

Outsourcing also provides access to

experienced teams and established

processes. Dedicated staff manage mail

preparation, scanning, quality checks, and

data capture using clear workflows that

reduce errors and delays. All teams are

trained to handle personal data securely.

Flexibility is another advantage. Mail

volumes often fluctuate, especially during

peak periods. An outsourced digital

mailroom can scale up or down as needed,

without the challenges of recruiting or

managing additional staff.

Service levels are easier to control through

service level agreements, defining

turnaround times and quality standards.

Security and compliance are built into the

service, with documents processed in

certified facilities using full tracking and

control. Cleardata is registered under the

Data Protection Act and certified to

ISO27001 2022, BS10008 2020, ISO9001,

and Cyber Essentials Plus.

Outsourcing turns inbound mail into a

managed service rather than an internal

burden, freeing teams to focus on higher

value work.

DM: But beyond speed, what's the strategic

value of a Digital Mailroom?

Paul Keefe: A digital mailroom is often seen

as an efficiency tool, but its value goes

further. When inbound documents are

digitised and routed intelligently, they can

trigger automated workflows such as task

creation, approvals, or alerts, reducing

manual effort and improving consistency.

Digitised mail also creates insight. Once

captured as data,

organisations can analyse

volumes, trends,

and

response times, turning paper

correspondence into useful business

intelligence. Governance is strengthened

through clear audit trails, tracking

documents from receipt to resolution,

supporting compliance and reducing risk.

Digital mailrooms also enable remote and

flexible working by making inbound mail

accessible electronically. In doing so, they

transform mail from a logistical challenge

into a data driven asset that supports

efficiency, compliance, and modern ways

of working.

DM: So, in conclusion, it can offer smarter

Document Management?

Paul Keefe: In today's digital first world,

inbound mail should not be relegated to

pigeonholes and filing cabinets.

Organisations that modernise their mail

processes, especially through outsourcing to

experienced providers like Cleardata, gain

speed, accuracy, customer service

improvements and operational flexibility

that are essential for modern business.

The Asthma + Lung UK case study

illustrates how a well-executed digital

mailroom not only removes administrative

bottlenecks but also frees internal teams to

focus on more meaningful work.

Organisations looking to compete,

innovate and deliver excellent service should

treat their inbound mailroom not as a cost

centre, but as a strategic gateway to digital

transformation.

More Info: www.cleardatagroup.co.uk



Comply with data protection laws

Reduce data breach risk

Enhance customer/public trust

Retrospective & real-time discovery

www.ezescan.co.uk Call 020 3535 0645

Dm OPINION: INFORMATION MANAGEMENT

From Hype to Discipline: The 7 New Rules of

Information Management in 2026

Nigel Dews, Managing Director, Restore Information Management, explains how trust,

governance and real-world value are reshaping information management in 2026

The story of 2026 is not about

chasing the next breakthrough.

Organisations aren't abandoning

innovation, but they are done with

experimentation for its own sake. Big

visions are being replaced by a focus on

what works day to day. CIOs are under

pressure to prove value, reduce risk, and

keep the organisation running, not just

to trial new technology. In our world of

Information Management, trust,

governance, and resilience matter just as

much as innovation and increasingly

determine whether it succeeds at all.

Over the past year, we've spoken

extensively with organisations across

sectors about their information

management challenges and ambitions.

Here's what they told us, and what

Restore predict will be the trends in

2026.

1: From AI Hype to AI Practicalities

With nearly nine in ten organisations

now using AI in at least one business

function, the question for 2026 isn't

whether to adopt AI. We've

actually been using it for

years. The question is how

deeply it should be

embedded into

everyday

12




OPINION: INFORMATION MANAGEMENT Dm

operations. The focus is shifting away

from generic tools and toward AI

agents designed to handle

governance, data quality, retention,

and optimisation quietly in the

background.

Yet, at the same time, CIOs are more

cautious than ever. Talking to our

customers reveals a growing

scepticism toward overhyped "AI"

promises, particularly where accuracy,

security, and accountability are

unclear.

The message is consistent. AI must

deliver practical value, operate

transparently, and strengthen, not

weaken, compliance.

2: Legacy Foundations vs. Modern

Expectations

Consumers want information at their

fingertips; organisations want to

differentiate through customer

experience. This forces organisations

to access real-time data around the

clock and from anywhere.

But here's the friction point. Many

are trying to deliver real-time insight

on top of fragmented, legacy-heavy

environments. The ambition is there;

the foundations often aren't. This

gap explains why incremental progress

still dominates, even as the need for

speed accelerates.

The challenge isn't choosing the next

shiny technology. It's building an

information management ecosystem

that can adapt, comply, provide

efficiency and access, and help make

quicker decisions while improving the

user's end experience.

3: From Cloud Adoption to Cloud

Judgment

Cloud-native platforms have shifted

from being a bold choice to an

expected part of modern IT. With most

large-scale data environments now

running partly or entirely in the cloud,

the question is no longer "Should we

use the cloud?" but "How do we use it

in the smartest way?"

For many organisations, hybrid and

multi-cloud strategies are emerging as

the pragmatic middle ground,

balancing flexibility, resilience, and

regulatory demands. This mirrors what

CIOs are telling us: wholesale

replacement of legacy systems is rarely

realistic. Controlled evolution is.

4: UK Data Sovereignty and the Return

to Local Service

UK organisations are becoming far

more conscious of where their

information lives, who can access it,

and which legal frameworks ultimately

govern it. Ongoing regulatory change,

geopolitical uncertainty, and highprofile

data breaches have sharpened

awareness that data hosted or

managed overseas can introduce risks

that are difficult to see and even

harder to control.

There is growing recognition that

local service delivery matters.

Information Management providers

that combine UK infrastructure with

on-the-ground service, a deep

understanding of local regulation, and

the ability to support hybrid

environments that blend digital and

physical information securely provide

more value than purely global

providers.

5: Trust Becomes the Differentiator

Perhaps the most striking insight from

our customer research is this:

technology is no longer the deciding

factor.

Organisations consistently prioritise

reliability, service quality, and delivery

confidence over cutting-edge features.

After years of ambitious promises and

underwhelming execution, trust has

become the real currency of digital

transformation.

In 2026, information management

partners will be judged not by how

futuristic their platforms sound, but

by how well they understand sectorspecific

pressures, compliance

realities, and operational constraints.

6: Sector-Specific Pressures

In the public sector, we will continue

to see mandates for the NHS and

Government for paperless and

interoperable systems. Organisations

will not only want to work with sector

experts but with trusted digital

partners who can help them navigate

legacy records and systems.

They will want direct access to

multiple experts who not only

understand the sector they are in, but

who can offer flexible ways to meet

their needs.

7: Sustainability Continues to Be a

Focus

Eighty-five per cent of companies

increased their sustainability-related

investments from 2023 to 2024, with

green IT initiatives, paper reduction,

and eco-friendly storage becoming

standard considerations in information

management strategies. This

represents a 10 per cent rise from

2023. Sustainable data management

practices and ethical AI deployment

will increasingly influence

procurement decisions.

2026 is shaping up to be the year

organisations stop talking about

transformation and start embedding it

into governance models, operating

rhythms, and everyday decisionmaking.

Automation, real-time

insight, compliance, sustainability, and

trust are no longer separate

conversations. They are converging

into a single mandate: control at

scale.

2026 isn't a year of radical

reinvention. It's the year organisations

finally make good on the promises of

the last decade. As AI becomes

business as usual, cloud strategies

stabilise, and data sovereignty moves

centre stage, the winners will be those

who prioritise trust, governance, and

real-world impact over hype.

Information management is no

longer a supporting function; it is the

backbone of operational resilience,

compliance, and customer experience.

If 2025 was the year businesses talked

about transformation, 2026 is the year

they will be forced to prove it.

Organisations that cannot control

their information will not control their

future.

More Info: www.restore.co.uk




13

Dm STRATEGY: AUTOMATED DISCOVERY

Automated PII Discovery and Redaction:

Reducing Hidden Risk in the Digital Enterprise

Bob Gristock, EzeScan

Channel Sales Manager,

discusses the growing

challenge of unmanaged

PII within unstructured

content and states the

case for continuous

automated discovery

Across both public and private

sectors, organisations are facing

a mounting challenge: managing

personal and payment data responsibly

in an environment of growing

regulatory scrutiny, cyber threats, and

ever-increasing volumes of unstructured

information. Privacy legislation is

tightening year on year, regulators are

scrutinising organisations more closely,

and cybercriminals are exploiting every

gap in data protection.

Despite these pressures, many

organisations continue to rely on

manual processes to locate and protect

sensitive information. These approaches

are not only slow and expensive but are

inherently prone to human error,

leaving personal data exposed and the

organisation open to financial,

operational, and reputational risk.

SENSITIVE DATA HIDDEN ACROSS

THE ENTERPRISE

The reality is that personal information

often hides in plain sight. Email

archives, network drives, legacy EDRMS

platforms, scanned documents, PDFs,

and other unstructured content

repositories frequently contain

sensitive data such as names,

addresses, credit card numbers,

bank account details, and

government-issued identifiers.

These records may have been

migrated multiple times, shared

between teams, or left untouched

for years. When this information is

inadvertently exposed through

cyberattacks, accidental leaks,

or during Freedom of

Information (FOI) requests,

the consequences are

severe. Beyond the

immediate legal or

regulatory

penalties,

organisations face significant

reputational harm, operational

disruption, and a loss of stakeholder

trust. Even when breaches are

contained, the cost of manual review

and remediation can be substantial,

placing enormous strain on staff and

resources.

IDENTIFYING A CRITICAL GAP

It is against this backdrop that our

team at EzeScan recognised a pressing

need. Having supported thousands of

organisations across the UK, Australasia

and North America with document

capture, automation, and process

efficiency solutions, we observed a

recurring problem: organisations are

effectively blind to the personal and

payment data hidden within their

unstructured content.

Legacy systems and manual processes

simply could not keep pace with the

scale and complexity of modern data

environments. The risk of exposed PII

and PCI was growing unchecked, and

organisations had no practical way to

identify, manage, or remove it

efficiently.

THE DEVELOPMENT OF A SCALABLE

SOLUTION

This insight led us to develop our PII

and PCI Automated Discovery and

Redaction solution. The goal was to

give organisations a defensible,

scalable approach to protecting

sensitive information without adding

complexity or disrupting existing

workflows. By combining intelligent

discovery, automated classification, and

advanced redaction capabilities, the

solution provides visibility across the

digital landscape, enabling

organisations to reduce operational risk

and improve compliance with privacy

regulations.



STRATEGY: AUTOMATED DISCOVERY Dm

CONTINUOUS AUTOMATED

DISCOVERY

Automated discovery is a cornerstone

of this approach. Rather than relying

on periodic manual checks, our

technology continuously scans

enterprise repositories, including

network drives, email servers, and

supported EDRMS platforms. It

identifies personal and payment data

at scale, tagging each document with

metadata that records the type of

sensitive content detected, its

location, the repository it resides in,

and the date of detection.

By transforming discovery from a

reactive, labour-intensive task into a

proactive, continuous process,

organisations gain a level of oversight

that was previously unattainable. This

visibility not only supports regulatory

compliance but also mitigates the risk

of inadvertent exposure.

INTELLIGENT PII/PCI DETECTION

Equally important is the speed and

efficiency with which sensitive

information can be identified across a

wide range of document types.

EzeScan enables organisations to

configure automated detection of

specific PII and PCI data using

advanced technologies such as text

analysis, language models, and credit

card pattern recognition. These

identifiers are fully customisable to

meet your organisation's compliance

and security requirements.

By automating the discovery process,

teams can locate sensitive data in a

fraction of the time required for

manual review, particularly during

high volume or time critical tasks.

EzeScan's detection rules allow

organisations to define exactly which

PII or PCI types need to be surfacedwhether

standard identifiers or data

unique to your operations. These

tailored detection profiles can then

drive purpose?built workflows that

automatically route, flag, or prepare

documents for redaction based on the

sensitive information they contain.

AUTOMATED REDACTION

Once sensitive data is identified, the

challenge of redaction arises. Manual

redaction is error-prone, inconsistent,

and time-consuming, often breaking

down under the pressure of tight

deadlines or high volumes of content.

EzeScan's automated redaction

engine addresses these challenges by

providing a reliable, repeatable process

that ensures sensitive information is

removed accurately while maintaining

a full audit trail. Organisations can

retain both original and redacted

versions of documents in line with

internal policies, supporting regulatory

compliance, operational efficiency, and

defensibility in legal or FOI scenarios.

DESIGNED FOR REAL-WORLD

WORKFLOWS

The solution was designed with realworld

workflows in mind. Managing

personal data cannot exist as a

standalone exercise; it intersects with

records management, digital

mailrooms, retention enforcement,

legacy system remediation, and

everyday information governance.

EzeScan's approach allows

organisations to integrate discovery

and redaction into existing processes

seamlessly. This means that sensitive

data can be monitored continuously as

new documents are ingested, FOI

requests can be processed more

quickly and reliably, and compliance

checks can be applied across the

organisation without disrupting dayto-day

operations. By embedding

automation into core workflows,

organisations can reduce risk while

gradually improving governance across

the information lifecycle.

DEFENSIBLE COMPLIANCE

FRAMEWORK

The benefits of this approach extend

far beyond operational efficiency.

Automated PII discovery and redaction

provides a defensible compliance

framework, enabling organisations to

demonstrate that they understand

where sensitive data resides, how it is

protected, and how consistently it is

managed. This capability not only

reduces exposure to regulatory

penalties and breach-related costs but

also restores confidence in information

governance. In an era where cyber

threats are evolving rapidly and

regulatory expectations are increasing,

organisations that cannot answer

these questions are leaving themselves

vulnerable to risk that is often invisible

until it is too late.

BUILT ON REAL EXPERIENCE

Our motivation in developing this

solution is grounded in experience.

Over the years, we have seen

organisations struggle with the sheer

volume and complexity of unstructured

content, the limitations of manual

processes, and the high stakes

associated with exposed personal data.

The PII and PCI Automated Discovery

and Redaction solution is a direct

response to these challenges,

providing a scalable, integrated

approach to managing sensitive

information. It is not just a tool for

compliance; it is a means of reducing

operational risk, protecting

reputations, and enabling

organisations to approach sensitive

data with confidence rather than

caution.

TAKING CONTROL OF YOUR

SENSITIVE DATA

For organisations looking to take

control of their sensitive information,

automated PII discovery and redaction

is no longer optional, it is a critical

component of effective information

governance. EzeScan provides a

practical, scalable way to identify,

protect, and manage personal and

payment data across complex digital

landscapes, helping to reduce risk,

support compliance, and restore

confidence in information

management.

More Info: www.ezescan.co.uk or

sales@ezescan.co.uk




15

Dm OPINION: ABBYY

Know Your Customer in the Age of Intelligent

Document Automation

Maxime Vermeir, Vice President AI Strategy, ABBYY tells us why financial services and

insurers must rethink KYC from a compliance checklist to an orchestrated experience

Given this backdrop, it's no surprise

that firms are turning to intelligent

automation not just to speed up KYC

tasks but to fundamentally rethink how

entire workflows should operate.

Know Your Customer (KYC) rarely fails

because of intent. It fails because of

process. As the accepted backbone

of risk management in regulated

industries, KYC was originally rooted in

anti-money laundering laws designed to

prevent fraud, terrorism financing and to

expose illicit financial flows. Today, those

regulatory foundations remain, but the

way KYC is executed has evolved into a

complex operational challenge for banks,

insurers and financial services

organisations operating at digital scale.

Yet despite its importance, many firms still

rely on manual processes, disconnected

systems, and legacy automation tools that

struggle with scale and complexity.

In 2024, ABBYY released a 'Know Your

Customer Compliance: A Comprehensive

Guide' which defined KYC in an easy to

understand set of steps that firms must

take to verify a customer's identity, assess

their risk profile, and monitor activity over

time. That process typically includes the

steps of customer identification, customer

due diligence (CDD), and ongoing

monitoring. In doing such tracking, a

tension between regulatory demands and

customer experience expectations can also

emerge. A tension that only grows as

digital channels proliferate.

In achieving KYC, modern compliance

teams face four categories of persistent

challenges:-

Sheer volume and variety of

documents - passports, driver's

licences, utility bills and corporate

records come in countless formats,

many of them unstructured or

poorly scanned.

Manual review bottlenecks - human

reviewers are slow, inconsistent and

expensive, especially when thousands

of new accounts are onboarding

every day.

Regulatory change - global standards

continue to tighten, requiring granular

audit trails and evidence of

compliance decisions.

Risk visibility - conventional automation

often stops at extraction, leaving

compliance teams blind to process

gaps or exceptions until it's too late.

FROM AUTOMATION TO

ORCHESTRATION: A NEW

PARADIGM

Traditionally, automation in KYC meant

using point solutions to capture data or

trigger simple workflows. That approach

can help with routine tasks, but it lacks

real-time insight, end-to-end control or

seamless governance. As the regulatory

landscape tightens and digital customers

demand faster onboarding, companies

need to adopt a new standard:

intelligent orchestration.

This is where the recently expanded

partnership between ABBYY and IBM

watsonx.ai Orchestrate comes into play.

Rather than simply automating steps in

isolation, this integration blends

document AI, process intelligence and

agent-driven orchestration to transform

the entire KYC journey, from initial

document intake to proactive

compliance monitoring, and

transforming them into a single,

governed, AI-driven flow.

In simple terms, orchestration means

not just executing tasks but coordinating

them intelligently giving automation

with awareness. Instead of separate

tools handling extraction, validation and

exceptions independently, the entire KYC

workflow becomes interconnected: each

step informs the next, exceptions are

flagged in context, and compliance

teams gain visibility into risk in real time.

HOW INTELLIGENT ORCHESTRATION

WORKS

At the core of this new approach sit

three complementary technologies:



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Dm OPINION: ABBYY

1. Document AI

ABBYY's document AI doesn't just read

text, it understands structure, meaning

and context. Whether the source is a

passport scan, a bank statement or a PDF

with embedded images, the platform

extracts structured data with high

accuracy. Crucially, it does so at scale,

ensuring that large onboarding volumes

don't overwhelm compliance teams.

2. AI-Driven Orchestration

IBM watsonx.ai Orchestrate serves as the

intelligent conductor of the workflow.

Rather than simply passing data from one

system to another, Orchestrate actively

manages the progression of a case. It

validates extracted data, triggers followups,

escalates exceptions, and integrates

with internal compliance systems. Each

step becomes auditable and governed,

reducing risk and reinforcing regulatory

readiness.

3. Process Intelligence

ABBYY Process Intelligence monitors every

case as it progresses through the

workflow. It captures operational data,

identifies exceptions in real time and

alerts the right teams when intervention is

needed. If missing documentation,

compliance gaps or suspicious patterns

arise, the system doesn't just report them,

it triggers corrective action paths, helping

teams move from reactive firefighting to

proactive control.

Together, these systems create a closedloop

KYC process that scales with

enterprise demands while providing

transparency, audit readiness and

integrated risk management.

REAL-WORLD IMPACT

To illustrate the shift in practice, consider

a global insurance provider onboarding

thousands of new policyholders across

multiple jurisdictions. Each applicant

submits an array of

documents: ID cards, proof

of address, financial

statements, tax records and

more. Under traditional

methods, compliance teams

manually validate these documents, often

using multiple disparate systems. It's slow,

error-prone and costly.

With intelligent orchestration, however:

Document AI automatically extracts

and normalises data across all

formats.

Orchestration agents validate that

data against rules, trigger follow-up

requests, and escalate exceptions.

Process intelligence continuously

monitors the flow, spotting anomalies

before they become compliance

violations.

The result is a dramatic reduction in

manual review time, tighter control of

risk, and a smoother customer experience

- all while providing a detailed audit trail

for regulators and auditors.

For firms with heavy onboarding

demands, this isn't incremental

improvement. It's a fundamental shift

from check-the-box compliance to

continuous, intelligent risk management.

WHY DOCUMENT-CENTRIC

ORCHESTRATION MATTERS

The financial services and insurance

sectors are no strangers to digital

transformation. But while many

organisations have adopted robotics or

simple automation, the real power lies in

automation that is both document-aware

and process-aware.

Document-centric orchestration

recognises that:

Documents aren't uniform - they

come in many shapes, languages

and qualities. Relying on manual

checks or rule-based extraction

alone is no longer sufficient.

Risk isn't static - it changes as data

flows through the process. Realtime

visibility prevents small issues

from becoming regulatory

headlines.

Compliance must

be demonstrable - in regulated

environments, showing how decisions

were made and by whom is as

important as the decisions themselves.

By embedding understanding at every

step - reading the document, interpreting

its meaning, monitoring the workflow

and applying intelligent decisions -

organisations can deliver compliance

outcomes that are robust, explainable

and scalable.

KYC - LOOKING AHEAD

KYC automation has long been discussed

as a necessary efficiency for regulated

institutions. Today, thanks to advances in

AI, document intelligence and

orchestration technologies, it's becoming

an essential compliance differentiator.

For document managers, compliance

officers and automation leaders, the

message is clear: move away from

treating KYC as a series of discrete tasks.

Instead, embrace workflows that

understand the document, the process

and the risk profile and that act

proactively to ensure compliance at

every step.

In this new era of intelligent automation,

KYC is not just a regulatory hurdle. It's an

opportunity to deliver better risk

management, faster customer experiences

and governance that regulators can trust.

More Info: www.abbyy.com



Dm CASE STUDY: IRON MOUNTAIN

Streamlining From Within: Iron Mountain

Deploys its own InSight DXP

Iron Mountain details

how it moved away

from inefficient manual

contract processes by

deploying its own

InSight® Digital

Experience Platform

(DXP)

Iron Mountain applies the ultimate

litmus test to its solutions by

deploying them within its own

operations, and it recently put Iron

Mountain InSight® DXP to work to

solve a real-world business challenge:

Faced with a resource-intensive manual

process spanning multiple systems, Iron

Mountain grappled with the

inefficiencies of setting up new

customer accounts that could integrate

seamlessly across platforms. Employees

spent hours digging through pricing

and contract documents to set up new

customer accounts in financial,

customer relationship management

(CRM) software, operational, and

billing systems.

Iron Mountain deployed InSight DXP to

tackle this, and the results quickly

surpassed internal expectations. Most

notably, Iron Mountain saved over 458

hours each month, improving the

employee experience and freeing up

resources to focus on other business

priorities. Iron Mountain also integrated

its data on one platform.

"Iron Mountain customers will see

these benefits by receiving services

faster. For customers who implement

InSight DXP, achieving outcomes like

ours can add measurable business value

to their organisations," shared Jarrett

Garcia, Director of Enterprise Platform

Architecture at Iron Mountain. "Our

customers are now being onboarded in

2 days instead of 3 days."

A COMMON CHALLENGE

Like many organisations, different

business functions use different systems

at Iron Mountain, such as enterprise

resource planning (ERP), human

resources (HR), operational, and sales

platforms. In addition, part of Iron

Mountain's growth has come from

mergers and acquisitions. From an IT

perspective, these factors compound to

create many disparate, sometimes

redundant systems. For example, over

30 billing systems needed unification

under one platform.

Beyond the platform and system

proliferation challenges, data quality is

often an issue. When Iron Mountain

acquires a company, some of the same

customers might coexist in both

systems. Data itself is expansive. It

includes employee, customer, contact

and inventory data across structured,

unstructured and semi-structured

formats. This complexity must be

managed so that data is accurate, valid,

complete, and consistent.

"Iron Mountain places a lot of focus on

improving data collection and

measuring data quality and integrity. It's

challenging, yet crucial, for Iron

Mountain to synergise all data and make

sure it is high quality," shares Garcia.

AN UNCOMMON SOLUTION

For context, InSight DXP is a scalable,

AI-powered data platform that connects

information across multiple sources

through integrations with key business

processes and systems and adds context

to unstructured data as it is ingested

and processed. The platform can be

used to quickly build solutions with

digital and physical content

management and governance,

intelligent document processing,

workflow automation, and agentic AI

capabilities.

One of the primary Iron Mountain use

cases for InSight DXP is the Care

Transformation initiative. After the sales

team signs a customer contract, it

transfers to the care organisation, an

onboarding team for new customers.

The care team must pull data from

documents and transfer it to all the

relevant but disparate systems such as



CASE STUDY: IRON MOUNTAIN Dm

warehouse operations, billing

platforms, and customer-facing

platforms.

InSight DXP is helping build

integrations so that the care teams can

stay in one platform to completely set

up a new customer account. That's

where InSight DXP has saved over 458

hours each month.

"The care team no longer has to read

the contract and pricing documents

and manually type information into our

various systems. AI-powered extraction

pulls the relevant information-including

metadata-from the contract and

automatically enters the data in our

system, saving time and improving data

quality and employee experiences,"

explains Garcia. "Instead of editors, our

team's role is reviewers."

Iron Mountain’s Intelligent Document

Processing (IDP) within InSight DXP

also creates information for sales reps

and care agents to have at their

fingertips, such as a contract end date.

Iron Mountain contracts contain the

start date and term of the contract.

InSight IDP uses logic to calculate the

contract end date, so it is available on

demand without employees needing to

read through the entire contract during

customer interactions.

WHAT'S NEXT?

At Iron Mountain, plans are underway

to expand the use of InSight DXP

capabilities. The next goals are to

standardise contracts and then build

out a document repository strategy to

house both supplier and customer

contracts in one toolset. In addition,

Iron Mountain will leverage InSight

DXP's capabilities to glean more

insights about the contracts

themselves.

At the end of the day, it's great to

validate the InSight DXP solution firsthand

and with real-world challenges.

"Our outcomes and the ease of using

InSight DXP have helped us. It also

gives me confidence that this solution

is going to be transformational for

many of our customers," states Garcia.

More Info: www.ironmountain.com




21

Dm CASE STUDY: NORFOLK AND NORWICH UNIVERSITY HOSPITAL NHS TRUST

Restoring Control:

Transforming Print Across a Major NHS Trust

How Norfolk and Norwich

University Hospital NHS

Foundation Trust cut costs,

reduced waste and

regained oversight of its

print estate with Kyocera

Document Solutions

In large healthcare environments, print

remains mission critical. From patient

wristbands and clinical documentation

to discharge summaries, prescriptions

and operational paperwork, documents

continue to underpin frontline care. Even

in an era of digital transformation,

paper-based workflows still play a vital

role in clinical accuracy, compliance and

patient safety.

Yet when print estates evolve organically

over time, complexity increases, visibility

diminishes and costs escalate. Devices are

added incrementally to meet local

departmental needs. Different models and

manufacturers coexist. Consumables and

servicing arrangements vary. Over time,

what began as a practical solution becomes

an unmanaged operational burden.

That was the position facing Norfolk and

Norwich University Hospital NHS

Foundation Trust, one

of the UK's

largest teaching hospital trusts, serving a

population of over one million people.

With thousands of staff operating across

multiple departments and sites, the Trust

had accumulated an ageing fleet of around

800 printers and multifunctional devices.

The scale alone made governance difficult.

Usage patterns were unclear, colour

printing was largely uncontrolled, and IT

teams were spending significant time

managing devices rather than focusing on

other priorities.

Recognising the need for a more

structured and cost-effective approach,

the Trust conducted a competitive tender

process and selected Kyocera Document

Solutions UK to deliver a

managed print

solution



CASE STUDY: NORFOLK AND NORWICH UNIVERSITY HOSPITAL NHS TRUST Dm

designed to modernise and rationalise its

print infrastructure. What followed was

more than a device refresh. It was the

introduction of a centrally managed print

environment with improved oversight

and cost control.

THE CHALLENGE: AN ESTATE OUT

OF CONTROL

The Trust identified three core issues:

Ageing, inefficient devices creating

maintenance overhead and avoidable

waste

Uncontrolled colour printing, driving

unnecessary expenditure

Fragmented workflows, making it

difficult to manage queues and

standardise processes across

departments

The lack of standardisation meant that

device performance and user experience

varied significantly across the

organisation. Some departments relied

heavily on desktop printers, while others

used shared multifunction devices. There

was limited ability to monitor print

behaviour, enforce policies or understand

true cost per department.

Colour printing represented a significant

financial pressure point. Without clear

reporting or restrictions, it was difficult to

differentiate between essential clinical use

and unnecessary expenditure.

Operating within ongoing financial and

regulatory pressures, the Trust required a

solution that would reduce cost while

maintaining reliability and minimising

disruption to clinical services.

THE STRATEGY: CONSOLIDATION

AND CONTROL

The programme focused on

consolidation, standardisation and

centralised management.

The implementation included:

Replacing the legacy fleet with a

streamlined mix of Kyocera ECOSYS

and TASKalfa multifunctional devices

Deploying MyQ print management

software to centralise print queues

and separate mono and colour

workflows

Introducing secure, user-authenticated

print release to strengthen data

protection

Delivering the rollout in carefully

phased stages, often outside core

hours to avoid disruption to clinical

services

The deployment was completed within

four months in a live healthcare

environment. Careful scheduling ensured

wards and departments remained

operational throughout the transition,

with many installations carried out during

evenings and weekends.

The introduction of secure print release

reduced abandoned print jobs and

strengthened information governance by

ensuring sensitive documents were only

collected by authorised users.

By centralising management and

introducing print control software, the

Trust moved from a decentralised device

model to a structured, measurable print

environment.

THE RESULTS: MEASURABLE

SAVINGS, OPERATIONAL GAINS

The impact was both immediate and

sustained:

23 percent reduction in print costs

following installation

A further 25 percent reduction in

printing and copying charges through

improved colour control

Reduced burden on internal IT teams

through cloud-hosted management

Faster issue resolution supported by an

on-site engineer

The combination of device

rationalisation and print management

controls delivered significant cost

efficiencies. By separating mono and

colour queues and applying usage

controls, the Trust was able to manage

expenditure more effectively without

affecting essential clinical workflows.

Operationally, the cloud-hosted solution

reduced infrastructure complexity and

provided centralised reporting capabilities.

Print volumes and usage patterns can now

be monitored and analysed, providing

greater transparency and accountability.

The on-site engineering support ensures

rapid response to issues, helping maintain

continuity of service in a demanding

healthcare setting.

Beyond financial savings, the Trust gained

improved visibility of its print estate. Waste

was reduced through fewer abandoned

jobs and more efficient device usage,

supporting broader sustainability objectives.

In a healthcare context, where efficiency

savings can be redirected towards patient

care, the benefits are clear.

A FOUNDATION FOR WIDER

COLLABORATION

The new managed print environment

also enables other acute and mental

health trusts in the region to align with

the same service model, supporting

greater consistency and potential

shared efficiencies.

By standardising devices and centralising

management, the Trust established a more

resilient and scalable print infrastructure

capable of supporting future collaboration

across NHS organisations. Print, in this

context, becomes part of operational

governance rather than a background utility.

WHY THIS MATTERS TO THE NHS

For many NHS organisations, print remains

an overlooked operational expense until

budgets tighten. Yet unmanaged estates

represent hidden cost, governance risk

and operational inefficiency.

The experience at Norfolk and Norwich

University Hospital NHS Foundation Trust

demonstrates that modern print

management is not about removing

print altogether. It is about bringing

structure, visibility and accountability to

an essential service.

By moving from fragmented device

ownership to centrally managed oversight,

the Trust has shown that even complex,

mature estates can be transformed into

cost-controlled and strategically aligned

environments that support frontline

healthcare delivery.

More Info:

www.kyoceradocumentsolutions.co.uk




23

Dm EVENTS

IRMS 2026: Registrations Now Open!

The one annual conference that every information professional should attend

"A GREAT EVENT TO BRING

LIKEMINDED PEOPLE TOGETHER

TO UNDERSTAND WHAT IS GOING

ON AROUND THE COUNTRY IN

OTHER BUSINESSES AND A GREAT

LEARNING ENVIRONMENT"

2025 IRMS DELEGATE

There are conferences you attend just

to keep up, join other colleagues, or

enjoy a few days out of the office.

And then there are conferences that

actively help you do your job better. The

annual conference delivered by the

Information & Records Management

Society (IRMS) firmly sits in the second

category.

Taking place from 17-19 May 2026 at

The Celtic Manor on the Welsh border,

IRMS 2026 arrives at a time when

information management carries

increasing weight and responsibility.

Accelerating AI adoption, expanding

regulation, rising public scrutiny and

growing ESG expectations have pushed

information professionals into the

spotlight. Decisions around records, data

and governance now play a direct role in

organisational resilience, trust and

accountability.

As a media partner, Document Manager

Magazine is proud to support IRMS 2026

and to encourage our readers to be part

of what is one of the UK's most influential

annual gatherings.

A CONFERENCE BUILT FOR TODAY'S

INFORMATION CHALLENGES

IRMS has long stood out for its ability to

balance strategic thinking with practical

delivery. IRMS 2026 continues that

tradition with a programme focused

squarely on the challenges organisations

are facing right now. Records

management, information governance

and data stewardship sit at the heart of

the agenda, with a clear emphasis on

compliance, quality governance and

positive environmental and societal

impact. Across three days, the conference

addresses issues such as unstructured

digital growth, embedding governance

into fast-moving organisations,

implementing AI responsibly and

demonstrating compliance in

environments where rules and

expectations continue to evolve.

Rather than treating these pressures in

isolation, IRMS brings them together in a

way that reflects how information actually

flows across modern organisations. The

result is a programme that feels relevant

and immediately applicable.

WHO NEEDS TO ATTEND

Each year, IRMS brings together more than

400 practitioners, compliance managers,

senior executives and information leaders

from public sector, regulated industries,

healthcare, higher education, NGOs or

enterprise sectors across the UK.

That means records managers, data

protection professionals, digital leaders,

archivists and governance specialists all

share the same space and become part of

the same conversations. A discussion on

NHS information governance can sit

alongside sessions on AI ethics, higher

education records, NGO governance or

enterprise-scale retention. That crosssector

exchange consistently proves

valuable, helping delegates see familiar

problems from new perspectives and learn

from approaches outside their own

organisations.

CONFERENCE STREAMS ALIGNED TO

REAL-WORLD PRIORITIES

IRMS 2026 is structured around clearly

defined themes that reflect the realities of

modern information work. Together, they

span governance and compliance,

practical AI implementation, ESG, personal

development and IRMS services.

Building on these topics, the programme

is organised into five distinctive strands:

1. Stewards of Structure: tools for

governance, records and archives

This strand focuses on the systems, tools

and frameworks that underpin responsible

information management. Sessions

explore platforms, governance models and

24 tinyurl.com/DM-AWARDS

January/February 2026 www.document-manager.com

EVENTS Dm

"IT IS WORTH PESTERING YOUR

BOSS TO PROVIDE THE FUNDS TO

ATTEND THIS CONFERENCE. NO

MATTER WHAT LEVEL OF

KNOWLEDGE AND

UNDERSTANDING YOU HAVE

WHEN YOU WALK IN, YOU

ALWAYS LEAVE APPRECIATING

THAT YOU HAVE LEARNED

MORE." REGULAR IRMS DELEGATE

day-to-day practices that help

professionals organise, secure and

activate information with clarity,

consistency and control.

2. The Living Code: ESG, ethics and

accountability

of information management. Sessions

cover leadership, communication,

adaptability and resilience, recognising

that information professionals are

increasingly required to influence, advise

and lead through change, often in

complex and high-pressure environments.

Environmental, Social and Governance

considerations are increasingly

inseparable from information practice.

This strand examines how accountability

can be built into systems, how retention

and deletion can be automated

responsibly, and how digital practices

can be aligned with ethical and

sustainable values.

3. Woven Intelligence: AI, ethics, risk and

information insight

As AI becomes woven into every layer of

information work, this strand explores

both opportunity and exposure. Sessions

examine how AI can support insight and

efficiency, while addressing the ethical

challenges, governance implications and

emerging risks that come with intelligent

systems operating at scale.

4. The Inner Compass: personal skills for a

changing world

This strand focuses on the human side

5. Gathering Points: IRMS content,

community and collaboration

This strand brings together updates

from across the IRMS landscape. Expect

practical sessions, emerging priorities,

community insights and timely guidance,

connecting members across disciplines,

roles and regions, and reinforcing IRMS's

role as a community hub.

A PROGRAMME DESIGNED TO

CHALLENGE AND SUPPORT

Across the three days, IRMS 2026 delivers

a carefully curated mix of keynote

sessions, parallel tracks, case studies and

masterclasses. Sessions explore not only

what good information governance looks

like in theory, but how it holds up in

practice and what happens when things

don't go to plan!

Topics address what happens when

governance fails, when rulebooks fall

short, and when ethical judgement is

required under pressure. This

willingness to engage honestly in




25

Dm EVENTS

"THE RANGE OF SPEAKERS AND

THE TALKS THEY PROVIDE ARE

EXCELLENT. THERE IS SOMETHING

FOR EVERYONE WHETHER YOU

SPECIALISE IN RECORDS

MANAGEMENT OR DATA

PROTECTION." 2025 IRMS

DELEGATE

is one of the conference's defining

strengths.

Equally important is the focus on

learning that translates into action.

Delegates consistently leave IRMS with

ideas they can take back into their

organisations, whether that is a new

framework, a clearer way of influencing

stakeholders, or insight into how peers

are tackling similar challenges.

THE INFORMATION MARKET

Alongside the conference programme, the

IRMS Information Market and exhibition

form a central part of the experience. This

curated showcase brings together

specialist record management solutions,

services and expertise from across the

information management ecosystem.

IRMS 2026 is supported by a strong lineup

of event sponsors, including Act Now

Training, Crown Information

Management, DeepStore, ELO Digital

Office, Freevacy, GSA, ibml, Iron

Mountain, Leadership Through Data,

Objective, Orinoco 365, Preservica,

Restore Information Management, Tkm

Consulting & Associates and UK Software

Limited.

Rather than a sales-led environment, the

exhibition is designed for informed,

practical conversation, exploring how

different tools and services align with

regulatory, operational and cultural

realities.

INVESTING IN PEOPLE AS WELL AS

SYSTEMS

One of the defining features of IRMS is its

commitment to people. The 2026

programme continues to invest heavily in

personal development, recognising that

governance frameworks and technology are

only effective when supported by confident,

capable professionals.

Sessions on leadership, resilience,

communication and ethical decision-making

sit alongside technical discussions,

reinforcing the idea that information

management is as much about judgement

and trust as it is about policy and process.

The conference includes a Gala Dinner and

Industry Awards, celebrating excellence and

recognising the individuals and teams driving

progress in information management.

WHY IRMS 2026 MATTERS

All of this, combined with IRMS's renowned

social events and networking opportunities,

delivered in a friendly and inclusive

atmosphere, makes the IRMS Conference the

premier event in the information

management calendar.

The conference has sold out for the past

five years, making early booking essential for

anyone planning to attend in 2026.

Looking forward to seeing you there!

More Info & Registration:

https://irmsconference.org.uk/2026-

programme-wales/

26 tinyurl.com/DM-AWARDS January/February 2026 www.document-manager.com

PROUD TO WIN

THESE GREAT

AWARDS.

Thanks to the

efforts of the entire

Document

Logistix team.

Discover more about

document management

innovation on our website.

VISIT OUR WEBSITE

WWW.DOCUMENT-LOGISTIX.COM

T +44 (0)1908 366 388 E info@document-logistix.com

8 Copperhouse Court, Caldecotte, Milton Keynes MK7 8NL

Dm CASE STUDY: FUJIFILM SPECIALITY INK SYSTEMS LTD

From Device Sprawl to Print Visibility

PaperCut MF Print Management Software solution brings power, control and

transparency to print at FUJIFILM Speciality Ink Systems Ltd

As organisations grow, their IT

infrastructure needs to evolve

accordingly. But growth isn't always

planned or predicted, and it's rare that its

timing chimes with a Multifunction printer

(MFP) fleet refresh. Instead, it's far more

usual to experience a somewhat haphazard

response to growth, which is why many

organisations eventually find themselves

operating a disparate fleet of unmanaged

desktop and workgroup printers,

supported by a mixed bag of service and

maintenance contracts. Day to day, this

complicates print management for already

busy sys admins, while compromising the

ability to meet organisation-wide efficiency,

security and sustainability goals; all key

concerns for today's C-level.

One organisation now using PaperCut MF

print management software to successfully

address those challenges is FUJIFILM

Speciality Ink Systems Ltd. Located in the

seaside town of Broadstairs in Kent, it has a

long history in ink manufacturing. Today, it

is a development and manufacturing centre

of excellence for inkjet ink technologies.

Familiar with the company's rich past is

IT Solutions Specialist, Graham Beerling.

Having spent 37 years in its IT

department, Graham has witnessed

every major technology transition as his

career progressed, and his enthusiasm

for it is undiminished. He explains: "Every

day's an adventure. You've always got to

have a spark to the day, and I certainly

get that here."

PRINT FIT FOR TODAY WITH

PAPERCUT MF

Covering 48,000 square metres, the

company's two sites are home to

approximately 200 users. A number of

MFPs are located across the sites in key

locations, similar to a departmental printer



CASE STUDY: FUJIFILM SPECIALITY INK SYSTEMS LTD Dm

model. This presented Graham with a

challenge, as he explains: "One of the big

problems we had to address was the high

number of printers on site. A department

could have five or six different models of

printer. While we tried to standardise on

certain brands, as time went on, devices

were discontinued and we'd have to get

another one for that person for their desk.

We ended up with multiple printers with

multiple consumables, different ways to

support it, and no real insights into print."

This, he adds, "gave us a support

challenge, shall we say."

Working closely with its print reseller, it

was agreed that PaperCut MF would be

most suited to bringing print

management of the devices and

consumables under control, while also

providing visibility into print. PaperCut

MF is a popular print management

software solution, designed to enable

organisations of all sizes to better

control, manage and track print, copying,

and scan output on MFPs.

THE POWER TO SIMPLIFY PRINT FLEET

MANAGEMENT

The benefits of deploying PaperCut are

wide-ranging, as Graham explains: "With a

newly centralised print environment

supported by PaperCut MF, we can see

what each printer is doing remotely, so we

can identify problems quickly, like, does it

just need toner and action the right

response and team resource to the

problem. Related to that, we're able to

reduce consumables costs by only

ordering what was needed when it was

needed. That helps us to better predict

and manage our print spend."

PAPERCUT AND ACTIVE DIRECTORY

INTEGRATION

Those are just some of the benefits

PaperCut is already delivering. Thanks to

its full native support for Active Directory,

setting up new users on devices - as well

as adding new devices to the fleet - has

been simplified considerably. "When we

had multiple printers dotted around the

site, we would have to visit them to

programme them. That could involve

setting up address books for email for

instance. That was not our favourite thing

to do, but we had no choice," Graham

stated. "With PaperCut MF, that complexity

is a thing of the past, with new devices

and users enrolled effortlessly, saving time

and effort."

Employees' door entry cards double up

as user access and verification

authenticators for each of the printers,

thanks again to PaperCut MF's Active

Directory integration. Graham adds: "With

the door entry cards, any one of our team

can now walk up to a printer and scan

their badge to be authenticated. If they're

doing that for the first time, PaperCut

recognises this and asks 'May I have your

user ID from the Active Directory?' The

users put their details in and, as soon as

they've done that, PaperCut MF binds the

user to the Active Directory. From that

point onwards, they just walk up to the

printer and just scan the badge. It really is

as simple as that."

OPTIMISED DEVICE AND DOCUMENT

SECURITY

Security is both a major concern, and a

major headache for all organisations, and

there's growing awareness of the need to

ensure documents are secure. Here,

PaperCut MF does most of the heavylifting.

"We have to be on it for documentrelated

data leakage, and PaperCut helps

us reduce that risk. For instance, the

scanning function now prompts users 'Do

you want to scan to an email, or do you

want to scan to a folder?' This stops the

document falling into the wrong hands

electronically," Graham said.

User authentication at the device

ensures that only the user can release

and print a document, preventing

documents from being printed and left

uncollected, which reduces the risk of

unauthorised viewing by someone

without the authority to do so.

PRINT WHERE USERS ARE WITH FIND-

ME PRINT

On a large site where team members

frequently move between departments,

meetings and collaborative spaces,

printing to a device located far from the

team member's location was both

frustrating and wasted time. PaperCut MF

has brought print to the user, thanks to its

Find-Me print function.

Graham highlights the benefits: "When

we introduced Find-Me print to the

facility, it was quite a strange concept to

people here. After years of walking about

to collect their print output, they couldn't

quite believe Find-Me print brought their

document to the device nearest to them.

It's great to see how it is taking off and to

see the team using it and grateful for the

convenience it brings."

A SPOTLIGHT ON PRINT COSTS

Unmanaged print often leads to

escalating print costs. With its simple to

use web interface for system

administration and management,

PaperCut MF puts the brakes on out-ofcontrol

print by unlocking previously

unseen data revealing who is printing

what, when and how much. With this

information, print rules can be

introduced that make print - and those

who print - accountable.

"We didn't just want to manage

document output; we also wanted a deep

dive into print costs to facilitate crossdepartment

billing. The people in our

finance department team can now log

onto the system and produce their own

reports, which is something they could

not do before. With the integration with

the Active Directory system, we now have

our users tied into cost centres, which

means it is very easy for PaperCut MF to

pull out reports based on who printed

what. This finally gives us a real insight

into our print," Graham revealed.

With the multiple benefits it has already

delivered, how does Graham sum up his

views of PaperCut MF? "For any rapidly

evolving print environment, it's a simple,

effective solution. We were up and

running in no time. Everything worked out

of the box, and our overall experience has

been very positive. The fact I wouldn't

hesitate to recommend PaperCut MF says

it all really."

More Info: www.papercut.com




29

Dm PRODUCT LAUNCH

Kodak Alaris launches next-gen KODAK Info

Input Solution IDP software Version 7.5 with

Advanced AI capabilities

The latest iteration of KODAK's Info Input IDP platform has

just landed in January 2026 with deeper native AI

integrations, streamlined workflow design, and enhanced

validation features than we have seen before. This version

launch will help organisations accelerate document

automation, improve data quality, and operate more

flexibly across an expanding universe of AI services.

So what are the key factors behind

the launch? Kodak Alaris

introduced KODAK Info Input

Solution Version 7.5 in January 2026,

extending its approach to open

intelligent document processing and

strengthening its position in a rapidly

maturing market segment. While

intelligent document processing (IDP)

continues to gain traction across sectors

handling complex inbound documents,

challenges remain how to deploy

automation without forcing

organisations into a single AI stack or

restrictive data workflow. Version 7.5

aims to meet that need through

modularity, orchestration, and open

integration.

OPEN INTELLIGENCE AND CHOICE

OF AI SERVICES

At the core of KODAK Info Input

Solution is Kodak Alaris' Open

Intelligence framework. Rather than

centre the platform around a

proprietary engine, KODAK Info Input

Solution enables orchestration across a

range of third-party AI models that can

be applied to classification, handwriting

recognition, extraction, summarisation,



PRODUCT LAUNCH Dm

and validation. The idea is that many

organisations will continue to work

with multiple models, especially in

regulated industries where accuracy

and traceability matter.

Version 7.5 introduces native

integrations with Google Gemini, AWS

Bedrock Data Automation, ChatGPT,

and BoxAI, expanding on an existing

connector suite that includes Google

Doc AI, Microsoft Document

Intelligence, Hyperscience, Amazon

Textract, and ABBYY Extraction. By

allowing customers to delegate specific

tasks to their preferred AI services

within the same workflow, KODAK Info

Input Solution reduces complexity

while supporting technological choice.

AUTOMATION FROM

CLASSIFICATION TO VALIDATION

The platform supports fully automated

workflows from classification and

separation through to extraction,

indexing, and validation. The update

adds smarter assignment and

verification features, supporting

plausibility checking and threshold

calculations for financial and legal use

cases. According to Kodak Alaris, the

platform can process unstructured or

handwritten documents and verify

critical details such as amounts,

references, and content consistency,

helping reduce manual review cycles.

A notable addition in Version 7.5 is

the integration of the IRIS OCR engine

at no extra cost. This enables

organisations to create searchable PDF

documents with AI-based indexing,

allowing users to retrieve information

by content or metadata across

repositories.

DESIGNED FOR ADMINISTRATORS,

DEVELOPERS, AND WORKFLOW

TEAMS

Beyond AI integration, Version 7.5

places emphasis on workflow

accessibility. A new drag-and-drop

graphical editor replaces much of the

manual configuration that previously

required scripting, making it easier for

business analysts and operations teams

to modify workflows without extended

IT support. For developers and

administrators, streamlined job

creation and simplified management

aim to shorten deployment cycles and

improve scalability.

Kodak Alaris maintains that advanced

AI combined with human-in-the-loop

controls remains essential, especially

for sectors such as finance, legal,

insurance, and healthcare where

accuracy directly impacts downstream

decisions. Blended extraction and

verification are also relevant as

organisations use IDP outputs as inputs

to analytics, case management, and

claims systems.

FROM CAPTURE TO BUSINESS

PROCESS

Another strength of KODAK Info Input

Solution is its ability to manage the

end-to-end journey from document

arrival to business process usage. Info

Input supports documents coming

from scanned paper, email

attachments, portals, and mobile

devices, and offers a browser-based

interface that can be accessed from

anywhere with minimal training. The

platform can be embedded directly into

everyday tools such as Salesforce,

enabling users to attach and process

documents without leaving their

primary application. Licensing flexibility

allows organisations to choose

subscription or perpetual models,

including concurrent user options for

high-throughput environments.

The company positions Info Input for

a range of workflow scenarios,

including business process outsourcing,

accounts payable, claims processing,

and employee or customer onboarding.

The platform is designed to scale from

single departmental deployments

through to high-volume enterprise

rollouts.

MARKET RECOGNITION AND

ANALYST VIEWPOINT

Kodak Alaris' approach has drawn

recognition in the form of a 2024 Fall

Pick Award from Keypoint Intelligence

for Outstanding Intelligent Document

Processing Solution and a 2024-2025

Pacesetter Award for Excellence as a

Capture and IDP Partner. Analyst firm

Quocirca has also highlighted the

company's strength in combining

capture and information management

capabilities with an open approach to

AI integration.

ARRIVING AT A CRITICAL TIME FOR

ENTERPRISE AUTOMATION

The timing of the 7.5 release aligns

with rising enterprise demand to

automate large volumes of

unstructured submissions, including

onboarding packs, claims, legal

documents, invoice trails, and longform

email threads. While digital

communications have widened access

to information, they have not

eliminated the gap between document

inputs and operational decisions. IDP

platforms are increasingly used to close

that gap by bringing decision-ready

data to downstream applications more

efficiently.

LOOKING AHEAD

Graham Etherington, Kodak Alaris

summarises the vision for the platform

succinctly:

"Our mission is to make document

intelligence open, application-oriented,

and sustainable for the long term. Info

Input Solution 7.5 does exactly that.

We reduce complexity, create more

room for innovation, and enable

customers to implement automation

faster and continuously develop their

processes in line with advances in AI."

More Info: www.kodakalaris.com




31

Dm OPINION: RISK ASSESSMENT

The Executive's 2026 Guide to Data Fortification

Ernie Crawford, President & CEO, Crawford Technologies details Eight Pillars of Risk

Assessment for Data

unprecedented coordination, affecting

three core pillars of UK business:

Operational Resilience: Organised

crime gangs (e.g. Hacking Inc.)

caused 44% of last year's breaches.

Their new tactic involves stealing

archives before encryption. This

means that data recovery no longer

guarantees data privacy or roll back

recovery.

Financial Integrity: Professional "Black

Hat" mercenaries remain undetected

in corporate networks for an average

of 292 days. This gives them

ample time to map financial

processes and intercept high-value

document streams (e.g., unencrypted

"hot folders").

For organisations who manage

millions of records containing

Personally Identifiable Information

(PII), Personal Health Information (PHI)

alongside financial data, perimeter

software and network defences no

longer provide adequate protection.

The financial impact of a breach

underscores this reality. The average cost

of a data breach globally is estimated at

around $4.5 million, with the UK and

Germany at just under $4 million and

the United States at approximately $10

million. Business disruption and

operational downtime account for nearly

one-third of these total costs. This

demonstrates that security failures are

no longer just IT hurdles, they are

enterprise-wide crises.

ADVERSARIAL PROFILES: WHO IS

TARGETING YOUR DOCUMENTS' PII

AND PHI?

Today's adversaries operate with

Regulatory Compliance: Between

nation-states seeking intellectual

property and hacktivists aiming to

undermine public trust, the risk of a

public data leak has become a toptier

liability under UK and EU regulatory

frameworks.

THE EIGHT PILLARS OF RISK

ASSESSMENT

Business leaders must look beyond the

firewall. Document and data security is

now a multi-dimensional risk that

directly impacts the balance sheet and

regulatory standing. If one of these

eight pillars is weak, the entire structure

is vulnerable.

The Human & Organisational Element

1. Staffing: Organisations with staffing

shortages face breach costs 43%

higher than those with optimised

teams.

2. Behavioural Governance: Employees

are involved in 68% of breaches.



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Dm OPINION: RISK ASSESSMENT

Corporate culture must prioritise

security over the "path of least

resistance."

3. Professional Certification: Third-party

audits such as ISO, SOC 2 and

HITRUST are not optional. They

provide objective evidence that your

security controls actually work.

The Extended Ecosystem

4. Process Security: 30% of breaches

originate in the supply chain. Legacy

processes like unencrypted FTP are

high-risk gaps.

5. The Physical-Digital Bridge: Digital

assets are frequently compromised

through physical entry points. Secure

print facilities and auditable access

are your first line of defence.

Infrastructure & Data Integrity

6. Active Network Validation: Firewalls

are only a baseline level of security.

Networks require continuous

adversarial testing to find logic flaws

before attackers do.

7. Device Firmware: Printers and

scanners are networked computers.

Automated firmware management is

critical to closing hardware

backdoors.

8. Persistent Data Protection: With

compromised PII costing an average

of £127 per record, encryption in

transit and at rest is a fundamental

financial safeguard.

STRENGTHENING DEFENSE

THROUGH AI AND AUTOMATION

Transitioning to a predictive defence

requires intelligent tools. Organisations

integrating AI and automation report

cutting breach resolution time by 80

days and reducing total costs by an

average of $1.9 million USD. Technology

rarely fails; people do. Manual processes

and a reliance on tribal knowledge

create vulnerabilities that standardised

protocols are designed to prevent.

Automation removes these risks by

enforcing consistent compliance checks

across every document, regardless of

who is managing the shift.

AI provides proactive threat detection

by analysing document access patterns

in real time. If a user account begins

accessing thousands of records outside

of normal hours, the system recognises

the anomaly and intervenes

immediately. This allows organisations

to neutralise threats based on their

behavioural fingerprint rather than

waiting for a post-incident report.

BUILDING A PROACTIVE DOCUMENT

SECURITY FRAMEWORK

To achieve document and data security,

organisations should consider adopting

a data-centric approach to document

lifecycle security.

Dynamic Multi-level Encryption: This

framework establishes your

"Communications Vault," a multi-layered

security architecture designed

specifically for high-volume

transactional environments. A single

print file can contain thousands of PII or

PHI records, making it a high-value

target. This approach eliminates

vulnerability by embedding security at

every layer of the system.

File Level: Encrypts the entire batch

during transit and storage to prevent

bulk data theft.

Document Level: Isolates individual

customer records. Securing data at

the document level ensures that a

single compromised record cannot

lead to a systemic breach.

Page Level: This delivers the last line

of defence. Encrypting data at the

individual page level protects sensitive

data through the final rendering

and print-preprocessing stages.

Intelligent Workflow Consolidation:

Complexity is the enemy of security.

Many communications organisations

often manage thousands of disparate

workflows, which are a sprawling maze

of processes that create systemic

vulnerability. These fragmented paths

service as unsecured back roads to PII

and PHI data, rather than a single,

governed secure entrance.

By leveraging AI and automation, you

can consolidate these workflows into a

single, streamlined highway. This

reduces the potential targets for an

attacker and mitigates the inherent

risks of human error and nonstandardised

processes.

Operational Guardrails: Building a

resilient defence requires addressing

both the access points and the people

managing them.

Unified Credentials: Organisations

must implement a unified authentication

system requiring a single,

secure credential for every production

tool. This centralises oversight

and ensures that access to sensitive

document streams can be revoked

instantly across the entire enterprise.

Continuous Training: Human error

remains a persistent vulnerability,

specifically regarding negligent

insiders and third-party vendors.

Implementing regular training is

essential; staff who complete regular

phishing simulations are four times

more likely to identify and report

suspicious activity.

THE BOTTOM LINE: TRUST IS THE

ULTIMATE CURRENCY

Securing PII, PHI and financial data is

more than a technical challenge; it is a

commitment that extends beyond the IT

department. A document is a critical

touchpoint in the relationship a business

has with its customers. When a

document is compromised, you lose

more than records. You lose the trust

that underpins your brand.

By embracing automation, streamlining

workflows and strengthening your

organisational pillars, you move from

being a target to being a fortress. In an

age where a breach is a matter of when

rather than if, your goal must be to

ensure that every communication

remains a symbol of integrity.

More Info: www.crawfordtech.com



IRMS CONFERENCE

17–19 May 2026

The Celtic Manor Resort, Wales

www.irmsconference.org.uk

The Celtic Collection:

Curating the Past, Navigating the Future

The annual IRMS Conference is *the* go-to event in the information

management calendar, bringing together over 400 practitioners,

compliance managers, senior executives and others from a range of

organisations across all industry sectors in the UK and beyond.

Headline sponsor:

#IRMS26

@IRMSConference

IRMS Conference

Total

Information

Management

Protect your confidential data

HIGH SECURITY SHREDDING

DOCUMENT STORAGE

CONFIDENTIAL SHREDDING

BACK UP TAPE ROTATION

PRODUCT DESTRUCTION

MEDIA AND DEED VAULT

Shredding

HARD DRIVE SHREDDING

Storage

DOCUMENT INDEXING

DOCUMENT SCANNING

PAPER RECYCLING

DIGITISING

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