DM1705

DOCUMENT 

M A N A G E R 

Dm 

www.document-manager.com 

DOCUMENT MANAGEMENT 

IMAGING & CAPTURE 

WORKFLOW/BPM 

CONTENT MANAGEMENT 

All is lost? 

The huge challenge of finding 

our documents 

Eco-friendly: 

The new approach for Digital 

Transformation 

Pupil power: 

Scanning in the education sector 

Slow progress: 

Will the NHS ever be paperless? 

Ready to go: 

Preparing for GDPR 

NEWS • PRODUCT FOCUS • USER PROFILE • INTERVIEWS 

ISSN 1351-3222 Vol 25 No 3 May/June 2017

Deliver world-class 

education with Canon 

from Northamber 

Enabling Richer 

Learning Experiences 

Students demand outstanding learning experiences at every 

stage of their education. Pre-school children are starting to 

leap ahead in smart technology use. Schools and colleges are 

being challenged to make learning more personalised, with 

access to resources at all times and from any location. 

These issues have become key concerns for parents and children choosing 

the best places for their education, which can cause financial challenges 

for educational institutions: a smaller cohort means less money to invest. 

Choosing the right technology and services can help you create world-class 

educational experiences for students, while helping to reduce costs and get 

excellent value from your budgets. 

• Information sharing 

• Student case fulfilment 

• Compliance management 

• Internal & external 

communications 

• Cost and energy 

management 

• Finance & procurement 

• Central print and 

personalisation 

The essential communication, process management, printing and information capture needs of schools, 

colleges and universities remain constant. Similarly, the challenges of cost control, service quality and 

providing outstanding student experiences are universal. 

Talk to the award-winning document management experts at 

Northamber on 020 8287 3000, about the full range of Canon scanners. 

Call us on 

020 8287 3000 

northamber.com | follow us 

©Northamber 2017 E and O.E. April ‘17 

Total Distribution 

DMmagPgAd-Canon_20611.indd 1 07/04/2017 15:38:46

Dm 

COMMENT 

This issue of Document Manager includes a 

preview of probably the second most eagerly 

anticipated event in the DM/ECM industry 

calendar (after our own DM Awards, of course!) - 

the AIIM Forum UK, which takes place on June 21st 

in London. The show has 'slimmed down' since its 

earlier incarnation as the AIIM Roadshow that 

travelled the UK a few years ago, but it remains the 

biggest and best showcase for the sector, with an 

unrivalled speaker programme. 

Editor: 

Dave Tyler 

david.tyler@btc.co.uk 

News Editor: 

Mark Lyward 

mark.lyward@btc.co.uk 

Publishing Director: 

John Jageurs 

john.jageurs@btc.co.uk 

Sales Manager: 

David Hammond 

david.hammond@btc.co.uk 

Production 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 

Published by: Barrow & 

Thompkins Connexion Ltd 

35 Station Square, 

Petts Wood 

Kent BR5 1LZ 

Tel: 01689 616000 

Fax: 01689 826622 

Subscriptions: 

UK: £35/year, £60/two years, 

£80/three years 

Europe: £48/year, £85 two 

years, £127 three years. 

ROW:£62/year, £115/two 

years, £168/three years 

Published 6 times a year. 

Single copies can be bought 

for £8.50 (includes postage & 

packaging). No part of this 

magazine may be reproduced 

without prior consent, in writing, 

from the publisher. 

©Copyright 2017 Barrow & 

Thompkins 

Connexion Ltd 

Articles published reflect the 

opinions of the authors and are 

not necessarily those of the publisher 

or his employees. While 

every reasonable effort is made 

to ensure that the contents of 

articles, editorial and advertising 

are accurate no responsibility can 

be accepted by the publisher for 

errors, misrepresentations or any 

resulting effects 

From my own conversations with past attendees I know that the round 

table and panel sessions are very highly regarded as an opportunity to 

interact with experts, analysts and other users to get real life viewpoints and 

advice. By showcasing new innovations in the co-located exhibition area, the 

event also helps delegates to understand the technologies that are becoming 

essential to improving process efficiency, customer service and competitive 

edge while maintaining compliance. And best of all, the whole event is free - 

see our preview on page 23 for full details of how to attend. 

And while I'm blowing the trumpet for events, let me come back to our 

own Awards night, which will be celebrating its 11th year in 2017. This is a 

remarkable achievement for any awards ceremony given the economic 

uncertainties of recent years, but for one with such a narrow technology and 

business focus, it is surely even more noteworthy. 

David Hammond, sales manager in charge of the DM Awards, is keen to 

encourage more new companies to get involved than ever before: "With 

most of the Awards decided by voting, the candidates have a part to play 

themselves. The impact that companies have made on readers over the past 

year will be a factor. We think there is a lot to play for. The marketing that 

companies do up to the close of voting will influence the outcome." 

I must also mention that there are still sponsorship opportunities available 

for this year's awards - if you're interested in using the ceremony as a way to 

promote your company's brand, or just in booking a table for the event, 

details can be found again on the Awards website, or by contacting David 

Hammond direct on 01689 616000 or via email at 

david.hammond@btc.co.uk. Nominations will be opening very soon so 

watch this space for further announcements! 

Dave Tyler 

Editor 

david.tyler@btc.co.uk 


May/June 2017 

@DMMagAndAwards 

3

Dm CONTENTS 

2 0 1 7 MAY/JUNE 

10 12 14 30 

Contents 

EDITOR’S comment.....................................3 

NEWS roundup...........................................6 

• Nuance, Lexmark in new partnership 

• Ideagen acquires PleaseTech 

MARKET FOCUS: Healthcare ..............................8 

STRATEGY: Credit management….................…..10 

RESEARCH: Information overload…...............………12 

CASE STUDY: Accident Exchange…................……..14 

INTERVIEW: Visioneer…..............................…..16 

OPINION: Digital Transformation……...................….18 

CASE STUDY: St. Columba's School……................…20 

EVENT PREVIEW: AIIM Forum UK……......…….…..23 

STRATEGY: GDPR…........................…………..24 

INFRASTRUCTURE: Capture….......................….26 

MARKET FOCUS: Education….......................…..28 

CASE STUDY: Hilson Moran…….................……..30 

STRATEGY: Content Services……..................……..32 

Features 

MARKET FOCUS: Healthcare………...........................................…..8 

Storetec's Daniel Johnson analyses some of the reasons why the NHS' race to 

go paperless has slowed to a crawl 

STRATEGY: Credit management.....................................................10 

EASY Software's Howard Frear examines the advantages for organisations 

of a more digital approach to the core business process of enterprise 

credit management 

RESEARCH: Information overload...............................................…12 

95% of UK organisations experience challenges when searching for 

documents, says new M-Files research 

INTERVIEW: Visioneer…………......................................................16 

DM Editor David Tyler speaks to Walt Thinfen, President and CEO of Xerox 

licensee Visioneer, about the company's technological focus and the 

importance of customer service 

OPINION: Digital Transformation..................................…...............18 

Steve Mulroy, Portfolio Marketing Manager, EMEA Region, Kodak Alaris 

Information Management, explains why an ecosystem is key to successful 

digital transformation 

INFRASTRUCTURE: Capture...........................................................26 

Standardising on a single platform for scanning and capture can help reduce 

operational costs and improve Enterprise agility, argues ibml's Ashley Keil 

STRATEGY: Content Services................................…..................….32 

It's time for antiquated ECM suites to give way to modern Content Services 

platforms, argues Brendan English, Vice-President at ASG Technologies 

4 @DMMagAndAwards May/June 2017 www.document-manager.com

EASY INVOICE 

FOR FAST, CONTROLLED 

AND ROBUST DOCUMENT 

MANAGEMENT 

Saving invoice processing costs, 

reducing controlled invoice receipt-to 

payment times, improving cash flow 

and giving robust audit compliance 

ABOUT SOLUTIONS SERVICES ABOUT CUSTOMERS SOLUTIONS CONTACT SERVICES ABOUT CUSTOMERS SOLUTIONS CONTACT SERVICES CUSTOMERS CONTACT 

www.easysoftware.co.uk Tel: +44 (0)1284 727870 

EASY CONTRACT EASY INVOICE EASY RECORDS for HR

NEWS Dm NEWS ROUND UP UP 

Nuanced partnership for Lexmark 

Nuance has announced a 

new strategic partnership 

with Lexmark to provide 

Nuance document 

imaging solutions worldwide. 

The relationship 

includes rights for Lexmark 

to sell and distribute Nuance 

AutoStore, Equitrac 

Office/Express and SafeCom. 

In addition, Nuance will provide 

service and support to 

qualifying customers. 

KISS your ECM problems goodbye? 

"The primary beneficiaries 

of today's news are Lexmark's 

customers who now 

have access to the industry's 

pre-eminent MFP capture 

and print management 

solutions with AutoStore, 

Equitrac and SafeCom," said 

Chris Strammiello vp of 

global alliances & strategic 

marketing, Nuance Document 

Imaging. 

www.nuance.com 

Legacy ECM systems are 

complex and force users 

to change the way they 

work, and as a result, they 

suffer from low user adoption 

rates. This is illustrated in 

a recent survey commissioned 

by M-Files and conducted 

by Vanson Bourne, 

which found that 46 per cent 

of businesses still encounter 

problems when searching for 

documents and information, 

despite having a purposebuilt 

ECM solution in place. 

These difficulties, along 

with alternative approaches 

and solutions, are explored in 

a new intelligence paper 

from M-Files and Quocirca. 

Julian Cook, VP of UK Business 

at M-Files, said: "The 

very essence of an ECM solution 

is to improve and 

enhance information management 

within organisations. 

However, the problem 

with many ECM systems is 

that they are not intuitive 

and user friendly. As a result, 

employees often choose to 

bypass the ECM system in 

favour of simpler ways to 

save, share and manage 

information. Thus, the old 

inefficiencies and risks to 

information security remain." 

The M-Files research found 

that 59 per cent of businesses 

state that their employees 

use personal devices or filesharing 

applications to access 

and share company information. 

These unauthorised 

practices put company data 

at risk. Clive Longbottom of 

Quocirca agrees: "These systems 

have become widely 

used in organisations, creating 

new and insecure repositories 

of information." 

Longbottom believes that 

organisations should 

embrace the KISS mantra of 

'Keep it simple, stupid' when 

evaluating ECM platforms 

and instituting information 

management practices and 

policies. Cook added: "By 

leveraging an intuitive metadata-based 

approach for 

organising information by 

what it is versus where it's 

stored, businesses can break 

free from the old folderbased 

system and enable 

employees to find and manage 

information in an easier 

and faster manner. This kind 

of approach is far more user 

friendly, meaning that 

employees are much less likely 

to turn to other applications 

to share information. In 

turn, IT departments can 

retain control of information 

and how it is being used." 

www.m-files.com 

Added flexibilty for imageFORMULA 

Specifically designed to 

partner Canon image- 

FORMULA scanners, the 

new imageFORMULA 

Flatbed Scanner Unit 102 

(FSU102) enables users to 

capture images from both 

devices in one operation - 

using the same software 

driver interface. As the ADF 

and FSU102 work together, 

users are able to combine 

several documents, from 

both sources, and create a 

single file - improving productivity 

for even complex 

workflows. 

A4 page scanning takes 

less than three seconds in 

grayscale and under four 

seconds in colour. From A4 

documents down to smaller 

items, such as passports, all 

Ideagen acquires PleaseTech 

Ideagen Plc, the Nottingham-based 

information 

management software 

provider, has announced the 

acquisition of PleaseTech 

Ltd. UK-based PleaseTech 

specialises in the development 

of software solutions 

for collaborative authoring 

and review of corporate documentation. 

PleaseTech has 

over 180 customers worldwide 

using its PleaseReview 

software product including 

70% of leading pharmaceutical 

and biotech organisations 

and four of the largest 

defence organisations globally. 

The company also has a 

significant customer base in 

government, transport and 

manufacturing. 

materials can be captured 

quickly and easily, allowing 

work to be completed in a 

faster timeframe. The 

FSU102 enables users to 

scan bound documents, 

books and fragile media (up 

to A4) swiftly and simply. 

The FSU102 delivers high 

resolution scanning to 

ensure crisp detail and perfect 

accuracy. As well as 

Auto Colour Detection, 

Auto Resize and Text Orientation 

Recognition, the 

device offers impressive 

image processing features 

including Auto Resolution, 

2D Code module compatibility, 

Background Smoothing, 

Notch Removal and 

Dot Eraser. 

www.canon.co.uk 

Ideagen CEO, David Hornsby, 

said the acquisition 

would consolidate the company's 

position in several 

industries, particularly within 

Life Sciences. He stated: 

"PleaseTech brings to the 

Group outstanding intellectual 

property in the form of 

its PleaseReview software 

which will complement our 

existing product suite, particularly 

helping to strengthen 

our position in Life Sciences. 

"The acquisition will also 

see the integration of 

PleaseTech's experienced 

and talented workforce into 

the wider Ideagen Group 

and boosts our existing 

client base." 

www.ideagen.com 

6 


May/June 2017 

www.document-manager.com

NEWS NEWS ROUND UP DmUP 

Scanners for the digital transformation era 

EDM Group has 

announced a rebrand 

around the theme of 

'Paperfreedm', which 

encapsulates the company's 

drive to minimise 

paper usage among its 

clients by using the latest 

technologies to digitise 

information and simplify 

data management. 

Established in 1974, EDM 

Group has continuously 

evolved its approach to 

information management 

from simple scanning and 

document storage to 

Fujitsu subsidiary PFU 

(EMEA) Limited has 

unveiled two new document 

scanners: the fi-7700 

and fi-7600. The new models 

are able to capture documents 

up to A3 size in a 

wide variety of paper 

weights in one batch, saving 

time and cost for production-level 

scanning in a 

professional environment. 

The fi-7700 model combines 

ADF (Automatic Document 

Feeder) and flatbed 

functionality. Both models 

provide a higher level of 

flexibility than higher volume 

scanners. Users can 

load documents easily by 

adjusting the rotating ADF 

of the fi-7700 to suit the 

users' office or workspace 

environment. 

The straight paper path 

allows for very thick materials 

to be processed. 

The A3 flatbed in the fi- 

7700 is well suited for fragile 

or oversized documents 

like magazines. The fi-7600 

model comes with dual 

fold-out operating panels 

to support left-to-right and 

right-to-left scanning scenarios. 

These new additions 

to the fi Series process a 

wider variety of document 

qualities, materials, shapes 

and sizes without special 

settings or operator interaction, 

granting the user 

even more flexibility. 

The fi-7700 and fi-7600 

boast scanning speeds of 

100 ppm / 200 ipm (A4 

landscape, colour, 

200/300 dpi) and are optimised 

for centralised scanning 

of up to 30,000 documents 

per day. 

www.fujitsu.com 

EDM Group embraces Paperfreedm 

encompass new technologies 

such as Artificial Intelligence, 

Robotics and Digital 

Mailrooms, enabling 

organisations to receive, 

capture, store, process and 

handle critical information 

much more efficiently. 

Carol-Ann King, Head of 

Global Marketing at EDM 

Group, said: "With input 

and feedback from clients 

and other stakeholders, we 

have developed a single 

unified global brand identity 

for the UK and the US. 

www.edmgroup.com 

Automated document management 

The new IntelliChief ECM 

Workbench provides 

automated information 

capture and indexing from 

any source format. Key 

data fields are tandempopulated 

in enterprise 

resource planning systems 

(ERP) and line of business 

applications without manual 

keying, validating data 

and lifecycle managing 

documentation. 

Workflows are configured 

to match a company's specific 

processes, automating 

interdepartmental project 

and transaction information 

flow, with reporting 

capability on data sets of 

any ECM-integrated ERP 

and business system. Functional 

ECM workflow 

expansions include: 

• Interactive lookups to 

simultaneously search, 

access and automate additional 

documentation into 

ECM workflow from user's 

ReadSoft Online R9 from 

Kofax delivers cloudbased 

capture and invoice 

processing. The release 

automates the accounts 

payable process by capturing 

invoices, extracting 

invoice data and exporting 

verified data to ERP, 

accounting and other 

applications. Key new features 

include: 

• A new HTML5 interface 

offering an intuitive screen 

presentation that makes it 

easier for developers to 

generate interface 

improvements. 

• Upgraded capture capabilities 

with enhanced line 

item extraction, learning 

and optimisation to readily 

identify country-specific 

ERP and business system 

databases 

• Workflow search feature 

allowing users to 

quickly locate information 

in any stage of workflows 

• Documentation organisation 

flexibility, allowing 

users to easily configure 

their preference for organising 

and viewing information, 

based on what's 

most functionally appealing 

to them 

•An Open Page option 

to open separate thumbnail 

viewing windows to 

compare multiple document 

pages for on-screen 

convenience 

•IntelliChief's Data Entry 

Window feature is incorporated 

into the Workbench, 

allowing information 

capture and editing as 

needed per project or 

transaction, assuring upto-date 

workflows. 

www.intellichief.com 

Kofax enhances ReadSoft Online R9 

invoices, improved custom 

extraction fields and 

enhanced auto learning. 

• Improved reporting for 

better extraction of key 

analytical data and access 

to reports using Excel. 

• Increased partner channel 

autonomy with simple 

integration to applications 

through easy-to-use APIs 

and XML outputs. 

"The cloud is changing the 

face of AP automation," 

said Reynolds C. Bish, CEO 

of Kofax. "ReadSoft Online 

R9 leverages the cloud to 

offer the best capture, 

extraction and validation 

solution for invoice processing 

and AP automation. 

www.kofax.com 


May/June 2017 


7

Dm MARKET FOCUS: HEALTHCARE 

Slow progress 

Storetec's Daniel Johnson analyses some of the 

reasons why the NHS' race to go paperless has slowed 

to a crawl 

When Jeremy Hunt made a 

speech in January 2013, boldly 

proclaiming his plan to establish 

a paperless NHS by 2018, it was warmly 

received by his audience. His dream was 

to save billions, improve services and 

address the challenges of an aging 

population by converting paper records to 

digital files. These files would then be 

uploaded to a powerful IT system, 

capable of communicating with every 

department in the NHS. 

Under these plans vital information from 

GPs, dentists, hospitals and clinics could 

be brought together and accessed at the 

touch of a button. A paperless NHS 

would also empower patients, letting 

them book prescriptions and other 

services online or speak to their doctor via 

a video link. In addition it would allow 

patients to use digital tools to send realtime 

data on health conditions such as 

hypertension, cancer and diabetes direct 

to the medical professionals in charge of 

their care. 

While no-one questioned the benefits of 

a paperless NHS in 2013, the challenges 

that lay ahead were enormous. They 

included the digitisation of a vast array of 

paper records stored in filing cabinets 

across the length and breadth of the UK. 

With no funding for extra staff, employees 

would be expected to sort through files 

and scan records in addition to carrying 

out their normal departmental duties. 

It's no wonder that progress was 

painfully slow. So slow, in fact, that Hunt's 

2018 deadline slipped back to 2020. In 

October 2015 the government invited 

Professor Bob Wachter from the University 

of California to advise on the plan, and 

following his report the deadline was put 

back to a more realistic 2023 date. 

Efforts to digitise files in-house have 

proved problematical for many NHS 

departments. Staff struggle to find time 

for the extra work involved and crucially 

they also lack the state-of-the-art 

scanning equipment needed to create the 

high-quality, low file size digital 

documents suitable for use within NHS 

IT patient record systems such as EMIS 

or SystmOne. 

PICK UP THE PACE WITH 

OUTSOURCING 

If you are an NHS administrator tasked 

with digitising your department's records, 

you'll be only too aware of the huge task 

ahead. But while the commercial sector 

has always been happy to outsource such 

work to document management 

companies, some NHS providers have 

been reluctant to release confidential 

documents for processing. 

Storetec is part of a new generation of 

document and record management 

companies for whom security is just as 

important as the cutting edge equipment 

and facilities they offer. Storetec provide a 

secure, door-to-door service to collect 

your documents and once they are 

scanned, they will be password protected 

and shielded behind layers of encryption. 

The revised deadline of 2023 is now just 

six years away, so the race to achieve a 

paperless NHS will have to pick up the 

pace if it is to meet government targets. If 

you want to learn more about Storetec's 

ultra-secure scanning systems, get in 

touch with their expert team today. 

More info: www.storetec.net 

8 


May/June 2017 


Bring your Blipped Microfilm into the Digital 

Age with the ScanPro i9300! 

The ScanPro ® i9300 microfilm scanner is the product you’ve been waiting 

for to bring your blipped film into the digital age. We know that original 

blipped film scanners are aging and limited in their capabilities. That’s 

where the i9300 comes in! 

Find your blip the first time 

Utilizing patent pending technology, the ScanPro i9300 finds your 

blip the first time with fast and exceptionally accurate searching. 

It works with one, two, and three level simplex and duplex film 

and is ALWAYS as easy as 1-2-3. 

1 2 3 

load your film | enter your search address | click search 

Automatic Scanning/Printing Included: 

The i9300 automatically scans and prints a single image or a range 

of images of one-, two-, or three-level simplex and duplex film. 

Optional IMS AUTO-Scan ® Pro: 

With the IMS AUTO-Scan Pro optional software, the i9300 will also automatically: 

• Scan and print an entire roll of film 

• Name the files using the document address 

• Convert the files to text with OCR technology 

• Collate them into multi-page PDFs grouped by batch, file, and page addresses 

IMS AUTO-Scan Pro does all of this with unparalleled speed and accuracy. 

The ScanPro i9300. 

Precise. Powerful. Universal. 

Universal microfilm scanner 

Not only does the i9300 support blipped 

film, it also scans/prints your fiche, 

ultra-fiche, aperture cards, micro 

cards, and 35mm roll film microfilm, 

making it truly universal! 

The ScanPro i9300 is the solution 

you’ve been waiting for. It is easy 

to use, reliable and backed by an 

unmatched 3-year warranty and a 

lifetime lamp warranty. 

Blipped Film 

www.e-imagedata.com • 800-251-2261 

www.facebook.com/eimage.data • @eImageData

Dm STRATEGY: CREDIT MANAGEMENT 

Credit where it's due 

EASY Software's Howard Frear examines the advantages for organisations of a more 

digital approach to the core business process of enterprise credit management 

Credit Management is vital to the 

efficient processing of the modern, 

integrated enterprise. The reasons 

are numerous: it helps speed up company 

and supplier credit management, as all 

the necessary due diligence can be stored 

in secure digital form, and third party 

credit reports and references are always 

electronically on hand to confirm checks. 

Credit terms for specific, identified 

customers are easy to access and keep 

tabs on, especially as digital templates in 

the format your company prefers, and 

reviewed by the legal team whenever a 

contract demands a non-standard 

extension. Finally, you have a full 

workflow, with audit trail, to reference. 

Clearly, an electronic history of your 

previous transactions with suppliers makes 

it far easier to search for serial fraudsters 

or bad payers. Even something as simple 

as a postcode for an accommodation 

address could help identify a questionable 

customer or supplier, for example. 

As a result of all these benefits, experts 

are starting to recommend that all 

supplier quotes are digitally stored in a 

Document Management (DM) enabled 

Credit Management environment, 

accessible to credit management 

specialists, along with useful customer 

order (PO) and confirmation details to 

keep the relationship's progress clear. 

CUT DOWN 'DEBTOR DAYS' 

That's on the long-term supplier 

relationship side. On a day-to-day basis, 

can it help? Absolutely: using a fully 

paperless credit approach can help on 

items coming in and out of your 

warehouse every day. Goods supplied with 

full delivery documentation captured inbound 

to confirm acceptance against your 

order is critical for fraud prevention and 

for fully closing the delivery transaction 

loop. It also gives you the permanent 

option of being able to check on any 

delivery issues, as the outcome of every 

delivery gets properly recorded. 

For items going out, you need the same 

processes and checks: think about how 

useful it would be to have every sales 

invoice raised securely tied to your internal 

finance (ERP) system, with the quote and 

terms linked as stored documents. 

Completed electronically, you can log in a 

delivery receipt: some customers we work 

with are going even further and moving 

to full supplier portal integration, with 

sign-on acting as proof of receipt by a 

customer or partner. 

All in all this represents an efficient, 

friction-free process for normal business. 

And when things go wrong, the good 

news is DM can help with problem areas 

of credit. For example, chasing debt can 

become a process fully dictated by your 

business rules, with all interactions 

recorded electronically. Your aim should 

10 


May/June 2017 


STRATEGY: CREDIT MANAGEMENT Dm 

"MOST CUSTOMERS WILL WANT TO PAY ON TIME TO NOT ADVERSELY 

AFFECT THEIR CREDIT HISTORY, PROVIDING THE GOODS AND SERVICES ARE 

FIT FOR PURPOSE. BUT FOR THE RARE PROBLEM CASES, GOING DIGITAL CAN 

MEAN FRAUDULENT/HABITUAL BAD PAYERS CAN BE IDENTIFIED USING 

ELECTRONIC SYSTEMS. THE LARGER FIRM CAN AFFORD ADVANCE TREND 

SPOTTING TOOLS THAT CAN FLAG UNCHARACTERISTIC BEHAVIOUR EARLY, 

AND THE COST OF SUCH TOOLS IS COMING DOWN FOR MIDSIZE 

ENTERPRISES TOO." 

be to keep the amount of time you are in 

debit to a minimum, so ensuring internal 

communications about debts copy in 

both the service/goods user, the 

purchasing team, quoting the original 

order and the finance team at the 

customer (its accounts payable contacts). 

Clear, single line invoices are superior here 

to complex, multi-line versions, which are 

easier to produce, but are harder to 

automate at the customer end for swift 

payment. 

You also never want to have to repeat 

sending invoices. This can cause 

bottlenecks that may feed into a drawnout, 

duplicate checking process, or worse, 

result in duplicate payments, which 

creates unwelcome work and uncertainty 

as you work to keep your accounts 

accurate and as real-time as possible. 

BETTER BE DIGITAL IF YOU NEED TO 

BE LEGAL 

However, how do you reach this level of 

efficiency if you are a major company 

working at scale, like a Fast Moving 

Consumer Goods (FMCG) player, for 

instance? EDI (Electronic Document 

Interchange) is still the standard at scale 

for high volume transactions, typically for 

your biggest 20% of customers. Long 

seen as a Rolls Royce solution, cost is 

rapidly coming down for such systems, 

which offer attractive integration 

between your in-house DRM, ERP and 

EDI systems. 

Word of advice: if you choose this path, 

ensure proper storage of the data stream, 

and provide human-readable content for 

query purposes at key staging points. 

Sounds great, and our customers really 

are doing this and getting the benefits 

right now. The last word on Credit 

Management for the 21st century is on 

the legal side. If things ever get litigious 

due to a credit dispute, having a 

complete digital transaction history 

makes it easier to fight cases of nonpayment. 

That's the last resort, as we all know. 

Most customers will want to pay on time 

to not adversely affect their credit history, 

providing the goods and services are fit 

for purpose. But for the rare problem 

cases, going digital can mean 

fraudulent/habitual bad payers can be 

identified using electronic systems. The 

larger firm can afford advance trend 

spotting tools that can flag 

uncharacteristic behaviour early, and the 

cost of such tools is coming down for 

midsize enterprises too. 

Making Credit Management as digital as 

you can makes a lot of sense. That applies 

to the trader, as having a top-end, 

seamless, digital credit management 

function is increasingly a differentiator for 

customers, singling you out as a premier 

supplier who can demonstrate you are on 

top of this area. Senior management in 

particular at a prospect always feels 

reassured seeing this level of 

professionalism in a supplier. 

And DM-empowered embedded credit 

management works as well at the high 

value, low volume end (think big 

engineering or construction projects) as 

at the low value, high volume end 

(consumer goods, say). They're both ends 

of the same spectrum, don't forget - a 

spectrum marked by the need to keep 

money and goods flowing at the pace the 

process demands. 

For all these reasons, DM-powered 

credit management is the way to go, as it 

helps the company internally, as a partner 

with others and as a supplier to 

customers. How can you resist the call to 

digital credit management? 

More info: www.easysoftware.co.uk 


May/June 2017 


11

Dm RESEARCH: INFORMATION OVERLOAD 

All is lost 

95% of UK organisations experience challenges when 

searching for documents, says new M-Files research 

New research commissioned by M- 

Files has revealed that an 

overwhelming 95 percent of UKbased 

organisations face some sort of 

challenge when trying to find, access 

and edit documents and information in 

the workplace. 

In the survey carried out by Vanson 

Bourne that polled 250 IT decision-makers 

across a variety of private and public sector 

organisations, the findings identified some 

significant challenges facing employees 

when trying to manage documents in the 

workplace. The survey revealed that: 

63 per cent of respondents said that 

they find it challenging to find 

information in the workplace at least 

some of the time, and 95 per cent 

faced some sort of difficulty accessing 

and managing information; 

64 per cent state that documents are 

often saved in the incorrect folders 

or systems; 

Half of workers cited issues with 'version 

creep', with multiple versions of 

documents saved in different places; 

Four in ten encounter issues with 

documents being named incorrectly; 

29 per cent reported problems with 

accessing documents from different 

devices; 

63 per cent said they have had to 

recreate documents that already existed 

because they were unable to find them. 

This is something that the public sector 

is especially guilty of, with 71 per cent 

of public sector respondents having 

had to recreate documents; a 

significant waste of taxpayers' money. 

For Julian Cook, Director of UK Business at 

M-Files, the results demonstrate that UKbased 

organisations continue to struggle 

with content chaos, with productivity 

suffering as a result: "The fact that the vast 

majority of businesses experience some 

degree of difficulty in finding and 

managing documents speaks to the need 

for a better approach for managing 

business-critical information assets. 

Organisations of all sizes are struggling to 

manage ever-increasing amounts of 

content, which is not only leading to a 

frustrating and time-consuming experience 

for employees, but it also affects the ability 

to serve customers effectively." 

The survey also revealed that 90 per cent 

of remote workers find it at least 

somewhat challenging to find documents 

when working outside of the office. 

Cook added: "There's a growing trend 

towards mobile, remote and flexible 

working, which are key to unlocking a 

broad range of organisational benefits, 

from improved productivity to higher 

rates of employee satisfaction. However, 

to realise these benefits, organisations 

need to ensure that employees have the 

same easy access to documents when 

they're out of the office as they enjoy 

when at their desks. 

"Unfortunately, this research 

demonstrates that the vast majority of 

organisations just aren't providing 

employees the tools they need to do their 

jobs effectively when they're on the 

move. Companies need to focus heavily 

on providing the right tools to make 

flexible and remote working 

straightforward for everyone." 

To help remedy these problems both for 

office-based and remote workers, Cook 

believes that organisations need to think 

more deeply about how ECM solutions 

can be leveraged to make the 

management of information much more 

efficient: "When an organisation 

implements a flexible, powerful and 

simple to use ECM solution, employees 

are no longer wasting time searching for 

documents that would otherwise be 

hidden amongst a maze of network 

folders or other business applications." 

More info: www.m-files.com 

12 


May/June 2017 


Scanning a sea of documents. Xerox makes it simple. 

Considering the amount of documents you work with every day, we know scanning can get in the way of your work. 

That’s why Xerox offers a wide range of scanning solutions equipped with all the industry-leading tools you need to 

make scanning easier and faster. So you can keep moving—no matter how many documents stand in your way. 

Xerox ® DocuMate ® 4799 

• 112 ppm / 224 ipm at 300 dpi 

• A3 (11" x 17") paper size 


• 90 ppm / 180 ipm at 200 dpi 

• Compact design 


• 60 ppm / 120 ipm duplex scanner 

• ID-Card and long document scanning 

xeroxscanners.com 

©2014 Xerox Corporation. All rights reserved. Xerox ® , Xerox and Design ® , Ready For Real Business ® and 

DocuMate ® are trademarks of Xerox Corporation in the United States and/or other countries.

Dm CASE STUDY: ACCIDENT EXCHANGE 

Relieving the data pile-up 

Accident claim data from multiple sources and formats 

is being efficiently managed in a way that provides total 

data retention and evidence-quality audit trail, at 'nofault' 

insurance specialists Accident Exchange 

Britain is home to 30 million vehicles, 

which travel 241 billion miles every 

year and are involved in 12,000 

accidents every day. Where the accident 

was not the driver's fault, Accident 

Exchange, part of the AIS Group, helps 

around 6,000 motorists regain mobility 

with a fleet of 2,600 vehicles and dedicated 

agents who handle the paperwork. The 

Accident Exchange service includes 

interacting with the at-fault motorist's 

insurers and organising repairs, helping to 

reduce stress and complications. 

Because insurance claims can involve the 

police and sometimes legal matters as well 

as multiple third parties, keeping absolute 

track of each case is essential. Accident 

Exchange also handles insurance and 

financial matters, which are governed by 

tight regulatory controls as well as agreed 

insurance protocols. 

As Ray Ford, CTO at AIS Group, explains, 

"The challenge for insurance claims is 

keeping all the materials in one place, which 

these days can extend to hundreds of items, 

ranging from voice call recordings to photos 

and videos, plus ancillary correspondence. 

We are obliged to keep verifiable records 

that ideally cannot be deleted or altered, as 

they might be used in litigation later. 

Equally, while regulations require us to 

retain that data, we are also required to 

delete it completely on retention expiry, and 

failure to comply at either end of the data 

life cycle can invite draconian financial 

penalties." He continues, "We have millions 

of pieces of claims evidence to manage, 

totalling many tens of terabytes. At any 

point, we need to be able to find relevant 

items, know who has been looking at them, 

and provide an auditable track of that 

activity - without collapsing under the sheer 

weight of data growth." 

BALLOONING VOLUMES 

Accident Exchange had formerly followed 

a traditional route to managing data. Call 

recordings were managed by the relevant 

telephony application, and documents and 

images resided on file servers. Case notes 

were handled by the company's own inhouse 

claims management application, 

and archive claim data was moved to file 

14 


May/June 2017 


CASE STUDY: ACCIDENT EXCHANGE Dm 

"THE UNIQUE CAPABILITIES OF HITACHI CONTENT PLATFORM GIVE ACCIDENT EXCHANGE COMPLETE CONTROL 

OVER ITS BUSINESS APPLICATION DATA, FROM CALL RECORDINGS TO ENGINEERS' CRASH REPORTS. WITH HCP, 

WE CAN PREVENT CHANGES TO EVIDENTIAL DOCUMENTATION, RETAIN AND DELETE DATA, AND 

SIMULTANEOUSLY ENSURE FULL COMPLIANCE WITH INSURANCE AND FINANCIAL INDUSTRY REGULATIONS." 

archive locations. 

"Operating in a siloed fashion did not 

give us the control we needed, with 

multiple proprietary systems to manage 

and back up and protect all customer 

interactions. With a minimum retention 

period of 10 years, our data volumes were 

in danger of ballooning. As a priority, I 

wanted to abstract files away from the 

creating application and bring everything 

associated with each claim into a single 

place," explained Ford. 

"Ultimately, the agents need all this 

information available at their fingertips - 

SMS messages (if used), engineering 

inspection reports, body-shop 

photographs, client incident photographs 

and videos, call recordings, and receipts 

and other documents - as soon as a 

customer calls, regardless of how they 

were created and when. Even though we 

might have tens of millions of files, we 

wanted all claim items searchable and 

listed for access at any time," he continues. 

"I knew that for unstructured data like 

ours, object storage held the answers. 

Object storage would enable us to present 

data independently of the source 

application, and to protect, retain and 

delete it securely at expiry to meet our 

compliance obligations. Hitachi Content 

Platform (HCP) was the object storage 

solution that could meet these criteria. 

HCP would enable us to read and write 

data directly from our in-house Accident 

Exchange application with no intermediate 

technology or connection layer." 

SILOS ELIMINATED 

Accident Exchange has moved all of its 

claims data storage and some of its nonclaims 

data to HCP, including scanned 

invoices that are placed directly into 

purchase ledger namespace. Search and 

audit processes are streamlined with no 

need for paper copy archives. 

As part of an ongoing project, claims 

management and related applications, 

such as the voice call recorders, write data 

direct to HCP. The platform manages 

access, audit, protection, retention and 

expiry of each object, according to defined 

policies or claim status. 

Each object is stored twice on HCP, and 

then replicated to a remote data centre 

where a second HCP similarly stores twin 

copies. This arrangement eliminates the 

need for traditional backup processes, as 

data is automatically and dynamically 

mirrored to the second solution. With 

each object, Accident Exchange has the 

option to store additional custom 

metadata, such as origination source, or 

user and access history, enabling a 

complete audit trail in compliance with 

regulatory obligations. 

For expired or archived claims cases 

where regulations require full data 

deletion, at the retention termination 

point, HCP can automatically erase all 

objects associated with the specific case, 

once triggered. HCP reports completion of 

the process to central database, so 

Accident Exchange can prove that the 

data has been removed. Any future visit to 

the case information provides a report of 

the deletion, and confirms compliance, yet 

the claim remains referenceable for audit 

purposes. While work on these processes 

is ongoing, Accident Exchange only retains 

the data if a legal hold or other process 

supersedes the retention rule. 

"Using object storage on HCP, we can 

control and report on who has seen data, 

when they have seen it, and why. For 

example, if Accident Exchange is asked to 

provide a record of our interactions with a 

particular individual's claim, HCP, in 

conjunction with our claims application, 

allows us to deliver a complete answer 

within just a few minutes," Ford explains. 

"Additionally, HCP enables us to eliminate 

the data silos. All the key applications, 

such as call recording, interface directly 

with Hitachi Content Platform using the 

native RESTful interface. Our agents can 

see everything relating to a case in one 

place, without hopping from one 

application to another, or requiring IT 

Service Desk support, saving considerable 

time and improving the customer 

experience. It also means we are 

application-agnostic when it comes to 

refreshing technologies. There is no 

vendor lock-in as data is abstracted from 

application." 

He adds, "Automated triggered data 

deletion of expired data ensures we 

comply with regulations at both ends of 

the process and over time helps us to 

manage data growth. Eventually, deletion 

will free up space for new claim data and 

reduce absolute physical growth. Even as 

people now add videos to their claims and 

the storage volume balloons, we know 

that after the required period the data will 

be removed, helping to reduce storage 

space growth and cutting the need for 

capital expenditure on storage capacity. 

This tier of storage is considerably cheaper 

than Tier 1, which we used in the past, 

and backup capacity has plummeted also." 

Ford concludes: "The unique capabilities 

of HCP give Accident Exchange complete 

control over its business application data, 

from call recordings to engineers' crash 

reports. With HCP we can prevent changes 

to evidential documentation, retain and 

delete data, and simultaneously ensure full 

compliance with insurance and financial 

industry regulations." 

More info: www.hds.com 


May/June 2017 


15

Dm INTERVIEW: VISIONEER 

Vision on 

DM Editor David Tyler speaks to Walt Thinfen, President and CEO of Xerox licensee 

Visioneer, about the company's technological focus and the importance of 

customer service 

David Tyler: Visioneer has seen 

significant growth in the 

UK/EMEA market in recent years. 

Is that simply down to 

hardware/scanners, or has the business 

evolved with the rise of concepts like 

Digital Transformation? 

Walt Thinfen: We have always been in 

the business of responding to what our 

customers say to us, and these days they 

are no longer necessarily talking about 

'feeds and speeds': their concerns are 

around improved productivity, enhanced 

security, or more effective workflows. 

The lion's share of our business still 

comes via the channel so our focus is on 

enabling our partners to better serve 

those kinds of needs. 

Digital Transformation is a complex 

term, and everyone seems to be putting 

their own definitions around it, but to 

us it really means understanding the 

pace of business challenge. Businesses 

are looking to accelerate the rate at 

which they can respond to changing 

needs, and scanning and capture of 

course are very much a part of that 

equation. 

At the same time, a lot of processes 

and knowledge are still trapped in the 

'analogue world': so how do we free 

those businesses from paper and unlock 

the potentially valuable information, 

that can then be used to make faster - 

and better - business decisions? 

Search is more important than ever: it 

is one thing to scan and store content, 

but how do you find that information 

when you really need to? There are 

many choices out in the market for 

repositories and cloud services, and the 

average user now might be walking 

around with 3 or 4 different devices 

(tablet, smartphone, laptop etc.), on top 

of the desktop in their office. So when 

you are on-boarding information that is 

coming via any of those devices and 

into any number of services and 

systems, how do you find it and make 

use of it? 

Our aim is to become the 'hub' for 

information; collection, dissemination 

and search. We are layering an AI 

component on top of search so that 

users can quickly and easily - using NLP 

(Natural Language Processing) - tell their 

device to go and 'fetch' the information 

that they need. It is no longer just about 

scanning in and of itself: this is true 

Digital Transformation. 

DT: Presumably this requires a move on 

your part towards a more softwarefocused 

proposition? 

WT: There is a tremendous emphasis in 

the whole capture space on services 

16 


May/June 2017 


INTERVIEW: VISIONEER Dm 

"OUR AIM IS TO BECOME THE 'HUB' FOR INFORMATION; COLLECTION, DISSEMINATION AND SEARCH. WE ARE 

LAYERING AN AI COMPONENT ON TOP OF SEARCH SO THAT USERS CAN QUICKLY AND EASILY - USING NLP 

(NATURAL LANGUAGE PROCESSING) - TELL THEIR DEVICE TO GO AND 'FETCH' THE INFORMATION THAT THEY 

NEED. IT IS NO LONGER JUST ABOUT SCANNING IN AND OF ITSELF: THIS IS TRUE DIGITAL TRANSFORMATION." 

offerings, and a shift toward the 'top 

right hand quadrant' - where it's about 

being more service-enabled, more B2C, 

more consumer-driven, and it's all about 

mobile, and Cloud, Big Data and AI. 

Those companies who can quickly step 

up and respond to what the market is 

demanding will be the winner in that 

space - and we certainly feel that we 

are among the leaders right now. 

We have a significant 'boost' right out 

of the gate because of our partnership 

with Xerox (under whose license we 

manufacture the Xerox DocuMate range 

of scanners), which has been ongoing 

since 2003. We're lining up our global 

partner programme to align with 

Xerox's global channel plans, so that we 

can better respond to the needs of both 

Xerox itself and its customers. 

DT: Are there particular markets that 

you are targeting - and has that 

changed with the shift towards services 

and software? 

WT: When you look at both North 

America and EMEA, many of the same 

market segments really stand out for 

us: banking & financial services, 

insurance, healthcare, and local/central 

government. And those markets 

probably cover 70-75% of the total 

document capture business as it stands 

at the moment. 

Potential growth areas for scanning 

include higher education and 

manufacturing, markets that have been 

heavily paper-intensive in the past and 

are now looking to get on board with 

the whole document transformation 

management (DTM) trend. Any 

business that moves a lot of paper, that 

has lots of disparate workflows, that 

has regulatory or compliance issues to 

address, they will all have a 

requirement that we could potentially 

address. 

What I point out to customers is this: 

you don't have to do the whole Digital 

Transformation journey at once. Build 

your strategy around where your 

industry is heading and where you 

want to be, but most importantly your 

own needs as an organisation. Every 

incremental step you then take will get 

you closer to where you ultimately 

want to be. It requires a holistic 

approach that takes you toward 

increased use of automation across 

every department - but the bottom line 

right now is that most organisations 

are still working with mostly manual or 

ad hoc processes. 

Getting to truly intelligent capture is - 

let's be honest - difficult and 

potentially expensive, but it is 

important to take it step by step; there 

are no short cuts. 

DT: How would you summarise the key 

points that differentiate Visioneer in 

your market space? 

WT: Something that your readers may 

not be aware of is that Visioneer has 

been in this business for 25 years, so 

we have a real understanding of the 

needs of different industries and 

different types of users, from 

consumers through SMBs up to the 

enterprise. Accelerating digital 

transformation management is our 

entire business, and has been our 

entire focus for 25 years. 

On top of that we are unusual in the 

passion that we have for the product 

and equally for the service we give our 

customers. While some companies 

might be getting rid of customer 

touchpoints like customer service and 

technical support to external 

outsourcers, we have been careful to 

keep all those processes in house, in 

the US and in Europe. 

DT: And how important is 

technological innovation - such as the 

AI developments you touched on 

earlier - in maintaining that 

differentiation? 

WT: In terms of technological 

innovation, it seems like everyone is 

rushing toward capture. We see the 

trends, and we are able to react quickly, 

to help users make all their relevant 

information digitally available. We're 

responding as well to the increasing use 

of mobile devices, as people spend less 

of their time at a desktop. 

We recognise that customers don't 

want to have to worry about organising 

their information; they just want to 

have one place to go to when they 

need it. Our AI search agents can crawl 

through any type of data pool or online 

repository, and make the data visually 

available to the user without their 

having to worry about where it's held 

and what system they are accessing. 

And IT decision makers themselves are 

changing rapidly: in the 'bad old days' 

users had to go to the CIO or VP of IT, 

because those were the guys who knew 

about the technology. But guess what: 

most people in the workplace today 

have grown up in the Internet Age, and 

their expectations are massively 

different as a result. These are the kind 

of changes that we have to be aware 

of and be ready to respond to; these 

are the challenges that we are 

addressing right now as a business. 

More info: www.visioneer.com 


May/June 2017 


17

Dm OPINION: DIGITAL TRANSFORMATION 

System building 

Steve Mulroy, Portfolio Marketing Manager, EMEA Region, Kodak Alaris Information 

Management, explains why an ecosystem is key to successful digital transformation 

One of the biggest drivers for 

change among organisations so 

far in 2017 has been the move 

towards the digital workplace. There is 

continuing pressure for businesses of all 

sizes to embrace digitisation, due to the 

advantages it can deliver - whether that's 

increased productivity, improved customer 

service or lower operating costs. 

But while every company wants to 

enhance their business processes and 

differentiate themselves from the 

competition, they face dealing with 

unprecedented levels of data of all 

types, coming from all directions. 

Capturing, recognising, storing, 

sharing and extracting value from this 

data requires an ecosystem of 

technology, vendors and service 

providers to enable them in their digital 

transformation. 

Too many organisations are still tied 

to old-fashioned, inefficient paperbased 

processes, which further 

contributes to the 'data chaos'. A 

report by PricewaterhouseCoopers and 

Iron Mountain found that 43 per cent 

of companies obtain little tangible 

benefit from their information, while 

23 per cent derive no benefit 

whatsoever. This inability to efficiently 

capture information from paper-based 

documents, and to integrate it within 

digital workflows, leads to complexity 

and lost opportunities. 

Both public and private sector 

organisations now face the daunting 

task of digitising vast amounts of paper 

documents - in various formats and 

from multiple sources - and converting 

them into valuable business 

information. So, the question isn't 

whether you should make this digital 

transformation; it's where do you begin? 

Key is taking a holistic approach to 

the transformation process; there's no 

one magic solution - no single 

component - that can address data 

chaos. The scale and complexity of data 

today needs an integrated approach to 

help organisations capture, process 

and share information. A successful 

digitisation strategy demands an 

ecosystem of solutions, working 

together to produce optimal results. 

From Kodak Alaris' perspective we see 

our partner and developer communities 

playing a vital role in the ecosystem, 

through their ability to connect, 

configure and create new solutions 

that meet customers' needs. It's all 

about simplifying how organisations 

harness the value hidden in their 

physical and digital documents. 

A series of scanner, software, and 

service enhancements underpin the 

18 


May/June 2017 


OPINION: DIGITAL TRANSFORMATION Dm 

"BOTH PUBLIC AND PRIVATE SECTOR ORGANISATIONS NOW FACE THE DAUNTING TASK OF DIGITISING VAST 

AMOUNTS OF PAPER DOCUMENTS - IN VARIOUS FORMATS AND FROM MULTIPLE SOURCES - AND CONVERTING 

THEM INTO VALUABLE BUSINESS INFORMATION… THE SCALE AND COMPLEXITY OF DATA TODAY NEEDS AN 

INTEGRATED APPROACH TO HELP ORGANISATIONS CAPTURE, PROCESS AND SHARE INFORMATION. A 

SUCCESSFUL DIGITISATION STRATEGY DEMANDS AN ECOSYSTEM OF SOLUTIONS, WORKING TOGETHER TO 

PRODUCE OPTIMAL RESULTS." 

launch of the Alaris IN2 Ecosystem 

which has been designed to take the 

complexity out of information capture. 

It helps organisations extract 

information from documents to 

increase productivity, enhance 

customer experiences and ultimately 

drive revenue growth. It delivers the 

Right Fit with seamless integration into 

customer environments, the Right 

Experience that simplifies information 

capture, and the Right Results that 

deliver superior business value and 

higher return on investment. 

On the hardware side, the Alaris 

scanner portfolio offers solutions at 

the right cost and capacity, from 

desktop data capture to high-volume 

operations. For example, the Kodak 

i4000 Series Scanners now offer 

customers greater peace of mind with 

the addition of metal detection, 

preventing damage to or the 

destruction of documents, which in 

some cases may be unique and 

irreplaceable. 

Meanwhile, our intelligent Perfect 

Page software learns and leverages 

scanner capabilities to conduct every 

job with the most effective capture 

quality and efficient process to get 

information into business processes 

and systems. The Info Input Solution 

portfolio introduces a HTML5 Client 

solution in addition to the current Java 

Script option. This gives customers and 

systems integrators another choice 

when selecting the right solution for 

their unique IT environment and 

security needs. 

In addition, Kodak Capture Pro and 

Info Input Express Software, when 

combined with Alaris scanners, have 

new and enhanced, intelligent 

capabilities that increase productivity 

and improve customer experience 

including: 

Intelligent Exception Processing 

ensures immediate validation of 

forms so any missed information at 

the point of transaction is 

identified and fixed, resulting in 

better customer interactions and 

greater potential to drive revenue. 

Intelligent Barcode Reading 

produces the most accurate data 

extraction results and takes 

complexity out of the setup 

process. 

Intelligent Job Select takes 

advantage of specific patch code 

separator sheets to automate 

switching jobs and profiles. This 

enhances productivity by minimising 

downtime between jobs. 

Finally, the Alaris support team and 

network of trusted partners provides a 

range of services from sales, financing 

and maintenance - all the way to 

solution configuration, training and 

managed services. The Alaris IN2 

Ecosystem can offer the right-sized 

repair and maintenance options for 

each customer, as well as providing 

professional services like configuration, 

training and consultation, designed to 

better optimise and streamline capture 

processes. 

Kodak Alaris addresses the problem 

areas across an organisation where 

data chaos can reign. For example, 

records management, where 

documents need to meet compliance 

requirements and corporate retention 

policies - all while avoiding humanerror 

from manual processes. Or forms 

processing, which can be a slow and 

error-prone process. 

Other areas where the Alaris IN2 

Ecosystem tackles data complexity 

include customer on-boarding, 

accounts payable, and mailroom 

automation, where companies are 

investing in digital mailroom 

transformation. Using Alaris scanners 

paired with capture software, 

organisations can slash the time spent 

on quality checks and rescans, 

improving flow through rates to 

deliver significant cost benefits and 

increased client satisfaction. 

Companies that successfully master 

digital transformation know the 

importance of implementing an 

ecosystem of hardware, software and 

services that will take complexity out 

of information capture. These 

organisations are ultimately far better 

positioned to differentiate themselves 

from competitors and win in the 

marketplace. 

More info: 

www.kodakalaris.co.uk/go/IMnews 


May/June 2017 


19

Dm CASE STUDY: ST. COLUMBA'S SCHOOL 

Passing the print management test 

Bexleyheath's St. Columba's School has achieved significant ongoing cost savings in 

print, copy and scan operations as a result of implementing YSoft SafeQ 

The YSoft SafeQ solution has 

enabled St. Columba's School to 

replace all of their often costly 

and inefficient desktop printers with 

Konica Minolta networked 

multifunctional printers (MFPs). It is 

now easier and more convenient for 

staff and students to print copy and 

scan - whilst significantly reducing the 

school's overall printing costs. 

St. Columba's Catholic Boys' School 

was founded in 1973 in Bexleyheath in 

the UK as a comprehensive school for 

boys aged 11 to 16. Since then the 

school has grown, first with the 

merging of the upper and lower 

schools in 1990, then in 2005 with the 

addition of a new classroom block, a 

new sports hall, and the renovation of 

the school's theatre. The school's 

faculty challenges each student to 

achieve his best, every step of the way. 

By setting the highest expectations for 

learning and behaviour, the school 

provides an environment in which 

students excel, as reflected by their 

outstanding results. 

GETTING OUT OF BAD HABITS 

To help the staff and students focus on 

their work and studies, the school 

wanted to eliminate sources of 

inconvenience and wasted time in the 

school's print environment - whilst 

reducing printing costs. The school also 

needed the ability to prevent wasteful 

habits, such as students sending a 

document to print multiple times 

20 


May/June 2017 


CASE STUDY: ST. COLUMBA'S SCHOOL Dm 

"THE SCHOOL ALSO CHOSE THE OPTIONAL YSOFT SAFEQ SCAN MANAGEMENT FEATURE. THIS FEATURE 

STREAMLINES THE SCANNING PROCESS AND MAKES IT EASY FOR STAFF AND STUDENTS TO SCAN DIRECTLY TO 

THEIR EMAIL INBOX OR A SPECIFIED FOLDER, REDUCING TIME SPENT ON SLOW, EXPENSIVE FAXES AND 

ELIMINATING THE NEED TO STORE HARD COPIES OF DOCUMENTS. NOW THAT SCANNING IS EASY AND SECURE, 

THE SCHOOL'S POLICY IS FOR SCANNING TO ALWAYS BE THE PREFERRED METHOD OF TRANSMITTING AND 

STORING DOCUMENTS." 

because the document was not 

printed the moment it was sent to 

print. 

Another important concern was the 

need to protect the security and 

confidentiality of documents. When 

staff members sent confidential 

documents to print, they would have to 

dash to the printer to collect their prints 

before anyone else picked them up. 

To channel the school's financial 

resources toward areas that further 

educational excellence, the school 

wanted to reduce operating expenses 

- and the print environment was a key 

target. The school was using 

approximately 50 desktop printers of a 

variety of makes and models. These 

printers were expensive to supply, 

maintain and administer. 

The cost of procuring and replacing 

the various types of ink cartridges, 

repairing malfunctioning printers and 

keeping print drivers up-to-date was 

vast, in terms of both consumables 

and labour. 

With this scattered, decentralised 

print environment, it was not possible 

for the school to track printing and 

copying operations or to control costs. 

CALLED TO ACCOUNT 

To meet all of their needs, the school 

chose Konica Minolta multifunctional 

printers together with YSoft SafeQ 

Professional Edition, with licensing per 

server. The solution also included 

YSoft SafeQ Konica Minolta Terminal 

Embedded software installed on 18 

Konica Minolta MFPs. This solution 

enables the school to track and 

account for every print, copy, and scan 

and to administer the entire print 

system from a single Web-based 

interface. 

The terminal software is embedded 

in each of the Konica Minolta MFPs, 

enabling staff and students to 

authenticate themselves and manage 

their print jobs - all at the MFP's user 

interface. Users authenticate by 

entering their username and password 

and so no additional hardware (such 

as a card reader) is required. YSoft 

SafeQ is fully integrated with the 

school's Active Directory, simplifying 

user database management. 

The YSoft SafeQ Billing Code feature 

enables the school to accurately track 

and account prints, copies and scans 

by department, project or subject 

matter - and multilevel billing codes 

enable detailed granularity - for 

example, in situations where a 

member of the faculty teaches 

multiple subjects. 

The school also chose the optional 

YSoft SafeQ Scan Management 

feature. This feature streamlines the 

scanning process and makes it easy for 

staff and students to scan directly to 

their email inbox or a specified folder, 

reducing time spent on slow, 

expensive faxes and eliminating the 

need to store hard copies of 

documents. Now that scanning is easy 

and secure, the school's policy is for 

scanning to always be the preferred 

method of transmitting and storing 

documents. 

COST-EFFECTIVE AND SECURE 

With YSoft SafeQ, St. Columba's 

School now has a complete overview 

of all printing, copying and scanning 

across the entire campus. YSoft 

SafeQ's comprehensive reports enable 

the school to charge back all prints 

and copies to individual departments 

and the school has met one of its 

major goals; achieving significant, 

ongoing cost savings as a result of 

implementing the YSoft SafeQ 

solution and replacing standalone 

desktop printers with cost-effective 

Konica Minolta MFPs. 

Since YSoft SafeQ ensures that no 

document is printed until the user 

authenticates at the printer, staff no 

longer have to worry about the security 

of their confidential documents. The 

requirement to authenticate before 

printing has also resulted in less waste 

from uncollected prints. Waste is 

further reduced by the ability of users 

to cancel print jobs directly at the 

printer via the YSoft SafeQ Konica 

Minolta Embedded Terminal. 

The school also intends to add the 

optional YSoft SafeQ Credit module to 

their YSoft solution, which will enable 

the school to issue each student a 

fixed amount of credit per month for 

print and copy services. Students will 

learn to improve their printing habits 

and reduce the waste of paper and 

toner. For example, they can choose 

less expensive options such as B/W 

instead of colour, or duplex instead of 

simplex. 

More info: www.ysoft.com 


May/June 2017 


21

Dm EVENT: DM AWARDS 2017 

November reign 

It is only a few months now until the return of the DM 

Awards - here is all you need to know to get yourselves 

among the winners 

This year sees the eleventh anniversary 

of the DM Awards, an event that is 

unique in the UK and - we believe - the 

world. But of course there can be no awards 

without winners - and that's where our 

readers come in! Please take the time to 

look at the Awards website and make 

nominations in as many categories (or as 

few) as you wish - as it is your views as users 

of DM/ECM technologies that should be 

shaping the list of winners. 

David Hammond, sales manager in charge 

of the DM Awards, is keen to encourage 

companies to get involved: "With most of 

the Awards decided by voting, the 

candidates have a part to play themselves. 

The impact that companies have made on 

readers over the past year will be a factor. 

We think there is a lot to play for. The 

marketing that companies do between 

now and the close of voting will influence 

the outcome." 

David suggests three tips to help companies 

get the best out of the process: 

1) Nominate yourselves: One extra 

nomination might make the difference 

between a company becoming a finalist 

or not. 

2) Ask others for their support: Encourage 

those who know your solutions and 

products to nominate you. 

3) Step up the publicity: Your most recentlylaunched 

solutions might be your best yet, 

but have they had a chance to make their 

mark on the wider community? Solutions 

that have been on the market longer 

perhaps have a natural advantage. Your 

newest solutions may therefore need the 

most marketing support. 

Nominating and voting will decide most 

winners, but not all of them, of course. A 

panel of selected judges will, as in previous 

years, be judging the Project of the Year 

categories. DM Editor Dave Tyler 

commented: "I am of course hugely 

enthusiastic about the awards, and 

especially the Project of the Year entries: I 

think these are one of the best ways 

available for a company to showcase exactly 

what can be achieved with their solutions, 

whether that be software, hardware or 

some combination of the two. I am looking 

forward to seeing what innovative stories 

will be in the mix this year!" 

Nominations will open soon, at which 

time we will publish a full timeline for 

announcing the finalists and voting, and 

then the actual Awards ceremony will 

take place at Bloomsbury's Radisson Blu 

Edwardian Hotel on the night of 

November 23rd. 

We should mention that there are still 

sponsorship opportunities available too, so 

if you're interested in using the ceremony as 

a way to promote your company's brand, or 

just in booking a table for the event, details 

can be found again on the Awards website, 

or by contacting David Hammond direct on 

01689 616000 or via email at 

david.hammond@btc.co.uk. 

More info: www.dmawards.com 

22 


May/June 2017 


EVENT: AIIM FORUM 2017 Dm 

Days of future past 

June's AIIM Forum UK will help organisations to 'get to grips with the next era of 

ECM', says Rich Tribe of event managers Revolution Events 

The world of Enterprise Content 

Management may be changing but 

it's certainly not going away. The 

need to securely and intelligently manage 

information and the demand for skilled 

information professionals continue to be 

ongoing pressures. 

Even so, the traditional tools, 

technologies and strategies currently used 

by most large organisations are being 

contested and new approaches are 

emerging. We already see this in the 

transformation of Microsoft's Office 

products, the continued rise of file sync 

and share systems and, though it's still 

early days, the arrival of artificial 

intelligence and blockchain technology on 

the ECM landscape. 

At this year's AIIM Forum UK you can get 

the inside track on what these changes 

look like for you and your organisation, 

while also discovering the new 

opportunities and challenges that are 

emerging as a result. 

With valuable insights from highlyinformed 

speakers such as AIIM President 

Peggy Winton and Alan Pelz-Sharpe from 

Deep Analysis, this free one-day event will 

keep you bang up-to-date with the latest 

developments in this fast-moving sector: 

from significant user trends and incoming 

legislation, to new service innovations and 

cutting-edge technologies. 

In her lunchtime keynote about "A 

Community on the Move", Peggy 

Winton explains why we need to 

remember where content management 

has been in order to understand what's 

coming next - via a historical journey 

through the three major 'content eras' 

of the past two decades. 

In this latest era, we have all become 

information consumers and brokers, 

constantly touching information to do our 

everyday work, while 'information 

professionals' are entrusted with the 

stewardship of information throughout 

the entire enterprise. No matter what role 

you play, the AIIM Forum encourages you 

to tap into the collective wisdom of a 

thriving and diverse community of people 

who really care about information-driven 

innovation. 

The annual AIIM Forum is designed to 

provide businesses with independent 

advice, best practice and thought 

leadership to help them tackle the everevolving 

information landscape and 

address key issues highlighted by AIIM's 

ongoing research. 

A full day of keynotes, case studies, 

workshops and roundtables cover 

AIIM FORUM UK 

Wednesday 21st June 2017 

Ibis London Earl's Court (ILEC), 

47 Lillie Road, 

London, 

SW6 1UD 

Free entry, free lunch, free refreshments 

Free keynotes from industry thought-leaders 

Free case studies of real-life situations 

Free roundtables and panel discussions 

Free demonstrations of the latest innovations 

Free exhibition of leading solution providers 

everything from business transformation, 

cross-industry working and SharePoint 

deployment to information governance, 

privacy matters and EU data protection 

legislation (GDPR). 

By showcasing new innovations in the 

co-located exhibition area, the event also 

helps delegates to understand the ECM 

technologies that are becoming essential 

to improving process efficiency, customer 

service and competitive edge while 

maintaining compliance - including new 

innovations from ibml, Kodak Alaris, M- 

Files, Restore, Swiss Post Solutions, 

Harmon.ie, Repstor, CCube, Restore, 

Filestream, Fenestrae, Crown Records 

Management, Twofold and many more 

leading suppliers. 

Entry is free of charge for all business 

executives working in information, 

finance, compliance and IT management. 

More info: www.aiimforum.co.uk 

For more information and online registration visit: www.aiimforum.co.uk. 


May/June 2017 


23

Dm STRATEGY: GDPR 

Ready to go? 

Is your business ready 

for GDPR? Frank 

Krieger, Director of 

Compliance at iland, 

discusses the three 

areas he believes 

should demand the 

most attention in the 

months ahead 

If you're a CIO, you'll be hard pushed 

not to already feel the pressure of 

the General Data Protection 

Regulation (GDPR) encroaching on your 

plans for the year ahead. I have read 

countless articles debating and 

deliberating its potential consequences 

as organisations start to prepare for its 

arrival in May, 2018. However, despite 

a plethora of column inches devoted to 

GDPR, there is still quite a bit of 

uncertainty about how to plan for it. 

The most prominent GDPR soundbite 

relates to the financial implications of 

not being fully compliant by 25th May 

2018. For the uninitiated among us, 

organisations that fail to properly 

protect customer data can be fined up 

to a maximum of 20m euros or 4% of 

their total worldwide annual turnover, 

whichever is higher. Given the 

consequences it's easy to see why the 

Chief Information Officer community is 

concerned and, moreover, why 

professional services giant KPMG is 

warning CEOs not to stall on preparing 

their businesses for the arrival of GDPR. 

All of this is despite uncertainties 

around how its contents will apply to 

UK organisations in the wake of the 

June 2016 Brexit vote. 

One of the definitive attributes of 

organisations that will actually thrive 

under a GDPR environment will be 

whether a company has a culture of 

information security instilled within the 

business coupled with management 

backing to ensure compliance - and 

that they work with a cloud services 

provider who also has that same 

24 


May/June 2017 


STRATEGY: GDPR Dm 

"IF YOU ARE STORING DATA WITH A CLOUD PROVIDER THERE ARE A NUMBER OF THINGS TO CONSIDER. FIRSTLY, 

FROM THE MOMENT YOUR DATA GOES INTO THE CLOUD YOU TYPICALLY ALLOW THE PROVIDER TO TAKE 

RESPONSIBILITY FOR HOW THE DATA IS STORED, PROTECTED AND ACCESSED… OFTEN THERE IS LITTLE OR NO 

VISIBILITY OF WHERE THE DATA IS, WHO COULD POTENTIALLY HAVE ACCESS TO IT, AND HOW SECURE IT IS. THERE 

ARE NOW NEW RISKS THAT NEED TO BE MANAGED, DUE DILIGENCE TO BE PUT IN PLACE, AND GDPR 

REQUIREMENTS ON DATA PROCESSING TO BE MET." 

culture instilled. 

So, to try and provide some clarity 

amongst the GDPR confusion, I would 

like to briefly discuss three of the key 

aspects which I believe demand 

attention in the months ahead. 

DATA SOVEREIGNTY IN THE 

CLOUD 

Where data is stored is a key factor. If 

you are storing data with a cloud 

provider there are a number of things 

to consider. Firstly, from the moment 

your data goes into the cloud you 

typically allow the provider to take 

responsibility for how the data is 

stored, protected and accessed. The 

risk is that you now have to trust the 

provider and their infrastructure, staff, 

policies and procedures. Often there is 

little or no visibility of where the data 

is, who could potentially have access 

to it, and how secure it is. 

There are now new risks that need to 

be managed, due diligence to be put 

in place, and GDPR requirements on 

data processing to be met. 

Additionally, you should be asking the 

cloud provider how your data is 

managed and be able to audit that 

function to ensure proof of 

compliance. 

GOVERNANCE 

The most time spent on GDPR will 

likely be the ongoing management of 

growing volumes of personal data. 

Once GDPR is in force, data audit trails 

will become obligatory, encompassing 

all personal data from when the data 

was first retrieved, the permission that 

was gained for businesses to hold the 

data, when it was entered into the 

system, when it was accessed and by 

whom, and with whom that data is 

shared. If a person then unsubscribes, 

the audit trail will need to show that 

request being made, received, 

implemented within the document 

management system, and adhered to. 

THE BREXIT MYTH 

Any debate over whether or not GDPR 

will affect the UK is inconsequential. 

Although the Brexit process is under 

way, the UK is unlikely to leave the EU 

before the middle of 2019, which is 

after GDPR comes fully into force. It is 

therefore abundantly clear that GDPR 

will be part of UK law until such point 

that the government decides to repeal 

some of the EU laws which apply in the 

UK, and that will take yet more time. 

'Brexit means Brexit', as Prime 

Minisiter Theresa May has said, but it 

is unthinkable that when it happens, 

bilateral trade and the cross-border 

marketing of goods and services with 

the EU will cease at that precise 

moment. Whilst the decision to leave 

the EU has long-term implications for 

the legislative framework in the UK, 

this will not affect the need for 

organisations to adopt the GDPR. 

CONCLUSION 

The General Data Protection 

Regulation has to be on the agenda 

for 2017. Its impact goes well beyond 

the IT team; it has wide-reaching 

implications at board level and any 

organisation that does not begin 

serious preparations in 2017 will 

struggle to meet the May 2018 

deadline and put itself at serious 

business risk. 

The fact remains that the UK is going 

to continue to do business with 

Europe and vice versa. In order for 

British businesses to share information 

and provide services for EU consumers 

the law has to be equivalent. 

Therefore even if the EU's GDPR code 

no longer applies directly to UK 

institutions, the state of affairs will be 

maintained by making the relevant 

articles of UK law a virtual mirror of 

EU law. 

In order to be ready for the GDPR 

deadline, organisations need to begin 

preparing now. The first step must be 

to examine data privacy compliance 

and to understand not only how data 

is collected, stored, used and deleted, 

but what data is actually needed to 

manage the business and employment 

relationships. Taken one step at a time 

GDPR is perfectly manageable. The key 

is not to get distracted and not to 

delay what will in the end be 

inevitable. 

More info: www.iland.com 


May/June 2017 


25

Dm INFRASTRUCTURE: CAPTURE 

The one and only 

Standardising on a single platform for scanning and 

capture can help reduce operational costs and improve 

Enterprise agility, argues ibml's Ashley Keil 

Operating on a fragmented scanning 

and document capture 

infrastructure is a stark reality for 

many enterprises today. Often companies 

have legacy scanning and document 

capture solutions due to the purchase of 

point solutions by departments or business 

units, a failure to consolidate systems after 

mergers and acquisitions, or the 

deployment of systems to address a single 

document input channel. But, as document 

and data volumes explode and document 

input channels multiply, businesses need a 

standardised scanning and document 

capture infrastructure that is cost-effective 

and flexible. 

Failing to optimise scanning and document 

capture infrastructure hampers business 

operations by creating manual processes, 

obstructing information tracking and 

reporting, complicating security and 

auditing, requiring the purchase of new 

software and hardware as business 

requirements change, and potentially 

jeopardising the business case for scanning 

and document capture technology. 

However, running a mix of solutions 

acquired on a piecemeal basis is expensive 

and complex to manage. It may lack basic 

essential capabilities such as centralised 

administration. It can increase maintenance 

costs and require operators to have a strong 

knowledge of many systems. 

Organisations shouldn't attempt a 

wholesale replacement of their legacy 

scanning and document capture systems, 

much less the deployment of an enterprisewide 

platform all at once. Overly ambitious 

enterprise deployments are likely to get 

bogged down, delaying a return on 

investment and potentially resulting in 

second-guessing among senior managers 

whose support is required for a project to 

move forward. Deploying an enterprise 

platform all at once also may result in excess 

scanning capacity before organisations have 

completed their migration to the system. 

A better approach to deploying an 

enterprise-wide platform is to think big, but 

start small: 

1.Select a scanning and document 

capture platform that meets current and 

long-term needs. 

2. Scale and deploy the solution to meet the 

requirements of a department or 

application. 

3. Once the platform has demonstrated 

payback in its initial deployment, extend the 

platform to meet the requirements of 

another department or application. 

The key to success is ensuring that the 

organisation chooses a platform that meets 

both its current and long-term needs, while 

being able to cost-effectively scale to meet 

these requirements. 

DIVERSITY MEANS COMPLEXITY 

Running a mix of point solutions acquired 

on a piecemeal basis presents a number 

of downsides: 

Poorly scaled hardware: A multiple 

system environment where software 

runs on dedicated hardware leads 

to excess capacity and wasted 

capital investments. Organisations 

must "rip and replace" hardware 

when their volumes or processing 

requirements change. 

Poor user experience: In a mixed systems 

environment, staff must be trained on 

multiple point solutions, rather than a 

single platform. Staff must also sign into 

multiple systems to perform daily 

functions, such as retrieving images and 

data. Similarly, a multi-system 

environment makes it virtually 

impossible to centrally administer and 

manage operations. It is also difficult 

(and sometimes impossible) to share 

images and data across disparate 

platforms. Even in cases where content 

can be shared, the cost of integration is 

very high. Upgrades to any one system 

may have the domino effect of requiring 

costly and time-consuming changes to 

the integration layer. 

No support for multiple input channels: 

Most point solutions are designed for a 

single document input channel, 

requiring organisations to deploy 

multiple systems. 

Lack of visibility: It is difficult to get 

timely insights when information resides 

in multiple systems. Similarly, operations 

managers cannot get a holistic view of 

how their various systems are operating 

across the enterprise. Fragmented 

scanning and document capture 

systems also limit an organisation's 

ability to comply with internal, 

governmental and/or industry mandates 

for security, privacy, auditability tracking, 

and reporting. In industries such as 

healthcare and financial services, strict 

data privacy and confidentiality 

regulations are difficult to comply with 

using fragmented systems. 

High maintenance costs: The cost and 

risk of supporting disparate systems and 

26 


May/June 2017 


INFRASTRUCTURE: CAPTURE Dm 

solutions are notoriously high, due 

to multiple support contracts, 

multiple points of contact when 

problems occur, and costly fees to 

maintain (customised) connections 

between systems. 

BENEFITS OF A STANDARDISED 

PLATFORM 

Significant business benefits come with 

replacing disparate scanning and document 

capture systems with a single platform that 

can handle all types of document input and 

adapts to changing needs. 

Here's how standardising on ibml's platform 

eliminates the issues of a multi-system 

infrastructure: 

Improved hardware scalability: ibml 

ImageTrac suite of production scanners 

start at the desktop and scale to ultrahigh-speed 

devices. This range of 

devices allows organisations to more 

accurately scale their scanning and 

document capture platform to the 

specific needs of a department, 

application or the enterprise. ibml 

scanners can be transparently 

interchanged or "mixed and matched" 

as needs change, enabling 

organisations to maximise their 

investments. For instance, a service 

bureau or in-house processor can 

initially deploy a desktop device and 

then migrate to ibml's ultra-high-speed 

scanners as volumes dictate. Hardware 

that an organisation has outgrown can 

be used for backup/disaster recovery. 

Centralised information management: 

ibml Capture Suite provides operational 

intelligence to help organisations 

ensure regulatory compliance, improve 

tracking and control, and standardise 

scanning operations and the 

information they provide. Centralised 

authentication provides users a single 

login for secure, global access to all 

applications. Access can be customised 

for specific users and groups, 

depending on security requirements. 

This assists compliance with 

government, industry, and customer 

privacy and security mandates. 

Additionally, ibml Analytics provides a 

holistic view of performance metrics 

across an organisation's scanning 

operations, providing more robust 

reporting. The consistent interface eases 

or eliminates the training burden on 

staff and improves usability as business 

requirements expand. 

Integrated with legacy technology and 

processes: ibml Capture Suite is 

designed to work with all ibml scanners 

as well as those from other 

manufacturers, co-exist with any 

capture or downstream solution and 

support both distributed and 

centralised document scanning 

environments. ibml Capture Suite also 

enables users to integrate existing 

multi-function printers (MFPs) with the 

centralised capture platform. PostScan 

can also format images and data for 

direct integration into a wide range of 

systems, including data capture 

solutions, enterprise content 

management solutions, image archival, 

and workflow/ business process 

automation. All of this significantly 

reduces the threat of information being 

misdirected, late, or lost. 

Quality control: Ensuring the 

optimum quality of scanning jobs is 

critical for organisations, particularly 

those with stringent SLAs, rapidlygrowing 

volumes or multiple 

operations centres. Quality Control 

allows users to quickly review images 

of documents and batches, and add 

comments to batches or individual 

documents. System administrators 

can predetermine batches or 

documents requiring review based on 

a wide range of criteria, including 

transaction type, document type, or 

whether it is a flagged document. 

Batches can be automatically queued 

based on their priority. 

Automated document classification and 

metadata extraction across input 

channels: Organisations of all sizes are 

receiving an increasingly diverse mix of 

documents from multiple input 

channels. Synergetics employs full-page 

advanced text classification and imagebased 

classification to identify and sort 

documents such as invoices, tax forms, 

mortgage documents, insurance 

applications, and medical records, 

regardless of the document input 

channel. Synergetics uses barcodes and 

other values on documents to 

automatically determine where a 

document starts and ends. 

Decreased cost of ownership: 

Leveraging ibml's end-to-end platform 

provides organisations with a single 

point of contact in the event of a 

system problem. This reduces support 

costs, accelerates problem resolution, 

streamlines staff training, and eases 

system administration. 

Finally, standardising on ibml's platform 

means organisations will have consistent 

capabilities across their applications, 

departments, or enterprise. In a multisystem 

environment, staff frequently 

cannot perform tasks or find necessary 

information because they are on the 

"wrong" system. 

THE BOTTOM LINE 

There is no let-up in sight to the growth of 

document and data volumes, and the value 

of gathering accurate data as quickly as 

possible. With so much at stake, selecting 

the right scanning and document capture 

infrastructure is critical to a company's 

ability to meet its current and long-term 

requirements. Organisations can achieve 

significant benefits by standardising on a 

single scanning and document capture 

platform, starting with one department or 

application and extending the platform 

after it demonstrates return on investment. 

The ibml software suite and scanners 

provide a foundation for companies to 

lower total cost of ownership, improve 

efficiency, increase information visibility, and 

centralise administration and tracking. 

Standardising on the ibml platform enables 

companies to meet current and future 

requirements. 

More info: www.ibml.com 


May/June 2017 


27

Dm MARKET FOCUS: EDUCATION 

Pupil power 

Mike Nelson, Vice President at PFU (EMEA) Limited, 

examines the potential benefits of using professional 

document scanners in school environments 

The digital age offers great benefits to 

classrooms. It provides great 

opportunities for communication and 

cooperation between students, parents and 

teachers (think of social media), and allows 

schools to be much more dynamic and upto-date. 

Digital media should be viewed as 

a clear improvement for the school 

environment and never as an obstacle. If 

the school is digitised, it can better prepare 

its students to face the modern day digital 

world. Through increased use of laptops, 

tablets and smartphones, students have 

changed their expectations. They expect to 

receive information and content in digital 

format in order to work with it no matter 

where they are. 

The "digital classroom" is not just a 

buzzword; digital technology is changing 

the whole concept of teaching for both 

teachers and students. New technologies 

are making more and more of a footprint 

in schools, for example in research where 

students benefit from a digital workflow 

in the classroom that make their lessons 

more interesting. 

Smart scanning makes teaching more 

efficient. State-of-the-art scanners are easy 

to use and feature an extensive software 

package that facilitates the creation of 

creative material in the classroom at any 

time and for everyone. A scanner solution 

allows teachers to streamline their 

workflow and make their teaching more 

innovative. Instead of having to search for 

information in paper documents that may 

have been damaged by the passage of 

time, or copying parts of the document or 

rewriting them again, they can simply scan 

them. By using automatic software 

functions, such as Optical Character 

Recognition (OCR), teachers can work on 

documents using standard MS Office 

programs. For example, the scanner 

combines a scanned image with a 

worksheet to produce a questionnaire. 

Students can then work on it individually 

on a PC or go through the exercise together 

on an electronic white board. Furthermore, 

existing documents can be easily shared 

throughout the school, allowing teachers 

to save time in preparing their classes and 

focusing more on their core teaching tasks. 

DIGITAL NATIVES PREFER 

DIGITAL TOOLS 

An easy-to-access mobile scanner gives 

students the opportunity to analyse all the 

paper documents they need for their 

classes and their home study and allows 

them to retrieve them in an instant. Many 

of the newer models can scan directly to a 

tablet, mobile phone, PC or Mac, offering 

students still greater flexibility. 

The possibilities offered by scanning 

documents are endless. In one example, 

the art department of a school was 

evaluating different ways of storing 

artworks digitally and pass them on to 

students. With new scanners that allow the 

scanning of large formats (up to A3), the 

28 


May/June 2017 


MARKET FOCUS: EDUCATION Dm 

students only have to place an artwork 

under the lamp-shaped scanner. The 

device is attached to the laptop in the 

classroom and the students begin the 

session, press the button and their work 

is scanned to the corresponding 

directory in a few seconds, a real time 

saving in a class of 30. 

Of course scanners are not only used in 

class-related activities for a richer 

learning experience, but they also help 

improve the management of education 

centres. Flexible scanners (see boxout) 

have been developed that allow the 

processing of a wide variety of 

documents. They scan documents up to 

A3 size and even take 3D objects up to 

30 mm high, which means that open 

books and other bound documents can 

be easily scanned. 

University libraries can also benefit 

from new capture technology, which 

can also be used to digitise delicate and 

valuable historical documents, and in 

this way facilitate their conservation so 

that future generations can access them. 

A contact-free scanner guarantees 

excellent image quality and document 

protection: the original document 

cannot be damaged because there is no 

physical interaction, contact or pressure. 

An integrated wireless connection 

allows students to scan documents 

directly to their smartphones or to cloud 

applications. This type of performance is 

also ideal for supporting management 

tasks by capturing documents, such as 

records, catering applications, invoices, 

human resources material and any other 

documentation related to the 

administration of the school. They can 

scan both sides of a page and process 

mixed document batches in one go. 

In short, schools can quickly see for 

themselves the benefits offered by 

scanning and digitising documents 

including, among others, increased 

collaboration between staff members, 

students and parents. Scanners are used 

not only in class-related activities to 

achieve a richer learning experience, but 

can also help make school management 

more efficient and easier. 

More info: emea.fujitsu.com/scanners 

MINI CASE STUDY - ARCHITECTURAL ASSOCIATION SCHOOL OF ARCHITECTURE 

London's Architectural Association School of Architecture is a world renowned educational facility for aspiring architects. The 

school has over 600 students and is keen to provide its students with the latest technological enhancements to help them 

achieve professional success. 

As a natural consequence of their chosen subject, students here have a high requirement to scan heavily image-based 

journals which can be thick and bulky. Although some scanning facilities were already in place, student feedback on the 

two older style flatbed scanners currently installed in the library was that they were very slow and the quality of the image 

was variable. 

Students also found that too many steps were needed to get to the final scanned image, and that once an electronic 

image had been produced, the bundled software was difficult and awkward to use. These scanners also took up a lot of 

desk space. 

After seeing a demonstration of a Fujitsu ScanSnap SV600 at a conference, Architectural Association staff hoped it was 

just the solution they had been looking for and immediately organised a trial. The results spoke for themselves: "The SV600 

is just so much quicker at scanning multiple pages and with its one-button operation, it couldn't be easier for students to 

use" says Eleanor Gawne, Librarian at the Association. "Its small footprint saves so much room on the desk and its pageturn 

detection is fabulous when scanning full journals." 

The ScanSnap SV600 is a high-speed and versatile overhead scanner which is especially useful for delicate material as, due 

to its overhead design, no part of the scanner physically touches the document at any time, as Eleanor Gawne explains: 

"Scanning delicate or fragile documents was not permitted with the flat-bed scanners due to potential damage, and 

students mostly opted to take photos on their mobile devices instead, which is obviously not ideal for accurate image 

replication. With the SV600 this is no longer an issue." 

The overall impact on the student experience of this one simple change made by the library is improved workflow 

efficiency, a cut down on wait times to scan, and greatly increased accuracy and quality of captured images. 


May/June 2017 


29

Dm CASE STUDY: HILSON MORAN 

Building the case for document automation 

Staff at engineering and building consultancy Hilson Moran are enjoying the 

affordable PDF functionality that they found as an 'added bonus' to their print 

management software 

London's landmarks are recognised 

globally. An eclectic mix of new, 

old, mild and wild, they combine 

to create a visual variety that eclipses 

many other cities in their quest to 

impress. Behind some of London's most 

talked about buildings - including The 

Gherkin, 20 Fenchurch Street and some 

of the iconic buildings at Canary Wharf 

- is Hilson Moran, a leading 

independent multidisciplinary 

consultancy for the built environment. 

For over 35 years, it has been designing 

engineering systems for a wide range 

of projects from a network of offices in 

the UK, Europe and the Middle East. 

Today, it is using Imaging solutions 

from Nuance Communications 

combined with MFPs to bring control 

and efficient management to its 

document workflow processes. 

CONTROL AND INSIGHT 

The driver behind the implementation 

of the intelligent print management 

solutions from Nuance was to bring 

greater control and insight to printed 

output and bring accountability for 

what was being printed and by whom. 

It also wanted to implement a process 

and mechanism for efficient data 

capture and electronic document 

distribution, as well as replacing the 

time-consuming and error-prone 

process of manually-populating static 

forms. Furthermore, the company 

30 


May/June 2017 


CASE STUDY: HILSON MORAN Dm 

"IT'S SO AFFORDABLE THAT WE CAN DEPLOY THE SOLUTION TO MORE PEOPLE THAN BEFORE, ANSWERING THE 

CALL FROM MANY OF THE STAFF WHO ASKED TO HAVE A PDF SOLUTION ON THEIR DESKTOP. WITH ADOBE 

BEING SO EXPENSIVE, WHAT WE ARE LOOKING AT NOW IS A WIN-WIN SOLUTION." 

maintains two ISO accreditations to 

demonstrate the quality of its working 

practices and diligence with respect to 

environmental considerations. 

With those ambitions in mind, Roger 

Waters-Duke, Finance Director, Hilson 

Moran, vividly puts into context why the 

company needed to tighten up its rules 

on print and copy. "We worked out that 

our annual paper recycling stacked up 

to the height of The Gherkin. This is 

because people would print, forget they 

had and then print again." 

The deployment of Equitrac - 

Nuance's print management and cost 

recovery solution - has slashed 

needless print waste, and has had a 

positive knock-on effect on cost 

savings, as Roger explains: "With 

Equitrac, users can only release 

documents after they have typed in a 

PIN number. This has dramatically 

reduced paper waste." There has been 

a further security benefit, too: 

"Equitrac also reduces the chance of 

printing a confidential document to 

the wrong printer, in the wrong office." 

Clever print rules have helped the 

company rein in print costs, too. The 

default print mode is now mono and 

Roger estimates that, compared to 

colour, mono print cost are a tenth of 

the price. To show how the company 

benefits from this intelligent print 

management strategy, Hilson Moran 

uses the Equitrac reports to create 

posters which are displayed next to 

each MFP, showing users the cost 

savings that have been achieved since 

deploying the solution as well as any 

potential environmental benefits. 

For a company that prides itself on 

thinking ahead, unsurprisingly Hilson 

Moran is already considering how 

Nuance's Imaging solutions can help it 

drive further efficiency within the 

business. To improve efficiency it uses 

the scanning services to process 

purchase ledger invoices into the 

systems to allow electronic approval. 

A FAMILY OF SOLUTIONS 

Another Nuance solution being used 

by Hilson Moran is eCopy PDF Office 

Pro, the smart desktop PDF 

companion to MFP scanning. It 

enables easy, yet powerful PDF 

creation, editing, conversion and 

collaboration for maximum savings 

without compromise. 

In a further display of pioneering 

thinking, Hilson Moran has combined 

Nuance PDF Office Pro via a projector 

with its interactive boards to create an 

easy-to-use and powerful 

collaboration tool. Thanks to PDF 

Office Pro, "Using this set up", explains 

Roger, "we can zoom in on a drawing 

and mark up any changes together in 

one document, which is much easier 

for us." 

It is also used for more conventional 

tasks including quickly scanning and 

capturing data. Roger explains that 

Scan-to-email has proved to be 

popular and is widely used, while he 

describes the Scan-to-me function as 

"brilliant. To be able to scan 

something, then send it immediately, 

is very impressive." 

NO COMPROMISES 

Nuance PDF Office Pro has really come 

into its own on tasks like completing 

fields on forms. This saves a lot of 

time for users who historically had to 

manually populate the form with data 

or information. It also resolved an 

issue the company faced when 

preparing a document for use in the 

Middle East. If one mistake is made in 

a document, the entire document has 

to be rewritten. When the document 

is long and complex, a rewrite serves 

only to invite further errors, which is 

why, as Roger explains, "...one 

handwritten document had to be 

resubmitted eight times." 

Now, using PDF Office Pro, in the 

event of an error, only the amendment 

is made, which has resulted in a 

reduction in error rates and far quicker 

document turnaround times. The 

product's impressive performance is 

backed up by other qualities 

highlighted by Roger: "We find the 

PDF comparison function really useful, 

and the fact that PDFs are searchable 

saves a lot of time. It's also very easy 

to quickly convert Word and Excel 

documents to PDFs." 

This performance and flexibility 

hasn't come at a price, though. "It's so 

affordable that we can deploy the 

solution to more people than before, 

answering the call from many of the 

staff who asked to have a PDF solution 

on their desktop. With Adobe being 

so expensive, what we are looking at 

now is a win-win solution." At Hilson 

Moran, PDF Office Pro's affordable and 

flexible licence fee is rolled into the 

company's overall managed print 

service charge, and therefore Roger 

states he sees PDF Office Pro as "a zero 

cost to us." 

For a company long-associated with 

landmarks, it is appropriate, then, that 

Hilson Moran has settled for 

recognised landmark Imaging 

Solutions from Nuance. 

More info: www.nuance.co.uk 


May/June 2017 


31

Dm STRATEGY: CONTENT SERVICES 

Breaking down the walls 

It's time for antiquated ECM suites to give way to 

modern Content Services platforms, argues Brendan 

English, Vice-President at ASG Technologies 

Content is one of the most valuable 

commodities that any business 

owns today. It's the key driver of 

customer interactions; the crucial 

foundation of core business processes, 

and it helps shape senior-level decisionmaking. 

Yet, increasingly it presents as 

much a challenge as an opportunity to 

the enterprise. Document volumes are 

growing exponentially; regulations are 

becoming more complex and yet users 

are demanding simplicity and ease of 

use. These, in a nutshell, are the key 

content management issues facing 

enterprises today. 

Unfortunately, the volume and 

complexity of problems businesses face 

are typically compounded rather than 

allayed by the unwieldy legacy solutions 

they use. Once seen as the hero of 

businesses struggling to store and manage 

their growing content volumes, traditional 

enterprise content management (ECM) no 

longer works effectively in practice. The 

reality is many enterprises are using 

multiple systems to store all of their 

content. This article considers the 

shortcomings of this increasingly outdated 

approach and goes on to look at how 

modern content services platforms can 

provide a solution. 

TRADITIONAL ECM IS FAILING 

A recent ASG-commissioned technology 

adoption profile study, "Today's Enterprise 

Content Demands a Modern Approach" 

conducted by Forrester Consulting polled 

over 200 IT managers, enterprise architects 

and operations decision makers involved 

with content management at their 

organisations. It found 95% were using 

more than one system to manage 

enterprise content, including 31% that were 

using five or more systems. These 

duplicitous systems lead to disjointed 

information with hard to access retrieval 

and use. In traditional legacy environments 

therefore, it is often a given that the whole 

content management process will be 

cumbersome and unwieldy. Lack of 

flexibility is therefore one clear shortcoming 

of existing approaches to ECM. 

Organisations want to invest in systems and 

technology that allow them to grow and 

adapt to changing market but traditional 

ECM often hinders them rather than 

helping them to do so. 

Further, the amount of data these 

organisations are tasked with storing has 

increased significantly over the past two 

years, with 82% of respondents reporting 

an increase in unstructured data in the 

form of business content, like office 

documents, presentations, spreadsheets, 

and rich media. 

They also have to manage a great deal of 

transactional content originating from 

outside the organisation, like applications, 

claims, contracts, and forms. Not 

surprisingly, storage figures reflect the 

increased growth with the majority of 

organisations (60%) storing 100 terabytes 

(TBs) or more of unstructured data, and 

nearly one-quarter (23%) having 1 petabyte 

(PB) or more of data. Traditional ECM 

systems typically struggle to cope with this 

level of growth due to another key 

shortcoming - their inability to scale. 

Typically, these solutions are either 

hampered by being locked into existing 

architectures or they are limited and 

therefore unable to accommodate large 

storage volumes. 

Most traditional ECM solutions also 

struggle to manage growing regulatory and 

security requirements. As the Forrester 

Consulting study highlights: "Sharing 

content with external parties is becoming 

the norm. But with that comes expanding 

regulatory and compliance demands and an 

increased urgency to protect both customer 

and enterprise data." In line with this, the 

top two content management challenges 

for organisations identified in the study are 

32 


May/June 2017 


STRATEGY: CONTENT SERVICES Dm 

"WHILE SOLUTIONS OF THE PAST REQUIRED AN ENTERPRISE TO SPEND MONTHS CONSOLIDATING CONTENT 

ACROSS SILOED REPOSITORIES INTO ONE LOCATION, THAT'S NOT NECESSARY TODAY. INSTEAD, MODERN 

ENTERPRISES CAN LEVERAGE CONTENT SERVICES TO MANAGE ASSETS ACROSS MULTIPLE CONTENT 

REPOSITORIES, WHETHER IN THE CLOUD OR ON-PREMISE, AND KEEP THAT INFORMATION IN ITS NATIVE FORM 

WHILE STILL MAKING IT EASILY ACCESSIBLE." 

'providing secure content access to our 

extended enterprise,' and 'meeting 

expanding regulatory and compliance 

demands.' 

Enterprises today are clearly challenged by 

the need to manage large volumes of 

content in multiple formats in a compliant 

and secure manner, especially as manuallyexecuted 

tactics used in traditional 

approaches to do this, are generally 

expensive, inconsistent and timeconsuming. 

Equally, with traditional ECM, it 

can be typically difficult to put in place and 

then monitor and maintain a fully 

enforceable approach to access security. 

WHAT'S NEEDED FROM A SOLUTION 

How can organisations effectively address 

the multiple challenges outlined above? 

First, it's important to note that the process 

does not have to be resource intensive. 

While solutions of the past required an 

enterprise to spend months consolidating 

content across siloed repositories into one 

location, that's not necessary today. 

Instead, modern enterprises can leverage 

content services to manage assets across 

multiple content repositories, whether in 

the cloud or on-premise, and keep that 

information in its native form while still 

making it easily accessible. By providing 

controlled access and integrating content 

from any device, anywhere, these 

solutions can effectively scale to 

accommodate growing data volumes, 

while at the same time breaking down the 

repository walls created by proprietary 

systems and allowing content to be stored 

in public and private clouds, on-premise 

and hybrid environments for greater 

flexibility and savings. 

At the same time, however, they need to 

be aware that the regulatory environment 

is becoming ever more complex, and its 

dynamic nature means processes must be 

put in place to effectively ensure 

compliance and business success. 

To survive and thrive in the future, 

businesses must learn how to balance the 

scales of mobility and workflow with 

regulations and multiple environments. 

Flexible deployment of content services can 

support legacy systems. With a flexible 

content solution, modern enterprises can 

get accurate information on every device 

while staying within the growing demands 

of regulation. 

PRACTICAL ANSWERS 

The above, in a sense, outlines the theory 

of what businesses can do to move beyond 

the pain points and constraints inherent in 

using traditional ECM systems and establish 

a new standard in this future world of 

ECM. At ASG Technologies, we would 

recommend a four-pronged approach. 

1. Recognise that technologies alone do 

not solve the problem of getting content 

into the right hands when organisations 

are making business decisions. ECM 

software is fading. Today's content 

solutions connect people with the business 

and content they need to make decisions, 

disseminate knowledge and collaborate 

with customers and colleagues. 

2. Look for purpose-built, decoupled 

content services architectures, such as 

ASG's own Mobius solution, to manage 

content. Build your content services 

infrastructure for a mobile-first workforce 

and look for platforms that expose specific 

ECM capabilities as services rather than 

fully-formed features. 

3. Seek vendors that deliver transparent, 

contextual access to the content, 

eliminating the need for the user to know 

where the asset is stored. Content should 

be delivered to the users' workflow through 

an intuitive process offering the user 

options through a policy controlled 

"learning" process; 

4. Understand and utilise granular policy 

management for content assets. When 

reviewing content services architectures, 

look for those that have granular policy 

management services to provide content 

with contextual meaning as well as how it 

should be governed. This typically will 

include details of when the content is 

supposed to be deleted, when it is meant 

to be archived, and other information that 

is often critical to businesses needing to 

effectively govern content. This kind of 

rules-based policy foundation approach to 

content management is becoming more 

powerful in a world where regulatory 

pressures are constant and the need for 

rigorous compliance and governance is 

omnipresent. 

POSITIVE PROSPECTS 

As we look to the future, we are 

increasingly seeing the cumbersome ECM 

suites of the past give way to flexible 

content services platforms. This new 

services approach enables users to attain 

access to content across on-premise, cloudbased 

and hybrid environments at any time 

and from anywhere and also obtain 

enhanced visibility across their disparate 

systems. In the modern business world, 

where content is increasingly king, it will be 

those businesses that take the plunge and 

migrate to the latest modern content 

management approaches that derive the 

most value from the content and use it 

most successfully to achieve improved 

decision-making capabilities, enhance 

customer relationships and drive 

competitive edge. 

More info: www.asg.com 


May/June 2017 


33

Awards for Excellence in Case Management 

APPLICATION ARTICLE 

Business Empowered Document Design and Maintenance 

Delivers Productivity and High Performance. 

A leading Global Bank garnered the 

2016 WfMC Global Excellence in Case 

Management Award for its new “Banking 

Correspondence Management System” 

(BCMS) built on Papyrus Adaptive Case 

Management and its high-productivity 

enterprise communication platform. 

With presence in more than 70 countries 

and over 180,000 employees, the Bank 

is a Eurozone leader and prominent 

internationally in Corporate & Institutional 

Banking as well as Retail Banking & Services. 

The Bank’s customer communication, 

using 2,500 different document templates 

with approximately 20-25 new document templates each 

month, was planned to be significantly enhanced to doublebatch 

production and increase online production by 20x to 

400K documents daily. 

The Challenge: With customers moving to digital, the Bank 

wanted to speed up production and time to market for new 

bank products through full digitalization and paper-free 

processes. 

The business had been creating document specifications in 

Microsoft Word for the IT document developers - with both 

teams working in isolation and duplicating efforts. Heavy 

e-mail communication and handling thousands of templates 

in different languages through the standard file management 

system prevented linkage between templates and language 

variants and versions. To accelerate time to production, the 

communication development approach needed a complete 

makeover. 

The Solution: Focusing on simplification and flexibility of 

document management processes, the Bank selected Papyrus 

Business Correspondence Solution to enable business users 

to directly participate in document development and reduce 

overhead. Leveraging the Papyrus integrated framework 

solution approach, the Bank could then fit the entire document 

design and development solution directly into the Papyrus 

Adaptive Case Management (ACM) framework to maximize 

flexibility and transparency in handling the document lifecycle. 

change management that involves the 

right people for the right work at the right 

time. 

Document design projects are managed 

through predefined steps and related 

data to enable, manage and align ad-hoc 

changes and case re-opening in reaction 

to changes in business requirements, 

while ensuring compliance-checking via 

ACM. All approved document design is 

released into the central correspondence 

library for use by authorized business 

2016 users, who select from and create diverse 

elements while freely communicating 

through integrated commenting and chat. Finished document 

templates are verified in a document compare view before 

approval for release. 

The BCMS common working environment maximizes 

productive collaboration between Business and IT and links 

different department working environments to facilitate 

cooperation and teamwork between all knowledge workers. 

Business teams work in different user roles, supported 

by multiple GUIs with full capabilities to flexibly design 

correspondence and complete the document development 

process. IT assists where required and addresses technical 

configurations for more sophisticated document elements, 

such as interfaces for business data input, complex business 

rules or dynamic tables. 

Benefits achieved with BCMS demonstrate the shift to 

productivity, agility and visibility with an ACM approach: 

• 95% created & maintained by the business, IT only delivers 

data 

• 50% time reduction in the templates development phase 

• 90% time reduction in the release phase 

• Flexible document release process enabled by crossdepartment 

change management 

• Consistency paired with efficiency through large-scale 

reusability 

• Reporting and auditing transparency 

The new Banking Correspondence Management System 

(BCMS) provides professional document design functions 

and empowers business users to flexibly create and maintain 

a huge number of document templates, maintaining design 

consistency and content compliance. BCMS supports design, 

sign-off, deployment and production of customized, individual 

online correspondence, as well as mass batch document 

production, and applies fully customizable and adaptive 

More information and office locations: 

www.isis-papyrus.com

Your Business, Your Process, Your Information 

featuring 

O365 Solutions 

Wednesday 21st June 2017 

Ibis London Earl’s Court (ILEC) 

Time To Transform Your Information Processes? 

If you are considering business process decisions, 

this year’s AIIM Forum UK, featuring O365 

Solutions, will identify and explain the most 

significant trends and latest innovations to 

featuring 

improve your information strategy. 

You will hear expert advice from Industry Analyst, 

Alan Pelz-Sharpe who has appeared on the BBC, 

CNBC and ABC as an expert guest. Peggy Winton, 

President of AIIM, is flying over from the States to 

provide the lunchtime Keynote, plus hear from 

many more of the industry’s most innovative 

thinkers. 

Listen in to the informative panel discussion on 

Brexit, Privacy & the New General Data Protection 

Regulations and choose from a full day’s agenda 

of thought-provoking keynotes, customer case 

studies, roundtable discussion and an exclusive 

showcase of the latest information 

featuring 

management technologies. 

And best of all... 

ENTRY IS FREE 

featuring 

WHEN YOU REGISTER NOW AT 

www.aiimforum.co.uk 

Qualifying delegates will learn how effective 

information systems can: 

• Integrate communications across multiple 

channels 

• Improve frontline service and customer loyalty 

• Reduce process costs without sacrificing quality 

• Minimise legal & financial risk 

• Exploit mobile, cloud & social technologies 

• Gain competitive advantage 

• Build sustainable growth 

Including complimentary hot drinks, lunch & afternoon networking drinks! 

Sponsors for 

2017 include: 

silver sponsor 

IN CONFIDENCE 

Get Involved! Sponsorship Opportunities are still available: Please contact 

Deborah Ward-Johnstone on 01892 820936 or deborah@revolution-events.com quoting Ref:A17

Convert. 

Turn your paper documents 

into a digital archive. 

Storetec make it quicker and easier 

to access, manage, protect and 

share the data in your paper archives. 

We can digitise, catalogue and index any document from 

anywhere in the world. 

And we give you instant, 24/7 access through 

our online, cloud-based hosting system. 

So you can leave everything to us and 

get on with what matters most to you. 

Our services include: 

> Document Scanning 

> Microfilm Scanning 

> Microfiche Scanning 

> Document Storage 

> Records Management 

> Scan on Demand 

> Digital Mailroom 

> Invoice Capture 

> Online Document Hosting 

Discover the easy, hassle-free way to 

protect sensitive information like yours. 

Call 0800 612 4065 

or email support@storetec.net 

www.storetec.net 

London, Manchester, Birmingham, Newcastle and Hull. 

Your documents. Managed.

DM1705

You also want an ePaper? Increase the reach of your titles

Delete template?

Save as template?