DM Nov-Dec 2020

DOCUMENT 

M A N A G E R 

Dm 

www.document-manager.com 

DOCUMENT MANAGEMENT 

IMAGING & CAPTURE 

WORKFLOW/BPM 

CONTENT MANAGEMENT 

Cloud-based content: 

"The only sustainable strategy"? 

DM Awards 2020: 

All the winners & runners-up 

Research: 

I.T. investment on the up 

Boxing clever: 

Records management streamlined 

NEWS • PRODUCT FOCUS • USER PROFILE • INTERVIEWS 

ISSN 1351-3222 Vol 28 No 6 November/December 2020

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Dm 

COMMENT 

Editor: 

Dave Tyler 

david.tyler@btc.co.uk 

Sub Editor: 

Mark Lyward 

mark.lyward@btc.co.uk 

Here we are with our last issue of 

Publishing Director: 

John Jageurs 

Document Manager for 2020, and I 

john.jageurs@btc.co.uk 

Sales Manager: 

suspect I'm not the only one who's 

Abby Penn 

thinking 'good riddance' to this year for so 

abby.penn@btc.co.uk 

Lead Designer 

many reasons. I remember in February flying 

Ian Collis 

out to Berlin for a conference, and noticing a 

ian.collis@btc.co.uk 

Circulation/Subscriptions: 

slightly higher than usual number of travellers 

Christina Willis 

choosing to wear face masks. At the time it 

christina.willis@btc.co.uk 

Managing Director: 

seemed rather odd, but now of course we find 

John Jageurs 

ourselves looking at scenes of large gatherings without masks as 

john.jageurs@btc.co.uk 

being outside the norm. How quickly - and how dramatically - our 

Published by: Barrow & 

world has changed! 

Thompkins Connexion Ltd 

35 Station Square, 

There are a number of articles in this issue that touch on the impact 

Petts Wood 

of COVID-19 on various aspects of our sector and the wider world of 

Kent BR5 1LZ 

Tel: 01689 616000 

business. A research piece from Brother suggests that firms are actively 

Fax: 01689 826622 

ramping-up digital investment to tackle their productivity challenges, 

Subscriptions: 

with IT budgets set to rise by an average of 13% over the next 12 

UK: £35/year, £60/two years, 

£80/three years 

months. Elsewhere, Hyland's Tim Hood argues the case for increased 

Europe: £48/year, £85 two 

use of cloud-based ECM systems: "Events this year have reinforced 

years, £127 three years. 

ROW:£62/year, £115/two 

what we pretty much already knew - that being able to access your 

years, £168/three years 

data is key to business continuity, or even to business survival. 

Published 6 times a year. 

Single copies can be bought 

Organisations still working with on-premise systems suddenly found 

for £8.50 (includes postage & 

themselves struggling to access information remotely, either because it 

packaging). No part of this 

magazine may be reproduced 

was in some unreachable, local server-based app or locked away in an 

without prior consent, in writing, 

from the publisher. 

inaccessible physical filing cabinet." 

©Copyright 2020 Barrow & 

Paul Walker of iManage is even more bullish, suggesting that the 

Thompkins 

pandemic could be 'the final nail in the coffin for paper'. After all, 

Connexion Ltd 

typically, adverse situations prompt new and innovative ways of 

Articles published reflect the 

working, set into motion new working practices, and serve as a good 

opinions of the authors and are 

not necessarily those of the 

impetus for innovation. Walker argues that the pandemic has "provided 

publisher or his employees. While 

every reasonable effort is made 

an impetus to a 'paperless' direction of travel for enterprise. It has 

to ensure that the contents of 

spawned new processes and ways of working, and due to a dispersed 

articles, editorial and advertising 

are accurate no responsibility can 

workforce, made a digital work environment 'business as usual'." 

be accepted by the publisher for 

errors, misrepresentations or any 

Even a summary of security issues in the healthcare market mentions 

resulting effects 

COVID-19, as Kofax' Mark Goss says: "Many healthcare workers aren't 

working in their normal environments, they're helping in other 

departments, hospitals, and even pop-up field hospitals. With all the 

displaced healthcare workers, their normal print and capture workflows 

are left behind with their devices - and the security of the patient data 

contained in documents printed or scanned elsewhere may be at risk." 

The facts are unavoidable: the pandemic, and the world's apparent 

lack of readiness to manage it, have combined to have a knock-on 

effect on not just the DM/ECM industry, nor even the wider IT sector, 

but in fact on every aspect of our lives for the foreseeable future. 

Dave Tyler 

Editor 

david.tyler@btc.co.uk 


November/December 2020 

@DMMagAndAwards 

3

Dm CONTENTS 

C O N T E N T S 

NOVEMBER/DECEMBER 

10 

14 

16 

22 

30 

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

EVENT: DM AWARDS 2020……………..........................................................…….6 

The 2020 DM Awards night took place - entirely online - in late November, and the full list 

of winners and runners-up can be found here 

OPINION: RECORDS MANAGEMENT…..…......................................................…..10 

Ashley Keil of ibml discusses how a mobile-based app combined with crowd sourcing 

can streamline the management, cost and access of records in off-site storage facilities 

ANALYSIS: MANAGED PRINT SERVICES…………..........................................…….12 

According to a new survey from Quocirca, 66% of respondents predict a revenue 'bounceback' 

in 2021 as MPS maturity offers opportunities to diversify into adjacent services 

OPINION: CLOUD STRATEGIES……....................................................................…14 

Tim Hood of Hyland argues that moving business processes and content to the Cloud is 

'the only sustainable strategy' for organisations striving for zero downtime and data loss 

PRODUCT REVIEW: KODAK S3100………..........................................................…16 

CASE STUDY: LONDON NORTH WEST UNIVERSITY HEALTHCARE NHS TRUST.........18 

In a project that won the coveted Project of the Year trophy at the 2020 DM Awards, IMMJ 

Systems deployed its clinical electronic document management solution in order to support 

virtual clinical operations during the COVID-19 crisis 

VERTICAL FOCUS: LEGAL………........................................................................…20 

Storetec's Amy Wright considers whether the pandemic could deliver a 'paperless reality' for 

law firms 

MARKETS: CAPTURE……….............................................................................…..22 

Intelligent capture, Cloud-based services and RPA all key drivers of revenue growth, says 

Infosource 

CASE STUDY: AMEY PLC…...............................................................................…..24 

Amey is achieving seamless Business Continuity in its HR & Accounts Payable functions 

throughout the COVID-19 lockdown, thanks to a combination of scanning and Cloudbased 

digital document management 

RESEARCH: I.T. INVESTMENT …….....................................................................…26 

New research from Brother shows that more than eight in ten businesses are increasing their 

focus on productivity, with digital infrastructure investment driving the productivity push 

MARKET FOCUS: HEALTHCARE………..............................................................….28 

Mark Gross, Senior Product Manager at Kofax, examines the hidden security risks for 

healthcare organisations in their print and capture functions 

CASE STUDY: BACARDI……...............................................................................…30 

158-year-old Bacardi selects Preservica to protect its 'digital legacy' for future generations 

OPINION: PAPERLESS WORKING……................................................................….32 

Paul Walker, EMEA Technical Director, iManage, examines how the pandemic has spawned 

new processes and ways of working, and made a digital work environment "business as 

usual" 

ANALYSIS: PRINT SECURITY…………...............................................................…..34 

Remote workers still need to be mindful of print costs and security issues when working 

from home, says print management software specialist PaperCut, suggesting four steps 

that businesses can take to keep remote print secure and print volumes down 

4 @DMMagAndAwards November/December 2020 www.document-manager.com

Helping organisations 

adapt to new market 

conditions with 

digital workflows 

Document Logistix for 

productive, safe and efficient 

operations. 

The right digital document management 

strategy delivers: 

• Collaborative remote working 

• Workflow automation 

• Management control 

• Security and compliance 

Indexed invoices 

and workflow 

Finance Department 

GRNs, PODs, 

procurement 

and stock 

Order Tracking 

HR 

CVs, references, contracts, 

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instand search 

Human Resources 

Visit our website 

www.document-logistix.com 

Thanks to customers and partners who voted for us 

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

8 Copperhouse Court, CaldecotteMilton Keynes MK7 8NL

Dm DM AWARDS 2020 

Virtual ceremony, real winners 

The 2020 DM Awards night took place - entirely online - in late November, and the 

full list of winners and runners-up is below 

What a strange year 2020 has 

been - but after recent 

announcements regarding 

COVID-19 vaccines we can certainly 

begin to look forward with some 

positivity at last. 

One high note in an otherwise 

undeniably depressing year was that we 

delivered, against the odds, a hugely 

successful DM Awards ceremony in 

November, albeit in entirely virtual form. 

We hope you were able to join us for the 

winners and runners-up being 

announced on the night, but if not you 

can rewatch the entire ceremony now on 

YouTube - see the DM Awards homepage 

URL below. The full list of winners and 

runners-up is reproduced on the 

following pages. 

DM Editor David Tyler was host for the 

ceremony and commented: "I have to say 

it was very strange announcing the 

results via webcam with co-host Abby - 

but the feedback we've had suggests 

that viewers enjoyed the night - 

especially our 'blast from the past' video 

clips from previous years' ceremonies! 

Here's to a return to normality in time for 

next year's awards." 

A huge thanks again to all the awards' 

sponsors: our Gold sponsors PFU (EMEA) 

Limited, Document Logistix and IRIS, 

Silver sponsors IMMJ, Nuxeo, 

Northamber and Oasis, and Bronze 

sponsors Dokmee, e-ImageData, Joisto, 

Kodak Alaris and Storetec, who all 

deserve another pat on the back - and 

here's hoping that next year we will be 

able to do it all in person once again. 

This year's Project of the Year winner 

was IMMJ Ltd for their work with London 

North West University Healthcare NHS 

Trust, and David Tyler comments: "As was 

to be expected, entry numbers were 

somewhat down on projects this year, 

but it has to be said that there were still 

some very interesting stories to be told. 

Several of the best projects had some 

specific relevance to the COVID 

pandemic, and it was gratifying to see 

how our sector has been contributing to 

the ongoing efforts to defeat the virus." 

Big winners on the night included PFU 

EMEA who won Company of the Year as 

well as Hardware Product of the Year, 

along with the Marketing Team trophy. 

IRIS also did well, winning Product of the 

Year alongside AI Product of the Year. 

Nominations in the One to Watch 

category saw several new names come to 

the fore including Entrospective and 

Inpute Technologies. 

More info: www.dmawards.com 


DM AWARDS 2020 Dm 

'One to Watch' Company of the Year - Sponsored by PFU 

Entrospective Limited - an IMMJ Systems Company 

Runner-up: Inpute Technologies 

'One to Watch' Product of the Year 

Joisto Quertum - World's first Blockchain enabled EDM & Archive 

Runner-up: iDocs Solutions - iDocs Bindr SafeSend 

Accounts Payable/Invoicing Product of the Year 

Dokmee - Dokmee Capture 

Runner-up: Intuitive - Intuitive for Accounts Payable 

Workflow/BPM Product of the Year 

Document Logistix - Document Manager 

Runner-up: Nuxeo - Nuxeo Platform 

Enterprise CMS Product of the Year 

Nuxeo - Nuxeo Platform 

Runner-up: Dokmee - Dokmee ECM 

BPO/Outsourcing/Bureau Business of the Year - Sponsored by 

IRIS (Canon Group) 

Storetec Services Ltd 

Runner-up: EDM Group 

Data Capture/Recognition Product of the Year - Sponsored by 

OASIS Group 

Kodak Alaris - Kodak Capture Pro 

Runner-up: ASG - Mobius 10.1 

@immjsystems 

are very proud to have been awarded 

Project of the Year in conjunction with 

London North West University Healthcare. 

#Digitalhealth #Healthtech #NHS #NHSX 

#dmawards2020 

@LNWH_NHS 


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

@nuxeo 

For the 3rd time in a row, we're pleased 

to have won the CMS Product of the Year 

award 


https://bit.ly/2UWhJv9 

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

AIIM Forum Europe 

@AIIMForumEurope 

oooh we saw our team on the 

#Blastfromthepast 


#onthedancefloor 

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

OASIS Group 

@OASISGroup_IS 

We are so proud of all our Team Members 

who have helped #Omnidox win Software 

Product of the year for the second year in 

a row. 

Records Management Product of the Year 

Alfresco - Alfresco Governance Services 

Runner-up: Document Logistix - Document Manager 

AI Product of the Year 

IRIS (Canon Group) - IRISXtract 

Runner-up: Hyland Software - OnBase 

Robotic Process Automation Product of the Year 

Hyland - Onbase 

Runner-up: Kofax - RPA 

Service/Support Company of the Year 

Twofold 

Runner-up: Scansation 




7

Dm DM AWARDS 2020 

@ibmlnews 

Proud to have won the distinct honor of 


for the Imaging Product of the Year: High 

Volume! The ibmlFusion! Find out all 

about it at: http://bit.ly/2wO1bMU 

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

Storetec Services 

@StoretecHull 

Incredibly proud of the Storetec team 

after picking up 2 awards and runner up 

positions at the @DMMagAndAwards 

We are honoured to have won: 

-BPO Outsourcing/ Bureau Business of the 

Year – Winner 

-Compliance Product of the Year – 

FreeDocs – Winner 

Well done everyone! 

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

ScanSnap UK 

@ScanSnapUK 

Well done to our channel partners 

@Northamberplc 

on their win this year! 

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

Document Logistix 

@DLXMK 

Thanks to Abby Penn and David Tyler for 

hosting tonight's Document Manager 

Awards @DMMagAndAwards 

Storage Product of the Year 

EDM Group - Storage and Retrieval Services including Scan-on-Demand through 

EDMOL (digital storage) 

Runner-up: Storetec Services Ltd - i-Trac 

Compliance Product of the Year 

Storetec Services Ltd - Freedocs Document Management 

Runner-up: M-Files 

Channel Partner of the Year - Sponsored by IMMJ Systems 

Northamber PLC 

Runner-up: Midwich Ltd 

Imaging Product of the Year: High Volume 

ibml - FUSiON 

Runner-up: Kodak Alaris - i5650S 

Imaging Product of the Year: Desktop/Portable/Other 

ScanSnap - iX1500 

Runner-up: e-imageData - ScanPro All-In-One 

Imaging Product of the Year: Workgroup/Departmental 

Canon - imageFORMULA DR-S150 

Runner Up: Kodak Alaris - Kodak Scan Station 730EX Plus 

Marketing Team of the Year 

PFU (EMEA) Ltd 

Runner-up: Alfresco 

Editor's Choice - Sponsored by Nuxeo 

Lemmana - Lemmana Content Services 

Runner-up: ibml - FUSiON 

Project of the Year Award - Sponsored by Document Logistix 

IMMJ Ltd - London North West University Healthcare NHS Trust 

Joint Runners-up: EDM Group - Direct Line Insurance & Kofax/Coforce - Ede 

Municipality 

Mobile Capture Product of the Year 

Brother - DS-940DW 

Runner-up: ScanSnap - iX1500 

Software Product of the Year 

OASIS Group - Omnidox 5 

Runner-up: ASG Technologies - Mobius 10.1 


DM AWARDS 2020 Dm 

Hardware Product of the Year - Sponsored by Northamber 

PFU (EMEA) Limited - Fujitsu fi-7300NX 

Runner-up: ibml - FUSiON 

Product of the Year 

IRIS (Canon Group) - IRISXtract 

Runner-up: Storetec Services Ltd - Freedocs 

Company of the Year 

PFU (EMEA) Ltd 

Runner-up: Document Logistix 

More info: www.dmawards.com 

Tim Brosnihan 

@timbrosnihan 

Fantastic to receive the DM Magazine 

Workgroup/Departmental product of the 

year with our imageFORMULA DR-S150 

Scanner 

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

Scansation 

@Scansation 

Thank you to everyone who voted for us 

at the 2020 @DMMagAndAwards 

Up against some much larger competition 

we are delighted to have been awarded 

with Runner Up for Service/Support 

Company of the Year. 

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

ScanSnap UK 

@ScanSnapUK 

· 

Company of the Year 2020! What an 

amazing way to end the year by winning 

Company of the Year for the second 

year in a row! We want to thank 

everyone who voted for us and all of 

our partners and colleagues We are 

toasting to all the nominees, runners up 

and winners tonight! 




9

Dm OPINION: RECORDS MANAGEMENT 

Box clever 

Ashley Keil, IBML's VP sales, EMEA/APAC, discusses how a mobile-based app combined 

with crowd sourcing can streamline the management, cost and access of records in offsite 

storage facilities 

It ranks as one of the biggest upsets 

in sporting history: the 1974 'Rumble 

in the Jungle' world heavyweight 

championship fight in Zaire (now DRC) 

saw challenger Muhammad Ali beat the 

punching powerhouse - and bookies' 

bet to win - George Foreman, by 

hanging so far back off the ropes he 

avoided the punishing blows until 

Foreman eventually tired out. Dubbed 

'rope-a-dope', it flew in the face of 

conventional wisdom as a boxing tactic 

with Ali finally knocking Foreman down 

in the eighth round to win. It certainly 

was boxing clever. 

In the world of records management 

and physical off-site storage, there is a 

case to box clever, too. Organisations 

in the UK are estimated to store 

around 200 million boxes of 

information off-site managed by third 

party operators, with the document 

management services industry - which 

includes storage - worth over £1.1 

billion in 2020. 

But research by McKinsey & Company 

shows that managers waste 19% of 

their working week searching for and 

gathering information - that's a 

whopping 39 or so hours per month. 

Clearly some of this will be located in 

these huge off-site warehouse facilities. 

Locating it, pulling it out of a specific 

binder or file and delivering this can be 

a time consuming, inefficient and 

ultimately costly exercise. 

GDPR has also upped the ante for 

organisations to have better 

information lifecycle management 

processes and procedures. Gone are the 

days of adopting an iceberg approach 

where you might only know about 10% 

of the information you hold as a 

company and its location and little 

about the other 90%. Today, you need 


OPINION: RECORDS MANAGEMENT Dm 

"ORGANISATIONS IN THE UK ARE ESTIMATED TO STORE AROUND 200 MILLION BOXES OF INFORMATION OFF- 

SITE MANAGED BY THIRD PARTY OPERATORS, WITH THE DOCUMENT MANAGEMENT SERVICES INDUSTRY - 

WHICH INCLUDES STORAGE - WORTH OVER £1.1 BILLION IN 2020… GDPR HAS ALSO UPPED THE ANTE FOR 

ORGANISATIONS TO HAVE BETTER INFORMATION LIFECYCLE MANAGEMENT PROCESSES AND PROCEDURES." 

to understand exactly what you're 

keeping to safely meet retention and 

destruction rules and regulations. Fines 

are onerous if you don't. 

MANUAL INDEXING HAS BEEN 

THE NORM 

Historically the outsourced records 

management market has relied heavily 

on the manual inventory and indexing 

of boxes arriving at facilities, with the 

obligation very much on customers to 

take responsibility to do it themselves. 

This - at best - has been limited to a 

storage box level rather than the actual 

logging of binder or folder contents 

contained so that a contract, set of 

notes or HR record can be found at a 

later date. 

It has always been a cost versus 

benefit calculation as to whether to get 

into this level of granular detail. Yes, 

records storage firms will do it for an 

additional fee but this quickly balloons 

into a substantial amount when you're 

talking about thousands or tens of 

thousands of boxes and an army of 

staff required to catalogue everything. 

Unless organisations pay their storage 

partners or accept the need for DIY - 

which clearly has a staff cost overhead 

too - the question has always been 

whether it is worth it given the number 

of times a file might actually need to 

be retrieved. 

Yet this creates an obvious problem 

for the future. Given GDPR rules now in 

force, what goes in must ultimately 

come out with the retention time 

scales for some paperwork measured in 

years. Simply put, many firms just don't 

know what they have in store. 

So, how can technology help with 

this storage-access-value for money 

conundrum, and what is available on 

the market today that works reliably 

and securely to make the retrieval of 

physical records that much easier? 

MOBILE CAPTURE WITH MATURE 

CROWD SOURCING 

One solution on offer allows the 

capture of information contained on 

the actual labels stuck on the spines of 

lever arch folders or box files. This 

then integrates with any ECM or back 

end system. 

Supporting Samsung and Apple 

devices, it combines an innovative 

smartphone app with real-time 4k 

video streaming as the capture tool 

with full-text OCR and barcode 

recognition engines built in. It's a new 

and innovative approach made 

possible as technology has evolved 

and matured. 

It's then a simple case for staff in 

storage facilities to open a box and 

hold a phone at the spines as they scan 

them. The phone 'reads' the text and 

information fields are captured 

automatically. Data is then populated 

in a customisable portal based on a 

client's specific set-up requirements. 

To be clear, this does not involve 

scanning individual pages of physical 

documents, rather the scanning and 

reading of information on a folder's 

cover. This could be dates, invoice 

numbers, a client or folder name, 

barcode and so on. This is then linked 

to the specific box and its ID number. It 

means there is an accurate record of 

what is stored in each one to make 

retrieval and access a breeze later on. 

The clever bit of all this is what 

happens when the app cannot read the 

barcodes or writing on the covers 

because the legibility is poor. A work 

item is then created to check the image 

and sent to the 'public crowd' - a 

global workforce of over 2 million 

people connected using the cloud - for 

quality assurance purposes. It's a 

touchless automatic process. 

Typically, the system is set so that the 

same image is sent to two data entry 

clerks who both check the snippets 

before finally keying it into the ECM 

system. If there's a mismatch, it goes 

to a supervisor to review which solves 

the issue of manual errors creeping in. 

This triple-check approach explains 

how impressive 99.9% accuracy rates 

are achieved. That's almost data 

perfection. 

These snippets of information are 

context-free so that the crowd clerks - 

who may be based anywhere in the 

world - don't become a worrisome 

security risk. Interestingly, if a user is 

big enough, a private crowd alternative 

can be established meaning that the 

workflow is only distributed to internal 

employees for their attention. 

The benefits are clear. Such an 

automated approach removes the 

laborious, mundane and repetitive 

tasks of indexing and cataloguing 

high volumes of records at off-site 

storage facilities. It drastically 

reduces the cost, is scalable, ondemand 

and doesn't require expensive 

hardware, software or consultancy to 

get up and running. 

As more metadata is captured when 

boxed information arrives it makes it 

faster, easier and cheaper to later retrieve, 

access and manage in the long-run, 

therefore fundamentally streamlining and 

enhancing document lifecycle processes 

with all the obvious commercial and 

compliance gains. Put another way, you 

manage your records better, retrieve 

them better and destroy them better. 

And while some firms may find 

themselves on the regulatory ropes if 

they don't do this properly, it could be a 

winner knockout approach for many 

to try. 

More info: www.ibml.com 




11

Dm ANALYSIS: MANAGED PRINT SERVICES 

Managed Print Services channel optimistic despite 

COVID-19 impact 

According to a new survey from Quocirca, 66% of respondents predict a revenue 

'bounce-back' in 2021 as MPS maturity offers opportunities to diversify into 

adjacent services 

business, although for 25% the effect 

was positive. 

Quocirca Director Louella Fernandes 

commented: "The pandemic has 

accelerated changes that were already 

under way in the print market. The 

channel is optimistic but must adapt fast 

to capitalise on new opportunities and 

secure its place as a trusted partner for 

organisations that are pivoting to hybrid 

and remote-working." 

The Managed Print Services (MPS) 

channel is optimistic that 2021 will 

see revenues rebound and growth in 

opportunities to offer cloud services, 

contactless printing and support for home 

printing as customers adapt to the 

demands of remote and hybrid working. 

Quocirca's 2020 State of the Channel 

survey investigated attitudes among 205 

channel organisations selling managed 

print services (MPS) in the UK, France, 

Germany and the US. Although 50% of 

respondents reported that revenue has 

declined in 2020, the majority display 

optimism for the next year, with 66% 

predicting that revenue will rise in 2021. 

COVID-19 MAKES PRINT PLUMMET 

COVID-19 had a severe impact on the 

sector, with 45% of respondents saying 

customer print volumes have fallen. This 

rose to 62% among UK respondents and 

64% in the USA, while only 24% of 

French organisations said print volumes 

had dropped. Overall, 53% said the 

pandemic had a negative impact on their 

Key findings from the study at a glance: 

53% of respondents say COVID-19 

has had a negative impact on their 

business. 25% indicated a positive 

impact 

45% say customer print volumes have 

dropped due to the pandemic 

34% say selling MPS has opened new 

opportunities to provide value-added 

services; 32% say it has helped build 

longer term customer relationships 

37% say broader market disruption 

is the top channel concern for the 

coming year. Other key concerns 

were adapting to a managed 

services model (23%) and digital 

disruption (22%) 

Cloud is viewed as the leading growth 

area between now and 2022, 

followed by home printing services 

and contactless print provision. 

Channel companies report satisfaction 

gaps with key elements of vendor 

programmes including market 

development funds (MDF), training 

and support for app development, 

and financial support. 

BROADER OPPORTUNITIES 

MPS programmes are mature and they 


ANALYSIS: MANAGED PRINT SERVICES Dm 

"THE CHANNEL NEEDS TO BE CLEAR WITH VENDORS ABOUT THE SUPPORT IT NEEDS TO ADAPT TO THE 

CHANGING ENVIRONMENT, AND VENDORS MUST RESPOND. THE CHANNEL RECOGNISES OPPORTUNITIES 

AROUND INTEGRATED DOCUMENT WORKFLOW APPS AND SOLUTIONS, ESPECIALLY FOR HYBRID AND REMOTE- 

WORKING ENVIRONMENTS, BUT DOESN'T FEEL EQUIPPED TO CAPITALISE ON THESE." 

growth if companies can successfully 

build partnerships with complementary 

service providers and invest in the sales, 

technical and marketing skills needed to 

deliver a broader range of services." 

are delivering additional benefits. 34% 

of respondents said they had accessed 

new opportunities to sell value-added 

services such as information 

management and collaboration tools; 

32% said they have built longer term 

relationships with customers; 29% said 

there were more opportunities to sell 

non-print related services such as IT 

services. 

Diversification is under way, with 32% 

saying they now offer managed IT 

services alongside MPS. There are 

significant regional variations, however. 

Half of UK respondents offer managed 

IT services alongside MPS, compared to 

just 16% of German respondents. 

Overall, 29% offer print security services 

FIND OUT MORE: 

and 28% offer cloud print services. 

Looking ahead, cloud print services are 

viewed as the most important growth 

area in the next two years, followed by 

the provision of home printing services 

and contactless printing. While cloud 

migration has been a driver for some 

time, the other areas are directly 

associated with pandemic factors. This is 

reflected in the top challenge facing 

channel businesses in the coming year, 

with 37% citing broader market 

disruption as a key area of concern. 

Commenting on the research findings, 

Quocirca's Fernandes added: "MPS is 

undoubtedly providing opportunities for 

the channel to diversify into adjacent 

areas. It can be a platform for future 

VENDOR SUPPORT MUST IMPROVE 

The study identified a disconnection 

between elements of a vendor's channel 

programme seen as important by 

channel companies and their satisfaction 

with those elements. Respondents rated 

training and support for app 

development, access to market 

development funds (MDF) and lead 

generation as the three most important 

criteria in a vendor's channel 

programme. However, they were least 

satisfied with MDF and financial 

support, and the biggest gap between 

importance and satisfaction rates 

occurred in training and support for app 

development. 

Analysing the effect of satisfaction 

gaps, Fernandes commented: "The 

channel needs to be clear with vendors 

about the support it needs to adapt to 

the changing environment, and vendors 

must respond. The channel recognises 

opportunities around integrated 

document workflow apps and solutions, 

especially for hybrid and remoteworking 

environments, but doesn't feel 

equipped to capitalise on these." 

More info: www.quocirca.com 

Quocirca's State of the Channel 2020 contains in-depth analysis of vendor programmes and recommendations for channel 

partners so they can successfully navigate the challenges ahead. Download a complimentary executive summary and 

infographic at: https://print2025.com/reports/quocirca-state-of-the-channel-2020/ 




13

Dm OPINION: CLOUD STRATEGIES 

Next steps for cloud-based content 

Tim Hood, Associate Vice President for Hyland in EMEA, argues that moving 

business processes and content to the Cloud is 'the only sustainable strategy' for 

organisations striving for zero downtime and data loss 

Events this year have reinforced what 

we pretty much already knew - that 

being able to access your data is key 

to business continuity, or even to business 

survival. Organisations still working with 

on-premise systems suddenly found 

themselves struggling to access 

information remotely, either because it was 

in some unreachable, local server-based 

app or locked away in an inaccessible 

physical filing cabinet. 

So, having been forced to embrace 

home-working, even traditional business 

sectors and organisations are now 

rethinking their core model, by turning to 

the cloud and aligning bricks and mortar 

offices with remote working teams. 

The benefits of cloud working are well 

known of course - reduced costs, 

improved ROI, efficiency gains, minimal 

maintenance and universal access - but 

moving there still requires strategic 

thinking about which processes to move, 

as well as what technology will underpin 

the migration and its subsequent 

development. 

And for those organisations that have 

already migrated to the cloud, it's time to 

think "what next?" 

For most, it will mean shifting their focus 

onto a fundamental asset of most 

organisations - content - and how to use it 

better, because today simply storing and 

managing it is no longer enough. 

It's a truism, of course, that to add real 

business value, the right content must be in 

the right hands at the right time, in order 

to improve productivity, facilitate decision 

making or add to the customer experience. 

And ensuring this happens is where 

content management services come in. 

It may seem like a relatively new concept, 

but content management is essentially the 

aggregation and integration of content 

from multiple sources, something that is 

much more easily done in the cloud than 

on-premises. 

THE NEXT STEP FOR CONTENT 

By adopting a cloud-based content 

services system, organisations have the 

means to ensure content is able to flow 

and be shared seamlessly between 

applications - without replication, 

duplication or omission of data. And 

that's just not possible with on-premises 

legacy enterprise content management 

(ECM) systems, which can't keep pace 

with fast-changing technology or 

governance standards. 

14 



www.document-manager.com

OPINION: CLOUD STRATEGIES Dm 

How many times have you contacted an 

organisation with a query or a problem, 

only to be told "I'm sorry, I don't have 

access to that information, you need to 

speak to that department". So you speak 

to someone else and have to go through 

everything all over again, sometimes 

multiple times. It's frustrating for the 

customer and a missed opportunity for 

the business. 

On the other hand, a cloud-based ECM 

ensures that data is released and 

distributed across multiple business units 

or departments, rather than remaining 

the sole property of a single repository 

such as a CRM, ERP, accounts payable or 

case management application. 

Now, rather than adding more and 

more solutions to an already disparate 

and clunky portfolio of technologies, 

there can be a single organisation-wide 

platform instead. 

This gives authorised users across the 

organisation access to every document, 

image and piece of data analytics or usergenerated 

content they need to do their 

job better, whether that involves customer 

service, client retention, developing 

industry expertise, or addressing new 

competitive threats. 

Even better, if the platform allows the 

modification and updating of workflows 

and processes without the need for 

coding or scripting, then it starts to be 

seen as a day-to-day work tool rather 

than a niche piece of software that can't 

be adapted. Users then become 

empowered to independently create 

better systems as and when they need 

without having to call and wait for an IT 

team to make the changes. 

BEYOND ECM 

The benefits of a cloud-based ECM can 

be further enhanced by complementing it 

with tools such as robotic process 

automation (RPA), which can streamline 

the way data is fed into workflows by 

taking on time-consuming, rule-based, 

repetitive tasks like copying and pasting 

data between apps, which are often 

central to information collection and data 

pre-processing. 

Hyland's own enterprise information 

platform, OnBase, which is hosted on the 

Hyland Cloud, now includes RPA, to give 

an end-to-end solution that's of particular 

benefit to organisations that need clear 

audit trails and chains of custody for every 

data action. 

Of course, there will always be some 

degree of apprehension about the 

potential disruption and cost of 

introducing any new technology. For 

instance, there may be concerns about 

how new cloud applications will 

integrate with legacy systems containing 

large volumes of often complex, 

unstructured data. 

Moving to the cloud means that the 

burden of responsibility shifts from the 

organisation to outside service providers. 

With an ever-growing number of 

providers and a new generation of cloud 

content apps entering the marketplace, it 

is ever more important to select a provider 

with the knowledge, understanding and 

experience to create innovative, robust, 

seamless solutions. Vendor viability and 

levels of service are now as important, if 

not more so, than features and functions. 

SECURITY IS KEY - BUT SO IS 

SCALABILITY 

There is a high degree of assurance in 

committing business processes to the 

cloud, with most organisations 

recognising that, should there be some 

localised disruption or environmental 

event, it is better to have their data 

located in a remote, secure, facility and 

not in an on-premise server. 

But organisations still need to know 

that best practice is being applied to 

mitigate risk, and that advanced and 

proven security measures are in place 

with the capacity to detect intrusion, 

analyse threats and predict potential 

vulnerability points. 

Since achieving total security is one of 

key concerns when moving to the cloud, 

companies will want to know that 

vendors are carrying out third-party 

assured annual service organisation 

control (SOC) audits, as well as regular 

internal reviews, along with ongoing 

penetration and vulnerability testing. 

Those who operate in sectors such as 

financial, legal or healthcare, where 

strong regulatory frameworks apply, may 

want the added reassurance of dedicated 

governance, risk and compliance support 

and services. 

Above all, organisations will want to 

know that the cloud-based system they 

adopt will be able to tackle whatever 

the world throws at them. Hyper-agility 

and hyper-scalability will define the 

winners and losers in the new digital 

world, so they must be sure that 

system architectures are sufficiently 

robust and elastic to meet the fastchanging 

demands of the enterprise 

environment and manage the deluge of 

data that's pouring in ever-faster from 

every direction. 

Given the complexity of the landscape, 

organisations need help to navigate their 

way through a marketplace that's 

constantly evolving. The picture is likely to 

become more complex still, as innovative 

technologies like artificial intelligence, 

machine learning, blockchain and big 

data analytics add further disruption. 

This creates opportunities for value 

added resellers (VARs) who are able to 

offer a strategic understanding of new 

and emerging cloud-based solutions and 

how they can be capitalised upon. 

THE ONLY SUSTAINABLE STRATEGY 

With organisations striving for zero 

downtime and data loss, running core 

business applications internally is no 

longer a sustainable strategy when the 

operating environment is unpredictable 

and fast-changing. As a result, more and 

more organisations are moving their 

business processes away from onpremises 

servers to accommodate the 

changing way people need to interact 

with business information. 

The rapid and unexpected acceleration 

of remote working this year has brought 

new urgency to the need to ensure cloud 

delivery of content. While moving to the 

cloud can improve individual processes, 

more and more organisations are seeing it 

as fundamental in achieving the much 

wider digital transformation that will be 

essential for future success. 

More info: www.hyland.com 




15

Dm PRODUCT FOCUS 

PRODUCT FOCUS: KODAK S3100 

Kodak Alaris announced its new S3000 

series A3 scanners as a more or less 

'like-for-like' replacement for the 

company's much-admired i3000 devices, 

but in truth these are far more than an 

upgrade, offering enhanced features, 

faster scans, better connectivity, and much 

more besides. 

One of the key features of the S3100 

device we reviewed is that image 

processing is now performed onboard the 

scanner itself, as opposed to requiring a 

separate PC. This frees up PC CPU cycles for 

batch-related processing, OCR and the like, 

and makes the new devices especially 

appealing for integrators and BPOs as 

much as for horizontal use cases such as 

mailroom, HR, or records management. 

The image processing software, Perfect 

Page, has numerous enhancements 

including a new 'snap to size' option, as 

well as improved 'digital stamping'. 

Described as a low-volume device 

(though the definitions of what counts as 

low, medium or high volume are evolving 

continually) the S3100 is capable of an 

impressive 100 pages per minute (200 

image per minute duplex); the other 

models in the series are equally quick 

(S3060 offers 60ppm/120ipm, S3120 

offers 120ppm/240ipm) - all in grayscale, 

black-and-white or colour, at up to 300 dpi 

resolution. The range also includes the A4 

S2085f - the 'f' denotes a flatbed, an 

option also available on the S3060 and 

S3100 devices. 

The S3100 boasts a very user-friendly 

colour touchscreen interface alongside the 

usual buttons which, combined with Smart 

Touch, offer simple 'one-touch' scanning to 

a host of standard destinations. There is a 

larger input hopper than the old i3000, 

now holding 300 rather than 250 sheets, 

and numerous improvements have been 

made to the output tray mechanisms and 

multifeed handling, to reduce operator 

intervention. 

There is the option of a straight through 

feed path for non-standard documents - 

the usual example we quote here is long 

medical record documents which can be a 

meter or more in length, but Kodak Alaris 

also described the use case of oil well logs, 

again long continuous stationery 

documents that would otherwise be almost 

impossible to capture efficiently. 

Network connectivity is a large selling 

feature for the S3000 range, with wired 

Gigabit ethernet as standard (avoiding the 

potential security issues of wifi connection). 

As well as TLS and end-to-end encryption 

the S3100 can use self-signed certificates 

and even offers a 'secure boot' option to 

protect against potential hacks. As a secure, 

robust, high quality networked scanner, it is 

easy to see the S3000 series having an 

impact in areas that might previously have 

relied on MFP scanning, for instance. 

Security of access is of course key for any 

networked device, so it makes sense that 

Kodak Alaris has made it such a focus for 

these scanners. They describe the S3000 

range as offering 'true network scanning', 

and the Smart Touch interface defaults to 

multi-user mode as well as offering PIN 

controlled access if required. For smaller 

operations it is of course possible to set the 

scanner up in 'single user mode' with a 

direct connection to a PC. 

More info: www.alarisworld.com/go/s3000 

VERDICT 

Kodak Alaris describe the S3000 range as 'built for today, ready for tomorrow', and it's fair to say that this robust, 

speedy and surprisingly user-friendly scanner is fit for anything its target market will want to throw at it - it is a 

more than worthy successor to the highly successful i3000 scanners it replaces. 


Automated data capture 

with human-like intelligence 

With the help of uniquely built-in intelligence, Brainware by 

Hyland takes your document and information capture to the 

next level, providing scalability and increasing process visibility. 

BRAINWARE BY HYLAND: 

Automates the 

extraction and 

validation of data 

Uses pattern 

recognition to 

increase process 

accuracy 

Connects with 

existing systems 

to match and 

update data 

organisation-wide 

Learn more at Hyland.com/Brainware

Dm CASE STUDY: LONDON NORTH WEST UNIVERSITY HEALTHCARE NHS TRUST 

Virtual clinics ease COVID-19 burden 

In a project that won the coveted Project of the Year trophy at the 2020 DM 

Awards, IMMJ Systems deployed its clinical electronic document management 

solution at one London NHS Trust in order to support virtual clinical operations 

during the COVID-19 crisis 

In order to address some immediate 

challenges the NHS are facing IMMJ 

Systems designed the MediViewer 

"Rapid Deployment Service" (RDS) to 

support "Virtual Clinics" during the 

COVID - 19 pandemic. The RDS allows 

Healthcare professionals to view a 

patient's digitised record from 

anywhere whilst accessing a Hospitals 

Virtual Clinic system. 

London North West University 

Healthcare NHS Trust is one of the 

largest integrated care trusts in the 

country, providing hospital and 

community services to the people of 

Brent, Ealing, Harrow and beyond. Its 

team of more than 8,000 clinical and 

support staff serves a diverse 

population of approximately one 

million people. 

As well as delivering community 

services across the three London 

boroughs, the Trust provides acute 

hospital services at: Central Middlesex 

Hospital, Ealing Hospital, Northwick 

Park Hospital and St Mark's Hospital. 

In early spring 2020 - at the very start 

of the Coronavirus global pandemic - 

London North West (Northwick Park) 

were front and centre in seeing the first 

COVID-19 patient and being the first 

hospital in the UK providing testing 

services for the treatment. 

In early March 2020 London North 

West University Healthcare NHS 

contacted IMMJ Systems to work and 

18 




CASE STUDY: LONDON NORTH WEST UNIVERSITY HEALTHCARE NHS TRUST Dm 

"FACED WITH THE COVID-19 CRISIS AND THE URGENT NEED TO MOVE TO VIRTUAL OUTPATIENT SERVICES, WE 

WERE UNDER PRESSURE TO FIND A SOLUTION THAT WOULD SUPPORT OUR CONSULTANTS WITH RELEVANT 

PATIENT INFORMATION REQUIRED TO DELIVER EFFECTIVE VIRTUAL CLINICS. HAVING ALREADY BEEN EXPOSED TO 

IMMJ SYSTEMS' MEDIVIEWER SOLUTION AT THE HILLINGDON HOSPITAL WE KNEW THIS WAS THE SOLUTION FOR 

US. THIS HAS BEEN A SUCCESSFUL PARTNERSHIP BETWEEN THE TRUST AND TECH TO DELIVER CRITICAL DIGITAL 

INFORMATION, DURING A VERY CHALLENGING TIME " 

support their need to deploy the IMMJ 

Systems' clinical electronic document 

management solution, MediViewer, 

using its Rapid Deployment Service, 

uniquely designed to minimise COVID- 

19 cross infection between patients, 

consultants and other hospital 

employees by supporting virtual clinics 

as a matter of urgency. MediViewer 

support the Trust's Virtual Outpatient 

Clinics by minimising the potential for 

COVID-19 cross infection between 

patients, consultants, nurses and any 

other exposed hospital workers. 

The rapidly deployed solution 

incorporated a "scan on demand" 

service of all patient records ahead of 

each Virtual Clinic, providing the 

consultant with remote access to key 

digitised patient records that were 

currently held in paper format in the 

hospital's medical records libraries and 

across the hospital site. 

Sonia Patel, Chief Information Officer 

at London North West University 

Healthcare NHS Trust and The 

Hillingdon Hospital as well as the 

newly appointed Chief Information 

Officer for NHSX, commented on the 

partnership with IMMJ: "Faced with the 

COVID-19 crisis and the urgent need 

to move to virtual Outpatient services, 

we were under pressure to find a 

solution that would support our 

consultants with relevant patient 

information required to deliver 

effective virtual clinics. Having already 

been exposed to IMMJ Systems' 

MediViewer solution at The Hillingdon 

Hospital we knew this was the solution 

for us. This has been a successful 

partnership between the trust and tech 

to deliver critical digital information, 

during a very challenging time " 

MediViewer's cloud-based solution 

provides the platform for London 

North West University Healthcare NHS 

Trust with access to patient records any 

time, anywhere and on any device. 

Tens of thousands of patient medical 

records have been securely scanned 

and stored in IMMJ Systems' 

MediViewer platform thereby reducing 

not only the need for patients to 

attend the hospital for appointments 

but also enabling clinicians to work 

remotely. Furthermore, the solution 

will also ensure that medical records 

will no longer need to be moved 

around the hospital where they are 

physically handled many times before, 

during and after each patient 

appointment. 

The project commenced following 

urgent board approval to procure, 

implement and deploy the required 

strategy in support of making patient 

medical records available to support 

virtual outpatient clinics. 

IMMJ Systems developed a 'new 

world' scanning model, so that the 

Trust could accurately forecast patient 

attendance levels both now during the 

global pandemic and also predict 

activity post COVID and what this 

would look like. 

Following board approval IMMJ 

Systems agreed to work at risk such 

that the commercial elements and 

contracting were secondary to 

ensuring that they could actively 

support the Trust with the rapid 

deployment to support virtual 

outpatient clinics. 

It took IMMJ's technical services 

teams less than 11hrs to build the 

required infrastructure (including 

Disaster Recovery), install the software 

application, integrate with the Trust's 

Active Directory and be live in the 

Trust's network. The next step was to 

align the scanning partner the Trust 

had been working with for a number 

of years. 

A clearly defined strategy was put in 

place even taking into account that 

medical records sent off site to be 

scanned would need to be placed into 

quarantine minimising the risks of 

cross contamination in this process 

too. The Trust opted to go-live within 

their Rheumatology service on April 

28th with the project working towards 

enterprise adoption by December 

2020. 

IMMJ Systems places as much 

emphasis on the implementation and 

transformation processes as on the 

technology itself, and this combination 

ensured the Trust were truly working 

with a safe pair of hands. 

The immediate results and impact of 

the project undertaken at London 

North West Healthcare were 

significant. Providing a best of breed 

electronic document management 

system that could be used on any 

device in any location providing access 

to scanned clinical records was pivotal 

during these times - and the impact 

has been demonstrable. 

The wider reaching benefits are such 

that the Trust is able to plan a vast 

reduction in the spend on managing 

physical medical records, estate costs 

and operational savings in respect of 

the manual time spent managing 

physical records in circulation. 

More info: www.immjsystems.com 




19

Dm VERTICAL FOCUS: LEGAL 

Could the pandemic deliver a 

paperless reality for law firms? 

Law firms have been talking about going paperless and 

transitioning to a more efficient way of working for 

years, says Storetec's Amy Wright - but it would seem 

the pandemic might deliver the final push in making 

this digital goal a reality 

We have seen numerous 

attempts over the last decade 

by law firms and courts of law 

to transition processes into a digital 

format. In 2013, the government 

launched an online claims portal to 

manage claims efficiently and quickly. 

Created to deal with claims of up to 

£25,000, the portal applies to 

organisations on the receiving end of 

employer liability (EL) and public liability 

(PL) claims. In 2016 the government 

also invested £7 million pounds in its 

Autumn statement for modernising 

courts and justice systems. Virtual 

hearings conducted over telephone and 

video links are becoming more common 

practice, which is extremely useful in 

sensitive court cases. 

OPPORTUNITY TO DIGITISE 

The COVID-19 pandemic has presented 

a window of opportunity for private 

law firms to review company structures 

and identify inefficiencies which have 

existed for years. The need for an 

20 




VERTICAL FOCUS: LEGAL Dm 

"THE NEED FOR AN EFFICIENT METHOD OF WORKING WAS HIGHLIGHTED FURTHER DURING THE LOCKDOWN 

WHEN EMPLOYEES WITHOUT ELECTRONIC ACCESS TO DOCUMENTATION STRUGGLED TO WORK FROM HOME. 

IMAGINE A TYPICAL LAW FIRM: FILING CABINETS ACROSS THE OFFICE FULL OF CLIENT DOCUMENTS AND DESKS 

STACKED WITH CORRESPONDENCE WITH POST-IT NOTES OF HELPFUL NUMBERS. DURING THE LOCKDOWN IT 

WASN'T QUITE AS EASY AS TAKING ALL THOSE FILING CABINETS HOME WITH YOU!" 

efficient method of working was 

highlighted further during the 

lockdown when employees without 

electronic access to documentation 

struggled to work from home. Imagine 

a typical law firm: filing cabinets 

across the office full of client 

documents and desks stacked with 

correspondence with post-it notes of 

helpful numbers. 

During the lockdown it wasn't quite 

as easy as taking all those filing 

cabinets home with you! With 

documentation being incredibly 

confidential in nature, accessing such 

records in a secure and compliant 

environment was another obstacle law 

firms faced. 

We don't need to sit and tell you 

about the benefits of a paperless 

office: the reality of unrestricted 

remote access, reduced administrative 

costs and enhanced workflow are 

obvious wins. But what about the 

practical reality of sticking to a 

paperless way of work in the future? 

A main source of paper within many 

law firms is incoming correspondence 

and contracts. To ensure the paper 

problem doesn't build up again, 

businesses can outsource a digital 

mailroom service whereby all post is 

scanned and stored in a central 

system for the law firm to access. 

Solicitors can then allocate the 

scanned mail to each client matter 

enabling employees to access the 

information they need online. 

HOW SECURE IS REMOTE 

WORKING? 

As leading document scanning & 

cloud-based document management 

providers, we have been busy helping 

law firms facilitate remote working 

over the last 6 months. With the rush 

for businesses to set up remote 

working infrastructure and follow 

critical government orders, the reality 

is that currently, many businesses 

security systems are compromised. 

Data gathered from independent 

surveys distributed to a range of 

businesses identified that some 

employees are accessing critical 

documents via email, USB and other 

non-secure networks. We would like to 

think that there aren't cyber criminals 

waiting to take advantage of the 

situation… but in reality, that's exactly 

what's happening. If the Coronavirus 

pandemic has taught us anything, it's 

that the unexpected can happen, and 

businesses should be prepared to face 

any eventuality. 

A solution to the security problem, 

you may ask? An encrypted cloudbased 

document management 

solution. Products such as our awardwinning 

system FreeDocs will enable 

you to: 

1) Access confidential documents in a 

secure, cloud-based database. 

2) Set multi-user restrictions to 

determine levels of access. 

3) Review audit trails of which records 

employees have accessed remotely. 

4) Have the peace of mind knowing 

documents are secure, protected 

behind data encryption and 2-factor 

authentication. 

You may already have a system like 

this in place, which means you're 

absolutely on the right track. But if 

you are one of the employees 

accessing records via USB or email 

transfer, we urge you to contact us 

today for some free advice over your 

cloud-based solution. 

REVISED ORGANISATIONAL 

STRUCTURE 

In addition to reviewing paper 

processes, law firms have also taken 

the time to make changes to their 

organisational structure. An article by 

Law.com questions the current ratio of 

attorneys to legal administrative 

assistants in light of the pandemic. 

One law firm leader - speaking on the 

condition of anonymity - says their 

firm's support structure will be 

permanently changed by the 

pandemic: "Our attorneys have really 

been more autonomous when it 

comes to their day-to-day practice. We 

are going to benefit from that 

autonomy and the way they've 

embraced technology will increase 

efficiency." 

A PAPERLESS FUTURE FOR 

LAW FIRMS 

With the Coronavirus pandemic 

expected to impact our lives over the 

coming years, we're expecting the 

number of law firms looking to switch 

to a paperless way of working to 

continue for the foreseeable future. 

The Storetec team remains available 

and on-hand to assist such firms with 

their digital transformation goals. 

If you would like any advice or 

information regarding Storetec's 

secure document scanning and cloudbased 

document management 

services, please do not hesitate to 

contact us by phone on 0800 612 

4065 or sales@storetec.net. 

More info: www.storetec.net 




21

Dm MARKET FOCUS: CAPTURE 

Worldwide capture software market grows 16.5% 

Intelligent capture, Cloud-based services and RPA all key drivers of revenue growth 

Infosource, the leading analyst firm 

covering the Capture Software market, is 

reporting that analysis of its annual 

Worldwide Market Survey showed that the 

market for Capture Software experienced 

double-digit growth for the fourth year in 

a row. 

Capture 2.0 Intelligent Capture Cloudbased 

services, and Robotic Process 

Automation were the key drivers of revenue 

growth. In 2019, the worldwide market 

grew by 16.5% reaching US$5.5bn in enduser 

revenues. Robotic Process Automation 

(RPA) Capture Systems are contributing to 

strong growth with an increase of more 

than 60% year-over-year. Cloud services are 

forecast to continue to grow by more than 

25% CAGR through 2024 to over $1.7bn. 

RPA is generating high interest and 

expectations. Organisations are continuing 

to look for solutions for transferring data 

from one system to another in a 'touch less' 

fashion, without human intervention. RPA is 

being implemented to solve simple data 

look up and transfer tasks. But to be more 

impactful on business process automation, 

intelligent Capture 2.0, based on artificial 

intelligence and invoking machine learning, 

is critical. RPA companies are investing in 

these technologies while major enterprise 

software platform providers are integrating 

RPA and Capture 2.0 into their systems. 

The pandemic has accelerated the digital 

transformation. Changes in the workplace 

and the demand for real-time information 

at any location is creating demand for 

Capture 2.0. Intelligent Capture 

Technologies are enabling automated near 

real-time, customer facing business 

applications. Case Management 

applications are in demand in top vertical 

markets including: Government, Retail 

Banking, and Healthcare. Capture 2.0 is 

improving efficiencies in loan processing, 

supply chain tracking and patient care, to 

name a few. 

Capture 2.0 includes AI technologies that 

provide the ability to classify, apply business 

rules and extract needed data from a variety 

of media types not limited to traditional 

documents. Voice, object and image 

understanding are included in the 

Infosource Capture 2.0 definition. Cloud 

Service platforms are the new standard for 

development and delivery of Capture 

applications where Capture Services will be 

integrated quickly and efficiently with other 

applications-all of which is designed to 

automate specific business processes. 

The dynamics of the Capture Software 

market also are changing rapidly, 

providing new opportunity. Capture 2.0 

Services are being implemented in 

automated business solutions by 

enterprise software companies as well as a 

new generation of Service Providers. 

The Capture Software vendors that are the 

traditional market leaders are being 

challenged. There are a number of up and 

coming vendors focused on vertical market 

solutions that are challenging the "top 5" 

with portfolios powered by Capture 2.0. 

Infosource estimates the worth of the 

total potential market for Capture 2.0 

Services at $32bn worldwide. Capture 2.0 

will have far reaching effect on the market 

resulting in opportunities for software 

vendors, integrators, scanner and MFP 

hardware vendors, as well as business 

process service providers. 

More info: www.infosource-analysts.com 

22 




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Total Distribution

Dm CASE STUDY: AMEY PLC 

Moving with the times - and into the cloud 

Amey is achieving seamless Business Continuity in its HR & Accounts Payable 

functions throughout the COVID-19 lockdown, thanks to a combination of Cloudbased 

digital document management from EASY Software and Fujitsu scanning 

solutions from PFU (EMEA) 

Amey plc is one of the UK's largest 

and best-known facilities 

management, civil engineering 

and infrastructure management 

companies, with a large project 

footprint in the UK public sector. Today 

there are around 16,000 people 

working for the organisation, though 

numbers can peak at much higher than 

that depending on the volume and type 

of contracts the company is managing 

at any one time. All of this adds up to a 

vast administrative workload, from both 

a finance and HR perspective. 

In 2002, when Amey first implemented 

SAP as its finance and resource 

management system, it invested in EASY 

Software's SAP Packaged Services 

(Capture and Archive) to capture and 

manage incoming Accounts Payable (AP) 

documents electronically. With 12,000 

invoices coming into the business each 

month, on average, Amey needed a 

means to capture, store and access 

these without reliance on paper. 

When Spanish facilities management 

group Ferrovial acquired Amey the 

following year, this newly streamlined 

AP process helped support the move to 

a Financial Shared Service centre at 

Oxford Science Park. As further 

complementary companies joined the 

organisation, bringing in large 

government contracts, the business 

deployed EASY Capture in a number of 

regional offices. 

Fast forward to today, and 95 per cent 

of all invoices come into the business 

digitally with progressively less reliance 

on an external scanning service to 

convert incoming paper documents into 

scanned files. 

FAST PAPERLESS ON-BOARDING 

Even more transformational for Amey 

has been the use of EASY software for 

capturing and organising HR 

documents. Each time Amey takes on or 

finishes a new major contract, it has to 

bring in or phase out what might be 

500 people at a time, involving a lot of 

red tape. "The nature of the work we do 

means there can be a massive turnover 

of staff, and extraordinarily high 

numbers documents to process under 

TUPE (transfer of undertakings) 

obligations as people come into our 

24 




CASE STUDY: AMEY PLC Dm 

operations and leave again," explains 

Stephen Butler, Amey's Senior 

Application Support Manager. 

For over a decade now, Amey has 

used EASY-enabled electronic document 

archiving to provide a HR document 

management solution that integrates 

with the company's SAP HCM (Human 

Capital Management) and vFire Case 

Management systems. This supports HR 

professionals in administering Amey's 

critical talent pool, providing ready 

access to confidential documents over a 

secure web client. 

CLOUD-FIRST STRATEGY 

With content and process digitisation 

high on its agenda, and a cloud-first 

strategy now a business priority at 

Amey, the company implemented a 

significant upgrade to EASY Software's 

latest technology in 2019. As well as 

providing access to the latest 

functionality and features, this has 

meant that all software and records 

now run in the cloud, on a secure 

Microsoft Azure platform - supporting 

Amey's ambition to reduce reliance on 

its own on-premise data centre 

infrastructure. 

Amey also took this opportunity to 

separate its HR and financials 

databases, so they could each run on 

their own server - for greater resilience 

and scalability. "Our aim is to move 

everything - all of our applications - to 

the cloud," explains Jono Cook, Amey's 

Applications Manager who oversaw the 

latest EASY upgrade. 

PANDEMIC-PROOF - WITH BUILT-IN 

COMPLIANCE 

The timing of the transition could not 

have been more fortunate. By the time 

the COVID-19 pandemic hit, 95 per 

cent of Amey's Accounts Payable 

documents and 100 per cent of all HR 

information was being captured 

digitally and made available securely via 

the cloud to authorised staff. This 

meant that these departments could 

continue working, uninterrupted, from 

team members' respective homes. 

"Users can now simply 'Save to EASY' 

using their laptops or other devices 

from home, which meant the sudden 

call to work from home didn't affect 

their workloads," Stephen notes. "With 

the latest EASY software, we are not 

dependent on having people in the 

office to print attached documents and 

scan them into our core systems. I think 

a lot of other businesses will have been 

caught out without that facility." 

End-to-end document digitisation 

boosts compliance with regulations 

like GDPR, too. "The risk of mis-filing 

or failing to shred documents is 

removed once you can capture the 

content straight to the intended 

secure system," Stephen explains. "In 

HR, that's invaluable. Each time 

someone joins the company they have 

to send in a copy of their passport, for 

instance. Now these documents can 

be captured without paper. When you 

consider that we operate a number of 

contracts for the Government, you can 

appreciate how important that kind of 

assurance is." 

On the capture side Amey uses the 

predecessor of the Fujitsu fi-7600 

scanner, which offers reliable and 

uninterrupted scanning of a wide range 

of documents. Fujitsu's impressive 

current range of production level 

scanners are capable of scanning up to 

A3 double-sided documents seamlessly 

and intuitively into business processes. 

The latest in feeding mechanism 

technologies include acoustic sensors, a 

skew protection that helps ensure 

enhanced operation during the scan 

process and a new stacking design that 

helps control the paper output. 

Scan speeds of up to 100ppm/200ipm 

A4 landscape pages per minute are 

possible through the 300 sheet ADF. An 

adjustable ADF can dis-engage the 

rollers meaning booklets, filled 

envelopes and thicker material up to 

413g/m2 can be effortlessly scanned to 

broaden the scanners capabilities. 

The fi-7600 is bundled with 

PaperStream IP; a scanner driver that 

supports TWAIN/ISIS and allows for 

optimal image capture routines and 

PaperStream Capture for hassle free 

creation of profiles such as batch 

scanning and subsequent efficient 

input into workflows. 

Anyone wishing to get hold of an 

evaluation or demo unit of any of the 

Fujitsu scanner range to try for 

themselves or at a customer site is 

urged to visit PFU's enablement 

platform at www.imaging-channelprogram.com 

for more information. 

ROBUST AND RELIABLE 

The overall efficiency gains, meanwhile, 

have been so substantial that Amey 

doesn't even attempt to quantify them. 

"The fact that we can track down any 

document at any time and from 

anywhere is transformational, and 

made the difference between critical 

business functions being able to 

maintain continuity during lockdown or 

not," Stephen says. "That's on top of the 

saving we make on having dedicated 

people who otherwise would have 

spent their days scanning paperwork." 

Having the people from EASY 

Software close at hand continues to be 

a huge source of reassurance, too, Jono 

says: "They are brilliant. There is always 

a quick turnaround if I ever need them; 

we're never left waiting in a queue for 

assistance. The software does 

everything we need it to do, it saves us 

money, and is very intuitive and easy to 

use - and the maintenance costs are 

extremely low." 

"I can honestly say that we extract 

every bit of value we can from the 

system," Stephen concludes. "The fact 

that we can bring in documents 

digitally and view them on the screen 

without any form of paper being 

involved gives us end-to-end efficiency 

gains. Although we always consider 

competitive alternatives, we have never 

yet seen a reason to move away from 

EASY Software. They give us everything 

we need and support us fantastically. 

And to have achieved such a smooth 

upgrade and have had no issues during 

the peak of the lockdown - when HR 

had so many other things to deal with - 

is priceless." 

More info: www.easy-software.com/uk 




25

Dm RESEARCH: I.T. INVESTMENT 

I.T. decision makers investing in tech for productivity 

New research from Brother shows that more than eight in ten businesses are increasing 

their focus on productivity, with digital infrastructure investment driving the productivity 

push. As such, firms are boosting their IT budgets by an average of 13% 

UK firms are investing in digital 

infrastructure to boost their 

productivity in the wake of the 

Covid-19 pandemic, according to research 

from business technology solutions 

provider Brother UK. The findings, taken 

from interviews with 500 IT decision 

makers, show that more than eight in ten 

(84%) companies have ramped-up efforts 

to boost productivity since March, with 

more than half saying it is now vital to 

deliver cost savings (59%) and higher 

profits (54%) for their businesses. 

Firms are ramping-up digital investment 

to tackle their productivity challenges, with 

IT budgets set to rise by an average of 13% 

over the next 12 months. Respondents said 

that legacy working practices (35%), such 

as excessive meetings, and poor IT 

infrastructure (33%) are the biggest 

barriers businesses face. 

Modern hardware, such as printers and 

tablets, (98%), collaboration software, 

such as project management platforms 

and video conferencing, (98%), and 

remote working tools, such as cloud-based 

technologies, (96%), top IT decision 

makers' lists for technology that will deliver 

the greatest productivity gains. 

Brother says that an average business of 

250 employees could stand to save nearly 

52,000 hours of workers' time a year - 

worth an estimated £776,000 - just by 

implementing simple, cost effective 

updates across their IT operations. 

Andy Johnson, head of product and 

solutions management at Brother UK, said: 

"It's never been more important for 

businesses to be firing on all cylinders and 

that means productivity needs to be at its 

peak. While it's positive news that 

businesses are prepared to make 

investments that will boost the efficiency of 

their operations, we know productivity is 

often seen as a real puzzle. Resellers are in 

a unique position to support businesses by 

offering simple, time-saving and costeffective 

measures that can be 

implemented to streamline IT operations 

and processes to deliver tangible value." 

The research analysed the potential time 

savings and value to employers when a 

number of typically manual IT practices 

were replaced with more efficient 

alternatives. For example, scanning straight 

to a secure network location, rather than a 

PC and then saving the file, to streamline 

and secure document management. 

Johnson added: "Reliable hardware and 

devices, such as printers, will be key in 

helping businesses become more 

productive, coupled with other easy 

updates, such as making sure all 

infrastructure is properly secured and 

opting for software solutions that support 

remote working and end-to-end 

workflows. Productivity is all about 

working smarter, and together these 

smaller investments can deliver a big gain 

for businesses." 

To support its channel partners Brother 

has launched its Designed for Productivity 

campaign toolkit, featuring a variety of 

content assets and advice to help them 

engage their customers. This includes email 

and landing page templates, web banners 

and social media posts. The campaign 

toolkit is available at the URL below. 

More info: 

www.brotherzone.co.uk/designed-forproductivity-zone 

26 




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Dm MARKET FOCUS: HEALTHCARE 

Monitoring the security of healthcare data 

Mark Gross, Senior Product Manager at Kofax, examines the hidden security risks for 

healthcare organisations in their print and capture functions 

Healthcare data breaches are often 

the result of unsecure devices 

and the failure of employees to 

follow best practices. Two-thirds of UK 

healthcare organisations reported a 

breach in 2019, according to a 

cybersecurity survey conducted by 

Clearswift. According to the Parliament 

Street think tank's analysis of 68 UK NHS 

trusts, 162,000 documents went 

missing in the fiscal year 2017-2018. 

This is in addition to 702,000 pieces of 

paperwork the trusts had already known 

to be lost. 

Despite these vulnerabilities, only 26% of 

healthcare IT decision makers are 

investing in security for frontline 

endpoints, compared to 46% who say 

they're investing in database security, the 

above-mentioned Clearswift survey found. 

When it comes to maintaining security, 

healthcare organisations sit between a 

rock and a hard place. To provide proper 

patient care, their staff need access to the 

right information, and quickly. At the 

same time, data protection laws in the UK 

and EU protect the sensitive data included 

in electronic health records (EHR). 

A wide array of devices is used to 

collect and transmit patient data - 

including computers, mobile devices, IV 

pumps and X-ray machines. Today, all of 

these are connected to the internet, the 

hospital network and other medical 

technologies, even though many of 

them have few, or no, security protocols 

in place. The situation is made even 

more complex by the public nature of 

hospital environments. Many connected 

devices containing sensitive data are left 

unattended, leaving the entire network 

exposed. The result is an increase in 

cyber and data security threats. 

ADDED THREAT OF COVID-19 

Today there's the added challenge 

brought on by the COVID-19 global 

pandemic. Many healthcare workers 

aren't working in their normal 

environments, they're helping in other 

departments, hospitals, and even popup 

field hospitals. With all the displaced 

healthcare workers, their normal print 

and capture workflows are left behind 

with their devices - and the security of 

the patient data contained in 

documents printed or scanned 

elsewhere may be at risk. 

Hospitals have too much at risk to 

leave endpoints unprotected. Exposed 

medical data can cost healthcare 

companies millions of pounds in fines 

and civil action, not to mention the 

ensuing reputational damage. 

Healthcare organisations can overcome 

this problem by creating a print security 

framework including devices with 

security built-in and content-aware print 

and capture technology. The unified 

printing, scanning and automated 

workflows provided by such technology 

will help healthcare organisations to 

manage, secure and govern sensitive 

documents. Workflows and process 

automation will ensure that the right 

information gets to the correct people - 

and automatic audit trails will generate 

credible reports to demonstrate 

compliance. 

The systematic approach delivered by 

such technology will enable healthcare 

organisations to plug the security holes 

in printing and imaging devices. 

More info: www.kofax.com 

28 




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Dm CASE STUDY: BACARDI 

Getting into the spirit of digital preservation 

158-year-old Bacardi selects Preservica to protect its 'digital legacy' for future generations 

Digital preservation specialist 

Preservica has been selected by 

Bacardi, the world's largest 

privately held spirits company, to help 

safeguard the company legacy of more 

than 150 years and ensure it is available 

for future generations. 

Bacardi Limited produces and markets 

internationally recognised spirits and 

wines. The Bacardi brand portfolio 

comprises more than 200 brands and 

labels, including Bacardi rum of course, 

but also Grey Goose vodka, Dewar's 

whisky, Bombay Sapphire gin, Martini 

and many other leading and emerging 

brands. Founded more than 158 years 

ago in Santiago de Cuba, family-owned 

Bacardi Limited currently employs more 

than 7,000, operates production 

facilities in 11 countries, and sells its 

brands in more than 170 countries. 

Bacardi is to use the Preservica 

platform to preserve digital assets and 

corporate records, including advertising 

campaigns, major business strategies as 

well as digitised historical collections. 

The digital preservation initiative aligns 

with Bacardi efforts to continuously 

modernise ways of working and 

leverage technology while protecting 

its heritage. 

COVID-19 CHALLENGES 

A growing inventory of digital materials 

from the past 20 years prompted 

Bacardi to find a preservation platform 

to future-proof and protect unique 

digital assets. Also of importance was 


CASE STUDY: BACARDI Dm 

"A GROWING INVENTORY OF DIGITAL MATERIALS FROM THE PAST 20 YEARS PROMPTED BACARDI TO FIND A 

PRESERVATION PLATFORM TO FUTURE-PROOF AND PROTECT UNIQUE DIGITAL ASSETS. ALSO OF IMPORTANCE 

WAS TO FIND AN ONLINE TOOL THAT ALLOWED SECURE ACCESS FOR TEAMS ACROSS THE COMPANY TO EASILY 

AND SAFELY CONTRIBUTE CRITICAL RECORDS. THE BENEFIT OF A MOVE TO DIGITAL WAS EVEN MORE PREVALENT 

DURING LOCKDOWNS CAUSED BY COVID-19. AS BACARDI OFFICES, INCLUDING THE FOUR ARCHIVES SITES 

ACROSS THE GLOBE, CLOSED THEIR DOORS FOR SAFETY REASONS, THE BACARDI ARCHIVES TEAM RELIED ON 

DIGITAL ACCESS TO KEEP UP WITH REQUESTS FOR STORIES, IMAGES AND OTHER CONTENT USED REGULARLY BY 

BRAND AND BUSINESS TEAMS." 

to find an online tool that allowed 

secure access for teams across the 

company to easily and safely 

contribute critical records. 

The benefit of a move to digital was 

even more prevalent during lockdowns 

caused by COVID-19. As Bacardi 

offices, including the four archives sites 

across the globe, closed their doors for 

safety reasons, the Bacardi Archives 

team relied on digital access to keep 

up with requests for stories, images 

and other content used regularly by 

brand and business teams. 

As a family-owned company for seven 

generations, Bacardi takes great pride 

in protecting its unique stories and 

moments in time that have propelled, 

and tested, the company's ability to 

persevere and succeed. Moments like 

2020, a year filled with unexpected 

change, where Bacardi quickly adapted 

to protect its people and its business. 

The company's response to COVID-19, 

including support for the community, 

how it adapted workplaces for a new 

better, and pivots of business strategies 

such as moves to e-commerce and 

virtual formats, will be documented in 

the new Preservica platform. 

Similar to Prohibition, its role in 

cocktail culture, and even forced exile 

from the original homeland of Bacardi, 

2020 will be a moment in time that 

future generations will research and be 

inspired by. 

"Heritage is at the heart of our 

company culture, our brands, and our 

products at Bacardi. Every item in our 

collections tells a unique story and 

brings to life the heritage of a brand, 

the spirits industry, and even cultural 

moments in time," says Jacqui 

Seargeant, Global Heritage Manager at 

Bacardi. "With Preservica, we are 

digitally transforming the way we 

preserve stories, in real time, to inspire 

future generations and to protect the 

legacy of our brands and company." 

The agreement with Preservica will 

extend across all company archives; 

more than 60,000 physical items are 

preserved across the combined archives 

with new items, in particular digital 

ones, added every year. 

Unlike simply storing assets in the 

cloud or using a traditional DAM 

system, Preservica's active preservation 

platform ensures digital content is 

securely stored and automatically 

transformed into formats that can be 

read and used without needing the 

original application. 

Preservica is changing the way 

organisations around the world protect 

and future-proof critical long-term 

digital information. Available in the 

cloud (SaaS) or on premise, the awardwinning 

software has been designed 

from the ground-up to tackle the 

unique challenges of ensuring that 

digital information remains accessible 

and trustworthy over decades. 

Mike Quinn, CEO of Preservica added, 

"We're delighted to welcome Bacardi to 

the Preservica family as we work to 

safeguard its rich and diverse brand 

heritage and corporate records. They 

join a growing number of major global 

corporations using Preservica to 

leverage their unique heritage, brand 

and business asset for strategic 

advantage." 

More info: www.preservica.com 




31

Dm OPINION: PAPERLESS WORKING 

Is COVID-19 the final nail in the 

coffin for paper? 

Paul Walker, EMEA Technical Director, iManage, 

examines how the pandemic has spawned new 

processes and ways of working, and made a digital 

work environment "business as usual" 

Atop law firm recently mentioned in 

conversation that they had 93% 

fewer requests from lawyers to 

retrieve paper documents from their 

storage locations during the lockdown 

period compared to pre-lockdown. Given 

how well ensconced paper processes are 

in professional services firms, one 

assumes that this organisation's lawyers 

have found an alternative means to 

conducting their day-to-day tasks and 

client work, enabled by technology. 

This got me thinking - while paper 

usage has been on a steady decline for 

the last decade, could COVID-19 deliver 

the final push to make the paperless 

office a reality? After all, typically, adverse 

situations prompt new and innovative 

ways of working, set into motion new 

working practices, and serve as a good 

impetus for innovation. 

The push towards "less paper" has been 

a goal for many organisations, but prior 

to this pandemic, there has been a 

resistance to change, especially in the 

legal sector. Perhaps the biggest reason is 

that paper is so ingrained in the working 

practices of professional services firms - 

and so is self-perpetuating. 

There are geographic and regulatory 

challenges to moving away from paper 

too. A full digital approach doesn't yet 

apply uniformly across the globe - 

individual countries have their own rules 

and business requirements. At the same 

time, there are varying business 

requirements between industries - for 

example, the processes pertaining to 

'Know Your Customer' in financial services 

are different to those in the property and 

real estate sectors. 

There is however a paradox - while 

some of the paper-based processes (e.g. 

wet signatures) demanded by regulators 

are designed to protect people and 

transactions, the corresponding digital 

processes (e.g. e-signatures) have those 

protections built-in, are evidencable and 

auditable, and more resilient than the 

physical equivalent. 

Today document management, as a 

business function and technology, is 

sufficiently advanced to facilitate an 

efficient and secure paperless operation. 

Cloud technology further enables secure 

access from anywhere, at any time, from 

any device to a document management 

system. Further enhanced with AI, these 

platforms offer an even greater depth of 

enterprise-level search and knowledge 

management capabilities. 

Professional services firms are already 

using this combination of technologies 

for (historically) highly paper-intensive 

functions such as contract management, 

and to automate governance over 

transactions and deal documents, end-toend 

- from creation through to closing. 

Consider the closing of a transaction. 

From a legal standpoint, the 

management of paper (for, say, a merger) 

across potentially hundreds of parties and 

with changes in documents taking place 

in real-time, is a complex and logistical 

headache, and a high risk activity due to 

human error. Technology applications 

automate this workflow and ensure 

consistency and efficiency, reducing risk 

and cost. Going paperless is supremely 

possible. Companies such as Uber and 

Deliveroo have already shown that 

traditional enterprises can be reengineered 

to go fully digital. 

The reality is that the pandemic has 

provided an impetus to a 'paperless' 

direction of travel for enterprise. It has 

spawned new processes and ways of 

working, and due to a dispersed 

workforce, made a digital work 

environment "business as usual." 

Is COVID-19 the final nail in the coffin 

for paper? Possibly, and time will tell - 

but it has demonstrated that going 

paperless isn't as far-fetched an idea as 

people believed it to be. A digital 

approach is most definitely the future - 

regardless of the stage of digital 

transformation that individual enterprises 

are at, sophisticated and mature 

technology is at their disposal to take 

their efforts to the next level. 

More info: www.imanage.com 

32 




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devices on the market, offering transparency, 

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iX1500 – Intuitive 

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iX100 – Ideal for 

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fi Series 

N7100 – Information 

sharing made easy 

SP-1120 / SP-1125 / 

SP-1130N 

SP Series 

Day to day budget 

conscious scanning 

SV600 – Perfect 

for the classroom 

fi-7260 / fi-7280 

fi-7140 – Document 

management at it’s best 

fi-7460 / fi-7480 

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fi-7030 – Ideal 

for GP surgeries 

fi-800R 

fi-7160 – Best selling 

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Dm ANALYSIS: PRINT SECURITY 

Businesses urged to 'remember 

good print practice' 

Remote workers still need to be mindful of print costs and 

security issues when working and printing from home, says 

print management software specialist PaperCut, 

suggesting four steps that businesses can take to keep 

remote print secure and print volumes down 

In light of the UK Government's 

recent announcement that staff 

should work from home again if 

they can, PaperCut is urging businesses 

to consider the cost and security 

implications of unmanaged remote 

print. In March this year businesses 

armed their staff with the tools they 

need to work from home, providing 

them with secure access to essential 

work-related online resources and 

services to ensure business continuity 

during lockdown. 

One area that's easily overlooked is 

how to mirror the good print behaviour 

exhibited in the workplace - designed 

to ensure document security and 

reduce print volumes and print costs - 

in remote locations. 

With staff encouraged to work from 

home once more, PaperCut is advising 

businesses that unmanaged print - 

onsite or offsite - is a hidden but 

considerable cost, as well as a potential 

security risk. 

There are many benefits to 

monitoring remote print and 

encouraging different print behaviour. 

The first is cost. At a time when some 

businesses have experienced a decline 

in growth during the last quarter, the 

cost of home printing is sobering; 

within the industry, it is estimated that 

printing to a desktop device can cost 

up to five times more compared to an 

office-based A3 multifunction device, 

increasing the risk of print costs 

escalating exponentially. 

The second consideration is security. 

Many businesses have deployed 

intelligent print management solutions 

that can be combined with robust 

policies designed to reduce documentbased 

data leaks. Even amid the 

pandemic, the expectations of GDPR 

haven't gone away; now, more than 

ever, companies need to keep a 

watchful eye on what is being printed, 

where it is being printed and whether 

those prints are secure. 

PaperCut is advising that 

organisations follow these steps to 

keep remote print secure and print 

volumes down: 

Review your IT print policies - do 

you need to introduce new policies 

when it comes to printing to 

protect confidential documents 

while users are working remotely? 

Kick off some refreshed employee 

training on the importance of GDPR 

compliance in this new environment 

and the importance of minimising 

waste to keep costs under control 

Look for a cloud-based solution like 

PaperCut Views to track home 

printing 

Add a secure flexible printing 

solution like PaperCut Mobility 

Print, for employees who need to 

print securely over the internet and 

release their print jobs when they 

arrive at the office 

Commenting on the issue, Steve 

Holmes (pictured), EMEA Regional 

Director at PaperCut, stated: "The new 

normal means that returning to our 

place of work will often be punctuated 

by periods of having to work from 

home again. While many businesses 

have done a terrific job of helping their 

staff work from home effectively, our 

concern is that the sort of print 

processes and print discipline displayed 

in the workplace may fall through the 

cracks when people work from home. 

This leaves companies vulnerable to 

security breaches as well as suddenly 

escalating costs as staff expense back 

their print costs. 

"We're advising companies to keep 

best print practice and intelligent print 

management solutions on the agenda 

even when their staff are working 

remotely. That way, they will enjoy 

better ways to keep their data secure, 

reduce their print costs and waste, and 

find more flexible and touch-free ways 

to operate in a post-pandemic world." 

More info: www.papercut.com 

34 




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DM Nov-Dec 2020

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