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M A N A G E R<br />

Dm<br />

www.document-manager.com<br />





Moving images:<br />

Capture in the logistics sector<br />

Artificial Intelligence:<br />

Automating - not replacing - work<br />

Flexible working:<br />

Preparing for seismic change<br />

Healthcare focus:<br />

Protecting patient data<br />


ISSN 1351-3222 Vol 29 No 4 <strong>Jul</strong>/<strong>Aug</strong>ust <strong>2021</strong>

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Dm<br />


Editor:<br />

Dave Tyler<br />

david.tyler@btc.co.uk<br />

Sub Editor:<br />

Mark Lyward<br />

mark.lyward@btc.co.uk<br />

Welcome to our <strong>Jul</strong>y/<strong>Aug</strong>ust Document<br />

Publishing Director:<br />

John Jageurs<br />

Manager where - as we'd touched on<br />

john.jageurs@btc.co.uk<br />

Sales Manager:<br />

in our last issue - the big news is that<br />

Abby Penn<br />

the <strong>DM</strong> Awards is back with a vengeance for<br />

abby.penn@btc.co.uk<br />

Lead Designer<br />

<strong>2021</strong>, after our enforced absence last year and<br />

Ian Collis<br />

the slightly more subdued (but still very well<br />

ian.collis@btc.co.uk<br />

Circulation/Subscriptions:<br />

received) virtual awards.<br />

Christina Willis<br />

We're delighted to be able to say that our big<br />

christina.willis@btc.co.uk<br />

Managing Director:<br />

night is back in London in November as an inperson<br />

event, and we very much hope that you will be able to help us to<br />

John Jageurs<br />

john.jageurs@btc.co.uk<br />

make it a good one as we look to celebrate the light at the end of the<br />

Published by: Barrow &<br />

Covid-19 tunnel.<br />

Thompkins Connexion Ltd<br />

35 Station Square,<br />

As ever, the intention is to reward the technologies, tools and solutions<br />

Petts Wood<br />

that showcase the very best in the document and content management<br />

Kent BR5 1LZ<br />

Tel: 01689 616000<br />

industries. We are determined to make this year's awards an event to<br />

Fax: 01689 826622<br />

remember and hopefully put some smiles on faces after some very<br />

Subscriptions:<br />

challenging times on both business and personal levels for all of us.<br />

UK: £35/year, £60/two years,<br />

£80/three years<br />

The <strong>DM</strong> Awards is always an opportunity to think anew about the<br />

Europe: £48/year, £85 two<br />

players in the industry who you think have supported or assisted you<br />

years, £127 three years.<br />

ROW:£62/year, £115/two<br />

most and who have upheld the traditions of the industry, and after the<br />

years, £168/three years<br />

last couple of years we think this is more important than ever before.<br />

Published 6 times a year.<br />

Single copies can be bought<br />

Building on the success of previous years, we will again be inviting<br />

for £8.50 (includes postage &<br />

project applications to be considered by our panel of independent<br />

packaging). No part of this<br />

magazine may be reproduced<br />

judges. Most categories of course will still be decided by the most<br />

without prior consent, in writing,<br />

from the publisher.<br />

important people of all: you, the readers of Document Manager<br />

©Copyright <strong>2021</strong> Barrow &<br />

Magazine and the clients of the companies competing for the top<br />

Thompkins<br />

honours. Featuring 29 categories including a few brand new ones, this<br />

Connexion Ltd<br />

year's <strong>DM</strong> Awards allow companies from every sector of the industry to<br />

seek recognition for their efforts over the past 12 months. See page 14<br />

of this issue for the full list of categories and details of how to nominate.<br />

Articles published reflect the<br />

opinions of the authors and are<br />

not necessarily those of the<br />

publisher or his employees. While<br />

every reasonable effort is made<br />

to ensure that the contents of<br />

articles, editorial and advertising<br />

are accurate no responsibility can<br />

be accepted by the publisher for<br />

errors, misrepresentations or any<br />

resulting effects<br />

The <strong>DM</strong> Awards <strong>2021</strong> updated timeline:<br />

Nominations close: 3rd September<br />

Finalists announced/voting opens: 16th September<br />

Voting closes: 3rd November<br />

Winners announced: 18th November<br />

NB: If you wish to submit an entry for the Project of the Year categories,<br />

we have extended the deadline - for those entries only - to September<br />

10th. Please send them direct to Abby Penn at the below email address.<br />

And as always, if your organisation would like to be involved in<br />

sponsoring or otherwise supporting the Awards then please contact<br />

Abby at the office on 07861 682 066 or abby.penn@btc.co.uk.<br />

Dave Tyler<br />

Editor<br />

david.tyler@btc.co.uk<br />

www.document-manager.com<br />

<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2021</strong><br />

@<strong>DM</strong>MagAndAwards<br />



C O N T E N T S<br />


8<br />

16<br />

18<br />

20<br />

26<br />

.....................................................................................................................................................................................................<br />

INTERVIEW: HYLAND……………...................................................................…….6<br />

<strong>DM</strong> Magazine editor David Tyler spoke to Tim Hood, VP EMEA and APAC, Hyland about<br />

the company's recent acquisitions of Nuxeo and Alfresco and how market shifts are<br />

affecting customers<br />

MANAGEMENT: DIGITAL MAILROOM…..…......................................................…..8<br />

Grace Schneider of Storetec shares a detailed breakdown of exactly what happens when<br />

mailroom processing goes digital<br />

TECHNOLOGY: STORAGE…………...................................................................….10<br />

Aron Brand, CTO of CTERA, explains the key differences between distributed file systems<br />

and object storage for organisations looking for the optimum solution for their<br />

unstructured data requirements<br />

OPINION: AI…………...................................................................................…….12<br />

Stéphan Donzé, Founder and CEO of AODocs, looks at the role of AI in today's digital<br />

workplace<br />

EVENT: <strong>DM</strong> AWARDS <strong>2021</strong>............................................................................……14<br />

The <strong>DM</strong> Awards returns to London in November as an 'actual real-life in-person event', and<br />

we want to make it a big one to celebrate the light at the end of the Covid-19 tunnel<br />

MARKET FOCUS: HEALTHCARE......................................................................……16<br />

Gabriela Garner, Product Marketing Director at Kofax, argues that controlling and<br />

protecting copiers and printers is increasingly necessary to secure patient information<br />

INDUSTRY FOCUS: LOGISTICS .......................................................................…….18<br />

Mark Wharton of ibml looks at how firms in the transport and logistics industry can<br />

apply data capture solutions to streamline information sharing in the supply chain<br />

COMPANY UPDATE: DOCUWARE....................................................................…..20<br />

Eugene Young, Country Director, UK/Ireland, DocuWare, examines the need to embrace a<br />

new hybrid workforce, and what organisations need to succeed<br />

CASE STUDY: CAMDEN CENTRE FOR LEARNING……………….....................…….22<br />

A London special school is able to manage sensitive documents across different school<br />

sites while respecting GDPR and retention schedules<br />

TECHNOLOGY: FAX………...............................................................................…..24<br />

Scott Wilson of eFax explores how increased workforce access to documents during<br />

lockdown has created new security risks - and why vital business materials are still being<br />

stored, sent and signed using outdated, insecure and expensive legacy technology<br />

CASE STUDY: NORSE GROUP……….................................................................….26<br />

A smart audit service from Konica Minolta allowed Norse Group to analyse in depth exactly<br />

what was happening with their print/scan systems and highlight numerous issues and<br />

potential improvements<br />

EVENT: IRMS CONFERENCE <strong>2021</strong>……………...............................................…….27<br />

<strong>DM</strong> Magazine previews this year's IRMS Conference, taking place in Birmingham in November<br />

OPINION: FLEXIBLE WORKING…………........................................................……28<br />

The flexible work future is here to stay, argues Herbert Lörch of M-Files - but how should<br />

organisations respond to the shift?<br />

PRODUCT REVIEW: OMNIDOX 5……................................................................…30<br />

CASE STUDY: WEAVER & BOMFORDS………........................................................32<br />

Office supplies company Weaver & Bomfords is future-proofing print for its clients thanks<br />

to MPS Monitor 2.0<br />

RESEARCH: PRINT TRENDS……………..................................................................34<br />

The latest Quocirca survey suggests market consolidation, ecosystem building and<br />

innovation on the horizon as businesses recognise the need for rapid change<br />

4 @<strong>DM</strong>MagAndAwards <strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2021</strong> www.document-manager.com

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Finding the best fit for<br />

the customer<br />

<strong>DM</strong> Magazine editor David Tyler spoke to Tim Hood,<br />

VP EMEA and APAC, Hyland about the company's<br />

recent acquisitions of Nuxeo and Alfresco and how<br />

market shifts are affecting customers<br />

David Tyler: Recent years have<br />

seen a raft of takeovers and<br />

divestments involving Hyland,<br />

the most recent of which were the<br />

acquisitions of Alfresco in 2020 and<br />

then Nuxeo just this year. Tell us what<br />

the thinking is behind those market<br />

moves, and how it relates to the sector<br />

in general.<br />

Tim Hood: The acquisitions over recent<br />

years have made a huge impact,<br />

undoubtedly, but it is worth<br />

remembering that Hyland commercial<br />

sales were already growing organically<br />

at 20%-plus annually in EMEA, without<br />

those acquisitions - and we were<br />

growing in the right areas in line with<br />

our corporate strategy. We are now<br />

working with customers that we<br />

wouldn't have had access to prior to the<br />

acquisitions as we have more presence<br />

in certain regions, particularly in the<br />

German-speaking region and France<br />

where we're seeing great growth.<br />

The Alfresco acquisition actually<br />

happened surprisingly quickly: one of<br />

the things I'm seeing since Covid-19 hit<br />

is that there seems to be a lot of rapid<br />

movement in the market. I'm seeing<br />

more M&A activity and Venture Capital<br />

investment than I have in a long time. I<br />

think perhaps the market is getting a<br />

little overheated: not just in the<br />

ECM/Content Services space but also in<br />

the BPM arena and obviously the<br />

remote working space.<br />

DT: The Alfresco acquisition only<br />

happened in October last year but with<br />

Nuxeo coming so soon afterwards it<br />

almost seems like 'old news'. Is that<br />

business now more integrated into<br />

Hyland?<br />

TH: I was really excited about the<br />

Alfresco acquisition: the usual reasons<br />

for any acquisition are people,<br />

customers and/or technology, so let's<br />

discuss all of those. I'd been aware of<br />

Alfresco previously of course, but to be<br />

honest we hadn't seen a lot of the<br />

company in terms of competition - they<br />

had tended to sell into different market<br />

segments. A lot of the OnBase sales<br />

were line-of-business and applicationcentric:<br />

integrating with healthcare<br />

solutions, Accounts Payable, or HR, for<br />

instance. Alfresco was more focused on<br />

the approach of selling a Content<br />

Services platform to suit multiple<br />

applications, with multiple integration<br />

points. In terms of the buyer then, for<br />

Hyland it would tend to be departmentcentric<br />

while for Alfresco it was more<br />

likely to be IT-driven. This meant we<br />

could see some real synergies between<br />

the two.<br />

The technologies then were clearly a<br />

really good fit for us, addressing<br />

different parts of the market. We also<br />

got some great people - when I got to<br />

know the Alfresco organisation I could<br />

immediately see how it would add value<br />

throughout different parts of our<br />

business: different levels of experience,<br />

different market knowledge, and<br />

different approaches. And lastly we got<br />

this great customer set. If you look at<br />

the numbers of OnBase and Alfresco<br />

customers in EMEA, they're broadly<br />

comparable, but the size of the<br />

organisations was a bit different:<br />

Alfresco was weighted toward the<br />

larger customer, and also had a much<br />

larger footprint in the public sector<br />

space. That was due in part to the their<br />

Open Source heritage: there had been a<br />

big push in France, Spain and Italy onto<br />

Open Source in the public sector, and<br />

we've seen the same happening in<br />

Benelux, Germany and the UK.<br />

With any acquisition there are always<br />

some things you can see immediately<br />

and some that only come clear over<br />

6 @<strong>DM</strong>MagAndAwards <strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2021</strong> www.document-manager.com


time. As we got to know the Alfresco<br />

technology in more depth, we realised<br />

that it was even more developed than<br />

we'd anticipated: it's truly cloud-native,<br />

designed to exist as a cloud platform.<br />

The more we understood it, the more<br />

excited we became about what we have<br />

on our hands.<br />

Integration was handled slightly<br />

differently in EMEA than in the USA: in<br />

EMEA the market pretty much doubled<br />

overnight, while in the US much more<br />

revenue is still coming from OnBase. It<br />

made sense then for me to integrate the<br />

sales, pre-sales and services teams here<br />

much earlier - it didn't make sense for<br />

us to have different salespeople with<br />

different platforms effectively<br />

competing with each other.<br />

DT: And then, with the dust barely<br />

settled on Alfresco, Hyland announced<br />

it was to buy Nuxeo as well - what was<br />

the thinking there?<br />

TH: When I first had the call to let me<br />

know of the intention to purchase<br />

Nuxeo, I initially thought someone was<br />

kidding me because integrating Alfresco<br />

had meant so much upheaval. I think<br />

there were questions when it was first<br />

announced around our intent in buying<br />

the company - was it pure investment,<br />

was it about the technology, was it<br />

perhaps opportunistic? But in fact it is a<br />

good fit. Certainly Alfresco and Nuxeo<br />

did compete in more areas than<br />

Alfresco and Hyland - and you'd expect<br />

that, as the two predominant Open<br />

Source Content Services platforms in the<br />

space - but again, there are some really<br />

strong synergies. The Digital Asset<br />

Management technology in Nuxeo has<br />

added something to our portfolio that<br />

we didn't have in either Alfresco or<br />

OnBase. They have some great<br />

customers including some big High<br />

Street names, utilising that DAM<br />

technology. Again it is cloud native so is<br />

a good fit from that angle, as well as<br />

obviously again bringing us great<br />

customers and great people.<br />

As we continue to develop and look at<br />

the long term future of the company,<br />

it's good that we have people from<br />

Alfresco and Nuxeo with experience and<br />

knowledge of parts of the market that<br />

we simply never had before. My focus<br />

from now on is how we integrate Nuxeo<br />

into the business. We have publicly<br />

stated quite unequivocally that our<br />

intention is to fully support all the<br />

platforms into the future: OnBase,<br />

Nuxeo, Alfresco and Perceptive Content.<br />

We want to continue our commitment<br />

to all of those customers. Even with our<br />

Saperion customers, which was<br />

acquired (by Lexmark) way back in<br />

2013, we still have over 750 customers<br />

still operating happily on that platform.<br />

DT: Integration is obviously a key aspect<br />

of your plans for Hyland going forward,<br />

but how do you intend to manage these<br />

widely varying - albeit highly<br />

complementary - product offerings in<br />

the future?<br />

TH: As we move forward, we're looking<br />

at which areas of the market are the<br />

best fit for which of our platforms -<br />

what is the application, what is best for<br />

the customer? When we go out to<br />

speak to customers, we can't turn up<br />

and say "We've got four products, pick<br />

the one you want…" We have to<br />

understand the customer requirement<br />

and decide which of our offerings is the<br />

best fit to make the customer as<br />

successful as possible.<br />

Particularly with the move to recurring<br />

revenue and subscriptions in the cloud,<br />

having happy customers with successful<br />

projects is more important than ever.<br />

Understanding what's best for the<br />

customer is therefore absolutely key: we<br />

need to make the technology choices<br />

along with the customer to ensure that<br />

we know where that best fit is.<br />

Longer term the strategic direction for<br />

Hyland is this: the intention is to take<br />

the strongest components from all of<br />

the technologies that we now have<br />

available to us, and look at how to<br />

integrate those in order to offer a true<br />

best-of-breed technology platform.<br />

Then we have to ensure that as many of<br />

our customers as possible are able to<br />

benefit from that platform.<br />

More info: www.hyland.com<br />

www.document-manager.com<br />

<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2021</strong><br />

@<strong>DM</strong>MagAndAwards<br />



Digital mailroom: How does it actually work?<br />

Grace Schneider of Storetec shares a detailed breakdown of exactly what happens<br />

when mailroom processing goes digital<br />

An inbound digital mailroom sees<br />

all inbound mail digitised upon<br />

arrival at your or your supplier's<br />

premises. Digital mailroom eliminates<br />

the need for your company to handle<br />

incoming physical mail to focus time<br />

and resources on essential activities. This<br />

is especially important during the<br />

current Covid-19 situation: mail can be<br />

accessed from any location, 24/7,<br />

allowing full remote working and saving<br />

employees from visiting the office daily<br />

to receive mail.<br />

It is crucial for the supplier and the<br />

client to fully understand all aspects of<br />

the ongoing digital mailroom project,<br />

from setting up a redirect or PO box to<br />

hosting your scanned mail on a secure<br />

document management system or<br />

returning it to you electronically.<br />

Every clients' needs are unique, and you<br />

must ensure that your potential supplier<br />

is aware of the many diverse document<br />

types you receive for your digital<br />

mailroom to meet your needs and goals.<br />


You can decide whether you redirect mail<br />

short or long term, set up a dedicated<br />

PO box or receive email attachments to a<br />

central inbox for capture. For physical<br />

mail, a pre-open sort will take place:<br />

Spam<br />

Cheques<br />

Departmental/Named<br />

White mail e.g. unstructured letters<br />

or completed forms, usually in a preprinted<br />

return envelope.<br />

It is vital to agree on SLAs for the return<br />

8<br />

@<strong>DM</strong>MagAndAwards<br />

<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2021</strong><br />








and handling of all scanned documents.<br />

This can be particularly important when<br />

handling legal/personal or payment<br />

documents.<br />


Following the pre-sort of all physical mail<br />

items, the documents are prepared for<br />

scanning by removing staples and paperclips<br />

and checking for Post-It Notes that<br />

will need moving to a separate blank<br />

page to be scanned.<br />

Each mail item is usually scanned as a<br />

separate document, and your supplier<br />

can, if required, have the envelope that<br />

the document arrived in scanned as well.<br />

At this stage, any cherished or original<br />

documents can be scanned and<br />

separated for return to you. Client<br />

cheques will also be scanned and<br />

separated for return, or your supplier can<br />

bank the money on your behalf.<br />

Departmental documents can be<br />

forwarded electronically to your relevant<br />

department. In the case of some<br />

documents such as invoices, your supplier<br />

may offer to capture and extract the data<br />

to feed your accounts/back-office<br />

software systems.<br />


Your supplier may be able to provide<br />

automatic document classification.<br />

This is where software will look at the<br />

mail structure and decide what it is to<br />

be classified as, and how. Some<br />

examples are:<br />

Invoices<br />

Contracts<br />

Forms<br />

Letters<br />

Not every document can be classified by<br />

its visual characteristics. OCR can be<br />

applied to look for keywords in the mail<br />

to push it through a specific workflow,<br />

e.g. change of address or complaints.<br />

Any exceptions can be pushed into a<br />

workflow for manual intervention.<br />

Artificial Intelligence can be used to make<br />

software learn from each exception,<br />

reducing the need for future manual<br />

intervention.<br />


Some people may think that digital<br />

mailroom is just the scanning and<br />

sending of mail, but it can be much more<br />

than that. Your supplier may be able to<br />

capture key data from documents if<br />

required using OCR, ICR, or OMR.<br />

Optical Character Recognition (OCR)<br />

is the conversion of typed,<br />

handwritten or printed text into<br />

machine-encoded text.<br />

Intelligent Character Recognition (ICR)<br />

is a handwriting recognition system<br />

that allows fonts and different styles<br />

of writing to be learnt.<br />

Optical Mark Recognition (OMR) is<br />

the process of capturing humanmarked<br />

data from document forms<br />

such as surveys.<br />

Information such as client name, invoice<br />

number, PO number, etc. can be<br />

extracted from the mail and used to<br />

update your systems. This saves your<br />

team time which can be used more<br />

efficiently to work on more businessessential<br />

activities.<br />


Scanned mail can be returned to your<br />

internal system or a document<br />

management system such as Storetec's<br />

FreeDocs. Your supplier may be able to<br />

offer automatic routing or workflows<br />

which can ensure the correct documents<br />

are delivered to the right member of<br />

your team.<br />



Save time: Documents are opened and<br />

sorted by your supplier. Once digitised,<br />

data can be automatically extracted and<br />

added to databases or workflows.<br />

Reduced operational costs: With quick,<br />

efficient access to incoming mail, your<br />

business can drastically reduce<br />

operational costs whilst allowing<br />

employees to focus their time on more<br />

critical tasks.<br />

Quick access to incoming mail: With<br />

flexible, remote access to your post, you<br />

can respond to customers quicker and<br />

accelerate essential business transactions.<br />

If you would like further information or<br />

advice on digital mailroom and how this<br />

could benefit your business, please get in<br />

touch with the Storetec team today. We'd<br />

be more than happy to arrange a<br />

conference call on Microsoft Teams,<br />

Zoom or any other preferred platform to<br />

discuss a potential project.<br />

More info: www.storetec.net<br />

www.document-manager.com<br />

<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2021</strong><br />

@<strong>DM</strong>MagAndAwards<br />



Unstructured data:<br />

where to store it next<br />

Aron Brand, CTO of CTERA, explains the key<br />

differences between distributed file systems and<br />

object storage for organisations looking for the<br />

optimum solution for their unstructured data<br />

requirements<br />

Unstructured data is growing<br />

rapidly: Gartner estimates that<br />

over the next four years,<br />

enterprises will triple the volume of<br />

unstructured data they hold. Many<br />

organisations are therefore adopting<br />

Distributed File Systems (DFS) and<br />

object storage solutions to scale linearly<br />

in an economical manner whilst<br />

meeting their performance and capacity<br />

requirements.<br />

This article aims to explore the<br />

differences between object storage and<br />

DFS, including the two flavours of DFS<br />

solutions.<br />


Both DFS and object storage distribute<br />

data over multiple nodes in order to<br />

provide self-healing and linear scaling<br />

in capacity and throughput. This,<br />

however, is where the similarities end.<br />

There are three main differences<br />

between the two unstructured data<br />

storage solutions:<br />

1. In a file system, files are arranged in<br />

a hierarchy of folders, while in object<br />

storage systems, objects are arranged in<br />

flat buckets in a similar way to a "key<br />

value store".<br />

2. File systems are designed to allow for<br />

random writes anywhere in the file.<br />

Object storage systems only allow<br />

atomic replacement of entire objects.<br />

3. Object storage systems provide<br />

eventual consistency. Depending on the<br />

vendor, DFS can support strong<br />

consistency or eventual consistency,<br />

which will be discussed further below.<br />


While both object storage and DFS are<br />

well-suited for storing substantial<br />

volumes of unstructured data, they suit<br />

different use cases. As object storage<br />

exposes a Representational State<br />

Transfer (REST) API, it is only suitable<br />

for applications that are specifically<br />

intended to interact with this type of<br />

storage. In contrast, DFS expose a<br />

traditional filesystem API which is<br />

suitable for any application, including<br />

legacy applications that work over a<br />

hierarchical filesystem.<br />

DFS provide a deeper and more<br />

general-purpose interface to<br />

applications, allowing them to perform<br />

certain activities that are not suitable<br />

for object storage. Examples of these<br />

operations include acting as the backend<br />

for a database, or handling<br />

workloads that are heavy on random<br />

reads/writes. In contrast, object storage<br />

is more suited to serving as a repository<br />

or archive for enormous volumes of<br />

10 @<strong>DM</strong>MagAndAwards <strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2021</strong> www.document-manager.com









huge files and is less expensive per<br />

gigabyte than DFS.<br />

IT teams considering implementing a<br />

DFS for their unstructured data must<br />

decide between two different types:<br />

clustered or federated.<br />


As mentioned above, DFS might<br />

support strong or eventual consistency.<br />

This is where computer science theory<br />

comes in, as a distributed data store<br />

can have no more than two out of<br />

three properties according to CAP<br />

theorem. These three properties are:<br />

Consistency: Every read receives the<br />

most recent write or an error<br />

Availability: Every request receives a<br />

(non-error) response - without the<br />

guarantee that it contains the most<br />

recent write<br />

Partition tolerance: The system<br />

continues to operate despite an<br />

arbitrary number of messages being<br />

dropped (or delayed) by the<br />

network between nodes<br />

As a result, there are two types of DFS<br />

currently available:<br />


Clustered DFS are made up of a closely<br />

connected cluster of nodes. They focus<br />

strictly on data consistency and are<br />

especially suitable for large-scale<br />

computing use cases at the enterprise<br />

core, such as big data analytics, highperformance<br />

computing, or databases.<br />

The consistency and availability<br />

aspects of CAP theorem are the subject<br />

of clustered DFS. But strong<br />

consistency assurances do not come<br />

cheap. They impose significant<br />

constraints on system operation and<br />

performance, especially when nodes<br />

are separated by high latency or<br />

unreliable connections.<br />


The goal of federated DFS is to make<br />

data available over long distances<br />

while maintaining partition tolerance.<br />

Federated DFS are well-suited for<br />

weakly linked edge-to-cloud use cases,<br />

including unstructured data storage<br />

and management for remote and<br />

branch offices. Federated DFS focus on<br />

the availability and partition tolerance<br />

properties of the CAP theorem, rather<br />

than the strict consistency guarantee.<br />

In federated DFS, read and write<br />

operations on an open file are routed<br />

to a locally cached copy. When a<br />

modified file is closed, the modified<br />

sections are copied back to a central<br />

file server from the edge. Update<br />

conflicts may arise, and are resolved<br />

automatically. It could be claimed that<br />

federated DFS combines the semantics<br />

of a file system with the eventual<br />

consistency model of object storage. In<br />

this way federated DFS are optimised<br />

for use cases including archiving,<br />

backup, media libraries, mobile data<br />

access, content distribution to edge<br />

locations, content ingestion from edge<br />

to cloud, remote and branch office<br />

storage, and hybrid cloud storage.<br />

Both clustered and federated DFS<br />

have applications in the enterprise. To<br />

reap the full benefits of a DFS, IT<br />

teams must be familiar with how<br />

clustered and federated DFS differ in<br />

order to choose the option most<br />

suited to their application<br />

requirements.<br />

The market is undergoing a<br />

significant shift towards DFS and<br />

object storage, at the same time as<br />

organisations are looking for more<br />

efficient methods to not only cope<br />

with but thrive from the explosion of<br />

unstructured data. The optimal<br />

decision, whether object storage,<br />

clustered or federated DFS, or a<br />

combination, lies in careful<br />

consideration of the organisations'<br />

requirements and use cases.<br />

More info: www.ctera.com<br />

www.document-manager.com<br />

<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2021</strong><br />

@<strong>DM</strong>MagAndAwards<br />


Dm OPINION: AI<br />

Taking on the mundane<br />

Stéphan Donzé, Founder and CEO of AODocs, looks at the role of AI in today's<br />

digital workplace<br />

Artificial intelligence has become an<br />

essential, multifaceted and flexible<br />

technology that has accelerated the<br />

evolution of the digital workplace - playing<br />

an integral role in automating manual and<br />

monotonous tasks. Specifically, AI is being<br />

leveraged to substantially reduce data entry<br />

where humans previously entered database<br />

information from invoices, contracts, forms<br />

and more.<br />

As we enter the next phase of work - one<br />

increasingly digital and dispersed - AI<br />

adoption will only accelerate. Businesses<br />

must deeply understand how technology<br />

can increase efficiency, improve accuracy<br />

and enable their workforce to focus on<br />

more strategic and value-driven activities.<br />


WORK<br />

There is a general misconception around<br />

technology 'coming for jobs', when in<br />

reality, AI enables automation designed to<br />

alleviate workloads and reduce the risk of<br />

human errors. At its core, automation uses<br />

machine processes to complete tasks with<br />

little to no human control, allowing<br />

human users to take time back in their<br />

busy day to focus on valuable tasks that<br />

require human intelligence, making better<br />

use of workers' time.<br />

Implementing automation removes the<br />

need to waste human resources on<br />

manual, repetitive tasks. And this is a good<br />

thing: humans are flawed and mistakes<br />

happen for a multitude of reasons, resulting<br />

in data entry errors, productivity losses and<br />

costly mistakes needing to be reversed. With<br />

automation, businesses can improve the<br />

speed and accuracy of manual processes.<br />

Automation has also played a significant<br />

role in accelerating processes for streamlined<br />

workflows across nearly all lines of business,<br />

which often leads to faster innovation. But,<br />

it's vital to emphasise that AI is automating<br />

work, not replacing it. From customer<br />

service representatives interacting with<br />

customers daily to strategic management<br />

focused on planning and company growth,<br />

humans are essential to businesses.<br />

To create a more streamlined, digital<br />

workforce, automation will be a critical<br />

ingredient across the entire business<br />

ecosystem. And, if you don't, your<br />

competition will.<br />

STREAMLINING <strong>DM</strong><br />

Document management systems are<br />

designed to ensure company documents<br />

are adequately controlled for compliance<br />

and process efficiency. However, these<br />

systems are limited by manually tagging<br />

documents, which can be tedious and<br />

frustrating for end-users. AI-based<br />

document management systems remove<br />

the burden of a disjointed and<br />

disconnected work experience, helping<br />

companies better manage all documents<br />

and streamline employee workflows.<br />

Over the past few years, AI has allowed<br />

organisations to solve three critical business<br />

needs. First, AI helps quickly identify<br />

business-critical documents - like those with<br />

contractual obligations, confidential<br />

agreements or industry-regulated<br />

information - which dramatically improves<br />

file organisation while meeting compliance<br />

and regulatory standards automatically.<br />

Secondly, AI helps extract the information<br />

you need thanks to the unstructured data<br />

they are inherently made up of. Data<br />

extraction for contracts, letters and<br />

agreements are time-consuming and errorprone.<br />

Lastly, AI helps find and manage<br />

documents, alleviating difficulties that<br />

cause 21.3% productivity loss amongst<br />

businesses, according to IDC.<br />

AODocs recently conducted a survey to<br />

explore Google Workspace users (past and<br />

present) to see what document<br />

management challenges they experienced.<br />

42% said the most common reason they<br />

couldn't find a document was because it<br />

was saved in the wrong folder or location<br />

and 36% said they couldn't remember the<br />

document's name.<br />


Organisations must do a better job<br />

ensuring their workforce understands how<br />

technology is being used to run more<br />

productive and efficient operations,<br />

especially as our constructs of work rapidly<br />

evolve. With an increasing number of<br />

companies letting go of pre-pandemic<br />

workplace expectations and welcoming<br />

hybrid work models, this is just the<br />

beginning.<br />

What we know is just how critical AI is to<br />

the digital workspaces success and<br />

streamlining document management. But it<br />

is only as successful as the processes in<br />

place. By welcoming AI into the workflow<br />

and digital workspace, organisations can<br />

significantly improve how their employees<br />

interact with one another, far and near.<br />

More info: www.aodocs.com<br />

12<br />

@<strong>DM</strong>MagAndAwards<br />

<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2021</strong><br />


Dm EVENT: <strong>DM</strong> AWARDS <strong>2021</strong><br />

Back where we belong<br />

The <strong>DM</strong> Awards returns to London in November as an 'actual real-life in-person<br />

event', and we want to make it a big one to celebrate the light at the end of the<br />

Covid-19 tunnel<br />

The <strong>DM</strong> Awards ceremony is back<br />

with a vengeance for <strong>2021</strong> after<br />

our enforced absence last year and<br />

the slightly more subdued - but still very<br />

well received - virtual awards. As ever,<br />

the intention is to reward the<br />

technology, tools and solutions that<br />

showcase the very best in the document<br />

and content management industries.<br />

We are determined to make this year's<br />

awards an event to re-member and<br />

hopefully put some smiles on faces after<br />

a very challenging year.<br />

The <strong>DM</strong> Awards is always an<br />

opportunity to think anew about the<br />

players in the industry who you think<br />

have supported or assisted you most<br />

and who have upheld the traditions of<br />

the industry, and after the last couple of<br />

years we think this is more important<br />

than ever before.<br />

Building on the success of previous<br />

years, we will again be inviting project<br />

applications to be con-sidered by our<br />

panel of independent judges. Most<br />

categories of course will still be decided<br />

by the most important people of all:<br />

you, the readers of Document Manager<br />

Magazine and the clients of the<br />

companies competing for the top<br />

honours. Featuring 29 categories<br />

including a few brand new ones, this<br />

year's <strong>DM</strong> Awards allow companies<br />

from every sector of the industry to seek<br />

recognition for their efforts over the<br />

past 12 months. See the next page for<br />

the full list of categories.<br />

The <strong>DM</strong> Awards <strong>2021</strong> updated timeline:<br />

Nominations close: 3rd September<br />

Finalists announced/voting opens:<br />

16th September<br />

Voting closes: 3rd November<br />

Winners announced: 18th<br />

November<br />

NB: If you wish to submit an entry for<br />

the Project of the Year categories, we<br />

have extended the deadline - for those<br />

entries only - to September 10th. Please<br />

send them direct to Abby at the below<br />

email address.<br />

If your organisation would like to be<br />

involved in sponsoring or otherwise<br />

supporting the leading industry event<br />

then please contact Abby Penn at the<br />

office on 07861 682 066 or<br />

abby.penn@btc.co.uk.<br />

More info: www.dmawards.com<br />

14<br />

@<strong>DM</strong>MagAndAwards<br />

<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2021</strong><br />


EVENT: <strong>DM</strong> AWARDS <strong>2021</strong> Dm<br />

<strong>DM</strong> AWARDS <strong>2021</strong> CATEGORIES<br />

One to Watch - Company of the Year<br />

One to Watch - Product of the Year<br />

Accounts Payable/Invoicing Product of the Year<br />

Workflow/BPM Product of the Year<br />

Enterprise CMS Product of the Year<br />

Open Source Document Management Software of the Year<br />

Low-Code Document Management Software of the Year<br />

Print Fleet Management Solution of the Year<br />

BPO/Outsourcing/Bureau Business of the Year<br />

Data Capture/Recognition Product of the Year<br />

Records Management Product of the Year<br />

AI Product of the Year<br />

RPA Product of the Year<br />

Service/Support Company of the Year<br />

Storage Product of the Year<br />

Compliance Product of the Year<br />

Channel Partner of the Year<br />

Imaging Product of the Year: High Volume<br />

Imaging Product of the Year: Desktop/Portable/Other<br />

Imaging Product of the Year: Workgroup/Departmental<br />

Mobile Capture Product of the Year<br />

Software Product of the Year<br />

Hardware Product of the Year<br />

Editor's Choice<br />

Marketing Team of the Year<br />

Project of the Year - Private Sector<br />

Project of the Year - Public Sector<br />

Product of the Year<br />

Company of the Year<br />

MORE INFO: WWW.<strong>DM</strong>AWARDS.COM<br />

www.document-manager.com<br />

<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2021</strong><br />

@<strong>DM</strong>MagAndAwards<br />



Protecting healthcare data<br />

Gabriela Garner, Product Marketing Director at Kofax, argues that controlling and<br />

protecting copiers and printers is increasingly necessary to secure patient<br />

information<br />

The use of electronic health records has<br />

significantly improved the level of<br />

service patients receive today. At the<br />

same time, however, data breaches are also<br />

becoming common place. This isn't<br />

surprising - today's patient lifecycle has<br />

more touchpoints than ever before.<br />

Additionally, networked multi-function<br />

devices (MFDs) such as copiers and printers<br />

are now mainstream in healthcare.<br />

Each time a document or form is copied,<br />

scanned, printed, faxed or emailed - on<br />

either an analogue fax machine, digital<br />

MFD or mobile device - protected health<br />

information of patients can be accidentally<br />

exposed or intentionally compromised.<br />

Paper output can be particularly difficult to<br />

track and control and isn't eliminated by<br />

electronic processes. A significant<br />

proportion of healthcare information<br />

breaches are routinely caused by privilege<br />

misuse or inadvertent errors.<br />

Prevention is possible. Here are 6 ways<br />

healthcare organisations can secure their<br />

copiers and printers to protect the data of<br />

their patients:<br />

1. Restrict access based on user<br />

authorisation<br />

MFDs should support the restriction of<br />

features and capabilities of an<br />

authenticated user. They should also verify<br />

user credentials at the device, allow or deny<br />

access based on rules, restrict what each<br />

user can do at the devices, and meet<br />

regulatory requirements.<br />

2. Centrally audit all network activity for<br />

print, copy, scan and network fax<br />

Auditing allows MFDs to pass tracking<br />

information to a database. In the event of<br />

a data breach, this capability allows users<br />

to easily track down which device was the<br />

source of the breach; who the<br />

authenticated user was, as well as<br />

department and location; what was sent<br />

including file name, and file and document<br />

type; and where the data was sent, such as<br />

device, department, application and<br />

address. Auditing also enables users to<br />

analyse output and assign value for cost<br />

allocation, as well as implement rulesbased<br />

printing.<br />

3. Encrypt data to/from MFDs<br />

Communications between smart MFDs and<br />

mobile terminals, servers and<br />

destinations should be encrypted<br />

to ensure documents are<br />

only visible to<br />

authorised users.<br />

This will<br />

ensure<br />

that data is encrypted while in transit<br />

between MFDs, devices, servers and thirdparty<br />

applications; and there's end-to-end<br />

document security during the continuum<br />

of care.<br />

4. Secure print release and authentication<br />

with follow-you print workflow<br />

This will support the mobile workforce and<br />

lower the cost of printing by eliminating<br />

waste. It's important to ensure compliance<br />

by keeping sensitive information secure.<br />

5. Monitor and control information<br />

Simultaneously monitoring and auditing<br />

sensitive information in documents ensures<br />

protection of health information is<br />

controlled before it gets to its intended<br />

destination. This requires capabilities such<br />

as proactive warning system of potential<br />

security breach, content filtering and<br />

redaction, and document interpretation<br />

prior to compromise.<br />

6. Standardise and secure routing and<br />

destination workflows<br />

The scanning of a file to a network folder is<br />

the most common action, and,<br />

unfortunately, the type of workflow that's<br />

least secure. It's essential to standardise<br />

and integrate network scanning.<br />

Capabilities including optical character<br />

recognition (OCR) of all captured<br />

documents, and API-level integration with<br />

network fax servers, is necessary.<br />

Today digital copiers have much of the<br />

capabilities of computers. By controlling<br />

and protecting the physical and electronic<br />

access point on MFDs, damaging data<br />

breaches can be prevented.<br />

More info: www.kofax.com<br />

16<br />

@<strong>DM</strong>MagAndAwards<br />

<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2021</strong><br />


Business happens<br />

everywhere.<br />

Simplify it with<br />

DocuWare.<br />

Real-time document management and<br />

workflow automation from DocuWare<br />

eliminates slow paper-based information<br />

streams and repetitive tasks. Because<br />

business happens everywhere.<br />

Start your digital transformation today!<br />



Keeping things on the move<br />

Mark Wharton, business development manager at ibml,<br />

looks at how firms in the transport and logistics<br />

industry can apply data capture solutions to streamline<br />

information sharing in the supply chain<br />

The transport and logistics industry<br />

currently faces some seemingly<br />

intractable problems. Customer<br />

demands have increased greatly.<br />

Individuals and businesses expect to receive<br />

goods faster, more flexibly and - in the case<br />

of consumers - either for free or at a low<br />

delivery cost. Online retailing has exploded,<br />

with volumes burgeoning especially since<br />

the start of the pandemic.<br />

On top of this, manufacturing is also<br />

becoming more and more customised with<br />

products like industrial equipment, planes,<br />

cars and consumer goods now being<br />

manufactured to the specifications of the<br />

end-customer - good for consumers<br />

obviously but harder work for the logistics<br />

industry to deliver. This particularly affects<br />

logistics service providers like 3PLs and 4PLs,<br />

with 'digital fitness' - as PwC described it in a<br />

recent report - becoming a must for them.<br />

One only needs to browse the press for a<br />

second to see how dependent everyone is<br />

on supply chains. The NHS<br />

struggled to get enough quantities<br />

of PPE at the start of Covid-19. Automotive<br />

chip shortages are now holding up car<br />

manufacturing and bringing into question<br />

the much vaunted benefits of Just In Time<br />

manufacturing designed to keep<br />

warehousing stocks low and costs down.<br />

And the Ever Given debacle shows what<br />

happens when things go wrong; the<br />

megaship carrying 18,300 containers<br />

blocked the Suez Canal for a week holding<br />

up an estimated $9.6 billion of goods per<br />

day. It illustrates the complexity,<br />

importance and dependence we all have<br />

on the frictionless, reliable and transparent<br />

flow of goods.<br />



Business process efficiency in<br />

the supply chain is<br />

therefore<br />

key<br />

to keep things on track. Data capture and<br />

information sharing self-evidently plays a<br />

crucial and fundamental role in trade<br />

covering everyone from retailer,<br />

manufacturer, logistics provider to port<br />

operator and end-user buyer.<br />

The paperwork involved with this is<br />

immense: order forms, packing lists,<br />

shipper's letter of instruction, certificates of<br />

origin, bills of lading, dock receipts, proof<br />

of delivery notices, proforma and<br />

commercial invoices, dangerous<br />

goods forms, passports and<br />

IDs for crew - the list<br />

goes on and<br />

on.<br />

18<br />

@<strong>DM</strong>MagAndAwards<br />

<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2021</strong><br />









Managing this is complicated even<br />

more given the numerous different<br />

formats used by everyone in each step of<br />

the chain - everything from PDFs, Excel<br />

and Word documents, JPEGs, emails,<br />

attachments, online forms and even<br />

faxes, of which surprisingly, billions are<br />

still sent every day. Worryingly though, it<br />

is estimated that 80% of logistics firms<br />

still use paper forms and over half of the<br />

data contained is entered manually into<br />

IT systems.<br />

Furthermore, analyst firm Gartner say<br />

that while 72% of organisations in the<br />

supply chain see technology as a source<br />

of completive advantage, the majority -<br />

53% - continue to manage supply chain<br />

technology vertically around functional<br />

silos and not horizontally and holistically<br />

across functional domains.<br />

Working in a data silo is a recipe for<br />

major inefficiency and, in a world where<br />

'digital fitness' is paramount, a huge<br />

failing. Simply put, the documentation<br />

and the data which goes along with all<br />

goods needs to flow as smoothly as the<br />

physical items themselves.<br />


HARD<br />

It's not all doom and gloom however.<br />

Scanning paper, automating data capture<br />

and improving integration is a practical<br />

and proven way to solve this. It makes<br />

information flow faster, enhances<br />

accuracy and boosts reliability so that the<br />

chance for goods to be held up at the<br />

point of origin or delivery because of<br />

paperwork issues is removed.<br />

A variety of powerful tried and tested<br />

capture applications are available.<br />

Modern solutions - both on-premise,<br />

mobile or cloud native SaaS systems - can<br />

handle information from practically any<br />

source once digitised or cater for<br />

information 'born' electronic. In the<br />

jargon, this covers everything: structured,<br />

semi-structured and unstructured data.<br />

Capture applications automatically 'read'<br />

key fields in documents like customer<br />

name, address, account number, order<br />

number, quantity along with QR and<br />

barcodes and even normal handwriting.<br />

Data is ingested, classified and metadata<br />

intelligently extracted using machine<br />

learning and advanced tools like Artificial<br />

Intelligence to then workflow this<br />

information to any number of ERP, CRM,<br />

BPM, ECM or corporate systems.<br />

These capture applications can 'learn'<br />

based on content handled and historical<br />

tagging to make this a super-fast,<br />

accurate and reliable process, eliminating<br />

the need for human intervention.<br />

Other technologies such as Robotic<br />

Process Automation can be applied to the<br />

capture process to automate mundane,<br />

repetitive and error prone tasks involved<br />

with manual data entry. RPA also aids the<br />

integration of legacy business systems -<br />

and getting data into them - without the<br />

need for complex APIs to be written.<br />



Automating the data capture process is a<br />

sure-fire way to gain efficiencies and<br />

return on investment:<br />

It enables more accurate<br />

communication between transport<br />

and logistics operators and their<br />

customers;<br />

There's less room for mistakes when<br />

capturing, ingesting and populating<br />

line of business systems as you remove<br />

the 'human' component. If you<br />

manually key in data, not only does<br />

this take time and is subject to errors,<br />

but because of the staff overhead, it's<br />

often badly done resulting in partners<br />

in the supply chain not getting the<br />

information they actually need.<br />

There's no need to employ staff to<br />

carry out dull data entry jobs, with<br />

existing employees able to be<br />

redeployed to focus on more useful<br />

and productive work;<br />

New SaaS cloud-native capture<br />

systems enable firms in the supply<br />

chain to be agile and scale up and<br />

down as demand and volumes dictate<br />

- say during the busy Christmas period<br />

- without enduring substantial capital<br />

expenditure or complex IT<br />

implementation challenges;<br />

It's greener and more eco-friendly as<br />

excess paper is removed from the sales<br />

cycle and delivery process;<br />

Digitising and managing content in all<br />

its forms facilitates downstream<br />

processes much better like analytics to<br />

aid better decision making in the<br />

future.<br />

The pressure to be efficient in the<br />

transport and logistics industry is high.<br />

Cutting edge technology here is evolving<br />

fast, too: robotics and warehouse<br />

automation, 3D printing, drones, human<br />

exoskeletons to boost strength and ensure<br />

safety, autonomous vehicles and so on.<br />

But the low hanging fruit of scanning,<br />

automating and streamlining business<br />

processes and the documentation<br />

associated with the supply chain should<br />

not be forgotten especially as the<br />

pressure to be efficient, lean and<br />

effective is on to maximise margins and<br />

ultimately profit.<br />

More info: www.ibml.com/aboutus/consult-an-expert/<br />

www.document-manager.com<br />

<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2021</strong><br />

@<strong>DM</strong>MagAndAwards<br />



Collaborative tools to support the post-pandemic<br />

workforce<br />

Eugene Young, Country Director, UK/Ireland, DocuWare, examines the need to<br />

embrace a new hybrid workforce, and what organisations need to succeed<br />

The vast new remote workforce has<br />

completely reshaped global<br />

businesses. Within record time<br />

business leaders have had to create an<br />

environment within their organisation<br />

where employees can operate 'normally'<br />

from any device, any time, anywhere.<br />

The challenges presented by the<br />

pandemic have been a call to action for<br />

businesses to undertake a digital<br />

transformation immediately. Aspects of<br />

work life, such as onboarding employees,<br />

invoice processing and managing team<br />

collaboration, were far easier to do in a<br />

single physical space. However, the<br />

pandemic has forced businesses to quickly<br />

adapt to a new work environment and be<br />

much more flexible to employee needs.<br />

Developing an internal structure that<br />

allows employees to collaborate<br />

seamlessly and securely from anywhere is<br />

now essential.<br />

Because of this, tools that make it easier<br />

to work together when apart are proving<br />

to be worthwhile investments for<br />

businesses of all sizes and industries.<br />

Since the start of the pandemic, there has<br />

been a notable surge in cloud,<br />

cybersecurity, and digital investments to<br />

ensure business continuity and<br />

productivity of dispersed teams.<br />

Working together in a distributed<br />

environment requires new skills and tools,<br />

and so cloud-based management solutions<br />

and automation technologies have been a<br />

significant contributor to ensuring business<br />

continuity. These solutions can be deployed<br />

on-premises, in the cloud, or hybrid<br />

environments. Intuitive tools and solutions<br />

such as these can free teams of<br />

administrative, manual tasks, such as<br />

managing long email chains, multiple<br />

versions of crucial documents, and<br />

constant status inquiries.<br />

The DocuWare platform is especially wellsuited<br />

to the needs of small and mid-sized<br />

businesses looking for enterprise-grade<br />

functionality in areas of automation,<br />

indexing, content capture, document<br />

management, and workflow intelligence.<br />

The latest offering from DocuWare, version<br />

7.4, presents several enhancements that<br />

will be invaluable in the post-COVID<br />

workplace, providing improved<br />

collaboration, faster document and data<br />

searches, shareable workflows, and<br />

security that every company needs.<br />

With business happening everywhere,<br />

let's take a look at how DocuWare could be<br />

the perfect fit for your organisation.<br />


Remote teams can now collaborate in<br />

real-time on Microsoft Office documents<br />

(Word, Excel, and PowerPoint) located in<br />

DocuWare Cloud. This makes for a<br />

connected and highly effective remote<br />

workforce.<br />

DocuWare Cloud customers can edit their<br />

Microsoft Office documents - Word, Excel,<br />

and PowerPoint - in Microsoft Office for<br />

the web, even while working with<br />

colleagues. They can revise documents in<br />

real-time during a meeting, make changes<br />

from a mobile device, and update an<br />

20 @<strong>DM</strong>MagAndAwards <strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2021</strong> www.document-manager.com







internal list at the same time as multiple<br />

other employees.<br />


Improving workflows and eliminating<br />

manual intervention are crucial to<br />

fostering a seamless productive workforce,<br />

be that in an office, home, or a hybrid<br />

setting. With DocuWare, you can export a<br />

workflow and import it into another<br />

DocuWare file cabinet.<br />

It's just a matter of taking a pre-existing<br />

workflow created for one department<br />

and copying and adapting it to fit the<br />

needs of another department. These<br />

digital workflows are the most effective<br />

way to ensure timely effective and secure<br />

collaboration.<br />



Even if business processes run differently<br />

in every organisation, they share key<br />

requirements and decision points. Cloudbased<br />

preconfigured solutions turn these<br />

common denominators into smooth<br />

digital workflows, enabling even faster<br />

ramp-up for new customers and easy<br />

expansion for existing ones.<br />

Now, for the first time, you can combine<br />

the usage of several preconfigured cloud<br />

solutions, including DocuWare for Invoice<br />

Processing and Smart Document Control.<br />

These ready-to-use packages are built with<br />

the expertise gained from 30 years of<br />

experience and are one of the quickest<br />

and easiest ways for a business to become<br />

digitally transformed. DocuWare is proud<br />

to have many customers up and running<br />

with these solutions in as little as 2 to 3<br />

days. DocuWare launched to market a<br />

preconfigured invoice processing solution<br />

for the UK following great success in the<br />

US. This ready-to-use solution removes<br />

huge amounts of work from your team by<br />

streamlining and automating core<br />

manual processes.<br />



In the modern office, electronic signatures<br />

are now a normal part of day-to-day<br />

business. Not only do they work<br />

excellently for the newly disbanded<br />

workforce, but also reduce paper usage<br />

and simplify secure document workflow.<br />

DocuWare Signature Service<br />

automatically transfers documents in a<br />

signing workflow to a signature provider,<br />

Validated ID or DocuSign, allowing for<br />

advanced and qualified electronic<br />

signatures, as well as legally binding<br />

documents that meet current security<br />

requirements.<br />


Businesses need to be prepared with the<br />

right investments and approaches,<br />

implementing security solutions before a<br />

problem arises. New working models<br />

introduce additional security risks, as a<br />

business must allow employees to import,<br />

share, approve and collaborate<br />

documents freely, but most importantly<br />

safely. With data at the core of every<br />

company, providing access to digital<br />

documents with single-sign-on for secure<br />

login offers better authentication<br />

processes for on-premises and cloudbased<br />

solutions.<br />

DocuWare version 7.4 includes a new<br />

identity service for DocuWare on-premises<br />

and a new identity provider for DocuWare<br />

Cloud. This allows users to enforce single<br />

sign-on for secure login providing more<br />

robust user authentication. It also works<br />

for mobile app and URL integrations.<br />


Investing in new technologies and moving<br />

on-premises systems to the cloud have<br />

been part of a global digital<br />

transformation across all industries.<br />

Therefore, organisations have never been<br />

more reliant on new technologies for<br />

business continuity. This has exposed a<br />

digital skill gap in the workforce that<br />

business leaders cannot ignore.<br />

When selecting a document<br />

management solution, you must consider<br />

a technology that does not require IT<br />

resources, as well as one that can also be<br />

easily and quickly learned by users.<br />

DocuWare's easy-to-use solutions address<br />

this head-on, bridging this gap and<br />

DocuWare can be implemented with little<br />

or no input from the company's IT team.<br />


When introducing new systems into a<br />

business, it's important to choose the<br />

right tools for your employees. This may<br />

not mean the latest and greatest<br />

available, but consider which will ensure a<br />

happier, productive, and more<br />

collaborative workforce. Having the tools<br />

in place that automate processes, reduce<br />

costs, and ensure security, means<br />

information can flow effortlessly - from<br />

anywhere, on any device, at any time.<br />

Additionally, by freeing staff time<br />

employees can focus on higher-value<br />

tasks, such as improving products and<br />

services and creating new ways to engage<br />

with customers, all of which will greatly<br />

enhance the customer experience.<br />

The new ways of working provide<br />

companies with boundless opportunities<br />

to transform outdated processes and<br />

make significant changes to shape the<br />

future of their business. Equipping teams<br />

with the right technologies to better<br />

manage workflows will be key for making<br />

positive changes to the way they work, be<br />

that at home, the physical office, or the<br />

hybrid alternative.<br />

More info: www.docuware.com<br />

www.document-manager.com<br />

<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2021</strong><br />

@<strong>DM</strong>MagAndAwards<br />



Tailored, secure and compliant<br />

A London special school is able to manage sensitive documents across different<br />

school sites while respecting GDPR and retention schedules<br />

Camden Centre for Learning<br />

(CCfL), a special school based at<br />

two sites in Camden, is a Pupil<br />

Referral Unit (PRU) specifically<br />

organised to offer alternative<br />

education for children who aren't able<br />

to attend school and may not<br />

otherwise receive suitable education.<br />

When Pippa Higgins, Business<br />

Manager for CCfL, joined the school<br />

she inherited a lot of paperwork, often<br />

scattered across the two school sites.<br />

These were mainly HR-related<br />

documents, such as staff onboarding<br />

forms, overtime forms, disclosure and<br />

barring service (DBS) schedules, proof<br />

of ID, etc.<br />

Pippa explains the issues: "With over<br />

70 members of staff record-keeping<br />

was difficult. I started by scanning all<br />

our documents and saving them to our<br />

shared drive. Although this solved the<br />

immediate search and access problems,<br />

it wasn't ideal considering our need to<br />

comply with GDPR regulations and<br />

retention schedules for certain types of<br />

documents. It was also difficult to<br />

present a clear overview when we were<br />

audited by our local authority."<br />

During a business forum Pippa was<br />

introduced to Records Transformation,<br />

who were looking for a pilot school to<br />

implement its GilbyIM solution. This is<br />

a cloud-based, Software-as-a-Service<br />

(SaaS) solution based on Micro Focus<br />

Content Manager, providing best-ofbreed<br />

electronic document and records<br />

management (EDRM). Through a<br />

unique, multi-tenancy licensing<br />

agreement with Micro Focus, Records<br />

Transformation customers benefit from<br />

the economies of scale associated with<br />

using shared infrastructure<br />

components.<br />

Neal O'Kelly, CTO of Records<br />

Transformation explains: "We have<br />

developed templated configurations<br />

for specific industries, including<br />

education. Any school subscribing to<br />

GilbyIM will find their classification<br />

scheme, records types, retention and<br />

disposal schedule, and access control<br />

model already fully developed,<br />

dramatically reducing their onboarding<br />

process and staff training."<br />

Pippa saw the value immediately and<br />

with just a simple click and drop action<br />

more than 2,000 CCfL documents were<br />

handed over to Records<br />

Transformation. Although CCfL timed<br />

this for the school's Christmas break,<br />

onboarding new clients can be done<br />

within a day. Records Transformation<br />

fully replicated the existing folder and<br />

sub-folder structure for ease of use.<br />

They built relevant security groups,<br />

imported CCfL's data, tested it, and<br />

delivered it back within the GilbyIM<br />

framework.<br />

"When we returned in January all our<br />

documents could be accessed through<br />

the simple GilbyIM interface," said<br />

Pippa. "Such a difference from before<br />

where remote access to our shared<br />

drive relied on school-owned devices<br />

and secured VPN connections. I<br />

showed my colleagues how to log on<br />

and add a document. This took all of<br />

five minutes, and we were all<br />

impressed with how user-friendly the<br />

system was."<br />

CCfL is now so confident in its data<br />

privacy and retention compliance that<br />

it is looking to store pupil<br />

safeguarding documentation in the<br />

solution. These are hugely sensitive<br />

documents and this future direction is<br />

a testament to the robustness and<br />

security GilbyIM and Content Manager<br />

offers CCfL.<br />

Pippa concludes: "We have a great<br />

working relationship with Records<br />

Transformation. GilbyIM is tailored to<br />

schools and this enabled us to be up<br />

and running without any business<br />

disruption at all. We now have a<br />

resilient and highly available document<br />

repository that can be accessed<br />

remotely with ease and has opened the<br />

door for different use cases as we<br />

move forward."<br />

More info:<br />

www.recordstransformation.co.uk<br />

22<br />

@<strong>DM</strong>MagAndAwards<br />

<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2021</strong><br />


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Why fax has a role in the world<br />

of hybrid work<br />

Scott Wilson of eFax explores how increased workforce<br />

access to documents and paperwork during lockdown<br />

has created new security risks, and why vital business<br />

materials are still being stored, sent and signed using<br />

outdated, insecure and expensive legacy technology<br />

We are entering a new phase in<br />

the evolution of work. It<br />

started with a sudden shift to<br />

home working; now it is becoming<br />

increasingly likely that many businesses<br />

are embracing a hybrid set up. This will<br />

mix on and offsite work with the aim of<br />

fusing the best of both models.<br />

For everybody it is a step into the<br />

unknown. From global technology<br />

leaders like Google and Salesforce, to<br />

multinational banks such as HSBC,<br />

organisations are tackling the challenge<br />

of moving to a completely new model in<br />

their own ways.<br />


That said, there are a number of issues<br />

that all will need to overcome. A shift to<br />

hybrid working has implications for<br />

corporate security, company culture, and<br />

the type of technology businesses<br />

currently have access to.<br />

One area in particular that needs to be<br />

addressed is the issue of sharing and<br />

storing vital business documentation.<br />

New data from eFax suggests this has<br />

become a concern for UK companies,<br />

with more than three quarters (76%) of<br />

UK IT directors saying that increased<br />

workforce access to documents and<br />

paperwork during the lockdown period<br />

has created an additional security risk.<br />

It's perhaps unsurprising therefore that<br />

only 28% are completely confident in<br />

how vital business documents and<br />

paperwork will be securely shared and<br />

stored in a move to hybrid working.<br />

That's in marked contrast to<br />

counterparts in France and Germany,<br />

where nearly half (49%) of French and<br />

44% of German respondents were<br />

confident in the security of sharing and<br />

storing vital documents.<br />



In order to address this, it is first worth<br />

considering how businesses are sharing<br />

and storing documentation. While the<br />

likes of email and file sharing systems<br />

have long been subsumed into working<br />

culture, many organisations still rely on<br />

faxing. This is particularly true for<br />

24<br />

@<strong>DM</strong>MagAndAwards<br />

<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2021</strong><br />








businesses in healthcare, real estate,<br />

financial services and many other<br />

highly regulated sectors, where data<br />

protection and privacy regulations<br />

have increased the need for documents<br />

containing personally identifiable<br />

information to be securely handled.<br />

But where does fax sit within a digital,<br />

flexible and hybrid model of working?<br />

Say faxing to most people and they will<br />

think of an underused machine in the<br />

middle of the office, occasionally<br />

whirring and emitting a dial tone,<br />

before spitting out reams of paper that<br />

someone may eventually collect. That<br />

hardware may be some form of multifunction<br />

printer, or it could be a<br />

standalone device, but either way it will<br />

rely upon an on-premise fax server. In<br />

other words, legacy technology unfit<br />

for the digital era.<br />

It is a setup that is outdated, insecure<br />

and expensive; exactly what UK IT<br />

decision-makers think in the results of<br />

our survey. When asked what their top<br />

challenges are when using on-premise<br />

fax servers, the majority (66%) say they<br />

are outdated legacy technology (e.g.<br />

with limited functionality). Nearly half<br />

(49%) say they are insecure, followed<br />

by 43% saying they are expensive, (to<br />

install, run, maintain and upgrade). In<br />

addition, a significant proportion (31%)<br />

felt they were unfit for the resilient and<br />

regulatory demands of today.<br />

No wonder then that, as<br />

organisations make that shift to hybrid<br />

working, a clear majority (89%) of<br />

respondents expect their employer to<br />

move away from a reliance on the<br />

technology. Ultimately, a new hybrid<br />

workforce needs to be enabled to send<br />

and sign vital documents and<br />

paperwork and do all this securely,<br />

regardless of when or where they are<br />

working.<br />


This is all very well, but if businesses<br />

are going to scrap fax servers, they<br />

need to make sure the alternative is fit<br />

for purpose - secure, flexible and easily<br />

integrated into current operating<br />

processes and workflows.<br />

It needs to be secure because a<br />

hybrid model is by its very nature<br />

digital, and that means increasing the<br />

potential for cyber-attacks. The<br />

solution needs to be fully encrypted<br />

and able to withstand a variety of<br />

threats, including those targeting the<br />

return to work and the ongoing<br />

confusion of the pandemic crisis.<br />

It needs to be flexible because<br />

employees are going to be much more<br />

location fluid. They need to be able to<br />

share documentation wherever they<br />

are, and not wait until they are in the<br />

office to fax something.<br />

Finally, it needs to adapt and<br />

integrate into workflows. This is often<br />

overlooked in the implementation of<br />

technology - traditional fax is itself<br />

notoriously bad for productivity,<br />

forcing employees to use a separate<br />

machine to send and receive<br />

documentation. Any replacement<br />

needs to fit seamlessly with the<br />

hundred and one other things workers<br />

need to accomplish, and not sit<br />

outside of their usual applications,<br />

services and processes.<br />

One option that covers all three areas<br />

is digital cloud faxing. It might be<br />

referred to as internet faxing, cloud<br />

faxing, faxing by email, or digital fax<br />

solutions, but ultimately it all means the<br />

same thing - faxing for the digital era.<br />

Whereas legacy fax server technology<br />

is not fit for purpose, a drain on<br />

resources and a weak link in corporate<br />

cyber security, digital cloud fax is none<br />

of those things. It allows the entire fax<br />

process to be handled digitally via the<br />

web, using a company's email<br />

application, workflow solution, mobile<br />

application or secure web-portal.<br />

Employees can send and receive faxes,<br />

meeting regulatory requirements, with<br />

the same device they use for email.<br />



Despite the assumption that fax is a<br />

relic, it remains a vital part of the<br />

communications infrastructure for<br />

many organisations needing to quickly<br />

exchange and retrieve documents and<br />

authorisation.<br />

However, for fax to be a critical part<br />

of a hybrid workforce, companies need<br />

to scrap on-premise fax servers, and<br />

move to digital cloud fax. Businesses<br />

need communications that support,<br />

not hinder, new ways of working. The<br />

solution they choose must provide the<br />

flexibility, adaptability and security<br />

required to successfully implement<br />

hybrid working.<br />

More info: www.scraptheserver.com<br />

www.document-manager.com<br />

<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2021</strong><br />

@<strong>DM</strong>MagAndAwards<br />



The smarter way to see what people are printing<br />

A smart audit service from Konica Minolta allowed Norse Group to analyse in depth<br />

exactly what was happening with their print/scan systems and highlight numerous<br />

issues and potential improvements<br />

Konica Minolta Business Solutions<br />

(UK) Ltd has enabled Norse Group,<br />

the UK's largest commercial local<br />

authority trading company, to gain insight<br />

into printed document volumes and<br />

lifecycles, address print-related issues, and<br />

plan for process transformation, through<br />

its innovative Smart Workflow Services<br />

(SWS) audit service.<br />

Owned by Norfolk County Council, Norse<br />

Group works in partnership with councils<br />

all over the UK to deliver property<br />

consultancy, facilities management, and<br />

care services. Keen to reduce its reliance on<br />

printing and copying, and to advance its<br />

digital transformation agenda, Norse<br />

Group turned to its trusted supplier for<br />

over a decade, Konica Minolta.<br />

Chris Nichols, Infrastructure and Business<br />

Project Technician at Norse Group<br />

commented, "I felt sure that our print and<br />

copy volumes were higher than they<br />

needed to be, and that we could cut costs<br />

by reducing our colour output. But before I<br />

could start to implement change, I needed<br />

stats to show the business what it was<br />

printing, and why."<br />

Print management software provides<br />

useful information such as how many<br />

pages are being printed, copied, and<br />

scanned; how many prints and copies are<br />

in colour; and which devices are heavily<br />

used. But it doesn't reveal what documents<br />

are being processed or - perhaps more<br />

importantly - why. "SWS goes beyond the<br />

high-level information provided by a<br />

managed print service," added Chris. "It<br />

allows you to quantify your printing activity<br />

and scrutinise what's being printed in the<br />

context of workflows and processes."<br />

The bespoke SWS software was installed<br />

on a selection of Norse Group's devices<br />

used by the IT, Finance and HR teams.<br />

GDPR compliant and highly secure, it<br />

unobtrusively automatically captured and<br />

categorised images of all the documents<br />

that were printed, copied, and scanned on<br />

those devices during a defined period. In<br />

parallel, the team interviewed Norse Group<br />

users to understand the purpose and<br />

lifecycle of the documents in question.<br />

Once the analysis was complete, Konica<br />

Minolta delivered detailed, logical reports<br />

showing what documents were being<br />

processed at Norse Group, and the<br />

workflows around them. "The report data<br />

exposed issues I'd long suspected but had<br />

been unable to prove," stated Chris.<br />

The report flagged up issues such as<br />

unnecessary colour usage, inefficient<br />

processes (including over-reliance on<br />

printed archive copies instead of using the<br />

electronic document management<br />

system), document control issues<br />

(including out-of-date information<br />

templates and logos), and potential data<br />

security issues from printed documents.<br />

Konica Minolta presented<br />

recommendations for quick wins,<br />

including education to help behavioural<br />

change; as well as proposals for longerterm<br />

improvements based on process<br />

transformation.<br />

"To be able to drive real change, you need<br />

data, and that's what the SWS<br />

engagement has delivered," concluded<br />

Chris. "We now have information to help<br />

us resolve our immediate issues, and to<br />

plan the digitisation of print-centric<br />

processes to help us save money, increase<br />

efficiency, and support our<br />

transformation."<br />

More info: www.konicaminolta.co.uk<br />

26 @<strong>DM</strong>MagAndAwards <strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2021</strong> www.document-manager.com

EVENT: IRMS CONFERENCE <strong>2021</strong> Dm<br />

The heart of your organisation<br />

<strong>DM</strong> Magazine previews this year's IRMS Conference, taking place in Birmingham in<br />

November<br />

The Information and Records<br />

Management Society (IRMS) has<br />

announced that more than 50<br />

subject matter experts will join 350<br />

delegates at The Hilton Birmingham<br />

Metropole, for its Annual Conference<br />

<strong>2021</strong>. The premier event for the<br />

records management industry returns<br />

from 28th until 30th November <strong>2021</strong>,<br />

with the theme: Information & Data:<br />

The Heart of Your Organisation.<br />

The IRMS Annual Conference <strong>2021</strong><br />

will open with a keynote from the Chief<br />

Information Security Officer at Pinsent<br />

Masons, Christian Toon, who will<br />

discuss 'Protecting the Heart of your<br />

Organisation'. He will be joined by Data<br />

Protection Officer at Bolt, Calum Liddle,<br />

the former Legal Research Lead at<br />

Facebook, where he managed the<br />

Office of the Data Protection Officer in<br />

the wake of the Cambridge Analytica<br />

scandal. He will share 'The Journey and<br />

Challenges, Structure and Strategies of<br />

a Data Protection Officer'.<br />

Providing insight into the challenges<br />

faced by the NHS in relation to<br />

'Information Sharing During a<br />

Pandemic' will be Data Sharing and<br />

Privacy Specialist, Martin Staples from<br />

NHSX, a unit that brings together<br />

teams from the Department of Health<br />

and Social Care, NHS England, and NHS<br />

Improvement, to drive the digital<br />

transformation of care.<br />

Other keynote addresses include<br />

Judith Ellis, Managing Director,<br />

Enterprise Knowledge and Chair of the<br />

ISO Committee for Records<br />

Management Standards who will ask<br />

the question: 'Are international<br />

standards relevant?' And Technical<br />

Director, Privacy, Deloitte, Ivana<br />

Bartoletti who will consider 'Privacy and<br />

Ethics in the Age of Big Data and<br />

Algorithms'.<br />

Chair of the IRMS, Reynold Leming,<br />


The Information and Records Management Society (IRMS) is the foremost<br />

association for information professionals and students, supporting and bringing<br />

together all those working in information governance, records management,<br />

data protection, information security and more, across all industry sectors, in<br />

the UK and beyond.<br />

As well as its annual conference attracting more than 350 delegates, the<br />

IRMS offers professional accreditation available to all, produces a high-quality<br />

bimonthly industry magazine, and operates a network of geographic and<br />

special interest groups across the UK and Ireland. Visit www.irms.org.uk/join to<br />

find out more.<br />

states: "Information and data informs<br />

and evidences day-to-day operations,<br />

interactions with stakeholders and<br />

customers, as well as tactical and<br />

strategic decision-making at the<br />

highest level. It is at the heart of the<br />

organisation and as such it needs to be<br />

kept fit and healthy." Leming adds: "Our<br />

annual conference is the place for IRMS<br />

members and the wider industry to<br />

educate, collaborate and innovate.<br />

Each year they return to their respective<br />

organisations with new ideas,<br />

initiatives, protocols and procedures<br />

that will ultimately get that heart<br />

beating stronger than ever before."<br />

The IRMS Conference <strong>2021</strong> is<br />

sponsored by OASIS, Iron Mountain<br />

and many other key industry vendors.<br />

The two-day conference will be<br />

attended by more than 350<br />

information and records management<br />

professionals. It will include more than<br />

50 subject matter experts, representing<br />

public, private and academic sectors,<br />

hosting an extensive programme of<br />

seminars, workshops and panel<br />

sessions on topics such as 'Next<br />

Generation Content Management',<br />

'Essential Skills for DPOs', 'Freedom of<br />

Information Past Present and Future'<br />

and 'Data Quality is Behavioural, Data<br />

Quality Management is Organisational'.<br />

More info: www.irmsconference.org.uk<br />

www.document-manager.com<br />

<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2021</strong><br />

@<strong>DM</strong>MagAndAwards<br />



Preparing for seismic change<br />

The flexible work future is here to stay, argues Herbert Lörch of M-Files - but how<br />

should organisations respond to the shift?<br />

The forced and immediate<br />

shift to remote working<br />

which happened almost<br />

overnight in March 2020 will<br />

be without doubt, one of the<br />

most significant and longlasting<br />

impacts of the Covid-<br />

19 pandemic.<br />

Any belief that this was to<br />

be a short-term necessity<br />

has over time, proven to be<br />

illusionary. Governments<br />

not just in the UK but<br />

across the world have<br />

responded to waves of the<br />

pandemic by opening, closing<br />

and reopening economies in<br />

repeated fashion. Even now with<br />

a large percentage of the UK<br />

population vaccinated, a large<br />

proportion of UK<br />

employees are still<br />

expected to<br />

work<br />

from home in what is now being<br />

termed a 'hybrid model'.<br />

Some of the best-known names in the<br />

UK have already announced plans for<br />

introducing more hybrid models of<br />

working. These include insurance giant<br />

Aviva, with 16,000 employees, and<br />

accountancy firms BDA and KPMG both<br />

reporting a move to more flexible,<br />

hybrid working methods. Investment<br />

firm JP Morgan and the recruiter<br />

Michael Page allowed workers back in<br />

the office in late March, but none have<br />

reopened at full capacity. In the case of<br />

WPP the BBC has reported that it has<br />

reopened its UK offices at 30% capacity,<br />

and that figure is expected to rise to<br />

50% as the summer progresses.<br />

As a result of this move to a new way<br />

of working, demand for office space is<br />

also declining and businesses are<br />

choosing to restructure the very way<br />

they work by focusing on their estates.<br />

Capita has closed 49 out of 294 of its<br />

offices since the start of the pandemic<br />

while one of the Big Four, Deloitte,<br />

has closed offices at Gatwick,<br />

Liverpool, Nottingham and<br />

Southampton.<br />

Permanent remote working is<br />

now being considered by both<br />

employers and employees<br />

who would not have even<br />

considered this back in<br />

2019. The World Economic<br />

Forum's latest Future of<br />

Jobs Report, published in<br />

October 2020, states that<br />

44 per cent of workers<br />

can conduct their work<br />

remotely, so this is a<br />

28<br />

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<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2021</strong><br />







very real dynamic taking place now.<br />

Further, here in the UK, in a<br />

September 2020 poll of more than<br />

2,000 office workers conducted by the<br />

British Council for Offices, found that<br />

nearly half of respondents said that<br />

they intended to work from home<br />

some of the time going well into <strong>2021</strong>,<br />

and this was at a time when another<br />

national lockdown was viewed as a<br />

mere fantasy.<br />

These seismic changes - office space<br />

reductions combined with new flexible<br />

ways of working and employee<br />

expectation that this is the 'new<br />

normal' - are leading to firms having to<br />

re-evaluate not just where they work,<br />

but how they work.<br />

Central to this is a desire to ensure<br />

that this shift towards flexible working<br />

does not negatively impact<br />

productivity, collaboration or company<br />

culture. There is a body of research<br />

that has shown that people can be as<br />

productive, if not more so, when<br />

working from home. But for employers<br />

there is a very real issue. The practical<br />

and operational advantages of an<br />

entire workforce working from home<br />

could be diminished.<br />

If organisations are going to prepare<br />

for the new normal of flexible work<br />

environments, the solution is to<br />

develop a well-formed, intelligent<br />

information management strategy -<br />

one that promotes a collaborative and<br />

productive working environment while<br />

adhering to governance, compliance<br />

and security protocols.<br />

So, what can companies do now to<br />

prepare a strategy for the new normal<br />

of remote work? What should they be<br />

putting focus on in developing that<br />

strategy? Below are a few key<br />

considerations:<br />



Most businesses live and breathe<br />

documents, files, and information; it's<br />

the lifeblood of a streamlined,<br />

productive and efficient organisation.<br />

Arguably, the most important tenet of<br />

a flexible work strategy is that<br />

knowledge workers should be able to<br />

access and manage information from<br />

any device and any physical location,<br />

no matter where that information is<br />

stored - in a CRM, ERP, shared drives,<br />

network folders.<br />

Not only should staff be able to<br />

access information, but the same<br />

processes and workflows that govern<br />

their work should be in place in a<br />

flexible work environment.<br />


Shadow IT is where individuals<br />

incorporate technology solutions on<br />

their own, away from the 'prying eyes'<br />

of the IT department. For example, one<br />

individual may decide they're going to<br />

use Dropbox for cloud storage, while<br />

others decide on Google Drive and yet<br />

others are using Box. This creates two<br />

types of sprawl - content sprawl and<br />

SaaS sprawl - both despised by IT<br />

departments, not just for the<br />

inconvenience, but for the risk it poses<br />

to established governance and security<br />

protocols. An umbrella strategy should<br />

account for a unified document<br />

management system.<br />


Bring Your Own Device (BYOD) and rogue<br />

endpoint applications can put information<br />

security at risk. Many companies are using<br />

an array of technology to help allay those<br />

risks - company-sanctioned hardware,<br />

VPN connections, and a secure enterprise<br />

information management platform.<br />

The result of this shift to flexible working<br />

is that employers now need to be thinking<br />

now about how they are going to<br />

respond to employee expectations of new<br />

working patterns.<br />

Government guidance which requires<br />

people to work remotely will not be<br />

around forever. As so many employees<br />

have indicated a preference for remote<br />

working at least part of the time going<br />

forward, employers need to consider<br />

carefully how best to remain an employer<br />

of choice and stay competitive.<br />

The solution is an intelligent information<br />

management platform and the key<br />

principles that underpin a solid flexible<br />

work strategy are already there. All you<br />

have to do to work remotely is grab your<br />

laptop and go.<br />

All the information, files and documents<br />

they need are a couple clicks away, from<br />

any device. It's this concept of any time,<br />

anywhere access to company information<br />

- with a built-in information security<br />

framework - that truly sets the stage for<br />

remote working, giving staffers the same<br />

experience as they would at the office.<br />

And by doing that, companies can ensure<br />

continuity, productivity, and efficiency of<br />

their remote workforce.<br />

More info: www.m-files.com<br />

www.document-manager.com<br />

<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2021</strong><br />

@<strong>DM</strong>MagAndAwards<br />



Omnidox 5<br />

Remarkably, Omnidox from OASIS has<br />

been around for almost 15 years, but<br />

the latest iteration of the product,<br />

version 5, represents something of a<br />

quantum leap in terms of user experience,<br />

ease of use and deployment.<br />

What OASIS describe as the 'fifth<br />

generation' offering is a true cloud platform<br />

which allows users at all levels to quickly<br />

and easily create the business workflows<br />

they need to automate their back-office<br />

processes. Traditional enterprise 'blue chip'<br />

clients - of which OASIS has many - are<br />

now being joined by increasing numbers of<br />

SME users attracted by the intuitive and<br />

user-friendly new cloud-based product.<br />

While deployments of version 4 of<br />

Omnidox required significant bespoke<br />

development for every customer, resulting<br />

in each implementation being different,<br />

Omnidox 5 sees the entire offering rebuilt<br />

almost from scratch, developed largely with<br />

those SME prospects in mind, to help users<br />

automate workflows themselves with little<br />

or no bespoke development required.<br />

Bypassing the need for extensive IT<br />

involvement means that the potential ROI<br />

from Omnidox is significantly increased, as<br />

well as allowing departments and<br />

organisations to move to digital processing<br />

in a much shorter time-frame.<br />

Omnidox can process any of the 'usual<br />

suspect' documents a user organisation<br />

might throw at it - HR, finance (Accounts<br />

Payable/Receivable), or digital mailroom, for<br />

instance - without breaking a sweat. OASIS<br />

also has clients as diverse as airlines, banks<br />

and hospitals using the system for<br />

structured forms such as logs, forms and<br />

personnel records.<br />

We tested various demonstration<br />


scenarios using Omnidox 5, including HR<br />

onboarding and exit interview<br />

documentation, mailroom workflows and<br />

invoice processing, and it is very clear that,<br />

whatever the business requirement, the<br />

user experience is standardised and<br />

intuitive, with clear and simple design at<br />

the core.<br />

End users can easily devise their own<br />

workflows using graphical tools and<br />

pulldown menus at each step of the<br />

process. Folder management is also<br />

remarkably straightforward - adding new<br />

child folder levels or altering file structures is<br />

again a simple matter of selecting from a<br />

pulldown menu and naming the new<br />

folders. Even security can be managed by<br />

the users, as they can easily set up password<br />

policies, character requirements or expiry<br />

rules from within the system to suit the<br />

business requirements of their organisation.<br />

At the same time it is important to note<br />

that ease of use does not mean Omnidox<br />

sacrifices power: anything uploaded into<br />

the system is instantly OCR'd, for instance,<br />

which makes for a powerful and farreaching<br />

full-text search facility that can find<br />

any string of text in any document at the<br />

click of the mouse.<br />

OASIS has described its intentions with<br />

Omnidox 5 as 'bringing the consumer<br />

experience to enterprise users' and it is fair<br />

to say that they have succeeded<br />

impressively in that regard. At the same<br />

time Omnidox remains a very sophisticated,<br />

powerful and advanced information<br />

management solution.<br />

More info: www.oasisgroup.com<br />

It is clear to see that Omnidox 5 is a huge step forward from previous versions of the OASIS software: it offers<br />

everything a cloud-based EDRMS solution should do, within a vastly impressive 'consumer-style' user interface.<br />

30 @<strong>DM</strong>MagAndAwards <strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2021</strong> www.document-manager.com


A flexible solution for a rapidly changing world<br />

Office supplies company Weaver & Bomfords is future-proofing print for its clients<br />

thanks to MPS Monitor 2.0<br />

Companies that can trace their roots<br />

back to almost a century usually have<br />

a few characteristics in common that<br />

underpin their longevity; the business<br />

acumen to spot and respond to emerging<br />

opportunities, and a willingness to adopt<br />

the latest technology in order to operate<br />

more efficiently and provide their customers<br />

with an even better service. Those qualities<br />

have come to define Weaver & Bomfords,<br />

an office supplies business whose origins go<br />

back to 1922.<br />

Today, the Cheshire-based business<br />

continues to thrive, with its 15 staff offering<br />

its nationwide clients an array of services<br />

that a busy workplace needs, including<br />

photocopiers and network printers,<br />

Managed Print Services (MPS) and<br />

Document Solutions as well as office<br />

furniture and supplies. One solution helping<br />

the company's customers drive greater<br />

efficiencies from their print is from MPS<br />

Monitor, the company that develops and<br />

distributes the leading platform for the<br />

remote monitoring and management of<br />

printers and multifunctional devices. Its MPS<br />

Monitor 2.0 is a Cloud-based SaaS solution<br />

and, today, two thirds of Weaver &<br />

Bomfords customers are benefiting from the<br />

accessibility, flexibility and security it delivers.<br />


Convenience often lies at the heart of a<br />

great customer service experience, as Sue<br />

Lenton, managing director of Weaver &<br />

Bomfords explains: "We're always looking at<br />

how we can offer our clients value, and by<br />

providing an outsourced print management<br />

solution from MPS Monitor we can remove<br />

their print burden so they can get on with<br />

running their business.<br />

From a customer's point of view, they<br />

haven't got to maintain or manage toner<br />

supplies as it simply gets delivered and<br />

marked up for the right machine, so they<br />

know that it will be there as they need it.<br />

Typically, our customers have several print<br />

devices, so we looked at what was the best<br />

MPS for them, to make it easier for them to<br />

keep their fleets running efficiently and cost<br />

effectively. MPS Monitor takes away any<br />

administration or management of that<br />

process from the customer."<br />

It's a service that many customers have<br />

come to appreciate, given the diversity of<br />

their print needs, as Sue explained: "We<br />

have a really broad range of clients printing<br />

a really wide range of things; prescriptions,<br />

marketing materials, point of sale and even<br />

transfers used in china production. We deal<br />

with lots of local food producers, mills and<br />

bakeries, distribution companies and then<br />

there's the more usual professional and legal<br />

firms and local schools and academy trusts.<br />

All these companies have remained open<br />

over the last year and so have we - they've<br />

needed our local support and service more<br />

than ever."<br />


It became apparent to Sue and her team<br />

that MPS Monitor was a future proof<br />

32<br />

@<strong>DM</strong>MagAndAwards<br />

<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2021</strong><br />






NEED."<br />

solution for her clients' needs, given that<br />

MPS Monitor was founded on the vision of<br />

being a scalable cloud-native platform.<br />

Sue noted: "Weaver is an early adopter of<br />

remote monitoring technology for<br />

managing fleets and ordering supplies, so<br />

we're familiar with the solutions available.<br />

When we first started talking to MPS<br />

Monitor, it quickly became quite evident<br />

that this was a much better offering than<br />

we used previously. To start with, its front<br />

end is very intuitive and the user interface is<br />

graphically orientated." Sue added that MPS<br />

Monitor makes data and information easily<br />

accessible, which is unlike other solutions<br />

that required a fair amount of technical<br />

knowledge in order to be able to access the<br />

information and reporting data. MPS<br />

Monitor makes it easy to get a proper<br />

snapshot of a fleet's status, so problems or<br />

issues can be identified straight away: "It's<br />

really easy to find the information that you<br />

need. Overall, MPS monitor offers much<br />

more by giving you a business<br />

management tool that can be used easily.<br />

The diversity of the Weaver client base<br />

called for a remote print monitoring<br />

solution that could adapt and scale easily to<br />

each customers' unique needs, not least<br />

when the pandemic struck and staff were<br />

forced to work from home. Here, MPS<br />

Monitor's flexibility helped.<br />

"During the pandemic, we were able to<br />

supply and monitor print devices for those<br />

that were working remotely, thanks to MPS<br />

Monitor," Sue explained. "We were able to<br />

provide an extension to the service we<br />

normally offer office-based staff; we can<br />

check remote devices and supply them with<br />

toner when needed and we provide remote<br />

support in the event that they have any<br />

print or scanning problems. The great<br />

benefit of MPS Monitor is that you've got<br />

the multi connector availability so you can<br />

have it running on more than one device.<br />

As long as the connector is installed, we<br />

can see devices and the network<br />

hierarchies. It's very straightforward."<br />

With its cloud-based architecture, vendoragnostic<br />

approach, security focus, and<br />

direct integration with HP's Smart Device<br />

Services (SDS) and Microsoft Universal Print<br />

(UP), MPS Monitor is ideally suited to meet<br />

the evolving needs of the hybrid workforce.<br />


In fact, integration with third party<br />

applications - like CRM systems - is another<br />

MPS Monitor strength. "We were quite an<br />

early adopter of MPS Monitor and we were<br />

using it with Asolvi Vantage," Sue said. "At<br />

the time, there wasn't actually an official<br />

connector for us. But MPS Monitor listened<br />

to us and developed one pretty quickly and<br />

then helped us to get it set up. The<br />

integration with MPS Monitor made the<br />

complex process of changing from another<br />

provider straightforward. They also helped<br />

us to perform a bulk update to minimise<br />

the tasks involved. With the system in<br />

place, toner alerts are created directly into<br />

our system, ready for immediate<br />

processing while real time meter readings<br />

simplify billing. It's streamlined what can be<br />

very manual tasks, therefore freeing up<br />

staff time. The integration between the<br />

two is being developed further and we<br />

hope to be able to use even more of the<br />

MPS Monitor features from within Asolvi<br />

Vantage very soon."<br />


On a day to day basis, another benefit that<br />

Sue and her team have come to appreciate<br />

is MPS Monitor's stability. With Weaver's<br />

previous MPS solution, it had to endure<br />

many false alerts, some of which were<br />

triggered by print users taking the toner out<br />

and shaking it. It took the company a lot of<br />

time and effort to check every alert it<br />

received to validate it or dismiss it, which<br />

isn't a problem that they face with MPS<br />

Monitor, as Sue states: "We really trust MPS<br />

Monitor in a way that we didn't trust our<br />

other system. It helps us ensure that<br />

customer service levels are maintained." The<br />

alert's flexible configurability is key too, with<br />

Sue citing a client that runs a 24/7<br />

operation, and alerts can be set so that the<br />

customer never runs out of toner.<br />

To make a tangible difference to a<br />

business, an exceptional product needs to<br />

be supported by an exceptional team, and<br />

Sue's experiences with MPS Monitor has<br />

been highly positive: "I would say that the<br />

team are great. They very accessible and<br />

very helpful, which has not been my<br />

experience of other MPS providers. They are<br />

very happy to work with us whenever we<br />

need their support."<br />

More info: www.mpsmonitor.com<br />

www.document-manager.com<br />

<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2021</strong><br />

@<strong>DM</strong>MagAndAwards<br />



Post-pandemic opportunities for<br />

the print sector<br />

The latest Quocirca survey suggests market consolidation,<br />

ecosystem building and innovation on the horizon as<br />

businesses recognise the need for rapid change<br />

The majority of print industry<br />

organisations (81%) now see the<br />

COVID-19 pandemic as bringing<br />

opportunities to drive innovation within<br />

their business, despite the negative<br />

impact it had on the sector over the<br />

past year, according to the fourth<br />

edition of Quocirca's COVID-19 Business<br />

Impact Survey.<br />

The study, conducted among 157<br />

respondents from OEMs, channel<br />

organisations and ISVs, found that 71%<br />

expect to see OEM market consolidation in<br />

the next 12 months. 62% believe<br />

strengthening alliances will be critical to<br />

the future for OEMs, while 86% believe<br />

that a thriving digital ecosystem is<br />

important between now and 2025.<br />

Overall, positive sentiment is improving<br />

compared with the previous survey: 68%<br />

now report that the pandemic has had a<br />

negative impact on their business, a<br />

reduction from the 86% who said the<br />

same in May 2020.<br />

Other key findings from the study include:<br />

An urgent need for industry<br />

transformation: 61% say that the<br />

biggest challenge they face is moving<br />

from a product-centric to a services-led<br />

model, an obstacle that existed prior to<br />

the pandemic, but that has been<br />

brought into sharper focus.<br />

Revenue recovery is expected: 55%<br />

expect to see strong or very strong<br />

revenue growth in <strong>2021</strong>/22, with a<br />

further 27% expecting revenue to<br />

remain flat. Organisations that view<br />

themselves as Market Leaders have<br />

stronger expectations for revenue<br />

growth than Fast Followers and Middle<br />

of the Pack businesses.<br />

Print volumes continue to decline, and<br />

full recovery is not anticipated: 85% say<br />

they have seen a decline in print<br />

volumes; 53% have no or not much<br />

confidence that print volumes will<br />

return to pre-COVID levels.<br />

Cloud-based services are expected to<br />

offer opportunities: 91% expect to see<br />

greater demand for cloud-based digital<br />

workflows; 81% expect to see demand<br />

for cloud-based print management.<br />

The threat of Amazon looms for the<br />

channel: 45% of channel respondents<br />

are worried about the move of<br />

customers to online purchasing.<br />

Commenting on the findings, Quocirca<br />

Director Louella Fernandes (pictured) said:<br />

"As the effects of COVID-19 begin to<br />

recede in many countries, the shape of the<br />

hybrid workplace is starting to emerge.<br />

There is a strong sense that now is a critical<br />

time for the print industry to position itself<br />

to recapture its relevance with customers.<br />

However, this will not be achieved through<br />

the historical model of product sales and<br />

print volumes. Our survey respondents<br />

accept that print volumes are unlikely to<br />

return to pre-pandemic levels and that<br />

future revenue growth must be linked to<br />

diversification and a change in operating<br />

model. Digital workflow solutions, cloudbased<br />

print management, and security<br />

assessment services that address the new<br />

challenges of home and hybrid workers are<br />

all major areas of opportunity."<br />

The importance of strategic alliances and<br />

the development of a digital ecosystem are<br />

also key features of the future market, as<br />

Fernandes continues: "We are already<br />

seeing some interesting partnerships and<br />

new businesses emerging focused on the<br />

needs of the new-style workplace<br />

ecosystem. This is a positive sign and will<br />

help businesses map their offerings onto<br />

the changing needs of customers."<br />

Asked which areas were likely to be of<br />

greater interest to customers as a result of<br />

changing working patterns, the top three<br />

responses - selected by more than 80% of<br />

respondents in each case - were cloudbased<br />

digital workflows, collaboration<br />

services and digitisation of paper-based<br />

processes. Managed Print Services (MPS)<br />

were least expected to be of greater<br />

interest, selected by only 36% of<br />

respondents. Louella Fernandes added:<br />

"This shows that MPS is viewed as a<br />

commodity offering, but it can be the basis<br />

for the higher value services that are of<br />

more interest to decision-makers. MPS<br />

providers must urgently reposition their<br />

offerings to take advantage of more<br />

software-centric solutions."<br />

More info: www.quocirca.com<br />

34 @<strong>DM</strong>MagAndAwards <strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2021</strong> www.document-manager.com



18TH NOVEMBER <strong>2021</strong><br />


Join the AIIM<br />

Tribe in London<br />

Join us on 18th November in London for an unmissable<br />

day of interactive and curated Keynotes, Roundtables,<br />

Advisory Seminars and Fireside Chats – showing best<br />

practice in action at organisations just like yours.<br />

Here is what our attendees and Partners think of AIIM Forum Europe:<br />

Early Bird Rates<br />

Available<br />

Places start at just<br />

£75 + VAT!<br />

Attending AIIM Forum Europe is a must for<br />

industry professionals who are interested in<br />

capturing the latest market insights, delving<br />

into discussions about complex issues,<br />

sharing common pains and exploring new<br />

opportunities. I know I am joined by many<br />

of the delegates who agreed that this year’s<br />

Forum was one of the best<br />

This year’s event was very interesting in<br />

updating about privacy, new technologies,<br />

and future management systems, and<br />

importantly about raising the awareness<br />

about this important area within our<br />

organisations<br />

Excellent opportunity to meet the<br />

great and the good in information<br />

management, great vendors and good<br />

people working within the sector that<br />

are very happy to help and share best<br />

practice solutions<br />

Very positive feedback overall - we were<br />

really happy with our roundtable session<br />

- great attendance and lots of good<br />

conversations for us after the session.<br />

AIIM Partner and Session Host<br />

Our stand was busier than ever, thanks<br />

to the AIIM team for all your support in<br />

making the event a huge success for us.<br />

AIIM Partner<br />

For more information and to register visit: www.aiimforumeurope.com<br />



Deborah Ward-Johnstone | 01892 820936 | deborah@revolution-events.com<br />

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