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DOCUMENT<br />

M A N A G E R<br />

Dm<br />

www.document-manager.com<br />

DOCUMENT MANAGEMENT<br />

IMAGING & CAPTURE<br />

WORKFLOW/BPM<br />

CONTENT MANAGEMENT<br />

Winds of change:<br />

Sustainability initiatives for the real world<br />

Document strategies:<br />

How did your documents become intelligent?<br />

Digital transformation:<br />

"Must do better"<br />

Focus on capture:<br />

Adding AI, ML and cloud<br />

NEWS • PRODUCT FOCUS • USER PROFILE • INTERVIEWS<br />

ISSN 1351-3222 Vol 30 No 2 <strong>Mar</strong>ch/<strong>Apr</strong>il <strong>2022</strong>


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Call 0800 612 4065<br />

or email sales@storetec.net<br />

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BPO/Outsourcing/Bureau Business of the Year 2021, 2020,<br />

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Compliance Product of the Year – FreeDocs Document<br />

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London, Manchester, Birmingham, Newcastle and Hull.


Dm<br />

COMMENT<br />

Editor:<br />

Dave Tyler<br />

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

Sub Editor:<br />

<strong>Mar</strong>k Lyward<br />

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

As this issue of Document Manager rolls<br />

Publishing Director:<br />

John Jageurs<br />

off the virtual presses, there is a<br />

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

Sales Manager:<br />

definite feel of Spring in the air, and<br />

Abby Penn<br />

the annual 'new beginnings' vibe that comes<br />

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

Lead Designer<br />

with it. From my desk I can literally see lambs<br />

Ian Collis<br />

gambolling on a nearby hillside, and at the<br />

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

Circulation/Subscriptions:<br />

weekend I saw my first bluebell of <strong>2022</strong>. The<br />

Christina Willis<br />

Easter weekend was filled from Land's End to<br />

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

Managing Director:<br />

John O'Groats with the sound of lawnmowers<br />

John Jageurs<br />

getting their first workout in many months.<br />

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

What has all this got to do with document management? I<br />

Published by: Barrow &<br />

wonder if the way that nature itself seems to thrive on its own<br />

Thompkins Connexion Ltd<br />

35 Station Square,<br />

positivity and resilience at this time of year might rub off on us in<br />

Petts Wood<br />

our work lives - my press release inbox is starting to look fuller<br />

Kent BR5 1LZ<br />

Tel: 01689 616000<br />

again compared to the quiet winter months, and companies are<br />

Fax: 01689 826622<br />

announcing not just new products but new business wins as well,<br />

Subscriptions:<br />

after a long and occasionally worrying period of inactivity.<br />

UK: £35/year, £60/two years,<br />

£80/three years<br />

On the one hand the wider news is far from reassuring, but we<br />

Europe: £48/year, £85 two<br />

have seen in the past how difficult financial periods have often<br />

years, £127 three years.<br />

ROW:£62/year, £115/two<br />

encouraged more uptake of innovative technologies that can help<br />

years, £168/three years<br />

an organisation to literally do more with less. I suspect that the<br />

Published 6 times a year.<br />

Single copies can be bought<br />

hard economic times ahead in the UK may well have a similar effect<br />

for £8.50 (includes postage &<br />

here in the <strong>DM</strong>/ECM sector. Our fingers remain firmly crossed!<br />

packaging). No part of this<br />

magazine may be reproduced<br />

Continuing in the spirit of positivity and good things ahead, I'm<br />

without prior consent, in writing,<br />

from the publisher.<br />

delighted to say that we are now able to announce details of this<br />

©Copyright <strong>2022</strong> Barrow &<br />

year's <strong>DM</strong> Awards timeline:<br />

Thompkins<br />

21st June, nominations open<br />

Connexion Ltd<br />

31st August, nominations close<br />

6th September, finalists announced and voting opens<br />

4th November, voting closes<br />

17th November, <strong>DM</strong> Awards ceremony<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 />

As ever the majority of the award winners will be decided by the<br />

votes of the <strong>DM</strong> readership, apart from the Project of the Year<br />

categories which will be judged as usual by our panel of industry<br />

experts (and me!). You will be hearing a lot about the awards as we<br />

get closer to the big night itself, of course. For now, this is a great<br />

time to get in early for sponsorship opportunities - the <strong>DM</strong> Awards<br />

is the perfect way for anyone in the industry to increase their<br />

exposure right across the market. To get your organisation<br />

involved, contact Abby at the office now on 07861 682 066 or by<br />

email at abby.penn.btc@gmail.com.<br />

Dave Tyler<br />

Editor<br />

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

www.document-manager.com<br />

<strong>Mar</strong>ch/<strong>Apr</strong>il <strong>2022</strong><br />

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

3


Dm CONTENTS<br />

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

MARCH/APRIL<br />

14<br />

16<br />

26<br />

28<br />

32<br />

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

STRATEGY: AI………..............................................................................………….6<br />

Artificial intelligence is a hot tech topic - and getting hotter every day, says Jason Field,<br />

Integration Director at Document Logistix<br />

REVIEW: FUJITSU FI-8000………....................................................................…….8<br />

MARKET ANALYSIS: CAPTURE…………........................................................…….10<br />

Capture vendors are increasingly augmenting their offerings with AI, ML and cloud<br />

capabilities, says new Infosource report<br />

APPLICATION FOCUS: HR…………...............................................................…….12<br />

If you are unsure whether your organisation should be scanning HR documents, Grace<br />

Schneider of Storetec has the answers<br />

CASE STUDY: SKIPTON BUILDING SOCIETY….................................................……14<br />

Skipton Building Society has adopted RPA technology to automate repetitive<br />

business processes, driving up efficiency and empowering employees to focus on<br />

value-added activities<br />

MANAGEMENT: SUSTAINABILITY……...........................................................……16<br />

<strong>Mar</strong>tin Fairman, Sales & <strong>Mar</strong>keting Director at Kyocera Document Solutions UK, describes<br />

how to make sustainability initiatives work in the real world<br />

STRATEGY: INTELLIGENT DOCUMENT PROCESSING……...............................……18<br />

How did document processing become intelligent, asks Bill Galusha of ABBYY - and what<br />

does it mean for your organisation now and in the future?<br />

STRATEGY: DIGITAL TRANSFORMATION……….............................................……20<br />

While digital transformation activity has reached peak levels in non-regulated industries, in<br />

strictly-controlled markets progress has been much slower, explains Max Kelleher of Generis<br />

MANAGEMENT: ELECTRONIC DOCUMENTS……………..........................……….22<br />

Companies today face a range of challenges as they navigate the complexities associated with<br />

secure digital transmission of their important documents, writes Scott Wilson of eFax<br />

CASE STUDY: BLACKPOOL TEACHING HOSPITALS……….................................…..24<br />

Blackpool Teaching Hospitals NHS Trust has implemented document management solutions<br />

to deliver digital records and enhance patient care, with over 50,000 paper files already<br />

scanned and available electronically to clinicians<br />

RESEARCH: DIGITAL TRANSFORMATION……..............................................……..26<br />

New research suggests that while companies are building better digital habits and systems,<br />

more still needs to be done<br />

OPINION: ARCHIVE DIGITISATION………........................................................…..28<br />

Kaycee Jaeger of e-ImageData looks at how innovative approaches like crowdsourcing,<br />

combined with technologies for capturing microfilm content, are revolutionising the way<br />

that important archives can be digitised for future generations<br />

MANAGEMENT: RECRUITMENT…….................................................................…30<br />

Antti Nivala, founder and CEO at M-Files Corporation, argues that digitisation can not only<br />

help businesses to prosper, but also alleviate the ongoing recruitment crisis<br />

CASE STUDY: EUROTECH……...........................................................................….32<br />

The barcode option on manufacturing firm EuroTech's Brother scanning solution has helped<br />

boost efficiency and accuracy, saving the company two working days every month<br />

EVENT: AIIM FORUM EUROPE <strong>2022</strong>………...................................................…….34<br />

Revolution Events and AIIM are looking forward to reconnecting the industry, following the<br />

pandemic postponements, at Europe's leading information management forum in London<br />

4 @<strong>DM</strong>MagAndAwards <strong>Mar</strong>ch/<strong>Apr</strong>il <strong>2022</strong> www.document-manager.com


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Dm STRATEGY: AI<br />

The new best friends of people<br />

and business: digitisation and AI<br />

Artificial intelligence is a hot tech topic - and getting<br />

hotter every day, says Jason Field, Integration Director<br />

at Document Logistix<br />

In the world of digital document<br />

management AI and machine learning<br />

(ML) enable people and organisations to<br />

work faster, smarter and more accurately.<br />

Our software, Document Manager, has the<br />

capability through AI and ML to capture<br />

and analyse data from various sources, in<br />

any format, and route documents and<br />

data more accurately than ever before. A<br />

ML function means that the system can<br />

also be taught to achieve the highest levels<br />

of process efficiency.<br />

Digital document management coupled<br />

with AI generates 'soft' and 'hard' benefits.<br />

People experience greater job satisfaction<br />

when freed from monotonous, resourceheavy<br />

admin tasks to focus on higher value<br />

work, and organisations enjoy automated<br />

workflows with few or no errors, that are<br />

optimised for productivity and compliance.<br />

ACCELERATED DIGITAL<br />

TRANSFORMATION<br />

There's no doubt that the pandemic<br />

accelerated the pace of culture change in<br />

business. Organisations were forced to<br />

adapt and we saw HR teams urgently<br />

called upon to support employers, senior<br />

managers and staff.<br />

According to a McKinsey Global Survey,<br />

companies accelerated the digitisation of<br />

their customer and supply-chain<br />

interactions and of their internal<br />

operations by three to four years. At<br />

Document Logistix, we worked faster than<br />

ever to enhance the digital processes of<br />

customers and to implement digital<br />

document management from scratch for<br />

new customers. Organisations that had<br />

been contemplating digital transformation<br />

over the last few years, pressed the 'go'<br />

button. Beyond the measurable<br />

commercial benefits of increased<br />

productivity and cost reduction,<br />

companies sought business resilience and<br />

a new agility to facilitate remote and<br />

flexible working.<br />

NEW POST-COVID EXPECTATIONS<br />

During lockdowns we completed complex<br />

digitisation projects in approximately a<br />

quarter of the time. A typical time<br />

expected for projects involving heavy data<br />

migration (over 1 million documents)<br />

would be 3-4 months, which we were able<br />

to reduce to less than 1 month. In short<br />

order, we put in place processes that<br />

enable managers to view entire workflows<br />

and make it possible for staff to<br />

collaborate on projects and tasks,<br />

regardless of location.<br />

Projects that historically would have taken<br />

2 years were completed in 6 months,<br />

notwithstanding that they involved the<br />

migration of 40 million customer records,<br />

or had to accommodate operational<br />

variations across multiple departments.<br />

BEST PRACTICE ACROSS DIGITAL<br />

WORKFLOWS<br />

Another key benefit of digital workflows is<br />

that organisations can embed policies and<br />

best practice to ensure that data and<br />

documents are routed securely within and<br />

across all departments, from back office<br />

finance and HR, to front office<br />

procurement and customer service. Digital<br />

workflows enable tracking of who has<br />

read a policy, and reporting on who hasn't.<br />

We saw many HR departments in<br />

particular transform their workflow<br />

practices. In recent years, HR teams have<br />

faced the challenge of managing data<br />

across an increasing number of document<br />

types, each with its own prescribed date<br />

for retention and deletion. Manual<br />

processes previously drained resources<br />

and, following GDPR, introduced risks of<br />

data breaches. Digital workflows enable<br />

the tracking of increasing number of<br />

document types - do all employee folders<br />

contain all the documents (e.g. Right to<br />

Work documentation) they should?<br />

CENTRALISED STORAGE &<br />

AUTOMATED DATA RETENTION<br />

Our centralised data management hub<br />

automatically retains and purges data<br />

according to its type such as contracts,<br />

Right to Work documents, Health and<br />

Safety logs, holiday entitlement, and<br />

payment and pension information. As<br />

with any data in our system, automated<br />

alerts are sent when a threshold is<br />

reached so no task is overlooked, be it a<br />

payment, scheduled maintenance, or an<br />

essential order.<br />

In addition, to reinforce GDPR<br />

compliance, redaction (data masking) and<br />

encryption ensure that no one's data<br />

privacy is breached accidentally.<br />

Centralised data management also<br />

facilitates reporting on documentation and<br />

data gaps.<br />

6 @<strong>DM</strong>MagAndAwards <strong>Mar</strong>ch/<strong>Apr</strong>il <strong>2022</strong> www.document-manager.com


STRATEGY: AI Dm<br />

"DURING LOCKDOWNS WE COMPLETED COMPLEX DIGITISATION PROJECTS IN<br />

APPROXIMATELY A QUARTER OF THE TIME. A TYPICAL TIME EXPECTED FOR PROJECTS<br />

INVOLVING HEAVY DATA MIGRATION (OVER 1 MILLION DOCUMENTS) WOULD BE 3-<br />

4 MONTHS, WHICH WE WERE ABLE TO REDUCE TO LESS THAN 1 MONTH. IN SHORT<br />

ORDER, WE PUT IN PLACE PROCESSES THAT ENABLE MANAGERS TO VIEW ENTIRE<br />

WORKFLOWS AND MAKE IT POSSIBLE FOR STAFF TO COLLABORATE ON PROJECTS<br />

AND TASKS, REGARDLESS OF LOCATION."<br />

AI DOES THE HEAVY LIFTING<br />

A digital mailroom speeds up the process<br />

of indexing and assigning documents to<br />

the correct location, whether that be a<br />

folder, a department, a job function, a<br />

person or global dissemination.<br />

Documents can arrive in the virtual<br />

mailroom in any electronic format: email,<br />

PDF, Word, Excel, HTML, image or video.<br />

Or the provenance of a document could<br />

be paper, in which case it can be scanned<br />

individually or as part of a rapid batchscan<br />

directly to the mailroom, and<br />

subsequently routed and distributed<br />

according to the document's type, or any<br />

other classification.<br />

Our Document Manager product<br />

automatically categorises documents<br />

based on their profile and characteristics,<br />

and assigns them accurately to the next<br />

stage in the workflow.<br />

A document can be classified based on<br />

its content or layout and the respective<br />

metadata captured such as customer ID,<br />

invoice number, name, date or car<br />

registration. Invoices, complaints,<br />

insurance records, vehicle fleet<br />

documents, proofs of delivery - all appear<br />

instantly at their next pre-defined<br />

destination for storage or processing.<br />

TRAIN YOUR DOCUMENTS TO<br />

BEHAVE<br />

Additional machine learning capabilities<br />

employing AI enable Document Manager<br />

users to make incremental improvements<br />

to the document management system<br />

and, by extension, their business<br />

operations. Users can train the system to<br />

look for specific document types, or to<br />

identify content traits such as logos, to<br />

ensure that documents are distributed<br />

and assigned accurately. Operators require<br />

no technical knowledge, and they can<br />

progressively train the system to eliminate<br />

ambiguities and achieve the highest levels<br />

of recognition and assignment accuracy.<br />

NO TECH ASSISTANCE NEEDED<br />

Traditional capture systems typically<br />

require technical consultants to set-up<br />

multiple rules and code routines to<br />

capture data from documents. Document<br />

Manager is different; its functions make<br />

the user's life easier by bringing together<br />

Computer Vision, ML, Natural Language<br />

Processing and AI approaches into one<br />

process. Users train the system through a<br />

simple web-based interface about what<br />

types of document are received and what<br />

data is required from them.<br />

In the background, the system builds<br />

capture models based on user samples,<br />

which are then applied to incoming<br />

documents for automated classification<br />

and data capture. The documents can<br />

then either be verified and/or stored or<br />

matched to your workflow processes.<br />

AMALGAMATING CULTURE AND<br />

TECHNOLOGY<br />

The pandemic brought people issues to<br />

the fore and discussions around wellbeing<br />

and culture have become as important as<br />

discussions about company finances. One<br />

of our customers described their new<br />

digital capabilities as "a godsend" that<br />

enables teams around the country to<br />

work cohesively.<br />

Since Covid restrictions have been lifted,<br />

many customers have adopted hybrid<br />

work practices based on the evidence of<br />

improved staff morale and productivity,<br />

which is facilitated by management's<br />

dashboard view of critical operations.<br />

RESILIENCE, INTEGRATION AND<br />

REAL-TIME INTELLIGENCE<br />

If there's one lesson that we have learned<br />

from two turbulent years, it's that change<br />

happens fast. An innovative business that<br />

embraces digital processes is more<br />

resilient and better prepared for change.<br />

Document Logistix plays its part by<br />

providing advanced solutions and<br />

resources to help you focus on what<br />

matters. That includes helping you to<br />

invest in the necessary tools to be secure,<br />

connected and optimally efficient by<br />

introducing AI to your organisation's<br />

infrastructure.<br />

One of the most reassuring aspects of a<br />

digital workflow is the real-time<br />

availability of business-critical reports,<br />

such as task completion, procurement,<br />

production, queries and complaints, cash<br />

flow, user activity and audit trails.<br />

Introducing AI speeds up business<br />

intelligence as it can detect patterns in<br />

very large data sets much faster than<br />

people can, which supports every aspect<br />

of business, from informed hiring to<br />

sales analysis.<br />

More info: www.document-logistix.com<br />

www.document-manager.com<br />

<strong>Mar</strong>ch/<strong>Apr</strong>il <strong>2022</strong><br />

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

7


Dm PRODUCT FOCUS<br />

Fujitsu fi-8000 Series<br />

Most of our readers will be very<br />

familiar with Fujitsu's fi-7160<br />

scanner: released almost ten<br />

years ago, this reliable high quality scanner<br />

quickly came to dominate its market and<br />

has continued to do so ever since, to the<br />

point where the fi-7100 Series range has<br />

actually sold as many as all of its<br />

competitors combined. As such these<br />

scanners have long been recognised as the<br />

go-to device for any high throughput<br />

dedicated scanning environment.<br />

Now, after almost a decade of leading<br />

the race, PFU has announced the next<br />

evolutionary step in scanning with the six<br />

models in its new fi-8000 Series. Let's<br />

begin by breaking down the various<br />

models and specifications:<br />

The fi-8150 can scan up to 50 pages<br />

per minute (100 images per minute)<br />

and is rated for use of up to 8,000<br />

sheets per day. The fi-8250 adds a<br />

flatbed to this device.<br />

The fi-8170 can scan up to 70 pages<br />

per minute (140 images per minute)<br />

and is rated for use of up to 10,000<br />

sheets per day. The fi-8270 adds a<br />

flatbed.<br />

The fi-8190 can scan up to 90 pages<br />

per minute (180 images per minute)<br />

and is rated for use of up to 13,000<br />

sheets per day. The fi-8290 adds a<br />

flatbed.<br />

The first four scanners then are aimed<br />

more at workgroup environments while<br />

the fi-8190/8290 are more in line with<br />

departmental requirements. All the<br />

models have a 100 page ADF so can<br />

handle more documents at once than the<br />

scanners they replace.<br />

One innovation sure to catch the users'<br />

eye is Clear Image Capture, a new optical<br />

technology from PFU that they claim<br />

delivers the highest possible image quality<br />

and clarity - surpassing that of the more<br />

established CCD technology but with<br />

significantly lower power consumption,<br />

which is an increasing concern for any<br />

businesses looking at energy use and<br />

sustainability. Obviously the better the<br />

image capture, the more reliable the<br />

recognition accuracy.<br />

Clear Image Capture has been designed<br />

inhouse at PFU to enhance resolution,<br />

reduce line distortion and prevent colour<br />

shift (the flatbed variants continue to use<br />

CCD as it offers better depth of field when<br />

scanning bound documents that don't sit<br />

flat on the glass bed).<br />

Indeed, PFU has registered over 30 new<br />

patents related to the new devices,<br />

including Patented Image Monitoring, a<br />

capability that can identify documents that<br />

are overly skewed and interrupt the scan<br />

before damage is caused, iSOP (Intelligent<br />

8 @<strong>DM</strong>MagAndAwards <strong>Mar</strong>ch/<strong>Apr</strong>il <strong>2022</strong> www.document-manager.com


PRODUCT FOCUS Dm<br />

KEY INFORMATION FOR THE CHANNEL:<br />

For more information on the Fujitsu fi-8000 Series, channel partners can watch<br />

the launch video and access a wealth of content including videos, imagery and a<br />

sales deck through the PFU partner portal: https://partner.imaging-channelprogram.com/prm/English/s/assets?collectionId=36129.<br />

This enablement portal contains further assets and material to help understand<br />

and position the scan opportunity, and additionally allows partners to register<br />

scanner sales on Fujitsu's Imaging Rewards platform to earn points that can be<br />

exchanged for a range of goods and experiences.<br />

Sonic Paper Protection, not available on<br />

the fi-8150/8250) which picks up and<br />

notifies the user of any abnormal sounds<br />

from the feed mechanism, and what the<br />

company describes as 'Overscan Control',<br />

which means that the entire document is<br />

always scanned every time, making it far<br />

less likely that any data at all is missed<br />

during the capture process. It does this by<br />

automatically adjusting the scanning area<br />

if it detects any slight skew, so as not to<br />

miss the edge.<br />

In addition, the colour correction on the<br />

fi-8000 Series is described as 'the most<br />

detailed available', which when combined<br />

with Fujitsu's PaperStream image<br />

processing software will mean precise true<br />

images every time.<br />

Even the rollers have been enhanced,<br />

being made from a urethane substance<br />

that it is claimed will mean better feed<br />

performance over time - the EP<strong>DM</strong> rollers<br />

used in most other manufacturers'<br />

scanners will react over time with the oils<br />

found in paper sheets, which PFU say will<br />

not be a problem with their new roller.<br />

The combination of feed technologies<br />

and new rollers mean that the fi-8000<br />

scanners can process 'awkward' documents<br />

such as passports, booklets (up to 7mm<br />

thick) and cards without needing to use a<br />

flatbed.<br />

Fujitsu's patented Automatic Separation<br />

Control technology delivers 'the perfect<br />

feed' so organisations can scan 'at scale' -<br />

i.e. larger volumes and/or mixed batches of<br />

documents - with confidence. It does this<br />

by sensing the document weight and then<br />

automatically adjusting feed force to<br />

eliminate mis-feeds or mid-scan<br />

interruptions - guaranteeing consistent<br />

feed stability no matter what the<br />

document. It is this technology that<br />

supports the 100 sheet ADF capacity and<br />

higher speeds for more efficient, highthroughput<br />

scanning. The new devices<br />

even offer 'Lag Detection' which checks<br />

that documents are feeding through the<br />

device at the expected speed.<br />

Overall the fi-8000 scanners appear to<br />

deliver on everything they promise, and<br />

that is a lot: the ability to scan at scale,<br />

with superior image quality and<br />

continuous uninterrupted operation, all<br />

while reducing power consumption.<br />

PFU themselves have described the new<br />

devices as 'the next evolution of the<br />

market's leading image scanners', and it's<br />

hard to argue with that. Designed to<br />

address today's capture challenges and<br />

drive - sustainable - business impact, the<br />

fi-8000 Series scanners represent a<br />

genuine evolution in scanner design and<br />

manufacture.<br />

More info: www.fujitsu.com/uk/fi8000<br />

VERDICT<br />

The fi-8000 Series launch is the biggest thing to come out of PFU in quite some time - the company has invested a<br />

great deal in what is likely to be its flagship range for many years to come, and it is very clear that they have taken<br />

everything that made the fi-7000 Series the market leader for so long, and improved on it in almost every respect.<br />

www.document-manager.com<br />

<strong>Mar</strong>ch/<strong>Apr</strong>il <strong>2022</strong><br />

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

9


Dm MARKET ANALYSIS: CAPTURE<br />

Capture market sees increasing diversification<br />

and new entrants<br />

Capture vendors are increasingly augmenting their offerings with AI, ML and cloud<br />

capabilities, says new Infosource report<br />

"IN RECENT YEARS, WE'VE SEEN A<br />

REMARKABLE DIVERSIFICATION OF THE<br />

VENDORS COMPETING IN THE CAPTURE<br />

MARKET. THE MAIN CATALYST HAS<br />

BEEN THE WIDESPREAD AVAILABILITY<br />

OF MACHINE LEARNING AND AI<br />

ALGORITHMS THAT ARE INCREASINGLY<br />

BEING APPLIED TO CAPTURE. ABOUT<br />

HALF THE VENDORS INCLUDED IN THIS<br />

YEAR'S MATRIX WERE NOT RANKED IN<br />

OUR MATRIX JUST THREE YEARS AGO."<br />

Infosource Software, the analyst firm<br />

specialising in tracking the Capture<br />

and Intelligent Document Processing<br />

software market, recently released its<br />

<strong>2022</strong> Global Capture Vendor Matrix. The<br />

matrix ranks 20 of the top vendors in the<br />

market. Capture Software is used to turn<br />

unstructured business information into<br />

actionable data for business<br />

transactions. In 2021, Infosource sized<br />

the Capture Software market as worth<br />

more than US$5B.<br />

Infosource's matrix ranks a broad range<br />

of Capture vendors. "In recent years,<br />

we've seen a remarkable diversification of<br />

the vendors competing in the Capture<br />

market," noted Ralph Gammon, Senior<br />

Analyst for Infosource Software and<br />

author of the Global Capture Vendor<br />

Matrix Report. "The main catalyst has<br />

been the widespread availability of<br />

machine learning and AI algorithms that<br />

are increasingly being applied to Capture.<br />

About half the vendors included in this<br />

year's matrix were not ranked in our<br />

matrix just three years ago."<br />

Vendors are ranked on a combination of<br />

Strategy and Capabilities and Sales and<br />

<strong>Mar</strong>keting Execution. Strategy and<br />

Capabilities factors considered included<br />

company vision, ability to handle omnichannel<br />

inputs, cloud architecture,<br />

completeness of intelligent Capture<br />

offerings, low-code/no-code capabilities,<br />

and workflow automation (including RPA<br />

and BPM strategy). These are all<br />

characteristics of how Infosource defines<br />

next-generation Capture solutions.<br />

Related to <strong>Mar</strong>ket Execution, Infosource<br />

analysts considered the vendor's<br />

customer base, partnerships, ability to<br />

deliver solutions that address market<br />

requirements, ease of solution<br />

implementation, and demand generation<br />

capabilities.<br />

Three 'Stars' emerged as market leaders,<br />

along with a number of 'Disruptors' who<br />

exhibited strong strategy and product<br />

capabilities but need to optimise their<br />

sales and marketing execution to<br />

become Stars.<br />

"We've seen a number of start-ups enter<br />

the market, as well as ISVs from adjacent<br />

markets like RPA and BPM," commented<br />

Gammon. "In addition, leading<br />

established Capture vendors have<br />

augmented their technology with more<br />

AI, machine learning and cloud-based<br />

capabilities. This has all combined to<br />

create a dynamic market with established<br />

Stars being pressured by potential<br />

Disruptors and established Competitors<br />

looking to become Stars. Explorers with<br />

strong vision are also looking to advance<br />

their businesses."<br />

Vendors included in the <strong>2022</strong><br />

Infosource Global Capture Matrix were<br />

ABBYY, Aluma, Appian, Automation<br />

Anywhere, Ephesoft, Hypatos,<br />

Hyperscience, Hyland, IBM, inovoo,<br />

Insiders, I.R.I.S., ISIS Papyrus,<br />

KnowledgeLake, Kofax, OpenText,<br />

Rossum, TCG Process, UST, and xSuite.<br />

More info: www.info-source.com.<br />

10 @<strong>DM</strong>MagAndAwards <strong>Mar</strong>ch/<strong>Apr</strong>il <strong>2022</strong> www.document-manager.com


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Dm APPLICATION FOCUS: HR<br />

A joined up approach to<br />

Human Resources scanning<br />

If you are unsure whether your organisation should be<br />

scanning HR documents, Grace Schneider of Storetec<br />

has the answers<br />

Many Human Resources<br />

departments have seen a shift in<br />

the way they need to work in the<br />

past two years. The possibilities of<br />

hybrid/remote working or the need to<br />

work in an agile environment, many of<br />

which include hot-desking, have seen a<br />

change in mindset towards digital<br />

working. The traditional employee record<br />

saw ever-increasing amounts of paperwork<br />

stored in endless filing cabinets, all<br />

meticulously guarded by the HR team.<br />

Now we are seeing many HR teams still<br />

working with the old paper records as well<br />

as the electronic files they have<br />

accumulated since <strong>Mar</strong>ch 2020. A joinedup<br />

approach is needed.<br />

In a digital, post-pandemic era, you may<br />

find yourself contemplating, "What would<br />

be the benefits of having all our records<br />

available electronically?" We thought it<br />

would be helpful to remind you why a<br />

digital approach not only makes<br />

operational sense but will increase the<br />

efficiency of the whole department.<br />

EFFICIENT RETRIEVALS<br />

Your current physical filing system can be<br />

replicated electronically to ensure your<br />

documents are exactly where they always<br />

were, only digitally. Did you know it can<br />

take up to 3 minutes to search for a paper<br />

document in a filing cabinet? Turn this into<br />

just five seconds with a Document<br />

Management System (<strong>DM</strong>S). A modern<br />

<strong>DM</strong>S like FreeDocs has intuitive search<br />

capabilities allowing you to search for the<br />

information you need quickly andfficiently.<br />

12<br />

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

<strong>Mar</strong>ch/<strong>Apr</strong>il <strong>2022</strong><br />

www.document-manager.com


APPLICATION FOCUS: HR Dm<br />

"HR STAFF HANDLE SENSITIVE INFORMATION ON A DAY-TO-DAY BASIS. FOR AS LONG AS DOCUMENTS EXIST IN<br />

HARD COPY FORMAT ALONE, THEY WILL ALWAYS BE AT RISK OF LOSS, THEFT, OR DAMAGE. THIS SIGNIFICANTLY<br />

INCREASES THE RISK OF NOT BEING ABLE TO FIND THAT CRITICAL DOCUMENT AT THE MOMENT YOU NEED IT. BY<br />

DIGITISING THE FILES THE SINGLE POINT OF FAILURE IS REMOVED AS DOCUMENTS CAN BE SECURELY STORED<br />

AND BACKED UP. THIS ENSURES THEY ARE NEVER AT RISK OF PERMANENT LOSS, WHILST ALSO FACILITATING<br />

FAST AND SAFE ACCESS THAT IS NOT LIMITED BY LOCATION."<br />

Your filing structure can remain the<br />

same or be simplified, as when working<br />

electronically rules can be put in place for<br />

document types to ensure that everyone<br />

in the HR team is working the same way.<br />

Your service provider should be able to<br />

apply naming conventions to index your<br />

documents and categorise the different<br />

document types such as Pre-Employment,<br />

Contract and Training etc.<br />

For your former paper records, Optical<br />

Character Recognition (OCR) technology<br />

can be applied to make the scanned<br />

documents searchable. This means every<br />

printed word, number or reference within<br />

the PDF file will be fully searchable, which<br />

in turn should reduce the need for<br />

complex structuring of the employee file.<br />

On top of this, review and retention dates<br />

can be added at a document level - which<br />

is particularly useful when working with<br />

leaver files or documents which can be<br />

removed in line with GDPR.<br />

REMOTE WORKING<br />

With many HR teams embracing hybrid,<br />

office and/or home working, access to<br />

information is essential to allowing the<br />

team to function efficiently no matter<br />

where they are working. With a cloud<br />

based <strong>DM</strong>S information is always<br />

available when it's needed. This approach<br />

can also see the HR team members<br />

working collaboratively with the same<br />

documents from the same file no matter<br />

where they happen to be located.<br />

INCREASED OFFICE SPACE<br />

Office space is always at a premium with<br />

every modern business. Having digital<br />

access to your information frees up this<br />

valuable resource and makes your<br />

organisation more agile. With the<br />

increase in hybrid working and hotdesking<br />

there may be an opportunity to<br />

downsize your office space. With a<br />

renewed focus on the working<br />

environment and staff wellness, more<br />

space in the office would mean the repurposing<br />

of an area used for filing into a<br />

breakout or creative space for employees<br />

to collaborate.<br />

ENHANCED SECURITY<br />

Human Resources staff handle sensitive<br />

information on a day-to-day basis. For as<br />

long as documents exist in hard copy<br />

format alone, they will always be at risk<br />

of loss, theft, or damage. This<br />

significantly increases the risk of not<br />

being able to find that critical document<br />

at the moment you need it.<br />

By digitising the files the single point of<br />

failure is removed as documents can be<br />

securely stored and backed up. This<br />

ensures they are never at risk of<br />

permanent loss, whilst also facilitating<br />

fast and safe access that is not limited by<br />

location. Furthermore, with an inventory<br />

of all records you can easily manage<br />

retention policies and ensure your<br />

business is GDPR compliant.<br />

RETENTION POLICIES<br />

Retention policies are not easy to<br />

implement with physical paper files to<br />

ensure that GDPR is adhered to. Finding<br />

information within a digital HR record is<br />

made easy when applying document<br />

types with fixed retention periods. This<br />

can also be automated. Working digitally<br />

will save the HR team a considerable<br />

amount of time whilst making GDPR<br />

compliance far easier.<br />

WHAT DO CUSTOMERS SAY?<br />

"At first, there was reticence from within<br />

the HR team due to security concerns, but<br />

this was quickly overcome when we<br />

realised how much more secure our<br />

documents can be," said one Storetec<br />

client recently. The client, a worldwide<br />

manufacturing company, had an initial<br />

scanning project in mind and has since<br />

expanded the digitisation project<br />

throughout the business: "Boxes were<br />

stacked on top of each other, and they<br />

were way too heavy to move; it was<br />

definitely a fire hazard and a health and<br />

safety risk. It took an age to find the<br />

information we needed but now our<br />

documents are available in seconds. We<br />

are working 2 days in and 3 days out of<br />

the office at the moment which is great<br />

now we have access to our files."<br />

EVERY DOCUMENT - IN SECONDS<br />

Digital copies of your Human Resource<br />

documents can be uploaded into a<br />

document management system like<br />

FreeDocs for 24/7 access from any<br />

location in the world. Search the entire<br />

database via pre-defined data fields, or via<br />

a content search utilising OCR technology<br />

to promptly and efficiently locate the<br />

document required.<br />

Support your paperless journey by<br />

becoming born-digital, with FreeDocs'<br />

new MS Office Uploader feature. You can<br />

easily upload any MS Office document or<br />

email into your database without having<br />

to print and scan it in.<br />

Already have a HR system? Storetec can<br />

collect, scan, and feed your existing<br />

system with scanned images. You don't<br />

need to lift a finger; we'll even shred the<br />

paper documents after they have been<br />

digitised If you have a HR scanning<br />

project in mind, or would just like to<br />

explore the options, get in touch with us<br />

at Storetec.<br />

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

www.document-manager.com<br />

<strong>Mar</strong>ch/<strong>Apr</strong>il <strong>2022</strong><br />

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

13


Dm CASE STUDY: SKIPTON BUILDING SOCIETY<br />

Boosting business volumes<br />

Skipton Building Society has adopted RPA technology<br />

to automate repetitive business processes, driving up<br />

efficiency and empowering employees to focus on<br />

value-added activities<br />

Skipton Building Society has been<br />

helping people in the UK find a good<br />

place for their money since 1853.<br />

Today, the organisation empowers over<br />

one million customers to save for the<br />

future and secure their own homes.<br />

Business growth is a key goal: over the<br />

next five years, the company aims to<br />

increase its market share significantly,<br />

particularly in the areas of mortgages,<br />

savings and financial advice.<br />

Daryl Foster, Leader of Process<br />

Improvement, Support & Automation at<br />

Skipton Building Society, explains, "To make<br />

our bold business growth strategy a reality,<br />

we realised that we'd need to significantly<br />

increase our capacity to onboard and<br />

manage customers. In the past, most of<br />

our workflows depended on manual<br />

processes, which meant that any increase<br />

in volumes would demand<br />

a corresponding<br />

increase in<br />

headcount."<br />

With<br />

floorspace already at a premium at Skipton<br />

Building Society's head office, the<br />

organisation was keen to find another way<br />

to reach its growth goal.<br />

"To support today the levels of mortgage<br />

lending we're aiming for in five years' time,<br />

we'd need an extra 30 underwriters and<br />

perhaps even more mortgage advisors,"<br />

Foster continues. "To keep our operational<br />

costs under tight control, we aimed to<br />

drive our growth while keeping our<br />

headcount flat. We knew that reducing<br />

manual work would be crucial to achieve<br />

that goal - and we started to explore<br />

opportunities to augment our standard<br />

approaches to change management with<br />

business process automation."<br />

Skipton Building Society decided to carry<br />

out an intensive evaluation of automation<br />

tools to determine the potential business<br />

benefits. After considering a number of<br />

different vendors, the organisation decided<br />

to run its proof-of-concept (POC) exercise<br />

using the Kofax robotic process<br />

automation platform: Kofax RPA.<br />

DEMONSTRABLE ROI<br />

"One of the first things we wanted to<br />

validate was that Kofax RPA was<br />

compatible with our business systems,<br />

which are based on the JADE Platform,"<br />

explains Daryl Foster. "We also wanted to<br />

demonstrate clearly to the business that<br />

14<br />

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

<strong>Mar</strong>ch/<strong>Apr</strong>il <strong>2022</strong><br />

www.document-manager.com


CASE STUDY: SKIPTON BUILDING SOCIETY Dm<br />

automation could deliver the kind of<br />

return on investment we were targeting."<br />

As a first step, Skipton Building Society<br />

worked side-by-side with an expert<br />

developer from Kofax to deploy Kofax<br />

RPA in a test environment, and start<br />

building a software robot to support its<br />

mortgage team.<br />

"One of the first stages of the mortgage<br />

process is an assessment of the property<br />

to determine that the agreed price<br />

corresponds to its expected market value,"<br />

explains Daryl Foster. "If we can, we<br />

perform valuations electronically using<br />

data from Rightmove, the UK's largest<br />

online real estate portal and property<br />

website. Although an electronic valuation<br />

is always more cost-effective than<br />

arranging a real-world survey of the<br />

property, it still took our mortgage team<br />

around five minutes to complete the<br />

process. We perform around 20,000<br />

electronic valuations per year, which<br />

consumed hundreds of person-hours of<br />

time - so there was a significant<br />

opportunity for improvement."<br />

With support from Kofax, Skipton<br />

Building Society designed a robot to drive<br />

the electronic valuation process from endto-end,<br />

in just three days as part of the<br />

proof-of-concept exercise. Recreating the<br />

steps that human workers would take<br />

when processing an electronic valuation<br />

through the Rightmove portal, the robot<br />

automatically searches for the property on<br />

the mortgage application, retrieves the<br />

estimated value from the website, and<br />

logs the data in Skipton Building Society's<br />

business systems. If the agreed price is<br />

significantly higher or lower than the<br />

estimated value, the robot either forwards<br />

the case for a standard, in-person<br />

valuation or to a human employee for<br />

further analysis.<br />

"Based on the success of the POC, the<br />

business approved a company-wide rollout<br />

of software robots," continues Daryl<br />

Foster. "After a formal vendor evaluation<br />

process, we selected Kofax RPA as our<br />

production solution for business process<br />

automation. As well as delivering on all<br />

our technical requirements, we felt that<br />

the Kofax solution offered the greatest<br />

range of functionality at the most<br />

competitive price point.<br />

"We had already been using Kofax<br />

Transformation to drive our document<br />

processing workflows for a number of<br />

years. The ability to integrate the Kofax<br />

RPA solution with our existing Kofax<br />

Transformation deployment gave us the<br />

confidence that we could drive significant<br />

savings in our document processing<br />

flows-particularly around the automatic<br />

categorisation of documents and forms.<br />

Working with Kofax on the deployment<br />

was a great experience. Kofax sent us an<br />

expert to upskill our lead developer, which<br />

help her hit the ground running with<br />

Kofax RPA."<br />

INCREASED CAPACITY, ADDED VALUE<br />

Today, Skipton Building Society is<br />

harnessing software robots to augment<br />

the capabilities of its human workforce -<br />

reducing the need for time-consuming<br />

manual work and increasing its capacity<br />

to take on new business.<br />

Daryl Foster comments: "Kofax RPA has<br />

already had a big impact on the 80<br />

members of our mortgage team. Today,<br />

our house valuation robot is achieving an<br />

89 percent straight-through processing<br />

rate, which translates to a time-saving of<br />

around 1,300 hours per year for the team.<br />

As well as increasing the team's capacity,<br />

the robot is allowing our underwriters to<br />

focus on more engaging activities that<br />

demand the human touch. In fact,<br />

members of the mortgage team are now<br />

spending more time on value-added<br />

activities such as responding to solicitors'<br />

questions, which contributes to a more<br />

motivated workforce at Skipton Building<br />

Society and a smoother mortgage<br />

application process for our customers."<br />

By adopting a creative approach to<br />

change management, Skipton Building<br />

Society has succeeded in engaging<br />

employees with the goals of the<br />

automation project.<br />

"One of the biggest risks with a robotics<br />

project is cultural, as many people are<br />

initially afraid that robots will eventually<br />

replace them," explains Foster. "From day<br />

one, we were working closely with the<br />

business to help them understand that<br />

robots were designed to take away the<br />

repetitive and menial aspects of their<br />

work-leaving them free to focus on the<br />

activities that most inspired them. As well<br />

as running frequent workshops and<br />

meetings with our team-members, we<br />

gave the business the chance to name<br />

their robots. The mortgage team named<br />

theirs 'Alfred' for Batman's faithful butler.<br />

We even share performance reviews for<br />

Alfred as if he were a real employee,<br />

which was also a fun and effective way to<br />

communicate the benefits of automation<br />

to the wider business."<br />

The organisation has since deployed<br />

robots to assist human workers in other<br />

areas of the business. In the treasury and<br />

settlements team, a robot now creates<br />

and delivers a margin report to one of<br />

Skipton Building Society's key financial<br />

services partners, reducing a 10-minute<br />

daily task down to 3.5 seconds.<br />

"We have around 20 processes that are<br />

currently candidates for automation,<br />

which could deliver around 11,000<br />

person-hours of time-savings within the<br />

next 12 months," says Daryl Foster. "One of<br />

these opportunities involves using the<br />

Kofax Cognitive Document Automation<br />

solution in Kofax RPA to automate the<br />

processing of savings instructions for our<br />

fixed-rate bond products. We receive<br />

around 30,000 forms from customers<br />

each year confirming what we should do<br />

with their savings when their bonds<br />

mature, and with our Kofax solutions<br />

we're confident that we can eliminate the<br />

need for manual work on the vast<br />

majority of those instructions."<br />

As Skipton Building Society moves into<br />

the next phase of its automation journey,<br />

the company is on track to gain the<br />

efficiency improvements it needs to<br />

achieve its bold growth goals.<br />

"If we can save another 11,000 hours of<br />

our people's time, that's the equivalent of<br />

around seven additional full-time<br />

equivalents," concludes Daryl Foster. "Our<br />

journey with automation is just<br />

beginning - but by augmenting our<br />

human workforce with software robots<br />

from Kofax, we're in a strong position to<br />

grow our business while keeping our<br />

costs lean."<br />

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

www.document-manager.com<br />

<strong>Mar</strong>ch/<strong>Apr</strong>il <strong>2022</strong><br />

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

15


Dm MANAGEMENT: SUSTAINABILITY<br />

Sustainability: the next steps<br />

<strong>Mar</strong>tin Fairman, Sales & <strong>Mar</strong>keting Director at Kyocera<br />

Document Solutions UK, describes how to make<br />

sustainability initiatives work in the real world<br />

Sustainability has been on the<br />

agenda of many a business leader<br />

in recent years and continues to<br />

occupy a prominent place in the news<br />

schedule. While the will to make<br />

positive change is a good first step, it's<br />

important to work out how to make<br />

these green ambitions a reality. Below<br />

are some areas companies can explore<br />

to ensure lasting change.<br />

TIME TO GO FURTHER<br />

Carbon offsetting has become a<br />

straightforward, viable and economical<br />

way of reducing an organisation's<br />

environmental impact. By embracing<br />

offsetting projects such as creating<br />

new green spaces or developing<br />

renewable energy facilities around the<br />

world, our carbon footprint can be<br />

significantly reduced.<br />

However, organisations should be<br />

taking a step further and moving<br />

towards becoming carbon-negative.<br />

This means combining offsetting<br />

initiatives with additional efforts to<br />

become even more sustainable across<br />

every aspect of your business.<br />

The ultimate aim is to reach a<br />

position where your organisation<br />

removes more carbon from the<br />

atmosphere than it emits. It's an<br />

aspirational goal and one that we're<br />

still a long way away from achieving,<br />

but there are several ways that we can<br />

make it possible.<br />

DIGITISE AND AUTOMATE<br />

A good first initiative for any business<br />

aiming to become carbon-negative is<br />

to conduct a thorough examination of<br />

the company's business practices and<br />

establish where energy usage and<br />

waste can be reduced. This includes<br />

areas such as energy-efficient lighting,<br />

heating in office spaces, electrical<br />

appliances and a commitment to<br />

products such as sustainable printer<br />

inks, devices made from recyclable<br />

materials and a switch to paperless<br />

processes.<br />

While the above measures are<br />

imperative, it's also important to<br />

consider more subtle changes such as<br />

increased digitisation and automation<br />

of key internal processes. For example,<br />

through the automation of tasks such<br />

as invoicing, organisations can<br />

drastically cut down paper usage while<br />

enhancing staff efficiency. When it<br />

comes to sustainability, even the<br />

smallest change can make a huge<br />

difference.<br />

MAXIMISE HYBRID WORKING<br />

Hybrid working seems set to become a<br />

permanent fixture for many officebased<br />

workers. Making the most of<br />

this is another step to take when<br />

moving towards carbon-negative<br />

status.<br />

A 2021 report discovered that<br />

transportation - of which the daily<br />

commute is a major part - produced<br />

the equivalent of 122 million tonnes of<br />

carbon dioxide in the UK in 2019,<br />

representing around 27% of the<br />

country's total greenhouse gas<br />

emissions. In simple terms, a reduction<br />

in travel, particularly by car, has been<br />

instrumental in driving these numbers<br />

down in the last couple of years.<br />

Continue giving employees the right to<br />

hybrid working, and businesses will<br />

reap the sustainability rewards for the<br />

foreseeable future.<br />

EMBRACE THE JOURNEY<br />

Taking sustainability initiatives to the<br />

next level requires significant work and<br />

long-term commitment, but by taking<br />

on the challenge with enthusiasm and<br />

determination, there's every reason to<br />

be optimistic. Think beyond<br />

established practices such as<br />

offsetting, and carbon-negative can be<br />

an achievable ambition.<br />

More info:<br />

www.kyoceradocumentsolutions.co.uk<br />

16 @<strong>DM</strong>MagAndAwards <strong>Mar</strong>ch/<strong>Apr</strong>il <strong>2022</strong> www.document-manager.com


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Dm STRATEGY: INTELLIGENT DOCUMENT PROCESSING<br />

Looking at the future of<br />

Intelligent Document Processing<br />

How did document processing become intelligent, asks<br />

Bill Galusha, Vice President, Product <strong>Mar</strong>keting for AI<br />

Document Processing at ABBYY - and what does it<br />

mean for your organisation now and in the future?<br />

Document processing has come a<br />

long way over the years - from<br />

being essentially a production line<br />

task that relies on manual data entry via<br />

keyboard, to a process that harnesses<br />

technologies like AI and machine learning<br />

to extract actionable insights from the data<br />

within documents.<br />

But despite the progress, organisations still<br />

face real challenges when it comes to<br />

accessing and extracting data from<br />

documents, connecting to processes, and<br />

being able to make decisions in a timely<br />

manner. Many organisations are exploring<br />

intelligent document processing (IDP) as a<br />

way to meet these challenges.<br />

According to Gartner, the intelligent<br />

document processing market will hit<br />

US$4.8 billion in <strong>2022</strong>. It's part of the much<br />

larger intelligent process automation<br />

market IDC estimates at $17.3 billion. So<br />

how exactly did document processing<br />

become intelligent? And how do the latest<br />

technologies impact how organisations can<br />

process documents to boost business<br />

efficiencies and outcomes?<br />

WHAT IS DOCUMENT PROCESSING?<br />

In brief, document processing is a field of<br />

research and a set of processes aimed at<br />

making an analogue document digital. It<br />

can be manually intensive. For example,<br />

faced with a need to process millions of visa<br />

and citizenship applications in 2007, a U.S.<br />

immigration agency turned to an army of<br />

about 1,000 contract workers to handle<br />

mailroom and data entry work.<br />

More than merely photographing or<br />

scanning a document, document<br />

processing aims to make it digitally<br />

intelligible. The ability to extract and classify<br />

information contained within paper and<br />

digital documents empowers organisations<br />

to manage and perform a wide range of<br />

business operations, such as purchasing,<br />

ordering, and on-boarding.<br />

Document processing is especially critical<br />

in delivering goods to consumers. When a<br />

customer completes an order online, the<br />

manufacturing company can then<br />

coordinate the process of acquiring<br />

materials, creating the product, and<br />

delivering it. Each step entails the use of<br />

documents between departments and<br />

their teams.<br />

This sequence of events depends on a<br />

high degree of accuracy and reliability. If<br />

any small piece of data from the<br />

documents isn't processed correctly, the<br />

result can be a domino effect of failures,<br />

from losing an invoice or payment to losing<br />

an order altogether. Ultimately, an<br />

inefficient and inaccurate operation can<br />

affect all aspects of a business.<br />

WHAT IS IDP?<br />

Over the years, document processing<br />

technology has added more intelligent<br />

capabilities. ISG, a leading global research<br />

and advisory firm, defines intelligent<br />

document processing (IDP) as software that<br />

uses AI technologies such as natural<br />

language processing (NLP), machine<br />

learning (ML), computer vision, and deep<br />

learning to filter and analyse large volumes<br />

of unstructured data from multiple formats<br />

for further processing, storage, and use in<br />

other applications.<br />

IDP has its roots in the first optical<br />

character recognition (OCR) solutions,<br />

which converted character images into<br />

machine-encoded text. While OCRtemplated<br />

approaches can handle highly<br />

structured data, they cannot handle<br />

unstructured data, which hides in<br />

"documents" like emails, PDFs, invoices,<br />

purchase orders, contracts, IDs, corporate<br />

tax filings, and more. This is significant<br />

because at least 80% of an organisation's<br />

data is unstructured.<br />

IDP for years remained a siloed mailroom<br />

or business process optimisation (BPO)<br />

function, isolated from critical<br />

engagements with customers, suppliers,<br />

and employees. Today, that is changing. IDP<br />

encompasses the processes in which<br />

content is used as part of customer and<br />

employee experiences. It begins with a rethinking<br />

of these processes, then targets<br />

modern, AI-based document processing<br />

"skills" to make the content available and<br />

actionable when and where it's needed.<br />

WHY IS THIS IMPORTANT?<br />

Across all industries, businesses are facing<br />

pressure to do more, faster, and with fewer<br />

skilled resources. At the same time, more<br />

organisations are focusing on improving<br />

experiences for customers and employees<br />

as a key to improving revenue, margins,<br />

and retention.<br />

18 @<strong>DM</strong>MagAndAwards <strong>Mar</strong>ch/<strong>Apr</strong>il <strong>2022</strong> www.document-manager.com


STRATEGY: INTELLIGENT DOCUMENT PROCESSING Dm<br />

"IDP FOR YEARS REMAINED A SILOED MAILROOM OR BUSINESS PROCESS OPTIMISATION (BPO) FUNCTION, ISOLATED<br />

FROM CRITICAL ENGAGEMENTS WITH CUSTOMERS, SUPPLIERS, AND EMPLOYEES. TODAY, THAT IS CHANGING. IDP<br />

ENCOMPASSES THE PROCESSES IN WHICH CONTENT IS USED AS PART OF CUSTOMER AND EMPLOYEE EXPERIENCES. IT<br />

BEGINS WITH A RE-THINKING OF THESE PROCESSES, THEN TARGETS MODERN, AI-BASED DOCUMENT PROCESSING<br />

"SKILLS" TO MAKE THE CONTENT AVAILABLE AND ACTIONABLE WHEN AND WHERE IT'S NEEDED."<br />

IDP can deliver significant benefits on<br />

both counts. By applying document skills in<br />

a way that closely supports the way<br />

humans understand and manage content,<br />

IDP saves time and money while also<br />

reducing the risk of costly errors. From an<br />

experience perspective, employees are<br />

freed from the tedious tasks of reading and<br />

manually processing documents, while<br />

customers benefit from greater efficiency in<br />

document-based processes and decisions.<br />

For example, one leading beverage<br />

company's Accounts Payable department<br />

was struggling with manual, error-prone<br />

processes for keying invoice and credit data<br />

into SAP. The team needed an automated<br />

capture solution - something that could<br />

support multiple languages and currencies,<br />

as well as large-volume batch processing<br />

and complex data fields. Their new IDP<br />

solution scanned paper invoices, identified<br />

them with the correct data, and recognised<br />

them. From there, the digital documents<br />

and data were sent to human in the loop<br />

verification stations, then forwarded for<br />

approval. Finally, the data is exported in an<br />

XML file to the company's ERP solution. In<br />

its first three months, the IDP technology<br />

processed 2,000 batches, over 21,000<br />

documents, and nearly 40,000 pages - in a<br />

mix of five languages - without issues.<br />

IDP can also augment robotic process<br />

automation (RPA) for tasks such as<br />

transferring data from an invoice into an<br />

ERP system. However, for this to work, bots<br />

need to be smart enough to "read,"<br />

"understand," and "make decisions" about<br />

the data they are processing. RPA on its<br />

own cannot understand unstructured<br />

documents. It needs AI to enable bots to<br />

have "content intelligence," so that they can<br />

do things like read and categorise<br />

documents, route documents, extract and<br />

validate data from documents, and other<br />

tasks related to understanding and<br />

processing unstructured content.<br />

Simple OCR tools that capture data<br />

simply don't cut it any more. Organisations<br />

need solutions that transform the content,<br />

context, relationships, and entities buried<br />

in documents into meaningful structured<br />

data, enabling vision, understanding, and<br />

insight.<br />

WHAT NEXT FOR IDP?<br />

The increase in digitisation is spurring<br />

companies to use IDP solutions to simplify<br />

and accelerate their document processing<br />

procedures. Intelligent automation<br />

platforms like RPA, BPM and CRM can,<br />

used correctly, speed processes and ready<br />

an organisation to add more experiential<br />

opportunities to engage with customers<br />

such as interactive mobile apps, cognitive<br />

virtual assistants that combine voice and<br />

conversational AI, and chatbots.<br />

IDP solutions need to keep pace with<br />

modern enterprises that have transitioned<br />

to low-code/no-code platforms and the<br />

cloud, especially in the age of hybrid<br />

workforces. Modern IDP solutions offer<br />

powerful features such as "skill designers"<br />

that make it easy for citizen developers to<br />

design, train, and publish document skills<br />

for all types of structured and unstructured<br />

documents with no coding required. They<br />

can turn documents into actionable data<br />

with pre-trained, ready-to-use skills for a<br />

variety of documents, saving development<br />

time and gaining quicker ROI.<br />

Modern IDP solutions should also easily<br />

integrate out of the box with intelligent<br />

automation platforms, while making skills<br />

auto-discoverable from RPA, BPM,<br />

chatbots, mobile apps, and more. And<br />

they should improve accuracy with<br />

continuous learning, making business<br />

processes more efficient over time and<br />

requiring less human intervention.<br />

THE FUTURE IS NOW<br />

As the future of work fast becomes the<br />

present, IDP is playing a significant role in<br />

the digital transformation of a broad<br />

variety of industries - whether re-thinking<br />

document-centric processes for the<br />

financial services industry, automating<br />

shipping processes in transportation and<br />

logistics, impacting the automation of<br />

accounts payable, loan and insurance<br />

processing, and more.<br />

The combination of low-code/no-code<br />

platforms, the cloud, and a citizendeveloper-friendly<br />

user experience is<br />

revolutionising the way AI-enabled skills<br />

are created, trained, and published,<br />

thereby speeding learning curves and<br />

making it easy to apply IDP technology<br />

across many business functions and<br />

automation systems.<br />

More info: www.abbyy.com/vantage<br />

www.document-manager.com<br />

<strong>Mar</strong>ch/<strong>Apr</strong>il <strong>2022</strong><br />

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

19


Dm STRATEGY: DIGITAL TRANSFORMATION<br />

Optimising digital transformation in<br />

regulated industries<br />

While digital transformation activity has reached peak levels in non-regulated industries,<br />

in strictly-controlled markets progress has been much slower. Max Kelleher of Generis<br />

runs through some of the more critical practical considerations when companies are<br />

looking to transform critical processes across more than one function<br />

Too often where attempts at digital<br />

process and content<br />

transformation have been made in<br />

heavily regulated industries, ambitions<br />

have been specific to a single use case.<br />

The risk with this is that one element of<br />

the organisation becomes more<br />

dynamic, while adjacent departments<br />

remain held back by the same<br />

bottlenecks and lack of visibility. This is<br />

costing organisations dearly in<br />

compromised efficiency and<br />

productivity - not to mention a<br />

loss of insight and control<br />

along business processes<br />

spanning more than one<br />

business function.<br />

Wide-reaching<br />

transformation -<br />

which transcends<br />

specific use cases<br />

and departmental<br />

divides -<br />

demands a<br />

different<br />

approach. Here,<br />

the emphasis is<br />

at least as much<br />

on restructuring<br />

teams and<br />

achieving<br />

consistent data<br />

governance as it is<br />

on finding the right<br />

technology solution.<br />

Here are some examples<br />

of what this shift might<br />

mean:<br />

1. Rethinking IT-enabled process<br />

transformation: organisational changes<br />

Traditionally, companies would look to<br />

capture all main business requirements<br />

up front and then identify a software<br />

system that ticked all of those boxes. As<br />

well as being slow and laborious, this<br />

leads to the same cycle being repeated<br />

every 2-3 years as new needs are<br />

identified or technology moves on. In<br />

the meantime, as employees change<br />

roles, any cross-functional knowledge<br />

that has been amassed may be eroded.<br />

Continuous innovation and process<br />

improvement is a much more<br />

sustainable way forward. This involves<br />

business teams and technology experts<br />

working more closely together to keep<br />

pace with change, and to ensure that<br />

new requirements and opportunities are<br />

considered from all angles:<br />

Assignment of process transformation<br />

ownership<br />

For transformations to extend beyond a<br />

single business function, you'll need to<br />

identify an individual attached to each<br />

critical business process to serve as its<br />

'Head of Transformation'.<br />

IT expertise brought closer to business<br />

users<br />

Assign a member of the IT team to each<br />

process, too, to act as a liaison between<br />

those trying to effect transformation<br />

and the central IT department. This role<br />

will involve guiding the process team so<br />

they understand what's possible, and<br />

how to maximise an individual's<br />

function's capabilities while also<br />

achieving a smoother flow of activity<br />

20<br />

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

<strong>Mar</strong>ch/<strong>Apr</strong>il <strong>2022</strong><br />

www.document-manager.com


STRATEGY: DIGITAL TRANSFORMATION Dm<br />

"TRADITIONALLY, COMPANIES WOULD LOOK TO CAPTURE ALL MAIN BUSINESS REQUIREMENTS UP FRONT AND<br />

THEN IDENTIFY A SOFTWARE SYSTEM THAT TICKED ALL OF THOSE BOXES. AS WELL AS BEING SLOW AND<br />

LABORIOUS, THIS LEADS TO THE SAME CYCLE BEING REPEATED EVERY 2-3 YEARS AS NEW NEEDS ARE<br />

IDENTIFIED OR TECHNOLOGY MOVES ON. IN THE MEANTIME, AS EMPLOYEES CHANGE ROLES, ANY CROSS-<br />

FUNCTIONAL KNOWLEDGE THAT HAS BEEN AMASSED MAY BE ERODED. CONTINUOUS INNOVATION AND<br />

PROCESS IMPROVEMENT IS A MUCH MORE SUSTAINABLE WAY FORWARD."<br />

with adjacent functions.<br />

Collaboration between respective<br />

Heads of Transformation<br />

The heads of transformation for<br />

different processes should be in close<br />

contact, to build a rounded<br />

understanding of everyone's needs.<br />

(That could be why a particular format<br />

might be needed for a particular type<br />

of document, why data needs to be<br />

presented in a certain way, or how<br />

new industry requirements are<br />

perceived to be pushing changes in the<br />

way they work, etc.)<br />

Such collaboration will help functions<br />

align their respective transformation<br />

priorities, and iron out any areas of<br />

overlap or conflict - optimising the<br />

overall roadmap.<br />

Deployment of an adaptable platform<br />

(rather than an all-in-one solution)<br />

Once the collective requirements have<br />

been agreed, it's time to consider what<br />

the supporting IT environment should<br />

look like.<br />

In this dynamic digital age it's unlikely<br />

that a single software solution will<br />

provide sufficient scope and flexibility,<br />

so look for a platform that transcends<br />

individual use cases. This will allow<br />

each team to adapt the design and<br />

implementation to their own needs,<br />

but without compromising the flow of<br />

a process or the exchange of related<br />

content with adjacent functions.<br />

An emphasis on reusability &<br />

commonality<br />

Basing everything on a reusable,<br />

common platform will ensure you can<br />

support the different ways teams need<br />

to view and work with shared data and<br />

content assets - in the context of their<br />

current work. It will also prevent new<br />

silos from forming.<br />

From now on, business process<br />

owners will have more control over the<br />

design of their own technology<br />

capabilities too, without having to call<br />

on the IT department for help with<br />

associated integration or data<br />

mapping.<br />

Consistent, seamless data & content<br />

access in a process-relevant context<br />

By separating the very accessible look<br />

and feel of the system front-end from<br />

the data and content management<br />

layer, companies can empower each<br />

set of functional users to determine<br />

the data and content assets they need<br />

and how they want to view them to<br />

best deliver their workflows.<br />

2. Rethinking IT delivery: embracing<br />

continuous, cross-functional<br />

innovation<br />

This isn't about throwing out<br />

everything that's gone before, but<br />

rather underpinning inter-function<br />

fluidity with a foundational platform -<br />

one that supports timely access to the<br />

right data and content at the point of<br />

need within a process.<br />

This agile platform must suit the<br />

business processes of all groups and<br />

departments in the organisation.<br />

Gartner points to the trend in<br />

'composable' platforms: highlyconfigurable,<br />

low-code or no-code<br />

platforms that can be adapted readily<br />

for each intended audience or use<br />

case. In the context of complex,<br />

regulated business processes spanning<br />

more than one function, such<br />

adaptability is ideal to support the<br />

particular functionality and design<br />

preferences of each team.<br />

3. Maintaining a joined-up approach<br />

to onward improvements<br />

By maintaining strong lines of<br />

communication, and basing all digital<br />

process transformation on a common<br />

platform harnessing the same data and<br />

content, companies in regulated<br />

industries will find it much easier to<br />

innovate with regulated activity - both<br />

now and in the future.<br />

Without a cross-functional view and<br />

approach to process transformation,<br />

the danger is that old habits will reemerge<br />

and individual teams will fall<br />

back into discrete budget spend, local<br />

apps and content silos - taking them<br />

back to square one. A more open<br />

mindset and a holistic approach, on<br />

the other hand, will maximise the<br />

scope to keep innovating - with<br />

improvements to the benefit of all.<br />

Generis's full guide, 'Digital<br />

transformation: a guide for regulated<br />

companies - Organisational & IT<br />

considerations when improving GxP<br />

processes across departmental<br />

boundaries', is available for download<br />

at the URL below.<br />

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

www.document-manager.com<br />

<strong>Mar</strong>ch/<strong>Apr</strong>il <strong>2022</strong><br />

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

21


Dm MANAGEMENT: ELECTRONIC DOCUMENTS<br />

Navigating the complexities of<br />

securely transmitting digital<br />

documents<br />

Companies today face a range of challenges as they<br />

navigate the complexities associated with secure digital<br />

transmission of their important documents, writes Scott<br />

Wilson, Vice President of International Sales and Support<br />

at eFax.<br />

Sending and receiving important,<br />

mission-critical, or time-sensitive<br />

documents - whether as an email<br />

attachment, via a file-sharing app, or<br />

as a digital fax - is today a critical<br />

component of business processes and<br />

communication.<br />

Digital documents are now a primary<br />

form of business communication, and<br />

everything from contracts and to<br />

proposals and RFQs should be<br />

considered data that is governed by<br />

compliance and security regulations.<br />

Let's examine the four leading<br />

considerations for businesses when it<br />

comes to secure digital document<br />

transmission.<br />

1. The cloud as a document platform<br />

When managing electronic<br />

documents, companies and<br />

organisations must solve the challenge<br />

of, on the one hand, providing<br />

frictionless access to authorised staff<br />

members while prohibiting access to<br />

non-authorised staff and maintaining<br />

security as well.<br />

Many companies rely on off-the-shelf<br />

file-sharing apps and services for their<br />

delivery of electronic documents. But<br />

in practice, these platforms do not<br />

offer secure and auditable means of<br />

faxing, emailing, or transmitting<br />

electronic documents.<br />

File-sharing apps and services are<br />

designed for use in daily exchanges<br />

between colleagues and teams. They're<br />

unsuited for one-off transmissions of<br />

single documents<br />

In light of the limitations of filesharing<br />

platforms, companies are<br />

considering alternative options -<br />

including establishing internal fax<br />

servers, document servers and other<br />

transmission platforms. These internal<br />

document delivery systems are often<br />

deemed closed systems.<br />

However, they are ill-suited to deliver<br />

electronic documents to external third<br />

parties, especially those who may only<br />

request electronic documents on an<br />

infrequent basis - such as contracts,<br />

records, instructions, and generic<br />

statements.<br />

2. Managing and storing digital<br />

documents<br />

To manage and store digital or<br />

electronic documents, let's first define<br />

what they are. The term "digital<br />

documents" encompasses a wide<br />

range of technologies and formats,<br />

from PDFs to digital faxes to scanned<br />

paper documents.<br />

The definition of a "digital document"<br />

depends on the context of the<br />

company using it and how that use is<br />

affected by company policy and<br />

compliance requirements. The all-ornothing<br />

approach is the easiest way<br />

22<br />

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

<strong>Mar</strong>ch/<strong>Apr</strong>il <strong>2022</strong><br />

www.document-manager.com


MANAGEMENT: ELECTRONIC DOCUMENTS Dm<br />

"THE INTRODUCTION OF E-DOCUMENTS AS A SUBSET OF DATA FILES BRINGS WITH IT NEW SECURITY CONCERNS.<br />

ENABLING E-DOCUMENTS TO BE PORTABLE WHILE STILL PRESERVING THEIR SECURITY DURING TRANSMISSION IS<br />

A PRIORITY. FOR E-DOCUMENTS TO BE CONSIDERED SECURE, THE SAME UNIVERSAL POLICY RULES AND<br />

ACCOUNTABILITY REQUIREMENTS MUST BE APPLIED, REGARDLESS OF WHICH TRANSMISSION MEDIUM OR<br />

SERVICE IS USED."<br />

for most organisations to manage<br />

their electronic documents and is<br />

based on the idea that any content<br />

that is sent electronically counts as a<br />

digital document and must be<br />

managed.<br />

As long as digital documents can<br />

only be transmitted through<br />

managed email, fax services, or other<br />

systems that prevent data leakage,<br />

the origin of data within them<br />

becomes less of a concern. Traditional<br />

security policies can be used to<br />

control access to the files, while the<br />

transmission of information can focus<br />

upon the digital documents<br />

themselves.<br />

3. PCI Compliance<br />

In 2006, the PCI Security Standards<br />

Council (PCI SSC) launched a set of<br />

new requirements designed to ensure<br />

a secure credit card environment<br />

among all companies that process,<br />

store, or transmit credit card<br />

information. In order to help<br />

businesses, accept credit cards safely,<br />

the SSC provides a comprehensive<br />

framework of rules and guidelines,<br />

plus tools and support resources.<br />

Initial encryption standards that<br />

previously only applied to merchant<br />

transactions were extended to cover<br />

encrypted transactions on the<br />

internet. Credit card companies'<br />

security protocols are based on Data<br />

Security Standard (PCI DSS), which is<br />

compulsory among the payment card<br />

industry.<br />

Cardholders' sensitive financial<br />

information is kept secure by PCI<br />

compliance standards, preventing<br />

fraud, and minimising data breaches.<br />

Information that is unencrypted is<br />

more vulnerable to hacking. In<br />

addition to identity theft, hackers can<br />

use the cardholder's sensitive<br />

information for a multitude of<br />

fraudulent activities. Compliance with<br />

PCI is an industry mandate and those<br />

who fail to comply can be fined for<br />

violating agreements and negligence.<br />

Furthermore, those without it are at<br />

risk of theft and fraud caused by data<br />

breaches.<br />

PCI Compliance means your systems<br />

are secure and reduces the possibility<br />

of data breaches. Suffering even a<br />

single high-profile security breach<br />

can ruin your brand reputation and<br />

cause customers to lose trust in your<br />

ability to protect sensitive credit card<br />

information and demolish your<br />

customer loyalty. In addition to<br />

negatively impacting the reputation<br />

of a business, data breaches can<br />

result in lawsuits, insurance claims,<br />

cancelled accounts, payment card<br />

issuer fines, and fines from<br />

government agencies.<br />

4. Security of e-documents<br />

The introduction of e-documents as a<br />

subset of data files brings with it new<br />

security concerns. Enabling e-<br />

documents to be portable while still<br />

preserving their security during<br />

transmission is a priority. For e-<br />

documents to be considered secure,<br />

the same universal policy rules and<br />

accountability requirements must be<br />

applied, regardless of which<br />

transmission medium or service is<br />

used.<br />

E-document transmission can be<br />

provided through cloud-based<br />

services. However, adopting these<br />

services can lead to a closed platform<br />

that makes it difficult for users to<br />

share electronic documents - and<br />

which therefore might also negatively<br />

affect productivity.<br />

To properly secure electronic<br />

documents, organisations can<br />

combine open-platform technologies<br />

with cloud-based service tools. It<br />

should offer encryption of e-<br />

document transmission, security<br />

controls to allow or deny the<br />

transmission of e-documents,<br />

integrated faxing, email, and e-<br />

document transmission capabilities,<br />

and an easy-to-use interface designed<br />

to work across multiple operating<br />

systems and browsers.<br />

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

www.document-manager.com<br />

<strong>Mar</strong>ch/<strong>Apr</strong>il <strong>2022</strong><br />

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

23


Dm CASE STUDY: BLACKPOOL TEACHING HOSPITALS<br />

Getting rid of paper once and for all<br />

Blackpool Teaching Hospitals NHS Trust has implemented document management<br />

solutions to deliver digital records and enhance patient care, with over 50,000 paper files<br />

already scanned and available electronically to clinicians<br />

Blackpool Teaching Hospitals NHS<br />

Foundation Trust has<br />

implemented an electronic<br />

document and records management<br />

system (EDRMS) from CCube Solutions<br />

in order to store legacy and dayforward<br />

paper medical records as part<br />

of a substantial investment to deliver<br />

digitally-enabled care.<br />

Blackpool Teaching Hospitals NHS<br />

Foundation Trust is situated on the west<br />

coast of Lancashire and operates within<br />

a regional health economy catchment<br />

area that spans Lancashire and South<br />

Cumbria, supporting a population of 1.6<br />

million and an estimated 18 million<br />

visitors to the seaside town of Blackpool.<br />

The Trust also provides specialist tertiary<br />

care for cardiac and haematology<br />

services across this<br />

region, as well as<br />

hosting the<br />

National Artificial Eye Service.<br />

The EDRMS project is part of a major<br />

digital transformation change<br />

programme within the Trust - to boost<br />

clinical and organisational efficiency -<br />

which will also see the procurement of a<br />

new organisational-wide Electronic<br />

Patient Records (EPR) system and the<br />

integration of the two new platforms<br />

together.<br />

100% AVAILABILITY<br />

Fully operational and 'live' as of early<br />

<strong>Apr</strong>il <strong>2022</strong>, 7,500 clinical staff will be<br />

trained to the use the CCube EDRMS to<br />

ultimately access all of the Trust's medical<br />

files - totalling around 650,000 patient<br />

records all of which are in the process of<br />

being scanned. This will help support the<br />

Trust's busy workload of 32,000<br />

outpatient appointments per month,<br />

delivered primarily from its large<br />

Blackpool Victoria Hospital site.<br />

EDRMS provides instant access to<br />

medical records, enhances patient<br />

safety through 100% notes availability,<br />

improves clinical effectiveness,<br />

enhances security and auditing and<br />

saves money. It is also allowing storage<br />

areas to be converted into much<br />

needed clinical space.<br />

Geoff Burrow, Blackpool Teaching<br />

Hospitals' Chief Information Officer,<br />

explains, "Covid obviously delayed our<br />

progress with this project, but we're<br />

now fully operational with EDRMS and<br />

focused on getting rid of the<br />

paper. Over<br />

24<br />

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

<strong>Mar</strong>ch/<strong>Apr</strong>il <strong>2022</strong><br />

www.document-manager.com


CASE STUDY: BLACKPOOL TEACHING HOSPITALS Dm<br />

"OUR RESEARCH SHOWS THAT ON AVERAGE A PAPER RECORD IS HANDLED 10 TO 15 TIMES FROM STORAGE TO<br />

DELIVERY. NOT ONLY IS THERE AN INFECTION RISK AS PEOPLE TOUCH THE PAPER BUT THE COSTS JUST KEEP<br />

MOUNTING EACH TIME FILES ARE REQUESTED AND THEN PUT AWAY. IT IS SUPER TO SUPPORT BLACKPOOL<br />

TEACHING HOSPITALS IN ADDRESSING THIS: AN 'INVEST TO SAVE' PROCESS TO GET RID OF THE PAPER ONCE<br />

AND FOR ALL WHICH WILL MASSIVELY INCREASE EFFICIENCY, IMPROVE STAFF PRODUCTIVITY AND ENHANCE THE<br />

OVERALL CARE PROVIDED TO PATIENTS LOCALLY."<br />

50,000 paper records have already<br />

been scanned in, each containing<br />

about 300 pages."<br />

The vast workload to scan all paper<br />

notes is being done in two ways. First,<br />

the Trust has invested in creating its<br />

own scanning department where 35<br />

staff use 10 Opex Falcon scanners,<br />

supplied by CCube Solutions, to process<br />

the paperwork. Second, scanning has<br />

also been outsourced within the<br />

National Health Service to the NHS<br />

Business Services Authority (NHSBSA) -<br />

one of the largest specialist scanning<br />

operators in Europe - who use the same<br />

Opex Falcon equipment.<br />

A not-for-profit arm's length body of<br />

the Department of Health and Social<br />

Care, the NHSBSA has a long track<br />

record in document scanning given its<br />

expertise and heritage processing all<br />

paper prescriptions in the UK which still<br />

total tens of millions per month.<br />

EASY AND INTUITIVE<br />

The Opex Falcon scanners are rated at<br />

116 pages per minute at 300 dpi - the<br />

resolution recommended to meet BS<br />

10008, a best practice records standard<br />

for the implementation and operation of<br />

electronic information management<br />

systems, including the storage,<br />

extraction and transfer of information.<br />

Burrow says, "CCube EDRMS is<br />

designed to literally be an online version<br />

of the paper record and has six sections<br />

busy clinicians are familiar with. This<br />

makes it easy and intuitive for them to<br />

find the documents they need whether<br />

it be clinical correspondence, clinical<br />

notes, treatment documents,<br />

investigation reports, safeguarding<br />

documents and so on."<br />

Given the transition under way<br />

between paper and electronic notes,<br />

when clinicians log into the Trust's<br />

Patient Administration System (PAS)<br />

today, they are currently presented with<br />

a marker to show whether the patient's<br />

record is available digitally or still in<br />

paper format.<br />

Burrow adds, "We're currently working<br />

on the detail but the strategy will be to<br />

adopt scan-on-demand so that when a<br />

patient is booked for an appointment,<br />

their notes are pulled from the library,<br />

digitised ahead of time and then made<br />

available in the CCube EDRMS. This then<br />

saves moving any paper files about."<br />

The shift from paper to digital health<br />

records will deliver a variety of other<br />

benefits:<br />

<br />

<br />

<br />

100% notes availability. Electronic<br />

health records are available at the<br />

touch of a button to the right<br />

person at any time. This avoids<br />

delays in patients receiving<br />

treatment - or even appointments<br />

cancelled - if their paperwork isn't<br />

readily available.<br />

Remote and multi-user access.<br />

Remote and multi-user access to<br />

health records is now delivered 24/7.<br />

This is key given the 'new normal' of<br />

remote working post pandemic and<br />

the requirement for multidisciplinary<br />

teams to collaborate<br />

together - and view medical notes at<br />

the same time - to provide care to<br />

an individual.<br />

'In context' access to medical records<br />

to be offered. As the Trust is<br />

<br />

currently procuring a new<br />

organisational-wide EPR, once this<br />

is finalised and the software<br />

deployed, a link will be added so<br />

that clinicians opening a patient's<br />

record in the EPR can see - in<br />

context - the legacy digitised health<br />

record held in the EDRMS, too. This<br />

links the two systems together.<br />

Security and data integrity is<br />

enhanced. Scanning records vastly<br />

improves the security of<br />

confidential patient information as<br />

files once digitised cannot degrade,<br />

be lost or be misplaced. Data is<br />

also backed up, access to the<br />

system logged and audited, and<br />

information lifecycle management<br />

rules applied to the data.<br />

The CCube EDRMS runs on Dell EMC<br />

server and storage systems in the<br />

Trust's two on-premise data centres,<br />

dual-linked for resilience to ensure<br />

system availability and uptime.<br />

Vijay Magon, CCube Solutions'<br />

managing director, commented, "Our<br />

research shows that on average a<br />

paper record is handled 10 to 15 times<br />

from storage to delivery. Not only is<br />

there an infection risk as people touch<br />

the paper but the costs just keep<br />

mounting each time files are requested<br />

and then put away. It is super to<br />

support Blackpool Teaching Hospitals<br />

in addressing this: an 'invest to save'<br />

process to get rid of the paper once<br />

and for all which will massively<br />

increase efficiency, improve staff<br />

productivity and enhance the overall<br />

care provided to patients locally."<br />

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

www.document-manager.com<br />

<strong>Mar</strong>ch/<strong>Apr</strong>il <strong>2022</strong><br />

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

25


Dm RESEARCH: DIGITAL TRANSFORMATION<br />

Culture shifts and technology innovation<br />

required for the 'new digital norm'<br />

New research suggests that while companies are building better digital habits and<br />

systems, more still needs to be done<br />

different from a tech lead for their DX<br />

initiatives.<br />

Shaping digital culture - When asked<br />

what measures DX leaders are considering<br />

to transform the organisation's culture<br />

effectively, the following three were<br />

ranked the highest: promoting change in<br />

management awareness, redefining the<br />

missions and evaluations of existing<br />

businesses and new businesses, and<br />

promoting behavioural change in<br />

individuals by renewing the company's<br />

purpose and action guidelines.<br />

Nutanix has announced the findings<br />

of a recently commissioned survey,<br />

outlining that a shift is needed<br />

from digital culture to value realisation.<br />

Surveying leaders across EMEA, the IDC<br />

InfoBrief, 'From Digital Culture to Value<br />

Realisation' showed that 84% of IT leads<br />

in EMEA are under pressure to deliver on<br />

digital transformation strategies, and 90%<br />

of organisations in EMEA recognise that<br />

having a digital-first approach is now a<br />

must-have.<br />

"With the pandemic accelerating the rate<br />

at which companies have invested in and<br />

deployed digital solutions, IDC predicts<br />

that in <strong>2022</strong> more than half of the global<br />

economy will be based on or influenced<br />

by digital solutions," commented Sammy<br />

Zoghlami, SVP EMEA at Nutanix. "Digitalfirst<br />

not only requires a system rethink,<br />

but it also requires a corporate mindset<br />

where all C-suite executives see their<br />

digital technologies as the catalyst for<br />

business growth."<br />

The survey shows that translating digital<br />

investments into new revenue streams is a<br />

top priority. Yet respondents believe the<br />

onus can no longer rest solely on the<br />

shoulders of the IT department and need<br />

to be embraced by the C-suite as globally<br />

we come to terms with what a digital<br />

culture, digital infrastructure and digitalfirst<br />

means to an organisation. Key<br />

findings from the survey revealed:<br />

Turning investments into revenue - Over<br />

64% of EMEA organisations say they have<br />

a digital strategy in place. Still, only 3%<br />

say they have an enterprise-wide digital<br />

strategy that has led to new revenue<br />

streams. There is, however, a disconnect<br />

between business, of which 32% state<br />

they are in a proof-of-concept pilot stage<br />

for their digital projects and IT, of whom<br />

only 5% say their companies are<br />

developing digital strategies to support<br />

new revenue streams.<br />

From IT to C-suite - Respondents are clear<br />

that for a digital strategy to have an<br />

impact, it is essential to bid farewell to<br />

hierarchical structures and move to more<br />

fluid and orchestrated approaches<br />

between IT and leadership teams. Out of<br />

the respondents questioned, at least 47%<br />

say that the sign-off belongs to a CXO<br />

Key pillars for shaping digital culture -<br />

According to the survey, three key pillars<br />

stand out in how C-suites must cooperate<br />

to create the digital culture, using the<br />

cloud as the enabler for all three digital<br />

culture streams. These are value<br />

economics, data-driven innovation and<br />

the future workplace. The numbers to<br />

support this show that 50% of EMEA<br />

organisations think that additional<br />

investments in managed infrastructure<br />

will help deliver better digital value, and<br />

30% say they are co-creating new<br />

products with customers and partners.<br />

In terms of the workplace, 35% of<br />

organisations think that ensuring equal<br />

access to information and digital tools to<br />

all staff regardless of location will<br />

challenge the future workplace.<br />

"As much as embracing digital-first<br />

systems requires a culture shift, it still<br />

requires a technology makeover so that a<br />

business can innovate, partner and<br />

explore new revenue streams,"<br />

commented Andrea Siviero, Associate<br />

Research Director at IDC. "Looking ahead,<br />

those that invest in people, innovate on<br />

data and automate processes, will have<br />

built the business resilience needed by the<br />

modern enterprise."<br />

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

26 @<strong>DM</strong>MagAndAwards <strong>Mar</strong>ch/<strong>Apr</strong>il <strong>2022</strong> www.document-manager.com


www.ccubesolutions.com<br />

DELIVERING<br />

DIGITAL<br />

HEALTHCARE<br />

CCube software suite currently manages<br />

some 450 million documents containing over<br />

52 billion pages for 32 million patients<br />

across 30 NHS organisations around the UK.<br />

Some of our NHS sites have been using the<br />

solution for over 20 years. Data on realisable<br />

benefits, from just three of our sites, shows<br />

a collective saving of c.£35M over 10 years.<br />

COMPLIANT & ACCREDITED<br />

RECOGNISED BY THE INDUSTRY


Dm OPINION: ARCHIVE DIGITISATION<br />

Digitisation offers a multitude of<br />

advantages that overlap with the<br />

qualities essential to innovation. The<br />

innate openness and generativity of the<br />

digital realm make it an ideal space for<br />

innovative ideas to be created, developed,<br />

and widely shared. For instance, the greater<br />

accessibility of digital resources expands the<br />

pool of knowledge that can be recruited,<br />

leading to unexpected and original<br />

outcomes. Furthermore, the democratising<br />

drive of these digital resources brings in<br />

The power of the crowd<br />

Kaycee Jaeger of e-ImageData looks at how innovative<br />

approaches such as crowdsourcing, combined with<br />

technologies for capturing microfilm content, are<br />

revolutionising the way that important archives can be<br />

digitised for future generations<br />

new contributors, often from outside of<br />

elite institutions, who provide fresh<br />

perspectives and challenge assumptions.<br />

The COVID-19 pandemic has not only<br />

accelerated digitisation processes but also<br />

increased efforts to harness these processes<br />

and find innovative solutions to familiar or<br />

emerging problems. Thus, an open<br />

approach to digitisation and innovation has<br />

the potential to promote resilience in a<br />

moment of rapid economic, cultural, and<br />

social change.<br />

OPTIMISING DATA<br />

In a digital economy, data is a significant<br />

engine for innovation. It can be utilised to<br />

better understand customers/users,<br />

monitor evolving trends, streamline<br />

workflows, or identify research pathways.<br />

Therefore, data is a fundamental tool for<br />

building agile, adaptive business and<br />

service models to meet variable markets<br />

and consumer demands.<br />

Institutions that fail to fully optimise this<br />

data risk stagnation and may struggle to<br />

compete in ever-changing conditions. The<br />

core value of digital data cannot be<br />

underestimated and pertains to all kinds of<br />

organisations, both private companies and<br />

the public sector.<br />

However, the accessibility and applicability<br />

of data are severely limited when it is<br />

contained in outdated forms, such as<br />

microfilm. Converting microfilm data into<br />

digital forms is imperative so it can be<br />

28<br />

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

<strong>Mar</strong>ch/<strong>Apr</strong>il <strong>2022</strong><br />

www.document-manager.com


OPINION: ARCHIVE DIGITISATION Dm<br />

"DIGITISATION OF ARCHIVAL RESOURCES MEANS THEY CAN BE ANALYSED BY<br />

THOUSANDS OF KEEN VOLUNTEERS ACROSS THE GLOBE. CROWDSOURCING<br />

ALLOWS LARGE-SCALE RESEARCH PROJECTS TO BE UNDERTAKEN AT A LOW<br />

COST, AS WELL AS NURTURING TRUST AND COMMUNITY BETWEEN<br />

ACADEMIC INSTITUTIONS AND THE GENERAL PUBLIC. SUCCESSFUL<br />

CROWDSOURCING PROJECTS HAVE BEEN ESTABLISHED IN MULTIPLE<br />

DISCIPLINES, FROM ASTRONOMY TO ART HISTORY."<br />

effectively organised, mined, and adapted<br />

to boost innovation.<br />

The ScanPro All-In-One range allows for<br />

the efficient digitisation of microfilm<br />

records and archives. Additionally, its<br />

industry-leading features seamlessly<br />

integrate microfilm scans into research<br />

and innovation. The PowerScan<br />

Productivity Suite includes fast, accurate,<br />

searchable OCR software to aid quick and<br />

thorough research. For more detail, the<br />

INFO-Link option enables specific<br />

keywords and topics to be explored with<br />

direct links to online reference sources.<br />

FACILITATING COLLABORATION<br />

The digitisation process itself is suited to a<br />

collaborative strategy. Rather than a<br />

single event, digitisation should be<br />

viewed as an ongoing effort,<br />

encompassing diverse factors from IT<br />

infrastructure to metadata and online<br />

delivery. Drawing on a range of expertise<br />

throughout this dynamic process ensures<br />

that improvements can continuously be<br />

made to the quality, usefulness, and<br />

presentation of digital materials.<br />

Digitising resources creates a<br />

collaborative ecosystem that crosses<br />

traditional hierarchies, boundaries, and<br />

organisational structures. This digital<br />

network connects different users with the<br />

resources they need to contribute to<br />

innovation and propose solutions to<br />

complex business or societal problems.<br />

Researchers benefit from an interdisciplinary<br />

approach, with knowledge<br />

from various fields being brought to bear<br />

on digitised historical documents and<br />

artefacts. For companies, an open<br />

digitised ecosystem invites collaboration<br />

between disparate departments, which<br />

generates unique ideas and fosters a<br />

cohesive team spirit.<br />

INNOVATING IN ARCHIVES<br />

Some organisations are taking digital<br />

collaboration even further through<br />

crowdsourcing projects. Digitisation of<br />

archival resources means they can be<br />

analysed by thousands of keen volunteers<br />

across the globe. Crowdsourcing allows<br />

large-scale research projects to be<br />

undertaken at a low cost, as well as<br />

nurturing trust and community between<br />

academic institutions and the general<br />

public. Successful crowdsourcing projects<br />

have been established in multiple<br />

disciplines, from astronomy to art history.<br />

One well-known crowdsourcing<br />

initiative is Galaxy Zoo, which enrols<br />

volunteers to classify distant galaxies by<br />

shape, using digital images from the Dark<br />

Energy Camera Legacy Survey and its<br />

telescope in Chile. Another example is the<br />

Citizen Archivist project at the National<br />

Archives Innovation Hub, encouraging<br />

volunteers to tag and transcribe historical<br />

records and thereby improve their<br />

searchability.<br />

In addition to exponentially increasing<br />

the scale of research, crowdsourcing<br />

projects build engagement. The aims of<br />

archival research often reach beyond the<br />

records themselves, seeking to cultivate<br />

public participation and promote the<br />

sharing of material. Digital crowdsourcing<br />

projects fulfil this mission by enabling the<br />

public to feel involved in research, learn<br />

new skills, and experience the excitement<br />

of viewing a newly discovered galaxy or<br />

uncovering a fascinating insight in<br />

historical documents.<br />

Without digitisation, these innovative<br />

research projects could never have<br />

achieved such impressive scales or made<br />

so many exciting discoveries. The<br />

possibilities offered by the digital realm<br />

are generating new, cutting-edge ways to<br />

preserve documentary heritage, integrate<br />

it into inter-disciplinary research, and<br />

share this heritage with a wider audience.<br />

More info: www.e-imagedata.com<br />

ACCELERATING DIGITISATION WITH SCANPRO<br />

There no longer needs to be a frustrating time lag between deciding to embrace the benefits of digitisation and actually reaping its<br />

creative rewards. With the ScanPro All-In-One models, microfilm archives are efficiently digitised, so you can start analysing and<br />

sharing the wealth of material right away.<br />

All scanners come with a free 6 month ScanPro Advantage membership, including the advanced AUTO-Scan Pro software that<br />

scans up to 100 images per minute. Moreover, AUTO-Scan Quality Assurance guarantees total image capture, providing an<br />

automated digitisation process that eliminates the requirement for time-consuming checks. Popular features such as the 'magic<br />

button' make microfilm digitisation smooth, quick, and intuitive.<br />

www.document-manager.com<br />

<strong>Mar</strong>ch/<strong>Apr</strong>il <strong>2022</strong><br />

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

29


Dm MANAGEMENT: RECRUITMENT<br />

Work smarter, work anywhere<br />

Antti Nivala, founder and CEO at M-Files Corporation,<br />

argues that digitisation can not only help businesses to<br />

prosper, but also alleviate the ongoing recruitment crisis<br />

30 @<strong>DM</strong>MagAndAwards <strong>Mar</strong>ch/<strong>Apr</strong>il <strong>2022</strong> www.document-manager.com


MANAGEMENT: RECRUITMENT Dm<br />

This month, business advisory firm<br />

BDO announced that 31% of small to<br />

medium-sized firms are hanging back<br />

on their hiring due to the lack of<br />

apprentices available. Businesses face two<br />

daily challenges: an overwhelming<br />

shortage of skilled staff and the<br />

unbearable rise in recruitment costs.<br />

Over the last two years, business leaders<br />

have had to do their fair share of juggling<br />

adaptability while dodging the Covid crisis.<br />

They've been coping with sick staff and a<br />

sudden shift to remote working, but the<br />

problems don't end there. The previous 12<br />

months have seen increased interest rates,<br />

including the National Insurance rise (due<br />

in <strong>Apr</strong>il <strong>2022</strong>), and an overall uncertain<br />

economic future. These are all costs that<br />

small to medium-sized businesses could<br />

do without.<br />

THE SLOW RETURN TO NORMAL<br />

So how can businesses feel secure during<br />

a recruitment crisis? First, we need to<br />

examine why enterprises are struggling to<br />

find workers. Today's worker has very<br />

different objectives from 2 years ago.<br />

Many are switching to hybrid working ?<br />

retail and wholesale sectors are suffering<br />

the most (around 40% under hiring)<br />

because these sectors are in-person where<br />

tasks can't be carried out remotely. There<br />

are also health concerns ? some workers<br />

want to wait until the dust settles before<br />

venturing into the workplace again.<br />

Overall, the return to normal is slower<br />

than initially anticipated.<br />

So, while business leaders spend too<br />

much time and money trying to attract<br />

the right staff, they will need to find time<br />

elsewhere to productively carry out their<br />

business to ensure that that does not<br />

suffer because of time spent on<br />

recruiting. Firms are spending much of<br />

<strong>2022</strong> looking for ways to improve<br />

productivity and efficiency for two<br />

reasons: first, to streamline their business<br />

activities, and second, to ensure that they<br />

are in a better position to hire the right<br />

staff and retain them.<br />

Since 2012, when many first heard the<br />

term' digital transformation,' business<br />

leaders have filtered into their strategies<br />

software to collect data to shape how they<br />

"WHILE BUSINESS LEADERS SPEND TOO MUCH TIME AND MONEY<br />

TRYING TO ATTRACT THE RIGHT STAFF, THEY WILL NEED TO FIND TIME<br />

ELSEWHERE TO PRODUCTIVELY CARRY OUT THEIR BUSINESS TO ENSURE<br />

THAT THAT DOES NOT SUFFER BECAUSE OF TIME SPENT ON RECRUITING.<br />

FIRMS ARE SPENDING MUCH OF <strong>2022</strong> LOOKING FOR WAYS TO IMPROVE<br />

PRODUCTIVITY AND EFFICIENCY FOR TWO REASONS: FIRST, TO<br />

STREAMLINE THEIR BUSINESS ACTIVITIES, AND SECOND, TO ENSURE<br />

THAT THEY ARE IN A BETTER POSITION TO HIRE THE RIGHT STAFF AND<br />

RETAIN THEM."<br />

operate, manage teams, and effectively<br />

market their brand, products, and services.<br />

Yet it has taken longer to shift document<br />

management to a system remote from<br />

paper, for most businesses, since the mid-<br />

1980s. Many small firms are still clinging<br />

faithfully to their filing cabinets.<br />

THE ROLE OF DIGITAL<br />

TRANSFORMATION<br />

A digital filing system can convert the<br />

traditional filing cabinet into a digital<br />

format. This makes it easier to find<br />

information when businesses need it<br />

most, but it also makes the arduous<br />

process of storing any size of documents<br />

and files effortless.<br />

How does this connect to the workforce<br />

shortage and help businesses remain<br />

intact during these volatile times?<br />

Enterprises juggle operational<br />

commitments and staff retention daily.<br />

Yet, according to BDO, only 21% of<br />

companies are taking serious steps to<br />

ensure that they can offer employees<br />

present and future the benefits of<br />

employment they desire. Another 23% say<br />

they will bring flexibility into the mix to<br />

encourage new hires into their firms.<br />

There are ways to ensure that<br />

organisations can, in effect, have their<br />

cake and eat it when it comes to not just<br />

surviving but prospering in today's<br />

economy, and not just through increasing<br />

the price of their goods and services. Yet if<br />

a business wants to grow, it must grow<br />

physically, which means hiring fresh<br />

recruits to keep the business moving. Of<br />

course, it's costly, with some businesses<br />

already placing pay rises on their list of<br />

priorities to retain staff. More firms<br />

increase salaries at the recruitment level to<br />

attract new hires.<br />

But businesses remain optimistic, and<br />

digital transformation is playing a huge<br />

role in that. Where daily business practices<br />

are automated, costs can be cut, and time<br />

reallocated to high-value tasks. Still,<br />

success is never assured, and the<br />

upcoming rise in National Insurance may<br />

see some smaller firms struggle in the light<br />

of the increase.<br />

SOMETHING TO BUILD ON<br />

So indeed, for businesses to thrive, there<br />

needs to be an element of give and take.<br />

The safest course of action is to simplify<br />

and digitise base practices and<br />

concentrate on hiring key staff to ensure<br />

growth and sustainability in the industry.<br />

That way, inciting the right team into a<br />

business can be doable and not a struggle.<br />

Talented workers bring creativity and<br />

diversity into the framework of an<br />

organisation, allowing companies to feel<br />

confident and plan for the future.<br />

In the meantime, businesses need to get<br />

their operations in order and begin with<br />

documentation and paperwork. Once the<br />

headache of content management is<br />

solved, an organisation has a workforce<br />

who can quickly and securely access<br />

documents from practically anywhere. This<br />

will enable them to access the information<br />

they need, collaborate, comply, and<br />

produce, even with a workforce working<br />

remotely: truly something to build upon.<br />

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

www.document-manager.com<br />

<strong>Mar</strong>ch/<strong>Apr</strong>il <strong>2022</strong><br />

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

31


Dm CASE STUDY: EUROTECH<br />

Cracking the code<br />

The barcode option on manufacturing firm EuroTech's Brother scanning solution<br />

has helped boost efficiency and accuracy, saving the company two working days<br />

every month<br />

EuroTech Group is a British<br />

manufacturer operating at the<br />

cutting edge of technology. Since<br />

1991, the Devon-based business has been<br />

manufacturing printed circuit boards<br />

(PCBs) for customers in sectors including<br />

transport, defence, medical and more.<br />

Today it is an £18 million turnover<br />

company with 150 staff, which exports its<br />

products across Europe. But when the firm<br />

identified an inefficiency in its<br />

manufacturing process, it turned to<br />

Brother technology for the solution.<br />

OPPORTUNITY TO IMPROVE<br />

Every batch of circuit boards progressed<br />

through the factory is accompanied by a<br />

job card, used to record each stage of the<br />

manufacturing process. Previously, when<br />

the order was complete, the job card<br />

would be scanned to create a digital<br />

document for EuroTech's records. The<br />

process was awkward and inefficient,<br />

requiring a member of staff to create a PDF<br />

file, save it, rename it and then move it to<br />

the right folder so it could be retrieved if<br />

needed. This quickly led to a backlog<br />

building up, while also leaving them<br />

exposed to mistakes through human error.<br />

EuroTech approached its IT supplier to find<br />

a solution, and Brother's ADS-2800W<br />

wireless desktop scanner, along with<br />

optional Barcode Utility software, was<br />

quickly identified. Using the new solution,<br />

each job card can now be scanned into the<br />

Brother device, which reads the barcode<br />

and automatically saves it to the right place.<br />

SIMPLIFIED WORKFLOW<br />

1. Identify each job with a unique barcode:<br />

Every order of circuit boards that EuroTech<br />

produces comes with a job card. Workers<br />

on the production line scan a unique<br />

barcode on the job card after each stage of<br />

assembly. This creates a record of the<br />

manufacturing process for quality<br />

assurance purposes<br />

2. Scan the barcode for instant recognition:<br />

Once the order is ready to be despatched<br />

to the customer, the job card is scanned<br />

again using a Brother ADS-2800W<br />

desktop scanner. Brother's Barcode Utility<br />

software automatically creates and names<br />

a document containing a full record of<br />

the order.<br />

3. Barcode is analysed and automatically<br />

saved: The document is automatically saved<br />

to the right folder on the EuroTech network<br />

every time, streamlining workflow and<br />

ensuring total accuracy.<br />

Brother's Barcode Utility software allows<br />

documents that have a barcode to be<br />

scanned and processed at speed while also<br />

eliminating the opportunity for human<br />

error. Using advanced document routing<br />

technology, files are automatically saved to<br />

the required folder on the network. All this<br />

can be done directly from a scanner such as<br />

the desktop friendly ADS-2800W, which is<br />

capable of scanning two-sided documents<br />

at up to 40 pages per minute.<br />

Paul Langham, IT Manager at EuroTech<br />

Group, estimates that the ADS-2800W is<br />

saving the equivalent of two working days<br />

every month, freeing up staff for other<br />

tasks, as well as improving accuracy. He<br />

comments: "The solution fit the bill<br />

perfectly. All the information we need is<br />

automatically saved to the right place on<br />

our system. The integration was painless<br />

and it was excellent value for money, so it<br />

paid for itself very quickly."<br />

More info: www.brother.co.uk/businesssolutions/scanning-solutions<br />

32 @<strong>DM</strong>MagAndAwards <strong>Mar</strong>ch/<strong>Apr</strong>il <strong>2022</strong> www.document-manager.com


Dm EVENT: AIIM FORUM EUROPE <strong>2022</strong><br />

AIIM Forum Europe - connecting the community<br />

Revolution Events and AIIM are looking forward to reconnecting the industry,<br />

following the pandemic postponements, at Europe's leading information<br />

management forum in London<br />

With face-to-face firmly back on<br />

the agenda, this major event<br />

will once again bring together<br />

key decision-makers, industry suppliers<br />

and high-level speakers from across the<br />

UK and Europe on Wednesday 22nd<br />

June <strong>2022</strong>.<br />

The pandemic forced some<br />

organisations to pivot and adopt a new<br />

way of working, and they are now faced<br />

with a key decision as the world starts to<br />

bounce back from a major shockwave:<br />

do they try to return to the 'old normal'<br />

or do they capitalise on the experiences<br />

of the pandemic to permanently<br />

embrace more agile ways of working?<br />

This rhetorical question puts<br />

intelligent information management<br />

(IIM) firmly at the forefront of a new<br />

business paradigm.<br />

With a recent 2021 AIIM State of the<br />

Industry Report clearly showing that<br />

there is a real-world struggle to<br />

transform, (46% of AIIM members grade<br />

their organisations' efforts to digitise as<br />

either 'poor' or 'needs improvement') now<br />

is the time for AIIM to support and<br />

empower information management<br />

professionals so that they can improve<br />

their business process management and<br />

digital transformation, with the buy-in of<br />

their top-level executives.<br />

Answering questions that users have<br />

from both the public and private sectors,<br />

the AIIM Forum programme will offer<br />

two keynote sessions that will seek to<br />

support those who manage data and<br />

information management, whilst<br />

following a roadmap that allows<br />

organisations to harness complementary<br />

elements: rationalising & modernising the<br />

information ecosystem, digitalising core<br />

organisational processes, automating<br />

compliance & governance and leveraging<br />

analytics & machine learning.<br />

The AIIM Forum also offers various<br />

sessions to facilitate learning, networking<br />

opportunities and the desire to get stuck<br />

into shared conversations about the<br />

experiences the past couple of years has<br />

given us.<br />

Peggy Winton, President and CEO of<br />

AIIM said: "We are grateful and<br />

honoured to serve this inspiring<br />

community of information management<br />

leaders … We are determined that AIIM<br />

Forum Europe should always deliver a<br />

high-quality experience…" and will be<br />

updating our audience on the latest<br />

market trends and business direction<br />

forecast by AIIM.<br />

Deborah Ward-Johnstone, Group Event<br />

Director at Revolution Events added: "We<br />

are excited to bring the 'AIIM Tribe'<br />

together once again. We are committed<br />

to providing highly productive<br />

opportunities for the industry to come<br />

together, to collaborate and network and<br />

for decision makers to learn, meet and<br />

do business together. There is a pent-up<br />

demand for people come back to live<br />

events, and we look forward to seeing<br />

the magic happen once again!"<br />

This exciting one-day event offers a<br />

packed programme which features an<br />

incredible array of highly interactive<br />

sessions, a showcase of the leading<br />

suppliers and solution providers in the<br />

information management sphere, and<br />

most importantly, offers all attendees<br />

the chance to network with the best in<br />

information management in the AIIM<br />

Lounge.<br />

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

34 @<strong>DM</strong>MagAndAwards <strong>Mar</strong>ch/<strong>Apr</strong>il <strong>2022</strong> www.document-manager.com


AIIM FORUM EUROPE<br />

INTELLIGENT INFORMATION MANAGEMENT<br />

22ND JUNE <strong>2022</strong><br />

GRAND CONNAUGHT ROOMS, LONDON<br />

Early Bird Rate Ends<br />

22 <strong>Apr</strong>il<br />

Places start at just<br />

£90 + VAT!<br />

Including complimentary<br />

hot drinks, lunch<br />

and afternoon<br />

networking drinks<br />

AIIM Forum Europe is returning to London’s Grand Connaught<br />

Rooms on 22nd June, and <strong>2022</strong> is already shaping up to be a pivotal<br />

year for the digital transformation agenda.<br />

Organisations that were forced to pivot by the pandemic are now faced with<br />

some key decisions as the world starts to bounce back from a major shockwave:<br />

do they try to return to the ‘old normal’ or do they capitalise on the experiences<br />

of the past 2 years to permanently embrace more agile ways of working?<br />

If you work in an organisation that is harnessing digital tools, technologies and<br />

techniques to transform its business processes, then you really need to be at<br />

AIIM Forum Europe in London this June.<br />

Here is a taster of what to expect from this year’s programme:<br />

Opening Keynote: Closing the Gap:<br />

An Invitation to IM Professionals<br />

Peggy Winton,<br />

President, AIIM<br />

Creating and Capturing Information:<br />

How to Make the Paperless Office Finally<br />

Become a Reality!<br />

Nick Camilleri, Avantech<br />

Closing Keynote: Increase your IM Impact<br />

and Influence within your Organisation<br />

Christopher Barrat,<br />

Greystone Consulting Ltd<br />

Extracting Intelligence from Information<br />

- Is your Unstructured Information,<br />

Machine Learning Ready?<br />

Randolph Perkins-Smart, Qaixen<br />

For more information and to register visit: www.aiimforumeurope.com<br />

OUR EVENT PARTNERS INCLUDE SOME OF EUROPE’S LEADING VENDOR’S IN INFORMATION<br />

MANAGEMENT, GET IN TOUCH TO JOIN THEM:<br />

Deborah Ward-Johnstone | 01892 820936 | deborah@revolution-events.com<br />

AIIM Preferred Providers receive a discount on package rates<br />

HEADLINE<br />

PARTNER


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