DM Jul-Aug 2022
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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 />
Back to basics:<br />
The A-Z of filing systems<br />
Data compliance:<br />
Intelligent Document Processing can help<br />
Technology focus:<br />
Hyperautomation<br />
As-a-Service:<br />
Next year's model?<br />
NEWS • PRODUCT FOCUS • USER PROFILE • INTERVIEWS<br />
ISSN 1351-3222 Vol 30 No 4 <strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2022</strong>
Turn your paper<br />
documents into a<br />
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Our expert services include:<br />
Document Scanning<br />
Document Storage<br />
Microfilm & Microfiche Scanning<br />
FreeDocs Document Management System<br />
Records Management Consultancy Services<br />
Discover the easy, hassle-free way to<br />
go paperless and protect your documents.<br />
Call 0800 612 4065<br />
or email sales@storetec.net<br />
www.storetec.net<br />
BPO/Outsourcing/Bureau Business of the Year 2021, 2020,<br />
2018, 2017, 2015, 2014 & 2013<br />
Compliance Product of the Year – FreeDocs Document<br />
Management 2020<br />
Records Management Product of the Year 2019<br />
London, Manchester, Birmingham, Newcastle and Hull.
Dm<br />
COMMENT<br />
Editor:<br />
Dave Tyler<br />
david.tyler@btc.co.uk<br />
Sub Editor:<br />
Mark Lyward<br />
mark.lyward@btc.co.uk<br />
Welcome to the <strong>Jul</strong>y/<strong>Aug</strong>ust issue of<br />
Publishing Director:<br />
John Jageurs<br />
Document Manager magazine,<br />
john.jageurs@btc.co.uk<br />
Sales Manager:<br />
which covers topics as diverse as<br />
Abby Penn<br />
print management in the cloud, the shift<br />
abby.penn@btc.co.uk<br />
Lead Designer<br />
from RPA to hyperautomation, the increased<br />
Ian Collis<br />
use of intelligent document processing in a<br />
ian.collis@btc.co.uk<br />
Circulation/Subscriptions:<br />
digital mailroom, and the importance of an<br />
Christina Willis<br />
up-to-date data management and archiving<br />
christina.willis@btc.co.uk<br />
Managing Director:<br />
strategy - surely something for everyone?<br />
John Jageurs<br />
We also take a look at the future of the as-a-service model. As-aservice<br />
is not a new concept of course, but it was the cloud that<br />
john.jageurs@btc.co.uk<br />
Published by: Barrow &<br />
enabled its modern characteristics and made it an attractive option<br />
Thompkins Connexion Ltd<br />
35 Station Square,<br />
for large and small business alike. Standardised, on-demand and no<br />
Petts Wood<br />
commitment solutions not only bring obvious business benefits, but<br />
Kent BR5 1LZ<br />
Tel: 01689 616000<br />
also heighten customer expectations for sustained value. As Canon's<br />
Fax: 01689 826622<br />
Tony Wills explains: "Value for money has always been important,<br />
Subscriptions:<br />
but now customers are expressing a need to have more visibility<br />
UK: £35/year, £60/two years,<br />
£80/three years<br />
and control over their expenditure. The as-a-service model can help<br />
Europe: £48/year, £85 two<br />
facilitate this by eliminating substantial upfront payment, allowing<br />
years, £127 three years.<br />
ROW:£62/year, £115/two<br />
businesses to spread the bill across multiple months of service."<br />
years, £168/three years<br />
At the same time as looking at emerging technologies and the<br />
Published 6 times a year.<br />
Single copies can be bought<br />
future of the sector, we also take a look at a topic that has been<br />
for £8.50 (includes postage &<br />
around for as long as document management itself - in fact<br />
packaging). No part of this<br />
magazine may be reproduced<br />
significantly longer. Virtual Cabinet's Laura Bell gives us an in-depth<br />
without prior consent, in writing,<br />
from the publisher.<br />
breakdown of exactly how filing systems work - how they should<br />
©Copyright <strong>2022</strong> Barrow &<br />
operate, and why it's vital to get the basics right before even<br />
Thompkins<br />
thinking about automation: "Whichever order your filing hierarchy is<br />
Connexion Ltd<br />
in and whichever fields it uses to file information correctly, the<br />
Articles published reflect the<br />
most important thing is to make sure all employees are indexing,<br />
opinions of the authors and are<br />
not necessarily those of the<br />
and formatting the file titles in a consistent way."<br />
publisher or his employees. While<br />
every reasonable effort is made<br />
Consistency in filing is key, and there is no point trying to move to<br />
to ensure that the contents of<br />
a paperless approach if the basic filing structures have not been<br />
articles, editorial and advertising<br />
are accurate no responsibility can<br />
properly thought through beforehand. Anyone who's been in IT as<br />
be accepted by the publisher for<br />
errors, misrepresentations or any<br />
long as me will doubtless remember the old 'Garbage in, garbage<br />
resulting effects<br />
out' aphorism. It still holds true today of course - and is perhaps<br />
even more important in a world of exponential data growth!<br />
And last but not least is a reminder to nominate in this year's <strong>DM</strong><br />
Awards - nominations close at the end of <strong>Aug</strong>ust, so readers have a<br />
few short weeks to share their choices before the all-important<br />
public vote opens. Check out the full list of awards categories on<br />
page 28, and head to the website www.dmawards.com to make<br />
your voice heard. Don't forget, there's no need to nominate in every<br />
category, you can simply select the ones you're interested in.<br />
Dave Tyler<br />
Editor<br />
david.tyler@btc.co.uk<br />
www.document-manager.com<br />
<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2022</strong><br />
@<strong>DM</strong>MagAndAwards<br />
3
Dm CONTENTS<br />
C O N T E N T S<br />
JULY/AUGUST<br />
6<br />
8<br />
14<br />
18<br />
22<br />
.....................................................................................................................................................................................................<br />
MANAGEMENT: DIGITAL MAILROOM..........................................................…….6<br />
Jim Close of Kofax explains how to evolve your digital mailroom to become the 'beating<br />
heart' of your organisation<br />
STRATEGY: DATA COMPLIANCE………...........................................................…….8<br />
Stephen Boals of Ephesoft examines the potential uses of intelligent document processing<br />
(IDP) for data compliance<br />
CASE STUDY: TESCO BANK………….............................................................…….10<br />
Parseq has provided a successful lockbox cheque processing solution to Tesco Bank for over<br />
3 years, including throughout the challenging pandemic period<br />
OPINION: CLOUD-BASED <strong>DM</strong>………........................................................……….12<br />
There are numerous benefits to a cloud-based approach to document management,<br />
argues Grace Schneider of Storetec<br />
MANAGEMENT: FILING……..............................................................................…14<br />
Laura Bell of Virtual Cabinet breaks down the basics of filing, arguing that an<br />
understanding of what you need to file and why is every bit as important as how you<br />
choose to do it<br />
CASE STUDY: DOCUMENT LOGISTIX…….......................................................……18<br />
Fujitsu scanners enable Document Logistix to deliver secure and cost-effective outsourced<br />
document capture for millions of documents each year<br />
STRATEGY: ARCHIVAL……….........................................................................……20<br />
Nick Parkin of Proceed Group explains how to close the gap between business and I.T., and<br />
reap the rewards of data archiving<br />
CASE STUDY: KEYSTONE LAW……………................................................……….22<br />
Innovative UK law firm Keystone Law is enjoying continued accelerated growth with its<br />
'lawyer-first strategy', supported by NetDocuments<br />
TECHNOLOGY: MICROFILM……..................................................................……..24<br />
Kaycee Jaeger of e-ImageData explains why low magnification is essential in<br />
microfilm scanning<br />
OPINION: PRINT MANAGEMENT……..........................................................……..26<br />
David Jenkins, CEO at directprint.io, says that migrating print to the cloud is the easiest way<br />
to solve print-related pain points, and save money to boot<br />
EVENT: <strong>DM</strong> AWARDS <strong>2022</strong>……..................................................................……..28<br />
Nominations are now open for this year's <strong>DM</strong> Awards - read on for all the categories, as<br />
well as the all-important dates for your diary<br />
TECHNOLOGY: HYPERAUTOMATION….........................................................……30<br />
Tim Hood of Hyland explains how hyperautomation can create "an interconnected, superefficient<br />
network of technologies"<br />
ANALYSIS: AS-A-SERVICE…..........................................................................…….32<br />
Canon's Tony Wills describes the next step forward for the 'as-a-service' model<br />
4 @<strong>DM</strong>MagAndAwards <strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2022</strong> www.document-manager.com
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scanner fi-7160<br />
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– NHS Best selling NHS scanner<br />
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duty – Document scanning<br />
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Dm MANAGEMENT: DIGITAL MAILROOM<br />
Keeping the heart of your organisation healthy<br />
Jim Close of Kofax explains how to evolve your digital mailroom to become the 'beating<br />
heart' of your organisation<br />
Businesses thrive on data. Just as<br />
humans need their circulatory<br />
system running smoothly to remain<br />
healthy, every successful organisation<br />
depends on the unfettered flow of<br />
information throughout their operations<br />
and lines of business.<br />
Whether it's a new contract, customer<br />
contact details or the latest inventory<br />
report, getting data to the right people<br />
at the right time fuels business growth.<br />
In fact, it's so important that without a<br />
fast and efficient flow of information,<br />
you may even put normal business<br />
operations at risk.<br />
That's even more true today, as remote<br />
and hybrid work transforms the workplace<br />
and the risk of missing or misplacing key<br />
documents increases. To survive and thrive<br />
in the current hybrid-working customer<br />
experience-obsessed digital economy, you<br />
need your digital mailroom to be the<br />
beating heart of your business.<br />
After all, when information doesn't get to<br />
your digital mailroom - or can't seem to<br />
get out of it - your organisational arteries<br />
become clogged, slowing down the steady<br />
stream of data to places where it adds the<br />
most value.<br />
Although organisations digitised their<br />
mailrooms over the last few decades,<br />
scanning incoming documents and<br />
communications to reduce the amount of<br />
paper circulating, they may fall short of<br />
what's required today.<br />
An evolved digital mailroom leverages<br />
innovative intelligent automation<br />
technologies to digitise documents, extract<br />
key data and automatically route it to the<br />
people and applications needing it. With<br />
embedded artificial intelligence capabilities<br />
like natural language processing and<br />
machine learning, your mailroom can<br />
handle both structured and unstructured<br />
data more effectively.<br />
Cloud and artificial intelligence<br />
technologies can get information flowing<br />
to your hybrid workforce a lot more<br />
efficiently and securely than a paper-based<br />
or simple digital mailroom. You can both<br />
unlock the value of all the data your<br />
organisation receives and scale the benefits<br />
easily across the enterprise.<br />
POTENTIAL BLOCKAGES<br />
Evolving your digital mailroom will also<br />
bolster your organisation's defences<br />
against two major challenges. The 'Great<br />
Resignation' shows no signs of letting<br />
up, with one in five workers saying they<br />
are planning to quit in <strong>2022</strong>. With<br />
work-life balance a higher priority,<br />
employees are opting for jobs that offer<br />
remote and hybrid work. Meanwhile,<br />
staying in compliance with a growing<br />
number of regulations is more difficult<br />
when the workplace expands to<br />
numerous virtual locations.<br />
To attract and retain employees, 89<br />
percent of leaders say they plan to invest<br />
in technology in the next 12 to 18<br />
months to support the hybrid workforce,<br />
according to the Hybrid Work Global<br />
Survey 2021. However, that technology<br />
had better include improved document<br />
security and compliance.<br />
Evolving your digital mailroom for a<br />
hybrid workforce will keep both employees<br />
and regulators happy. Digital documents<br />
can be delivered faster and more securely<br />
to employees, whether they're in the<br />
workplace or working remotely. You don't<br />
have to worry about losing a piece of<br />
paper, and you can control who has access<br />
to specific content.<br />
Intelligent automation also makes<br />
compliance easier. Companies can apply<br />
6<br />
@<strong>DM</strong>MagAndAwards<br />
<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2022</strong><br />
www.document-manager.com
MANAGEMENT: DIGITAL MAILROOM Dm<br />
"AN EVOLVED DIGITAL MAILROOM LEVERAGES INNOVATIVE INTELLIGENT AUTOMATION TECHNOLOGIES TO<br />
DIGITISE DOCUMENTS, EXTRACT KEY DATA AND AUTOMATICALLY ROUTE IT TO THE PEOPLE AND APPLICATIONS<br />
NEEDING IT. WITH EMBEDDED ARTIFICIAL INTELLIGENCE CAPABILITIES LIKE NATURAL LANGUAGE PROCESSING<br />
AND MACHINE LEARNING, YOUR MAILROOM CAN HANDLE BOTH STRUCTURED AND UNSTRUCTURED DATA<br />
MORE EFFECTIVELY."<br />
business rules for applicable industry<br />
regulations, and an electronic audit trail<br />
serves as a record of proof. Improved<br />
compliance has an added benefit of cost<br />
savings, as it helps your company avoid<br />
hefty penalties.<br />
REAP THE REWARDS<br />
Organisations that leverage intelligent<br />
automation and the cloud see quick<br />
and substantial gains. ROI is typically<br />
realised in the first year, thanks to the<br />
following benefits:<br />
1. More accurate data: Re-keying data is<br />
an unhealthy habit. When wrong data is<br />
entered into your systems, operations<br />
slow down. With automation, you can<br />
rest assured all incoming data is extracted,<br />
validated and routed accurately.<br />
2. Faster response times: As your business<br />
grows, so will the number of requests<br />
you'll receive. Slow, manual processes<br />
simply don't fit in the modern hybrid<br />
workplace. Digital mailroom automation<br />
processes documents and converts<br />
unstructured data so it's ready for your<br />
line of business systems.<br />
3. Improved insight and control: A datahealthy<br />
organisation can't run unattended.<br />
Intelligent automation improves<br />
performance by allowing companies to<br />
analyse and monitor critical applications.<br />
Actionable data improves visibility into<br />
which business processes are running<br />
smoothly and which ones need<br />
improvement.<br />
4. Happier customers and suppliers: As<br />
more companies digitally transform their<br />
own operations, they'll have higher<br />
expectations for interactions with your<br />
organisation. A digital mailroom will help<br />
you check the status of customer and<br />
supplier queries more quickly and create a<br />
more positive experience.<br />
HOW EVOLVED IS YOUR DIGITAL<br />
MAILROOM?<br />
How do you know if your digital mailroom<br />
is up to modern day tasks? These four<br />
questions can help you assess the quality<br />
of your current digital mailroom.<br />
1. Are you able to process all documents<br />
in any format or channel? For faster and<br />
more accurate document processing<br />
across the entire enterprise, your digital<br />
mailroom should be using artificial<br />
intelligence technologies like natural<br />
language processing, machine learning<br />
and mobile capture. Document<br />
intelligence capabilities can extract key<br />
information, categorize various document<br />
types and optimise data for processing.<br />
2. Can you automatically route data to the<br />
right person, every time? Much of the<br />
data your organisation receives supports<br />
multiple teams and processes. A<br />
connected system approach ensures<br />
information flows smoothly to various<br />
applications, software and databases.<br />
Your digital mailroom should be able to<br />
deliver details of a newly signed contract<br />
to sales, finance and customer support<br />
simultaneously.<br />
3. How optimised are your digital<br />
mailroom workflows? Digital mailroom<br />
automation software equipped with<br />
process orchestration makes it possible<br />
to get more work done without hiring<br />
more human workers. In fact, human<br />
employees can spend less time manually<br />
sorting through incoming mail and<br />
routing it to the right workflows and<br />
more time on higher value tasks that<br />
make your customers and suppliers<br />
happy.<br />
4. Have you automated manual, timeconsuming<br />
tasks? Digital 'robot' workers<br />
are ideal candidates for processing,<br />
extracting and validating incoming<br />
information.The work is done faster and<br />
without errors. RPA streamlines mailroom<br />
workflows, saving time and money. RPA<br />
bots can also keep up with the increased<br />
flow of information coming into the<br />
organisation, so you don't need to worry<br />
about how you'll handle the growing<br />
volume of mail over time.<br />
The evolved digital mailroom can<br />
efficiently process any content arriving in<br />
any channel and integrate the resulting<br />
context-sensitive data into the<br />
appropriate downstream business<br />
applications. This new powerhouse of<br />
business efficiency is no longer just a<br />
mailroom - it's the strong and healthy<br />
beating heart of your organisation that<br />
keeps information pumping and<br />
accelerates digital workflow<br />
transformation.<br />
More info: www.kofax.com<br />
www.document-manager.com<br />
<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2022</strong><br />
@<strong>DM</strong>MagAndAwards<br />
7
Dm STRATEGY: DATA COMPLIANCE<br />
Compliance: is IDP the answer?<br />
Stephen Boals, SVP Strategy and Evangelism at Ephesoft, examines the potential<br />
uses of intelligent document processing (IDP) for data compliance<br />
Data compliance ensures that<br />
sensitive digital assets or<br />
data is organised and<br />
managed in a way to help<br />
companies meet business<br />
rules, workflows and policies<br />
along with legal and<br />
governmental regulations. It<br />
is also critical to the privacy<br />
of people's personal<br />
information and how<br />
organisations store and<br />
secure that sensitive data. An<br />
organisation's data fuels<br />
business processes,<br />
workflows,<br />
applications<br />
and<br />
ultimately decision-making and<br />
insights.<br />
Regulations around data compliance<br />
spell out what data needs to be<br />
protected, what processes are<br />
acceptable and what the penalties will<br />
be for failure to follow the rules. Data<br />
compliance ensures your business<br />
meets the minimum legal<br />
requirements.<br />
This often can be confused with data<br />
security, which covers all the processes<br />
and technologies of securing sensitive<br />
data, including firewalls, authentication<br />
and password protection protocols.<br />
Therefore, businesses must be data<br />
compliant per regulations, but that<br />
doesn't guarantee their data is secure -<br />
although the goal should be to have<br />
both data compliance and data<br />
security. To achieve security and privacy,<br />
8 <strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2022</strong> www.document-manager.com<br />
@<strong>DM</strong>MagAndAwards
STRATEGY: DATA COMPLIANCE Dm<br />
"ENABLING ACCESSIBLE DATA IS THE CRUX OF DATA COMPLIANCE. A SIMPLE EXAMPLE IS A PERSON WHO NO<br />
LONGER WANTS YOU TO HAVE THEIR DATA, WHICH COULD BE IN MULTIPLE APPLICATIONS AND FILES. IDP<br />
OFFERS AN AUTOMATED SOLUTION TO MAKE THE DATA SEARCHABLE SO IT CAN BE DELETED QUICKLY AND<br />
MEET PRIVACY REQUIREMENTS. OR, IN ONE CASE STUDY WITH VOPAK, THE WORLD'S LEADING INDEPENDENT<br />
TANK STORAGE COMPANY, THEY USED IDP AND WERE ABLE TO REDUCE THEIR AUDITS FROM 2-3 WEEKS TO<br />
ONLY A FEW HOURS BY ELIMINATING MANUAL DATA ENTRY AND SEARCHING."<br />
enterprises need data governance,<br />
which includes organisational policies<br />
and processes that control how data is<br />
managed in the organisation.<br />
THE COMPLIANCE LANDSCAPE<br />
With GDPR, California Consumer Privacy<br />
Act (CCPA), HIPAA, PCI DSS, PII, antimoney<br />
laundering (AML) and know your<br />
customer (KYC) regulations - and many<br />
more globally, businesses must find a<br />
way to become and stay data compliant.<br />
The results can be crippling.<br />
Organisations lose an average of<br />
US$4 million in revenue due to a<br />
single non-compliance event.<br />
(GlobalScape's The True Cost of<br />
Compliance with Data Protection<br />
Regulations)<br />
The leading risk among<br />
organisations for <strong>2022</strong> so far is cyber<br />
incidents (e.g. cyber crime, IT<br />
failure/outage, data breaches, fines<br />
and penalties) followed by business<br />
interruption (42%), including supply<br />
chain disruptions. (Statista)<br />
70% of risk and compliance experts<br />
said the pandemic has increased<br />
their reliance on technology to<br />
improve decision-making,<br />
performance monitoring and risk<br />
management. (Thomson Reuter's<br />
Fintech, Regtech and the Role of<br />
Compliance Report 2021)<br />
In a data compliance survey, 62.4%<br />
of survey respondents said that their<br />
company isn't "completely<br />
compliant" with the data regulations<br />
that apply to them, including GDPR,<br />
CCPA and CDPA. (Business 2<br />
Community Survey)<br />
WHERE DOES IDP FIT IN?<br />
In our current business world,<br />
documents are just a form of data<br />
that needs to be managed and<br />
governed. Most organisations have<br />
massive document repositories that<br />
sit as dark data, and can be a massive<br />
compliance headache.<br />
Intelligent document processing<br />
(IDP) is a solution that uses AI-based<br />
technology to capture, classify,<br />
extract, validate and export data from<br />
documents into another system.<br />
Modern IDP platforms transform<br />
documents with unstructured or<br />
semi-structured data into actionable,<br />
structured data that can be fed into<br />
other systems to automate<br />
workflows, centralise information,<br />
perform data analysis and business<br />
intelligence, as well as simply make a<br />
large volume of data easily<br />
searchable.<br />
Enabling accessible data is the crux<br />
of data compliance. A simple example<br />
is a person who no longer wants you<br />
to have their data, which could be in<br />
multiple applications and files. IDP<br />
offers an automated solution to make<br />
the data searchable so it can be<br />
deleted quickly and meet privacy<br />
requirements. Or, in one case study<br />
with Vopak, the world's leading<br />
independent tank storage company,<br />
they used IDP and were able to<br />
reduce their audits from 2-3 weeks to<br />
only a few hours by eliminating<br />
manual data entry and searching.<br />
Alliance Bank used IDP to not only<br />
speed up the loan application process<br />
but also to increase fraud prevention<br />
and detection.<br />
A RAFT OF BENEFITS<br />
There are hundreds of use cases for<br />
intelligent document processing,<br />
depending on industry and business<br />
needs, from accounts payable, human<br />
resources, mailroom and applications to<br />
loans, insurance claims, financial<br />
documents, records and transcripts.<br />
Here's how IDP can help as it relates to<br />
data compliance:<br />
Can process large volumes of<br />
documents fast<br />
Streamlines regulatory reporting<br />
Connects with any RPA, analytics<br />
applications or any other system of<br />
record for more complete<br />
information<br />
Eliminates human errors from manual<br />
data entry<br />
Enables searchable data for easy<br />
removal of customer information if<br />
requested<br />
Decreases audit times from weeks to<br />
hours<br />
Can find documents in seconds<br />
Drives employee productivity,<br />
accuracy and efficiency<br />
Improves customer experience and<br />
satisfaction<br />
Can be used for KYC or AML<br />
initiatives to reduce fraud and<br />
suspicious activity<br />
The consequence of non-compliance<br />
can risk financial losses and fines, security<br />
breaches, license revocations, business<br />
disruptions, poor patient care, trust,<br />
brand perception and reputation. It's<br />
easier than you think to add IDP into your<br />
tech stack and avoid the consequences.<br />
More info: www.ephesoft.com<br />
www.document-manager.com<br />
<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2022</strong><br />
@<strong>DM</strong>MagAndAwards<br />
9
Dm CASE STUDY: TESCO BANK<br />
Cheques and balances<br />
Parseq has provided a successful lockbox cheque processing solution to Tesco Bank<br />
for over 3 years, including throughout the challenging pandemic period<br />
with associated cheques provided to<br />
the nominated clearing provider to<br />
enter clearing. The Tesco Bank<br />
deployment has been a success in<br />
numerous ways:<br />
Tesco Bank is one of the most<br />
recognisable retail brands in the<br />
UK providing customers with a<br />
wide range of banking products,<br />
linking loyalty products with the parent<br />
retail group. Tesco's activity as a key<br />
supplier and key service provider<br />
through the pandemic increased<br />
substantially. Through the dramatic<br />
change in the marketplace, their<br />
primary focus was to continue to<br />
provide critical banking services to all<br />
customers. The key driver for this was<br />
to ensure a continuation of service<br />
through a challenging time.<br />
Like many large organisations, Tesco<br />
Bank opted to outsource services to<br />
optimise efficiency, reduce operational<br />
costs and enable internal resources to<br />
focus on key elements within the<br />
organisation. The nature of the<br />
contract originally involved Parseq<br />
being on-boarded as a supplier change<br />
(with HSBC) and followed with a full<br />
contract transition to Parseq as a direct<br />
service provider. Partnering with Parseq<br />
enabled reliable management of the<br />
service for the customer base.<br />
RELIABILITY OF SERVICE<br />
The priority for Tesco Bank was to have<br />
reliability of service which Parseq<br />
provided seamlessly and promptly<br />
without error. A driving desire for Tesco<br />
was efficient responsiveness to their<br />
requirements to enable an effective<br />
process that benefited the entire<br />
customer experience.<br />
The transition to Parseq sought to<br />
achieve the following:<br />
Providing one standard service<br />
option<br />
Partnering with a reliable service<br />
Continuous investment strategy,<br />
strengthening key services Value for<br />
money<br />
Insightful, real time MI & data<br />
intelligence<br />
Responsiveness to changes in service<br />
or requirements<br />
A PEDIGREE SOLUTION<br />
Through strategic collaboration and<br />
end-to-end communication between<br />
Tesco and Parseq, the proposed<br />
solution was to offer a lockbox service<br />
to Tesco Bank products. Parseq has an<br />
extensive history and pedigree in<br />
delivering UK and international lockbox<br />
services to leading banks and financial<br />
institutions with many clients<br />
benefiting from the service for in excess<br />
of 45 years.<br />
The lockbox service consists of: receipt<br />
of cheques and remittances, opening,<br />
validating, scanning, data capture,<br />
supplying required data to the client,<br />
<br />
<br />
<br />
<br />
<br />
<br />
Seamless service from deposit to<br />
the point of clearing: over 75K<br />
cheques processed.<br />
Providing optimum service delivery<br />
through challenging times and<br />
exceeding service levels.<br />
Collaborative partnership with Tesco<br />
Bank has open and clear<br />
communication, with real time<br />
processing information.<br />
Tesco Bank have had no escalations<br />
over the term of the partnership and<br />
provide regular positive feedback for<br />
the services and future plans.<br />
Client visibility with detailed reports<br />
and status updates on cheque<br />
processing.<br />
ADIR solution to provide visibility on<br />
images for cheques and remittances<br />
24/7.<br />
Following the smooth transition &<br />
implementation of the initial service,<br />
Parseq have continued to provide Tesco<br />
Bank a robust, reliable and responsive<br />
service with no incidents or issues over<br />
the last 3 years.<br />
"Transitioning to Parseq as our lockbox<br />
cheque processing partner was<br />
completely seamless and pain free,"<br />
commented Paul Galletta, commercial<br />
manager, Tesco Bank. "From the initial<br />
engagement and implementation to<br />
the robust service delivery, we have<br />
been highly impressed throughout.<br />
Parseq's support and sheer<br />
responsiveness has meant that our<br />
customers have continued to receive<br />
our critical services and exceptional<br />
levels of customer experience through<br />
such a challenging pandemic."<br />
More info: www.parseq.com<br />
10 @<strong>DM</strong>MagAndAwards <strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2022</strong> www.document-manager.com
Dm OPINION: CLOUD-BASED <strong>DM</strong><br />
Cloud covered<br />
There are numerous benefits to a cloud-based<br />
approach to document management, argues Grace<br />
Schneider of Storetec<br />
Many businesses are moving away<br />
from network installed<br />
document management systems<br />
and are moving toward cloud-based<br />
systems instead. This is due to many<br />
factors such as the lack of versatility, the<br />
cost and resources associated with<br />
hosting and managing it, and<br />
security/compliance.<br />
What do we mean by 'cloud' in this<br />
context? The cloud refers to servers that<br />
are available on-demand over the<br />
internet, without direct management by<br />
the user. The cloud enables users to<br />
access files from any location or device<br />
because the hosting takes place on servers<br />
in a data centre, rather than locally on the<br />
users' device or server - making it<br />
incredibly versatile and the perfect<br />
solution for remote/hybrid working.<br />
BENEFITS OF A CLOUD BASED <strong>DM</strong>S<br />
Hosted by a third-party supplier - Having<br />
a dedicated in-house IT team to manage<br />
the network is at a premium and not the<br />
case for most SME's. By transferring the<br />
responsibility to a third-party supplier<br />
whose primary job and expertise is to<br />
host and maintain the system, you can<br />
ensure your data is in the best possible<br />
hands. In addition, many suppliers are<br />
very easily accessible if any issues do<br />
occur, perhaps even more than your<br />
internal IT team who will have other day<br />
to day priorities.<br />
Advanced search capabilities - A <strong>DM</strong>S<br />
like FreeDocs has vast search capabilities<br />
which means employees can access<br />
documents quicker than ever before.<br />
FreeDocs has the capability of searching<br />
through 238 million records in just 4<br />
seconds, ensuring that employees are<br />
using their time more efficiently. Such<br />
capability is far greater on a cloudbased<br />
system with computing power<br />
that can be upscaled seamlessly<br />
compared to an internal system with<br />
hardware limitations.<br />
Support remote/hybrid working - The<br />
cloud offers versatility and accessibility as<br />
users do not need to log in through a<br />
virtual private network (VPN) to<br />
collaborate. Operating on the Amazon<br />
AWS cloud infrastructure, FreeDocs<br />
facilitates secure access from any<br />
location, at any time. This gives workers<br />
instant access to information that could<br />
otherwise take valuable time and<br />
resources to locate and access.<br />
Furthermore, FreeDocs' concurrent<br />
licensing structure facilitates effective<br />
collaboration, allowing teams to access<br />
the same information simultaneously<br />
from their individual remote locations.<br />
Security - Cyber threats are always<br />
evolving. Many SME's do not have the<br />
time or expertise to ensure network safety<br />
on their own. With a cloud based <strong>DM</strong>S,<br />
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www.document-manager.com
OPINION: CLOUD-BASED <strong>DM</strong> Dm<br />
your data is protected by numerous<br />
layers of security. FreeDocs is hosted on<br />
the Amazon Web Services (AWS) cloud<br />
via an online portal, secured using<br />
password authentication and SHA256<br />
encryption via a HTTPS connection.<br />
Additional security features are available<br />
such as IP locking, Multi-Factor<br />
Authentication and Single Sign-on<br />
(SSO) to facilitate compliance with all of<br />
your own internal security protocols.<br />
Scalability - The cloud is not limited to a<br />
certain amount of usage, unlike<br />
network installed <strong>DM</strong>S' which may<br />
require additional hardware to provide<br />
sufficient storage and processing<br />
power. No matter if you are a small<br />
business with limited documents or an<br />
international corporation with massive<br />
amounts, you can benefit from a cloud<br />
based <strong>DM</strong>S. FreeDocs is instantly<br />
scalable to businesses of any size. You<br />
can instantly upscale or downscale your<br />
usage and storage space seamlessly, to<br />
keep up with fluctuations in demand.<br />
Your FreeDocs database can grow with<br />
your business.<br />
Flexibility - With a cloud based <strong>DM</strong>S,<br />
licenses can be added as needed by<br />
contacting your provider. Users can<br />
easily be given access to the system and<br />
new databases can be created and<br />
removed with minimal effort from you.<br />
A network installed system does not<br />
allow this type of flexibility.<br />
Integration from MS Office applications<br />
- With FreeDocs' new MS Office<br />
Uploader tool, you can add documents<br />
you are working on directly into<br />
FreeDocs. Just download the free add-in<br />
from the Microsoft Office add-ins store,<br />
log in to FreeDocs and click upload. A<br />
copy of the selected file will be added<br />
to the database of your choice -<br />
allowing all the accessibility, security,<br />
and other benefits of FreeDocs for your<br />
file immediately, all from your chosen<br />
Office product.<br />
Integration with line-of-business<br />
systems - Storetec's in-house software<br />
development team is constantly<br />
working on FreeDocs to create custom<br />
solutions to interface with client's own<br />
systems to improve their business<br />
operations.<br />
No upfront costs - FreeDocs has no<br />
upfront fees. We will even offer you a<br />
3-month free trial to ensure you love<br />
the system before you commit.<br />
Ongoing training - Your supplier should<br />
want you to get the most out of your<br />
system. At Storetec we don't want to<br />
see you struggle, we offer on-going<br />
training for your team whenever<br />
needed, to ensure you have on-going<br />
support and are using your system to its<br />
greatest potential.<br />
Are you interested in seeing these<br />
benefits for yourself or just want to<br />
explore your options? Contact our team<br />
today to get a 3-month free trial of<br />
FreeDocs. Our software development<br />
team can work alongside you to create a<br />
bespoke solution which meets your<br />
business's requirements. We are available<br />
for Teams/Zoom calls at your request. We<br />
are confident that you'll love it.<br />
More info: www.storetec.net<br />
www.document-manager.com<br />
<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2022</strong><br />
@<strong>DM</strong>MagAndAwards<br />
13
Dm MANAGEMENT: FILING<br />
Back to basics: the A-Z of filing systems<br />
Laura Bell of Virtual<br />
Cabinet breaks down the<br />
basics of filing, arguing<br />
that an understanding of<br />
what you need to file and<br />
why is every bit as<br />
important as how you<br />
choose to do it<br />
Whether it's pesky piles of paper<br />
that are getting you down or<br />
you're facing a digital<br />
document disaster at work, efficient<br />
filing is the only way to truly tame the<br />
chaos. Our world is full of data and<br />
that data has to go somewhere.<br />
Spreadsheets, notes, reports, records,<br />
meeting minutes, and legal documents<br />
all become one thing: documents.<br />
Documents become files and files (as<br />
their name suggests) need filing or else<br />
chaos and anarchy will reign! Well,<br />
that may be a little over-dramatic, but<br />
misfiling and inconsistent arranging of<br />
files can certainly result in a whole lot<br />
of inconvenience and stress.<br />
With a view to being helpful, here is<br />
our guide on how to file, manage, and<br />
organise your documents so you never<br />
struggle to find a file again. Whether<br />
you're wading through physical or<br />
digital documents, we can help you<br />
make your system efficient and<br />
minimise the time wasted on filing and<br />
finding documents.<br />
WHY DOES EFFICIENT FILING<br />
MATTER?<br />
When you're dealing with paper<br />
documents, inadequate filing systems<br />
can cause irreparable damage that can<br />
lead to serious awkwardness when the<br />
audit officer comes a-knocking. In terms<br />
of GDPR and data compliance,<br />
businesses are now solely responsible for<br />
the protection and timely destruction of<br />
their internal and external data. Laws<br />
govern which types of information you<br />
can and cannot store and for how long<br />
it is ethical to keep.<br />
Paper filing sure has its drawbacks<br />
which is why most companies have at<br />
least started the process of going<br />
14 @<strong>DM</strong>MagAndAwards <strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2022</strong> www.document-manager.com
MANAGEMENT: FILING Dm<br />
paperless and switching to digital<br />
files. However, if you're struggling to<br />
find workarounds for physical<br />
paperwork and want to keep those<br />
document files in an orderly fashion<br />
for ease of work, then fear not. We're<br />
here to help. Similarly, if your<br />
company has fully embraced the age<br />
of digital transformation and you're<br />
looking for ways to make your virtual<br />
filing cabinet a well-ordered TARDIS<br />
of data and information, then great!<br />
We've got the goods to ensure your<br />
digital filing system is squeaky clean<br />
and easy to navigate for everyone.<br />
FIVE WAYS TO FILE<br />
There are generally considered to be<br />
five main ways of organising files,<br />
regardless of whether they are virtual<br />
documents or hard copies. Any of<br />
these should be a good place to start<br />
when implementing a company-wide<br />
filing system for paper files and<br />
electronic files alike.<br />
By subject - categorise files<br />
according to the subject of the<br />
contents of the document. This is<br />
a logical way of organising files<br />
because it groups documents that<br />
are similar in topic or structure.<br />
Alphabetically - even within larger<br />
categories, filing things<br />
alphabetically can make more<br />
sense for the next person who<br />
wants to find something. Many<br />
electronic filing systems already do<br />
this within digital folders.<br />
Numerically - depending on what<br />
the majority of your documents<br />
contain, filing by number can<br />
make a lot of sense.<br />
By place - This won't apply to<br />
every industry sector or business,<br />
but for files that are to do with a<br />
specific location or place, it can<br />
make sense to order them by<br />
location.<br />
By date - This is a pretty common<br />
method of filing documents. For<br />
example, filing financial<br />
documents by year will reduce the<br />
time wasted scrolling through<br />
records from past years.<br />
THE FILING HIERARCHY<br />
Most companies will choose to<br />
combine two or more of the above<br />
options to organise documents and<br />
groups of documents. This is fine, but<br />
it's important to set a standard that<br />
works across the whole company so<br />
that everyone can understand and use<br />
the same set of rules.<br />
This will be vital when it comes to<br />
retrieving files at a later date,<br />
especially if the person trying to find<br />
the document wasn't the one who<br />
initially filed it. The order you choose<br />
has to be logical for the types of<br />
documents you typically use and the<br />
most important filing criterion should<br />
start the file title so that it's easy to<br />
identify later.<br />
For example, if you had an estate<br />
agency or property business, you<br />
might decide that the most important<br />
way to divide files is by location<br />
(location, location). You could create<br />
folders for each country, city, or<br />
individual address where properties<br />
associated with your company are.<br />
You may then want to further subdivide<br />
files within these folders again<br />
by date or more specific location to<br />
help distinguish between types of<br />
documents.<br />
Typically, you wouldn't want to use<br />
more than three filing methods in<br />
your hierarchy, or it will get too<br />
confusing for everyone to remember.<br />
As with many things in life, simplicity<br />
is often better, and this will certainly<br />
help avoid misfiling which can be<br />
extremely frustrating for those trying<br />
to find the file later. In short, you<br />
need to balance having a descriptive<br />
file name with having a simple system.<br />
The diagram on the next page shows<br />
two examples of filing formulas that<br />
use three filing criteria to file<br />
documents for their business. The<br />
bottom of the pyramid is the first<br />
priority and the first part of the file<br />
name. Then you work up the pyramid.<br />
A file name using filing hierarchy A<br />
might look like this: 'Susan Jones tax<br />
return <strong>2022</strong>' OR 'CJ Construction<br />
employee handbook 2016'.<br />
A file name using Hierarchy B with<br />
index numbers as the priority criteria<br />
might look like this: 'SJ12001 <strong>2022</strong> tax<br />
return' OR 'CJC4503 Jan 2016<br />
employee handbook'. You can either<br />
assign index numbers to each case,<br />
task, or client or perhaps you use<br />
software that generates this field for<br />
you. In any case, the index code<br />
should feature in the file title.<br />
CONSISTENCY IS KEY<br />
Whichever order your filing hierarchy<br />
is in and whichever fields it uses to file<br />
information correctly, the most<br />
important thing is to make sure all<br />
employees are indexing, and<br />
formatting the file titles in a<br />
consistent way. If you do choose to<br />
use client or case reference numbers,<br />
as in filing hierarchy B, you must make<br />
sure that these indexing numbers are<br />
available for all people in the company<br />
to view. A spreadsheet with each<br />
client's name next to its relevant index<br />
code would suffice, as long as that,<br />
too is filed correctly.<br />
If you take nothing else away from<br />
this article then hark at this:<br />
inconsistency in filing = data chaos.<br />
Therefore, it matters less what your<br />
filing hierarchy is than making sure<br />
everyone is using the same filing<br />
method.<br />
PRINCIPLES OF PAPER FILING<br />
While many industries are well on<br />
their way to becoming fully paperless,<br />
others have struggled to make the<br />
switch. Paper prescriptions, legal<br />
contracts, and financial documents<br />
are amongst the worst offenders that<br />
stubbornly resist digitalisation. If<br />
you're in one of those industries<br />
where the paperless office is but a<br />
distant dream then the following is<br />
for you.<br />
GET A SYSTEM<br />
As we said earlier, you can choose any<br />
method of filing, as long as it's simple<br />
enough for everyone to adopt and<br />
general enough to be used for all<br />
documents company-wide. Implement<br />
www.document-manager.com<br />
<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2022</strong><br />
@<strong>DM</strong>MagAndAwards<br />
15
Dm MANAGEMENT: FILING<br />
a system and make sure people stick<br />
to it.<br />
BE RUTHLESS<br />
Statistics say that once a document is<br />
filed, there is a 95% chance of it never<br />
being retrieved. That's not because<br />
admin staff are daft or that they're<br />
shoving it all in the filing cabinets<br />
without a recognised order. We love<br />
you, filing wizards! No, the reason<br />
why only 5% of filed documents will<br />
ever feel the sunlight on their ink<br />
again, is that we only need to retrieve<br />
those few files again.<br />
There are some types of files you are<br />
obliged to keep for data protection<br />
and audit purposes, but before you<br />
file six copies of meeting minutes<br />
from an internal meeting, think<br />
logically. Don't file what you don't<br />
need to. It only becomes someone's<br />
job to shred it at the end of the<br />
retention period, maybe even yours.<br />
GET THE RIGHT TOOLS<br />
A poor workman blames his/her tools,<br />
or so we've heard, but without the<br />
proper tools in place, your filing<br />
system could result in an audit<br />
disaster with no one to blame but<br />
you. Some of the items you'll need to<br />
invest in to keep a well-ordered paper<br />
filing system are:<br />
Plastic wallets, folders, dividers,<br />
and paper - a lot of it<br />
Industrial scanners, printers, and<br />
printer ink - a lot of that too<br />
Stationery, including (but by no<br />
means limited to) pens, pencils,<br />
paper-clips, file ties, hole punchers,<br />
and the tiniest of tweezers to pick<br />
up all the tiny paper doughnut<br />
holes off the carpet when you're<br />
done with it<br />
Giant, metal filing cabinets to<br />
protect your critical documents<br />
from typhoons and other disasters<br />
And of course, you'll need some<br />
sort of mild sedative on hand for<br />
when the paper tray in the printer<br />
starts jamming every third use<br />
With a steady supply of all these<br />
items, plasters on hand for paper<br />
cuts, and a lot of patience, you can<br />
continue to run a paper-full office for<br />
some time to come. But then again,<br />
why would you?<br />
PAPER VS. DIGITAL DOCUMENT<br />
MANAGEMENT<br />
Alternatively, for a paperless office to<br />
work you will need the following<br />
items:<br />
A quality document management<br />
system - such as Virtual Cabinet<br />
A small reliable scanner to convert<br />
paper documents to digital files to<br />
put in it<br />
You get the point. Just because you<br />
can archive paper files efficiently with<br />
collective, consistent filing techniques,<br />
it doesn't mean you should continue<br />
to do so. Although we don't deal<br />
solely with accounting professionals<br />
Virtual Cabinet has a very real<br />
presence in the accounting world -<br />
one profession that is widely<br />
recognised to be one of the hardest<br />
to turn paperless, but we help<br />
businesses go paperless every day. It<br />
not only benefits the environment and<br />
reduces your costs, but a great<br />
document management system can<br />
and will save you more time than<br />
you'll know what to do with in your<br />
work day. Who doesn't like the sound<br />
of that?<br />
FINAL THOUGHTS<br />
If you're reading this, then we dare<br />
say we're preaching to the converted<br />
regarding paperless offices, but it's<br />
never a bad idea to take stock of what<br />
paper is being produced by your<br />
business or coming into your office<br />
from external sources. Can outgoing<br />
and incoming post be reduced, or<br />
client documents sent electronically<br />
through a portal?<br />
Whatever stage your paperless<br />
journey is at right now, you can use<br />
our filing tips to create a companywide,<br />
consistent file naming hierarchy<br />
that will ensure you can always find<br />
what you're looking for. Alternatively,<br />
of course, you could just let Virtual<br />
Cabinet index and automatically file<br />
your incoming documents without<br />
any fuss. Virtual Cabinet has powerful<br />
integrations with dozens of other<br />
software systems, automatic email<br />
capture, and everything you need to<br />
keep your audit trail squeaky clean.<br />
More info: www.virtualcabinet.com<br />
16 @<strong>DM</strong>MagAndAwards <strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2022</strong> www.document-manager.com
Dm CASE STUDY: DOCUMENT LOGISTIX<br />
No room for errors<br />
Fujitsu scanners enable Document Logistix to deliver secure and cost-effective outsourced<br />
document capture for millions of documents each year<br />
benefits such as the ability to quickly<br />
find and analyse data at scale.<br />
With many of its customers<br />
Document Logistix manages the<br />
transport and storage of physical<br />
documents itself, delivering them to be<br />
processed at their headquarters in<br />
Milton Keynes. A dedicated team is<br />
responsible for the scanning of physical<br />
documents, so that they can be<br />
automatically processed and managed<br />
in Document Manager.<br />
Document Logistix is a global<br />
document management provider<br />
- often featured in the pages of<br />
this magazine - helping SME's and<br />
blue-chip customers navigate their<br />
digital transformations by digitising<br />
archived paper-based documents.<br />
Delivered through its Document<br />
Manager (no relation!) Platform,<br />
Document Logistix extracts information<br />
to help businesses manage their<br />
internal document workflows and<br />
capture archived data more effectively.<br />
Compliance with data protection<br />
regulations requires organisations to<br />
introduce digital infrastructures for<br />
storing and documents. This is<br />
particularly important within business<br />
functions dealing with sensitive<br />
information governed by strict rules<br />
such as in HR. However, digitising large<br />
scale information can also deliver other<br />
MINIMISING ERRORS & DELAYS<br />
In the UK, Document Logistix has<br />
managed this process from collection<br />
to digitisation for businesses such as<br />
DHL, Huddersfield University and<br />
Queens University Belfast. Working<br />
through millions of documents per<br />
year, it is imperative that capture is<br />
efficient and issues such as feed errors<br />
or any other delays are kept to a<br />
minimum.<br />
To maintain the highest quality,<br />
Document Logistix has twelve Fujitsu<br />
devices (made up of six fi-6800 and six<br />
fi-7800 devices) in its bureau. The<br />
robust fi Series production scanner<br />
range offers reliable, high-speed results<br />
and minimises downtime, while<br />
maintenance features allow users such<br />
as Document Logistix to reduce time<br />
spent on scheduled servicing. State of<br />
the art document feeding technology<br />
handles even mixed batches of paper<br />
types, formats, thicknesses, materials,<br />
sizes and volumes, boosting the<br />
efficiency of employees and the<br />
scanning process by saving time sorting<br />
and separating batches.<br />
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CASE STUDY: DOCUMENT LOGISTIX Dm<br />
"CONTINUED MOVES TO DIGITALLY TRANSFORM ARCHIVES IN COMPLIANCE WITH REGULATIONS SUCH AS GDPR<br />
HAS LED TO AN INCREASE IN BUSINESSES LOOKING TO MANAGE THEIR DOCUMENTS AND INFORMATION IN A<br />
DIGITAL PLATFORM. OUR DOCUMENT MANAGER HUB OFFERS AN OUTSOURCED SERVICE FOR DOCUMENT<br />
CAPTURE, WHICH TODAY PROCESSES MILLIONS OF PAPER DOCUMENTS EACH YEAR. FUJITSU'S SCANNERS<br />
ENSURE THAT THE CAPTURE OF DOCUMENTS CAN BE COMPLETED QUICKLY AND EASILY WITH NO ISSUES SUCH<br />
AS FEED ERRORS, WHICH CAN TAKE UP TIME AND AFFECT OTHER PROCESSES WITHIN THE CHAIN."<br />
The devices also benefit from Fujitsu's<br />
PaperStream software solution to help<br />
deliver the highest quality scans. The<br />
high speed and accuracy with which<br />
documents are captured enables the<br />
Document Logistix team to work<br />
through documents quickly, resulting in<br />
effective OCR processing and input into<br />
Document Manager software as well.<br />
CLARITY IS CRUCIAL<br />
The Document Manager solution relies<br />
on OCR technology to accurately lift<br />
information from the scanned<br />
documents and feed it into the<br />
system, where it can be stored and<br />
filed digitally and accessed through<br />
search functions. For example, in an<br />
HR function, documents can be stored<br />
and sorted by type such as CVs,<br />
Passports or invoices. This process is<br />
reliant on high quality and clear scans.<br />
Every user access and action within<br />
Document Manager is time-stamped<br />
and recorded, so internal quality<br />
audits or external compliance audits<br />
are no longer the time-consuming<br />
worry they once were. Evidence of<br />
compliant processes can be produced<br />
instantly. To prevent information being<br />
viewed by unauthorised personnel - or<br />
hacked - standard folders and files are<br />
assigned only to authorised<br />
population groups.<br />
Further measures can be introduced<br />
so that personal data cannot be seen<br />
at all in common procedures such a<br />
subject access request (SAR). Personal<br />
data and information can be redacted<br />
(masked) to comply with a range of<br />
strictures, including GDPR.<br />
The Document Logistix offering also<br />
provides the means not only to ensure<br />
that there is only one up-to-date<br />
digital version of a document, but also<br />
to prevent loss or mischief as<br />
documents do not have to be<br />
duplicated, copied or moved to<br />
different locations.<br />
A CLEAR QUALITY DIFFERENCE<br />
The high quality delivered by the<br />
Fujitsu devices is imperative to<br />
ensuring information is correct. If<br />
information lifted through OCR<br />
contains any errors, keyword searches<br />
within the platform may fail to flag a<br />
key document resulting in a<br />
compliance issue, or lost revenue from<br />
a missing contract or invoice. The<br />
clarity of scanning from the Fujitsu<br />
devices has allowed Document Logistix<br />
to be assured of the quality of<br />
information entering the Document<br />
Manager platform.<br />
Fujitsu's Paperstream driver plays a<br />
key role in maintaining the highest<br />
quality. The software is specifically<br />
designed to automatically produce<br />
clear image data that is optimised for<br />
post-processing routines such as OCR.<br />
By intelligently adjusting to a range of<br />
different types of documents and<br />
accurately distinguishing characters<br />
from background noise, PaperStream<br />
has enabled Document Logistix to<br />
enhance image accuracy to a level<br />
where scans of older, unreadable,<br />
typewritten documents are noticeably<br />
clearer and easily read.<br />
"Continued moves to digitally<br />
transform archives in compliance with<br />
regulations such as GDPR has led to<br />
an increase in businesses looking to<br />
manage their documents and<br />
information in a digital platform,"<br />
commented Jason Field at Document<br />
Logistix. "Our Document Manager<br />
Hub offers an outsourced service for<br />
document capture, which today<br />
processes millions of paper<br />
documents each year. Fujitsu's<br />
scanners ensure that the capture of<br />
documents can be completed quickly<br />
and easily with no issues such as feed<br />
errors, which can take up time and<br />
affect other processes within the<br />
chain."<br />
"Alongside the devices, using<br />
Fujitsu's PaperStream software has<br />
provided peace of mind for our staff,<br />
who are confident in the quality and<br />
clarity of each scan as it reaches the<br />
next stage in digitisation. The devices<br />
and software are user friendly which<br />
saves time for the team who do not<br />
need to deal with over complicated<br />
user interfaces to get the best result."<br />
"Any delays in scanning impacts<br />
numerous processes for Document<br />
Logistix which can cost time and<br />
money," explains Matt Smith, Channel<br />
Development Manager at PFU EMEA<br />
Fujitsu. "It's vital in an increasingly<br />
competitive landscape, that<br />
everything runs smoothly meaning<br />
there's no room for feed errors or<br />
incompatibility with documents. Our<br />
close relationship with the team at<br />
Document Logistix means that the<br />
high standard of service is never<br />
compromised.<br />
More info: www.pfu.fujitsu.com/emea/<br />
www.document-manager.com<br />
<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2022</strong><br />
@<strong>DM</strong>MagAndAwards<br />
19
Dm STRATEGY: ARCHIVAL<br />
Data management: one size does not fit all<br />
Nick Parkin of Proceed Group explains how to close the<br />
gap between business and I.T., and reap the rewards of<br />
data archiving<br />
As the world of business changes<br />
and evolves, so too must the way<br />
that we approach IT. For too long,<br />
there has been a disconnect between the<br />
two fields, with each side often working in<br />
isolation from the other. However, as<br />
businesses move towards cloud-based<br />
systems and away from traditional internal<br />
data centres, it is becoming increasingly<br />
important for IT and business to work<br />
together in order to maintain a<br />
competitive edge.<br />
The gap between business and IT is<br />
growing wider, according to PwC's 6th<br />
Annual Digital IQ survey of nearly 1,500<br />
business and technology executives. When<br />
asked if business and IT share an<br />
understanding of the corporate strategy,<br />
only 54% of respondents agreed, down<br />
from 60% last year. In fact, nearly onequarter<br />
(24%) said there is little or no<br />
alignment between the two groups. There<br />
are a number of reasons for this<br />
disconnect, but one of the most important<br />
is the way that businesses have<br />
traditionally approached data. For many<br />
years, data has been seen as something<br />
that needs to be managed and controlled<br />
by IT, often in silos. This has led to a<br />
situation where business users don't<br />
always have access to the data they need,<br />
when they need it.<br />
However, as the world of business<br />
changes and data becomes more<br />
important, it is becoming increasingly clear<br />
that this approach is no longer sustainable.<br />
In order to remain competitive, businesses<br />
need to be able to make use of all their<br />
data, not just the small fraction that IT has<br />
deemed important.<br />
ARCHIVING TO STAY COMPETITIVE<br />
This is where data archiving comes in. Data<br />
archiving is the process of storing data in a<br />
format that can be accessed and used by<br />
business users, while still maintaining<br />
control over it. This allows businesses to<br />
keep all their data, regardless of its age or<br />
importance, while still being able to make<br />
use of it when necessary.<br />
There are many benefits of data archiving,<br />
but one of the most important is that it<br />
allows businesses to close the gap between<br />
IT and the business. By giving business<br />
users access to all of their data, regardless<br />
of where it is stored, businesses can reap<br />
the rewards of data archiving. In order to<br />
fully take advantage of data archiving,<br />
businesses need to ensure that their data is<br />
well managed. This means having a clear<br />
understanding of what data is important<br />
and where it is stored. It also means<br />
making sure that data is easily accessible by<br />
the people who need it.<br />
By storing data in an accessible format,<br />
businesses can give users the ability to self-<br />
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STRATEGY: ARCHIVAL Dm<br />
"FOR MANY YEARS, DATA HAS BEEN SEEN AS SOMETHING THAT NEEDS<br />
TO BE MANAGED AND CONTROLLED BY I.T., OFTEN IN SILOS. THIS HAS<br />
LED TO A SITUATION WHERE BUSINESS USERS DON'T ALWAYS HAVE<br />
ACCESS TO THE DATA THEY NEED, WHEN THEY NEED IT. HOWEVER, AS<br />
THE WORLD OF BUSINESS CHANGES AND DATA BECOMES MORE<br />
IMPORTANT, IT IS BECOMING INCREASINGLY CLEAR THAT THIS<br />
APPROACH IS NO LONGER SUSTAINABLE. IN ORDER TO REMAIN<br />
COMPETITIVE, BUSINESSES NEED TO BE ABLE TO MAKE USE OF ALL<br />
THEIR DATA, NOT JUST THE SMALL FRACTION THAT I.T. HAS DEEMED<br />
IMPORTANT."<br />
serve, meaning they can access the data<br />
they need without having to go through IT.<br />
This can help to improve communication<br />
and collaboration between the two<br />
groups, as well as reducing the workload<br />
for IT. But concerns around IT data<br />
archiving are common, with IT feeling the<br />
pressure of a business that has a reluctance<br />
to reduce their data footprint.<br />
As businesses move towards cloud-based<br />
systems, they often want to<br />
decommission their legacy systems and<br />
data centres. However, IT may be reluctant<br />
to do so, as these systems may be needed<br />
for compliance or audit purposes. This can<br />
lead to a stalemate between the two<br />
sides, with each unwilling to budge on<br />
their position.<br />
In order to break this impasse, it is<br />
important for businesses to have a clear<br />
understanding of their data needs and<br />
requirements. This will help to ensure that<br />
the right data is being archived, and that IT<br />
are not being asked to archive data that is<br />
no longer needed. It is also important to<br />
consider the costs and benefits of data<br />
archiving, as this can help to justify the<br />
investment to both IT and business.<br />
COMPLEX, BUT ESSENTIAL<br />
Data archiving can also be a complex and<br />
technical process, but it is an essential part<br />
of any organisation's data management<br />
strategy. By closing the gap between<br />
business and IT, organisations can reap the<br />
rewards that data archiving can provide,<br />
including improved communication and<br />
collaboration, reduced storage costs, and<br />
easier access to data.<br />
The value of archiving is clear. Archiving<br />
provides a way to decommission legacy<br />
systems and data centres while still<br />
maintaining compliance. Archiving can also<br />
help businesses save money on storage<br />
and maintenance costs, as well as reducing<br />
the risk of data loss. It can also help<br />
organisations keep their data safe and<br />
secure, making it less likely to be<br />
compromised in the event of a breach.<br />
SECURITY IS KEY<br />
Keeping data secure and compliant after<br />
being archived is a key concern for<br />
businesses. There are a number of steps<br />
that businesses can take to ensure that<br />
their data is secure, including encrypting<br />
data at rest and in transit, as well as<br />
ensuring that only authorised users have<br />
access to the data.<br />
Businesses should also consider<br />
implementing security controls such as<br />
two-factor authentication and intrusion<br />
detection. Data archiving can also help<br />
businesses to meet their GDPR obligations.<br />
By storing data in an accessible format,<br />
businesses can give individuals the ability to<br />
access their data, as well as the right to<br />
have that data erased.<br />
BESPOKE IS BEST<br />
When it comes to data management, one<br />
size does not fit all. The type of data you<br />
have, how much data you have, and<br />
where it is stored will all dictate the best<br />
archiving solution for your business.<br />
There are a number of factors to consider<br />
when choosing an archiving solution,<br />
including cost, performance, and security.<br />
The most important thing is to choose a<br />
solution that meets your specific needs. If<br />
you are unsure of what those needs are,<br />
talk to a data management expert who can<br />
help you to assess your requirements and<br />
find the right solution for your business.<br />
More info: www.proceedgroup.com<br />
www.document-manager.com<br />
<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2022</strong><br />
@<strong>DM</strong>MagAndAwards<br />
21
Dm CASE STUDY: KEYSTONE LAW<br />
A single point of truth<br />
Innovative UK law firm Keystone Law is enjoying continued accelerated growth with its<br />
'lawyer-first strategy', supported by NetDocuments<br />
Established in 2002, Keystone Law is<br />
an award-winning UK law firm that<br />
operates a consultancy business<br />
model wherein lawyers use technology<br />
and modern working practices to drive<br />
productivity and deliver results. It<br />
provides clients with high-quality legal<br />
advice from lawyers who are of an<br />
exceptional calibre. In 2017, it became<br />
the third firm in the UK to be listed on<br />
the London Stock Exchange. Today,<br />
Keystone Law has over 400 lawyers, 47<br />
support staff and many thousands of<br />
clients. The firm was also named Law<br />
Firm of the Year at The Lawyer Awards<br />
2020 and recognised as one of the best<br />
law firms in the UK by the Times.<br />
Unlike traditional law firms, Keystone<br />
Law puts the lawyer first, giving them<br />
the tools and flexibility to run their<br />
practice from any location. The lawyers<br />
are self-employed consultants, who<br />
retain up to 75 per cent of their billing.<br />
This business model provides Keystone<br />
Law with several competitive advantages<br />
over traditional law firms including<br />
reduced overhead costs, attractive<br />
remuneration and the ability to provide a<br />
high-quality service from wherever the<br />
lawyer feels comfortable.<br />
Despite the challenges presented by<br />
the global pandemic, Keystone Law has<br />
continued to grow as the consultancy<br />
model has been truly validated. It has<br />
shone a light on the importance of<br />
flexibility, agility and having a 'lawyerfirst'<br />
approach, something that has<br />
been at the heart of Keystone Law since<br />
it was founded.<br />
In 2020, Keystone Law achieved revenue<br />
growth of 10.9 per cent to £55.0 million.<br />
It also welcomed 58 new senior level<br />
lawyers to the firm, increasing the total<br />
number of senior lawyers by 16% to 369.<br />
New lawyers joined from top UK firms<br />
such as Charles Russell Speechlys, Clifford<br />
Chance and Fieldfisher.<br />
At the same time investors have<br />
recognised the potential of the<br />
consultancy model with Keystone Law's<br />
share price increasing over 300 per cent<br />
since its listing on AIM - now valued at a<br />
significant premium to its listed peers.<br />
IMPROVED PRODUCTIVITY<br />
In 2015, Keystone Law implemented<br />
NetDocuments as its document<br />
management system (<strong>DM</strong>S) which<br />
became an integral part of its suite of<br />
technology tools to enable its lawyers to<br />
work flexibly, from anywhere and on any<br />
device. Now supporting around 450<br />
users, the cloud-based NetDocuments<br />
platform ensures files and documents can<br />
be easily and securely stored, and<br />
accessed from any location. Having this<br />
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www.document-manager.com
CASE STUDY: KEYSTONE LAW Dm<br />
"OUR I.T. INFRASTRUCTURE REFLECTS THE FIRM'S ETHOS BY ENSURING THAT, FROM THE MOMENT A LAWYER<br />
JOINS, THEY ARE FULLY EQUIPPED TO WORK SECURELY - FROM ANY LOCATION AND WITHOUT RESTRICTIONS ON<br />
CONNECTIVITY. NETDOCUMENTS IS CORE TO ENABLING THIS, PROVIDING A CENTRAL LOCATION FOR LAWYERS<br />
TO WORK ON AND SAVE FILES ANYWHERE, WHILE ALSO IMPROVING THEIR PRODUCTIVITY."<br />
central storage and the collaboration it<br />
enables is core to supporting the<br />
business consultancy model.<br />
NetDocuments provides a 'single point<br />
of truth', enabling lawyers to collaborate<br />
with each other, ensuring documents<br />
can be easily accessed. NetDocuments'<br />
predictive filing capabilities also improve<br />
productivity, reducing the time spent<br />
searching for documents. The advanced<br />
versioning feature also ensures the latest<br />
document can be found and there is no<br />
confusion when reviewing and editing<br />
documents. The firm uses a full set of<br />
NetDocuments products including:<br />
ndMail integrates with Outlook,<br />
providing an improved user<br />
experience ensuring files are never<br />
lost and can be easily accessed<br />
whenever they are needed. It uses<br />
predictive filing - powered by<br />
artificial intelligence - to make<br />
inboxes more organised,<br />
collaborative, and efficient for users.<br />
ndOffice integrates with Microsoft<br />
Office Word, Excel, PowerPoint, Visio,<br />
Outlook, and Adobe Acrobat and<br />
Reader to help manage documents<br />
and emails without leaving the Office<br />
application, providing a seamless<br />
user experience.<br />
ndLink links to the time and billing<br />
software ensuring client matters lists<br />
are easily and quickly updated.<br />
ndSync is a robust, reliable two-way<br />
file syncing solution for Macs and<br />
PCs that supports remote users'<br />
productivity by giving them secure,<br />
local access to every file and<br />
document they need, regardless of<br />
internet connection.<br />
ndMirror backs up data and<br />
metadata to a local server or network<br />
drive. Its primary purposes are for<br />
disaster recovery and to facilitate<br />
external searching. Metadata is<br />
stored in SQL databases, which offer<br />
access to metadata for queries.<br />
Maurice Tunney, Director of Technology<br />
and Innovation at Keystone Law says,<br />
"Our IT infrastructure reflects the firm's<br />
ethos by ensuring that, from the<br />
moment a lawyer joins, they are fully<br />
equipped to work securely - from any<br />
location and without restrictions on<br />
connectivity. NetDocuments is core to<br />
enabling this, providing a central<br />
location for lawyers to work on and save<br />
files anywhere, while also improving<br />
their productivity."<br />
A MARRIAGE MADE IN HEAVEN<br />
NetDocuments integrates perfectly with<br />
Keystone Law's own platform, Keyed-In.<br />
Keyed-In is a collaboration hub that is<br />
used every day, bringing the benefits of<br />
NetDocuments while also providing a<br />
central workspace to improve<br />
productivity and collaboration.<br />
NetDocuments integration with the<br />
Keyed-In platform provides all the tools<br />
required for lawyers to deliver a seamless<br />
service to clients from anywhere they<br />
choose, ultimately letting them work in a<br />
way that is best suited to them.<br />
The combination of both platforms<br />
provides a central workspace that helps<br />
to reduce processes and makes the<br />
lawyers' lives easier. By automating<br />
mundane tasks, lawyers save time and<br />
effort, giving them more time to spend<br />
on higher value tasks such as client<br />
management.<br />
"NetDocuments integration with our<br />
own platform Keyed-In provides the<br />
perfect foundation for lawyers to work<br />
together seamlessly, helping to provide a<br />
collaborative team-based environment,"<br />
Tunney continued. "We designed the<br />
platform with the lawyers in mind,<br />
constantly evolving it to meet their<br />
needs. It gives them the power to run<br />
the business from wherever they are,<br />
enabling them to control their own<br />
destiny when it comes to working."<br />
INCREASED SECURITY &<br />
COMPLIANCE<br />
NetDocuments also ensures the firm's<br />
document management is as compliant<br />
and secure as possible. The advanced<br />
security capabilities provide the firm with<br />
added confidence that sensitive<br />
documents and files are safe from<br />
improper and unauthorised use. Only<br />
lawyers working on a particular matter<br />
are authorised to access it. The<br />
platform's advanced security features<br />
ensure data is always backed up,<br />
secured, and properly regulated to<br />
maintain compliance.<br />
"One of the biggest benefits of the<br />
NetDocuments platform is ensuring<br />
compliance," says Tunney. "As our teams<br />
continue to grow and there is much<br />
more information to manage, it really<br />
comes into its own by helping to see<br />
who is working on each matter while<br />
making sure data does not fall into the<br />
wrong hands."<br />
As the global pandemic has shifted<br />
working practices, demand for the<br />
consultancy model is only set to increase.<br />
It has broken down traditional barriers<br />
and promoted better flexibility, giving<br />
even more validation to move to the<br />
consultancy model. NetDocuments'<br />
integration with Keyed-In will support<br />
Keystone Law's flexible business model as<br />
it continues on its upward trajectory -<br />
ultimately, providing lawyers with the<br />
best possible technology tools to make<br />
their lives easier and give the ability to<br />
run and a build a practice the way they<br />
want to.<br />
More info: www.netdocuments.com<br />
www.document-manager.com<br />
<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2022</strong><br />
@<strong>DM</strong>MagAndAwards<br />
23
Dm TECHNOLOGY: MICROFILM<br />
Readability & richness<br />
Kaycee Jaeger of e-ImageData explains why low<br />
magnification is essential in microfilm scanning<br />
What do we mean by low<br />
magnification, and why does<br />
it matter? Low magnification<br />
describes a type of image enlargement<br />
that preserves the resolution of the<br />
image without blurring or pixelation.<br />
This process is also referred to as<br />
'optical zoom'. By contrast, 'digital<br />
zoom' uses high magnification to<br />
expand an image by reducing the<br />
number of pixels, leading to a drastic<br />
loss of image clarity.<br />
ENHANCING POSSIBILITIES<br />
Why then is low magnification<br />
important for digitised microfilm<br />
archives? Microfilm collections that are<br />
commonly digitised include historical<br />
newspapers, statistical records,<br />
photographs, and<br />
genealogical<br />
documents, notably birth, death, and<br />
marriage certificates. Low<br />
magnification allows users to<br />
appreciate the entire richness of these<br />
archives. The smallest fonts, for<br />
example in newspaper collections, can<br />
be enlarged while maintaining a razorsharp<br />
quality. Fine details of images can<br />
be thoroughly inspected too,<br />
strengthening the role of multimedia in<br />
research.<br />
Consider a rare manuscript: a lowresolution<br />
scan of this manuscript may<br />
render the words on the page perfectly<br />
readable, yet the full value of this<br />
artefact lies in so much more than the<br />
text itself. By consistently protecting<br />
image clarity, low magnification optical<br />
zoom enables a close and multifaceted<br />
exploration of<br />
elements such as<br />
illustrations, binding,<br />
scribal<br />
practices, and provenance marks.<br />
The possibilities for image digitisation<br />
have empowered researchers to widely<br />
disseminate knowledge of topics as<br />
diverse as New York historical<br />
newspapers and the Antarctic<br />
Bibliography polar research records!<br />
This extensive access to scholarly<br />
knowledge and resources would not be<br />
feasible if the images remained in the<br />
unwieldy form of microfilm.<br />
However, equally important to<br />
remember is that the digital scans must<br />
be of sufficient quality. Otherwise, a<br />
difficult trade-off can arise between the<br />
digital availability of materials and their<br />
actual research benefits. High-quality<br />
digital images facilitate convenient<br />
access to resources whilst offering a<br />
level of readability and detail that<br />
sustains, even enhances, the 'feel' of<br />
immersive research in physical or<br />
microfilm archives.<br />
24<br />
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www.document-manager.com
TECHNOLOGY: MICROFILM Dm<br />
"ACHIEVING HIGH-RESOLUTION IMAGES WITH LOW-MAGNIFICATION OPTICAL ZOOM TECHNOLOGY STARTS<br />
WITH YOUR CHOICE OF A MICROFILM SCANNER. KEY FACTORS TO LOOK FOR INCLUDE THE OPTICAL ZOOM<br />
RANGE, WHICH IMPACTS THE CLARITY OF FINE DETAILS WITHIN DIGITISED MICROFILM IMAGES. FURTHERMORE,<br />
A HIGH OPTICAL ZOOM RANGE MAKES A MICROFILM SCANNER VERSATILE; THE SCANNER WILL BE ABLE TO<br />
HANDLE BOTH DIFFERENT TYPES OF MICROFILM AND THE HETEROGENEITY OF MANY MICROFILM IMAGE<br />
COLLECTIONS."<br />
QUALITY FIRST<br />
It is essential to commit to image<br />
quality at the very beginning of<br />
microfilm digitisation projects, in<br />
order to preserve the research value<br />
and usefulness of collections.<br />
Digitising microfilm images at the<br />
highest possible resolution is always<br />
advisable. This is because highresolution<br />
files can be compressed,<br />
but reversing this process and<br />
attempting to increase resolution after<br />
image scanning will produce poorquality<br />
images.<br />
Failing to collect quality, highresolution<br />
images may restrict the<br />
future application of software and<br />
research tools to archival collections.<br />
For instance, optical character<br />
recognition (OCR) software requires a<br />
minimum resolution standard of 300<br />
dpi, or higher if the text size is<br />
unusually small. Text scanned at lower<br />
resolutions will have limited findability<br />
in OCR-operated search functions.<br />
Technologies for optimising the<br />
research value of archival collections<br />
are constantly evolving. As just one<br />
illustration, there is currently an<br />
exciting effort to develop OCR<br />
software that will recognise<br />
handwritten manuscripts as opposed<br />
to only printed text. Ensuring image<br />
clarity and quality in digitisation<br />
projects will future-proof collections<br />
so they are ready and waiting for<br />
these technological advancements.<br />
HOW TO MAXIMISE QUALITY<br />
Achieving high-resolution images with<br />
low-magnification optical zoom<br />
technology starts with your choice of a<br />
microfilm scanner. Key factors to look<br />
for include the optical zoom range,<br />
which impacts the clarity of fine<br />
details within digitised microfilm<br />
images. Furthermore, a high optical<br />
zoom range makes a microfilm<br />
scanner versatile; the scanner will be<br />
able to handle both different types of<br />
microfilm and the heterogeneity of<br />
many microfilm image collections.<br />
e-ImageData's newest 500 series<br />
ScanPro 3500 and i9500 feature an<br />
optical zoom range of 5x-105x, the<br />
highest of any microfilm scanner on<br />
the market. This impressive zoom<br />
capability is combined with a 26-<br />
megapixel camera to produce<br />
stunning image clarity and archivalquality<br />
scans. The ScanPro 2500 model<br />
comes with an optical zoom range of<br />
5x-32x as standard that can be<br />
increased to 5x-105x simply by adding<br />
a ScanPro Advantage Membership.<br />
As well as the resolution of individual<br />
images, uniformity of image quality<br />
and presentation throughout<br />
collections is also vital, particularly in<br />
large-scale digitisation projects.<br />
SCANPRO ADVANTAGE MEMBERSHIP<br />
Uniform images will harmonise the<br />
archive, giving the impression of a<br />
holistic collection rather than merely a<br />
series of disparate materials. With<br />
ScanPro, quality and consistency can<br />
be delivered with minimal user<br />
intervention, using the much-loved<br />
'magic button' AUTO-Adjust tool that<br />
will automatically straighten images<br />
and optimise the brightness and<br />
contrast.<br />
Numerous other innovative ScanPro<br />
features make it intuitive to generate<br />
and use high-resolution, readable<br />
digitised microfilm images. The<br />
FOCUS-Lock maintains image focus<br />
even during optical zoom, which<br />
facilitates fast look-ups and efficient<br />
research. Moreover, the software<br />
creates high-resolution images<br />
without the awkward compromise of<br />
unwieldy file sizes that slow down<br />
systems - file sizes remain small and<br />
easy to manipulate. Download a<br />
brochure from the URL below to see<br />
how ScanPro can maximise the quality<br />
of your digital microfilm archives.<br />
More info: www.e-imagedata.com<br />
Get the most out of the ScanPro microfilm scanner range with access to the<br />
ScanPro Advantage Membership. Alongside the 'No Fine Print Warranty',<br />
members receive additional cutting-edge features to make working with<br />
microfilm an effortless and enjoyable process.<br />
AUTO-Scan Pro offers high-speed automated scanning of up to 100 images per<br />
minute, resulting in super-efficient digitisation. Meanwhile, AUTO-Scan Quality<br />
Assurance ensures total image capture and eliminates the need for timeconsuming<br />
quality control and checking procedures.<br />
Visit our website for details on how to register for membership today and<br />
streamline your microfilm digitisation projects.<br />
www.document-manager.com<br />
<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2022</strong><br />
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25
Dm OPINION: PRINT MANAGEMENT<br />
Solving print problems with<br />
the cloud<br />
Managing print and fixing printer problems has long<br />
featured high on the list of bugbears for CTOs. David<br />
Jenkins, CEO at directprint.io says that migrating print to<br />
the cloud is the easiest way to solve print-related pain<br />
points, and save money to boot<br />
Speak to any CTO and nine times<br />
out of ten, they'll cite print as one<br />
of the biggest drains on IT budget<br />
and resources within their<br />
organisations. Yet, that's a status quo<br />
that can be easily turned around.<br />
Migrating print to the cloud removes<br />
dependence on expensive on-premise<br />
hardware, lessens the load on IT and, as<br />
it's consumed as-a-service, frees up<br />
Capex budgets to be allocated<br />
elsewhere.<br />
Despite the well-documented benefits<br />
of entering the print age of cloud, it's<br />
fair to say that for some 'late adopters'<br />
there is a level of inertia - a mind-set of<br />
'if it ain't broke, don't fix it'. But more<br />
importantly, for many firms, it's because<br />
they have concerns around whether a<br />
cloud-based print management<br />
platform compares like-for-like to their<br />
legacy on-premise solution. By that I<br />
mean is there parity in terms of the<br />
feature-set and functionality? How<br />
difficult will the adoption cycle and<br />
migration path be? And will the printing<br />
experience be the same for end-users?<br />
In short, the answer to all of the above<br />
is 'yes'. We have built directprint.io from<br />
the ground up to ensure a smooth, slick<br />
and quick roll-out and to make printing<br />
as easy as possible. Our platform<br />
combines the power of cloud<br />
administration and local network<br />
printing and offers true feature and<br />
functionality parity to legacy solutions.<br />
COMPATIBLE & CONSISTENT<br />
One common misconception is that by<br />
adopting a cloud print management<br />
platform, companies will have to invest in<br />
new hardware - upgrading users' laptops<br />
and PCs, and even the printers themselves.<br />
The beauty of a vendor-agnostic cloud<br />
solution is that it supports all major<br />
manufacturers' printer makes and<br />
models. directprint.io's universal print<br />
driver's 'hybrid-cloud' architecture enables<br />
basic printing across all major<br />
manufacturers' devices, from the latest<br />
models to printers dating back 10+ years<br />
and it delivers a consistent look and feel<br />
across users' devices.<br />
Vendor-neutrality empowers IT leads to<br />
deploy the best hardware and software to<br />
support their organisation's long-term<br />
goals, rather than having to compromise<br />
on cost or functionality, because of<br />
compatibility issues with legacy technology.<br />
LESSEN THE LOAD ON I.T.<br />
Managing print via an on-premise serverbased<br />
infrastructure has long been a drain<br />
on IT leads' time and on the bottom line.<br />
Fixing print-related issues - whether it's<br />
juggling high availability or load balancing<br />
to lessen the burden of heavy print data<br />
traffic on the network; finding a<br />
workaround when offline printing isn't<br />
possible due to network failures; or<br />
handling a constant stream of security<br />
updates to fix vulnerabilities - is both<br />
inefficient and complex.<br />
Compare that with a cloud-based<br />
platform and the difference is night and<br />
day. Our adoption cycle is easy and painfree,<br />
and it goes without saying that we<br />
provide full support during that process.<br />
directprint.io's unique universal print driver<br />
simplifies roll-out and maintenance,<br />
resulting in zero-touch deployment at<br />
scale. The architecturally clever driver was<br />
built to solve deployment complexity and<br />
enable future innovation. It supports an<br />
array of printer languages and protocols,<br />
meaning it works across virtually all printer<br />
makes and models, and importantly, brings<br />
feature parity with OEM drivers, including<br />
secure print and native account coding.<br />
We provide a well-defined migration path<br />
from legacy systems and we avoid big<br />
bang deployments. directprint.io supports<br />
even the most complex environments and<br />
provides a consistent experience across<br />
Chrome, Chromebook, Windows, and<br />
macOS (or an amalgamation of the three).<br />
Moreover, print management in the cloud<br />
automates time-intensive tasks, enables the<br />
entire print infrastructure to be centrally<br />
managed, enables end-users to self-serve,<br />
reduces the time IT spend troubleshooting<br />
printer issues, provides the ability to scale,<br />
improves an organisation's security<br />
posture, and saves money - which leads<br />
nicely into my next point.<br />
COST IS KING<br />
Now more than ever, cost is king.<br />
Companies who have already moved core<br />
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OPINION: PRINT MANAGEMENT Dm<br />
"COMPANIES WHO HAVE ALREADY MOVED CORE INFRASTRUCTURE TO THE CLOUD TO SUPPORT A DISTRIBUTED<br />
WORKFORCE ARE REALISING THE LONG-TERM SAVINGS THAT CLOUD CAN BRING, SO THE DECISION TO ADD<br />
PRINT TO THEIR CLOUD-FIRST STRATEGIES WILL BE AN EASY ONE TO MAKE - BUT THOSE THAT HAVEN'T WILL<br />
NEED TO SEE THEY WILL REALISE A RETURN ON INVESTMENT… CLOUD SERVICES ARE BILLED AND CONSUMED<br />
AS-A-SERVICE, A SUBSCRIPTION-BASED PRICING MODEL IS PREDICTABLE AND FLEXIBLE, ALLOWING<br />
ORGANISATIONS TO SCALE UP OR DOWN IN LINE WITH THEIR BUSINESS NEEDS."<br />
infrastructure to the cloud to support a<br />
distributed workforce are realising the<br />
long-term savings that cloud can bring,<br />
so the decision to add print to their<br />
cloud-first strategies will be an easy one<br />
to make - but those that haven't will<br />
need to see they will realise a return on<br />
investment.<br />
Managing print in the cloud removes<br />
the requirement to purchase and manage<br />
on-premise print servers. Cloud services<br />
are billed and consumed as-a-service, a<br />
subscription-based pricing model is<br />
predictable and flexible, allowing<br />
organisations to scale up or down in line<br />
with their business needs. Plus, our<br />
solution includes an array of paper and<br />
toner reduction features designed to save<br />
more money along the way.<br />
PREDICTABLE PRINTING<br />
As with any IT change project, one of<br />
the biggest barriers is end-user<br />
resistance. Print is after all, one of the<br />
most widely-used IT solutions and<br />
people are used to being able to print<br />
to the device of their choice by simply<br />
pressing CTRL/Print - creating a situation<br />
where they need to learn a new process<br />
is highly likely to be challenged.<br />
The good news is that moving print to<br />
the cloud won't change a thing and<br />
end-users will simply continue as if<br />
nothing had changed. What will change<br />
however is that they won't be so reliant<br />
on the helpdesk to fix printer-related<br />
issues. Directory sync capabilities with<br />
Google Workspace and Microsoft Azure<br />
AD ensures simple printer deployment.<br />
Users are allocated printers based on<br />
their log in, so as soon as they turn<br />
their machine on, they automatically<br />
get the correct list of available printers.<br />
They will have access to advanced<br />
finishing options such as staple, fold<br />
etc. across all printers, ensuring a<br />
seamless, consistent print experience,<br />
regardless of the printer brand or<br />
brands in place, and any updates or<br />
security fixes will be automatically<br />
managed in the cloud.<br />
With directprint.io, end-users can also<br />
mix edge and local network printing<br />
from the personal or professional device<br />
of their choice with the ease and<br />
flexibility they desire. Edge Print enables<br />
end-users to securely print when they<br />
are not on the same network as the<br />
printer. With Edge Print, they can print<br />
from their Windows PC, Chromebook,<br />
or Mac device - whether they're at<br />
home, on a guest network, or even<br />
between different office locations.<br />
Printers remain on a secure network<br />
and cannot be exposed to vulnerabilities<br />
that are common with personal devices<br />
and home networks and remote print<br />
jobs remain within an organisation's<br />
already approved Google Workspace or<br />
Microsoft Azure infrastructure, ensuring<br />
that business information remains<br />
confidential.<br />
Plus, Edge Print gives IT admins finegrained<br />
control over which printers are<br />
available for remote printing, they can<br />
control which users can print remotely<br />
and even grant granular privileges that<br />
determine which groups or individual<br />
users can use which devices.<br />
SHORE UP SECURITY<br />
Cloud print management solutions<br />
include features that offer greater<br />
control, compliance, traceability and<br />
transparency, enabling smart and<br />
secure serverless printing.<br />
IT admins retain complete control<br />
and total visibility - inside and outside<br />
of the corporate network.<br />
directprint.io ensures security and<br />
compliance by keeping print jobs<br />
securely on the local network. PIN<br />
protected printing release features put<br />
an end to unwanted data exposure,<br />
and traceable insights into print<br />
behaviour enable customers to spot<br />
and deal with anomalies before they<br />
become a business-halting event.<br />
In summary, migrating to the cloud<br />
makes printing less complex for endusers<br />
and reduces the burden on IT.<br />
There's also an additional value-add to<br />
the bottom line. Organisations benefit<br />
from cost savings associated with<br />
allocating expensive IT resources for<br />
administration and ongoing support<br />
for the print infrastructure.<br />
More info: www.directprint.io<br />
www.document-manager.com<br />
<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2022</strong><br />
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27
Dm EVENT: <strong>DM</strong> AWARDS <strong>2022</strong><br />
Make your voice heard!<br />
Nominations are now open for this year’s <strong>DM</strong> Awards - read on for all the<br />
categories, as well as the all-important dates for your diary<br />
Nominations are now open for the<br />
<strong>2022</strong> <strong>DM</strong> Awards - head to the<br />
website now to have your say<br />
about who should be among this year’s<br />
big winners - you only have until the end<br />
of <strong>Aug</strong>ust to get your nominations in.<br />
As ever, the intention is to reward the<br />
technologies, tools and solutions that<br />
showcase the very best in the document<br />
and content management indus-tries.<br />
Like you, we had hoped that the world<br />
would be much further down the 'back to<br />
normal' road after a couple of very<br />
challenging years, but of course there are<br />
still big issues out there - which makes us<br />
all the more determined to make this<br />
year's awards an event to remember for all<br />
the right reasons.<br />
The <strong>DM</strong> Awards is, as always, an<br />
opportunity to think anew about the<br />
players in the industry who you feel have<br />
supported or assisted you most and who<br />
have upheld the traditions of the industry,<br />
and in times like these we believe this is<br />
more important than ever before.<br />
Building on the success of previous years,<br />
we will again be inviting project<br />
applications to be considered by our panel<br />
of independent judges (NB: If you wish to<br />
submit an entry for the Project of the Year<br />
categories, please send them direct to<br />
Abby at the email address at the end of<br />
this article).<br />
Most categories of course will still be<br />
decided by the most important people of<br />
all: you, the readers of Document<br />
Manager magazine and the clients of<br />
those companies big and small who will<br />
be competing for the top honours.<br />
Featuring 29 categories, this year's <strong>DM</strong><br />
Awards allow companies from every sector<br />
of the industry to seek recognition for<br />
their efforts over the past 12 months. See<br />
the next page for the full list of categories.<br />
The <strong>DM</strong> Awards <strong>2022</strong> timeline is as<br />
follows:<br />
31st <strong>Aug</strong>ust, nominations close<br />
6th September, finalists announced<br />
and voting opens<br />
4th November, voting closes<br />
17th November, <strong>DM</strong> Awards ceremony<br />
<strong>DM</strong> editor David Tyler comments: "It can<br />
seem like a cliché to suggest that an<br />
awards ceremony can mean very much<br />
outside of a mutual back-slapping<br />
opportunity for industry insiders, but I<br />
genuinely believe that the <strong>DM</strong> Awards<br />
helps us bring together a sector that is<br />
already one of the most mutually<br />
supportive and positive industries I cover<br />
as a technology journalist. We know that<br />
the solutions being talked about at the<br />
<strong>DM</strong> Awards are bringing real world<br />
benefits not just to business bottom<br />
lines, but to how people all over the<br />
world are working and indeed living their<br />
lives. This is a truly revolutionary industry<br />
to work in, and this night is a reminder of<br />
that for all of us."<br />
If your organisation would like to be<br />
involved in sponsoring or otherwise<br />
supporting this leading industry event then<br />
please contact Abby Penn at the office on<br />
07861 682 066 or abby.penn@btc.co.uk.<br />
Be sure to get in soon, as these<br />
sponsorship slots always sell out fast!<br />
More info: www.dmawards.com<br />
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EVENT: <strong>DM</strong> AWARDS <strong>2022</strong> Dm<br />
<strong>DM</strong> AWARDS <strong>2022</strong> CATEGORIES<br />
One to Watch - Company of the Year<br />
One to Watch - Product of the Year<br />
Accounts Payable/Invoicing Product of the Year<br />
Workflow/BPM Product of the Year<br />
Enterprise CMS Product of the Year<br />
Open Source Document Management Software of the Year<br />
Low-Code/No-Code Product of the Year<br />
Print Fleet Management Solution of the Year<br />
BPO/Outsourcing/Bureau Business of the Year<br />
Data Capture/Recognition Product of the Year<br />
Records Management Product of the Year<br />
AI Product of the Year<br />
RPA Product of the Year<br />
Service/Support Company of the Year<br />
Storage Product of the Year<br />
Compliance Product of the Year<br />
Channel Partner of the Year<br />
Imaging Product of the Year: High Volume<br />
Imaging Product of the Year: Desktop/Portable/Other<br />
Imaging Product of the Year: Workgroup/Departmental<br />
Mobile Capture Product of the Year<br />
Software Product of the Year<br />
Hardware Product of the Year<br />
Editor's Choice<br />
Marketing Team of the Year<br />
Project of the Year - Private Sector<br />
Project of the Year - Public Sector<br />
Product of the Year<br />
Company of the Year<br />
MORE INFO: WWW.<strong>DM</strong>AWARDS.COM<br />
www.document-manager.com<br />
<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2022</strong><br />
@<strong>DM</strong>MagAndAwards<br />
29
Dm TECHNOLOGY: HYPERAUTOMATION<br />
Hyperautomation - bringing<br />
cohesion to automation<br />
Tim Hood of Hyland explains how hyperautomation can<br />
create "an interconnected, super-efficient network of<br />
technologies"<br />
Most organisations have 'islands' of<br />
technological efficiency that<br />
perform well independently, but<br />
not seamlessly with other systems. So,<br />
while each may be powerful, the leaks and<br />
frictions between them result in a loss of<br />
operational efficiency.<br />
This presents opportunities if you can<br />
build bridges between these islands of<br />
technology, but how do you join up the<br />
dots to harness their collective power?<br />
Well, this takes us into the realm of<br />
hyperautomation, which research firm<br />
Gartner describes as being "the<br />
orchestrated use of multiple<br />
technologies, tools or platforms" to<br />
automate as many business and IT<br />
processes as possible and enable the<br />
creation of end-to-end workflows that<br />
override internal business boundaries. In<br />
other words, hyperautomation is quite<br />
literally the automation of everything that<br />
can be automated.<br />
So, by using hyperautomation, it's<br />
possible to link often siloed technologies,<br />
such as robotic process automation (RPA),<br />
machine learning (ML), artificial intelligence<br />
(AI), natural language processing, optical<br />
character recognition and enterprise<br />
content services to create an<br />
interconnected, super-efficient network of<br />
technologies.<br />
HYPERAUTOMATION IN ACTION<br />
Take this example: at the moment, many<br />
organisations use RPA to extract specific<br />
customer information from invoices and<br />
enter them into the payments system.<br />
While this improves the accuracy and<br />
efficiency of the task, it's simply<br />
automating a single sub-process rather<br />
than everything to do with invoice<br />
handling.<br />
On the other hand, by using a<br />
hyperautomation model, you can create a<br />
tool-chain of different technologies that<br />
together could take on the whole job. This<br />
might consist of a process mining tool (to<br />
better understand how things are done<br />
within the organisation), a process model<br />
(to visualise workflows), a machine<br />
learning component (to review the invoice<br />
for compliance), and decision software (to<br />
automate checks that would previously<br />
have been carried out by managers).<br />
When you connect what were<br />
previously unrelated technologies<br />
through hyperautomation, you induce a<br />
multiplier effect that extends beyond<br />
mere automation, which is something<br />
that happens at a smaller scale and<br />
revolves around solutions that address<br />
individual tasks but don't offer crossfunctional<br />
benefits.<br />
The potential transformational nature of<br />
hyperautomation has made it one of<br />
Gartner's top 10 strategic technology<br />
trends, with its significance regarded as<br />
"rapidly shifting from an option to a<br />
condition of survival".<br />
THE HUMAN FACTOR<br />
As it stands, when front-end and back-end<br />
systems don't speak the same language,<br />
humans have to provide the manual<br />
connectivity, by taking on the disparate<br />
left-over tasks that fall into the cracks<br />
between systems.<br />
However, hyperautomation enables<br />
organisations to significantly reduce this<br />
'work detritus'. As a result, employees<br />
have more time to focus on strategic<br />
priorities, creative and collaborative<br />
tasks, or those activities where a 'human<br />
touch' is advantageous. This brings<br />
added value to their day and helps<br />
create a superior working environment<br />
and greater job satisfaction.<br />
And being able to offer potential and<br />
existing employees higher-value work and<br />
strategic thinking roles is a powerful<br />
recruiting and retention tool, at a time<br />
when finding and keeping quality<br />
personnel is a particular challenge.<br />
COMMUNICATION MATTERS<br />
However, the word 'automation' tends to<br />
ring alarm bells around the workplace<br />
because of fears over job security.<br />
Therefore, when planning any<br />
hyperautomation initiative, wise employers<br />
will make sure they don't sideline staff<br />
during the discovery, planning and<br />
implementation process. Your staff need to<br />
know how hyperautomation will impact<br />
them and the way they do their jobs, so<br />
early buy-in is key to a motivated workforce<br />
and efficient implementation.<br />
This makes effective communication<br />
about what is happening a priority. For<br />
instance, if your staff appreciate that<br />
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TECHNOLOGY: HYPERAUTOMATION Dm<br />
"SOME SURVEYS SUGGEST THAT OVER HALF OF ORGANISATIONS NOW HAVE AT LEAST FOUR<br />
HYPERAUTOMATION INITIATIVES RUNNING AT ANY ONE TIME, WITH THOSE AT THE LEADING EDGE HAVING<br />
MORE THAN TEN. BUT INTRODUCING HYPERAUTOMATION CAN BE A CHALLENGE THAT SOME ORGANISATIONS<br />
UNDERSTANDABLY HESITATE TO TACKLE BECAUSE THEY FEEL THEY LACK THE DATA, RESOURCES, KNOWLEDGE<br />
AND SKILLS TO DO SO."<br />
hyperautomation means they won't have<br />
to endure the tedium of doing low-level<br />
processing work, or that they will be able<br />
to find what they are looking for much<br />
faster and easier, then their work can<br />
become more enjoyable.<br />
And if such communication takes place<br />
as part of an ongoing programme of<br />
improving data literacy, then so much the<br />
better, because automation-driven change<br />
in the workplace is here to stay. In turn,<br />
this is going to need the development of<br />
skilled, high-performance teams with the<br />
ability to operate effectively across<br />
different functions.<br />
FIRST STEPS<br />
Given that it can enable the automation of<br />
almost any repetitive business task and is<br />
agnostic in terms of technology or<br />
supplier, there is increasing interest in<br />
hyperautomation. Some surveys suggest<br />
that over half of organisations now have<br />
at least four hyperautomation initiatives<br />
running at any one time, with those at the<br />
leading edge having more than ten.<br />
But introducing hyperautomation can be<br />
a challenge that some organisations<br />
understandably hesitate to tackle because<br />
they feel they lack the data, resources,<br />
knowledge and skills to do so.<br />
For those who understand that at some<br />
point they're going to have to embrace a<br />
greater degree of automation, what is the<br />
first step to take? The most obvious start<br />
point is to carry out an evaluation of your<br />
current "reality". After all, if you don't know<br />
where you are, you won't know where to<br />
go next.<br />
This requires an organisation-wide<br />
mapping and analysis of processes and<br />
back-office operations, to fully understand<br />
current workflows and where the gaps,<br />
latencies and bottlenecks might exist<br />
within and between them.<br />
Once this is done, you'll know where<br />
improvements need to be made and will<br />
have a better idea of which automation<br />
technologies and platforms you might<br />
need, to connect and leverage your legacy<br />
processes and any new applications.<br />
Given that any business process<br />
transformation is complex, this is likely to<br />
involve multiple technologies, which<br />
means identifying and assessing a list of<br />
possible vendors. With a plethora of<br />
providers in the market, it's important to<br />
identify partners committed to driving<br />
customers' digital transformation, coupled<br />
with a long-standing track record and<br />
commitment to enhancing its product<br />
suite and investing in developing new<br />
solutions. These are factors that have<br />
contributed to Hyland's recognition as a<br />
Gartner content services industry leader for<br />
12 consecutive years.<br />
Along with comprehensive internal<br />
communication, well-thought-through<br />
functionality and skilful roll-out, user<br />
experience needs to be at the top of your<br />
consideration list, as this is a key element<br />
to the success of hyperautomation<br />
implementation. A one-size-fits-all<br />
interface, for instance, is no longer an<br />
option. And given the shortage of skilled<br />
developers, organisations may need to<br />
consider choosing no- or low-code<br />
software solutions that allow individual<br />
departments to tailor applications to their<br />
particular requirements.<br />
AUTOMATING EVERYTHING<br />
Quite unexpectedly, the pandemic has<br />
become a forceful catalyst for digital<br />
transformation. Suddenly, the need to<br />
streamline business processes, eliminate<br />
repetitive tasks and automate as many<br />
manual activities as possible has become<br />
an even more pressing priority.<br />
While that may have created some initial<br />
disruption, it has also become an<br />
opportunity to automate further and<br />
faster than would otherwise have been the<br />
case, with organisations forced into<br />
committing more of their budget on<br />
technology but also a whole new<br />
evolution of the workplace, where a<br />
hybrid approach to home and office<br />
working is now the preferred option for a<br />
large percentage of working adults.<br />
Hyperautomation is one of those<br />
technologies that really delivers in terms of<br />
cost reduction and increased efficiency,<br />
benefiting the business and its customers,<br />
whose interactions with you become<br />
faster and smoother. In fact, it is a key<br />
component not only in bringing about<br />
digital transformation, but also building<br />
more agile organisations, with the<br />
capacity to adapt rapidly to change.<br />
More info: www.hyland.com<br />
www.document-manager.com<br />
<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2022</strong><br />
@<strong>DM</strong>MagAndAwards<br />
31
Dm ANALYSIS: AS-A-SERVICE<br />
Value as a priority<br />
Canon's Tony Wills describes the next step forward for the 'as-a-service' model<br />
The as-a-service model existed long<br />
before it became mainstream and<br />
even before it was branded 'as-aservice'.<br />
Initially, it was mainly used by<br />
SMBs and start-ups so they could access<br />
software and infrastructure that they<br />
would otherwise not be able to afford<br />
upfront. SaaS (Software-as-a-service)<br />
has been around as early as the 1960s,<br />
where smaller businesses started a<br />
time-sharing system so they could<br />
access modern computer systems in a<br />
cost-effective way<br />
(https://bebusinessed.com/history/thehistory-of-saas).<br />
Fast forward to the present day and<br />
the as-a-service model has moved on<br />
significantly. Now companies of all<br />
shapes and sizes are capitalising on the<br />
benefits that it can provide. The rise<br />
of cloud technology<br />
revolutionised purchasing<br />
models as it enabled<br />
organisations to use services<br />
with no commitment,<br />
instantly, and buy based<br />
on demand. The cloud<br />
added value by enabling<br />
immediate and flexible<br />
consumption, ultimately<br />
enhancing business<br />
agility.<br />
CLOUD DEFINES<br />
CAPABILITIES<br />
Cloud technology, as<br />
well as enabling<br />
increased agility,<br />
underpins the three<br />
main modern<br />
characteristics of<br />
as-a-service that<br />
could not exist<br />
without it:<br />
<br />
<br />
<br />
Standardisation - whereby the<br />
service is not bespoke, but instead<br />
provides the same level of value to<br />
all customers. Standardised<br />
platforms enable businesses to scale<br />
quickly, with ease, and leverage the<br />
capabilities of the cloud to roll out<br />
any necessary updates overnight<br />
Flexibility of consumption - going<br />
beyond the ability to just pay as you<br />
consume. Unlike a flat fee where<br />
companies are locked in for a set<br />
period, as-a-service is on demand<br />
and cloud backed so customers pay<br />
based on the duration the service is<br />
needed for<br />
Termination - on the other side of<br />
the same coin, as there is no<br />
commitment required for<br />
consumption, customers can switch<br />
off when they wish. This places<br />
increased importance on value that<br />
consistently needs to be reasserted.<br />
PRIORITISING VALUE<br />
So just how does the new 'as-a-service'<br />
model prioritise value? As more<br />
businesses are seeing the benefits of -<br />
and investing in - as-a-service models,<br />
and more vendors are providing them,<br />
the level of service required to meet<br />
needs has changed. Customers are<br />
increasingly looking for added value,<br />
whether that's saving money,<br />
outsourcing business functions, or<br />
improving software capabilities. And<br />
this is where cloud really comes into<br />
its own.<br />
FLEXIBLE AND NON-DISRUPTIVE<br />
The pandemic has taught businesses<br />
the hard way that IT infrastructure must<br />
be resilient in the face of disruption. In<br />
the interest of not only adapting to the<br />
new normal, but also future proofing<br />
32<br />
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Dm ANALYSIS: AS-A-SERVICE<br />
"AS-A-SERVICE IS NOT A NEW CONCEPT, BUT IT WAS THE CLOUD THAT ENABLED ITS MODERN CHARACTERISTICS<br />
AND MADE IT AN ATTRACTIVE OPTION FOR LARGE AND SMALL BUSINESS ALIKE. STANDARDISED, ON-DEMAND<br />
AND NO COMMITMENT SOLUTIONS NOT ONLY BRING OBVIOUS BUSINESS BENEFITS, BUT ALSO HEIGHTEN<br />
CUSTOMER EXPECTATIONS FOR SUSTAINED VALUE."<br />
operations, flexibility increasingly<br />
becomes a priority.<br />
Outsourcing implementation shifts<br />
ownership from IT departments to<br />
specialised vendors. Without the need<br />
for skills and expertise from internal<br />
talent pools, services can be installed<br />
more quickly and with minimal<br />
disruption to infrastructure.<br />
VISIBILITY OF EXPENDITURE<br />
Value for money has always been<br />
important, but now customers are<br />
expressing a need to have more<br />
visibility and control over their<br />
expenditure. The as-a-service model can<br />
help facilitate this by eliminating<br />
substantial upfront payment, allowing<br />
businesses to spread the bill across<br />
multiple months of service.<br />
Maintenance and upgrades incur no<br />
extra cost and if something goes<br />
wrong, the provider, not the customer,<br />
is financially liable. The ability to<br />
switch off the service if it does not<br />
deliver the value that was originally<br />
intended also means wasted<br />
expenditure can be avoided.<br />
INCREASED SECURITY<br />
Data security breaches incur high<br />
financial costs and long-term<br />
reputational damage. With the stakes<br />
so high, it may seem counter-intuitive<br />
to outsource security infrastructure and<br />
potentially 'lose control'. However, as<br />
service providers have a vested interest<br />
in identifying potential weaknesses in<br />
your security infrastructure, it can make<br />
your business more resilient as a result.<br />
The more people monitoring a<br />
private network, the better, as it<br />
ensures a quick response to any<br />
vulnerabilities that arise. General IT<br />
companies that don't specialise in<br />
security can struggle to follow new<br />
threats and lack the personnel to<br />
support any action needed.<br />
With as-a-service, you can costeffectively<br />
gain access to a dedicated<br />
team of experts who not only follow the<br />
market closely (so are aware of<br />
emerging threats), but are focused 24/7<br />
on securing the network. Shifting to<br />
service-based models that increase<br />
resilience is a valuable preventative<br />
investment.<br />
AN UPGRADED 'AS A SERVICE'<br />
MODEL<br />
As-a-service is not a new concept, but<br />
it was the cloud that enabled its<br />
modern characteristics and made it an<br />
attractive option for large and small<br />
business alike.<br />
Standardised, on-demand and no<br />
commitment solutions not only bring<br />
obvious business benefits, but also<br />
heighten customer expectations for<br />
sustained value.<br />
Cloud technology has certainly<br />
revolutionised the value of as-a-service,<br />
but in such a saturated market it is no<br />
longer enough to remain competitive.<br />
Customer needs are changing all the<br />
time, and to keep up with the<br />
evolution of as-a-service, businesses<br />
must prioritise value in every decision<br />
they make.<br />
More info: www.canon.co.uk<br />
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