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DOCUMENT

M A N A G E R

Dm

www.document-manager.com

DOCUMENT MANAGEMENT

IMAGING & CAPTURE

WORKFLOW/BPM

CONTENT MANAGEMENT

Back to basics:

The A-Z of filing systems

Data compliance:

Intelligent Document Processing can help

Technology focus:

Hyperautomation

As-a-Service:

Next year's model?

NEWS • PRODUCT FOCUS • USER PROFILE • INTERVIEWS

ISSN 1351-3222 Vol 30 No 4 July/August 2022


Turn your paper

documents into a

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Document Scanning

Document Storage

Microfilm & Microfiche Scanning

FreeDocs Document Management System

Records Management Consultancy Services

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or email sales@storetec.net

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BPO/Outsourcing/Bureau Business of the Year 2021, 2020,

2018, 2017, 2015, 2014 & 2013

Compliance Product of the Year – FreeDocs Document

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London, Manchester, Birmingham, Newcastle and Hull.


Dm

COMMENT

Editor:

Dave Tyler

david.tyler@btc.co.uk

Sub Editor:

Mark Lyward

mark.lyward@btc.co.uk

Welcome to the July/August issue of

Publishing Director:

John Jageurs

Document Manager magazine,

john.jageurs@btc.co.uk

Sales Manager:

which covers topics as diverse as

Abby Penn

print management in the cloud, the shift

abby.penn@btc.co.uk

Lead Designer

from RPA to hyperautomation, the increased

Ian Collis

use of intelligent document processing in a

ian.collis@btc.co.uk

Circulation/Subscriptions:

digital mailroom, and the importance of an

Christina Willis

up-to-date data management and archiving

christina.willis@btc.co.uk

Managing Director:

strategy - surely something for everyone?

John Jageurs

We also take a look at the future of the as-a-service model. As-aservice

is not a new concept of course, but it was the cloud that

john.jageurs@btc.co.uk

Published by: Barrow &

enabled its modern characteristics and made it an attractive option

Thompkins Connexion Ltd

35 Station Square,

for large and small business alike. Standardised, on-demand and no

Petts Wood

commitment solutions not only bring obvious business benefits, but

Kent BR5 1LZ

Tel: 01689 616000

also heighten customer expectations for sustained value. As Canon's

Fax: 01689 826622

Tony Wills explains: "Value for money has always been important,

Subscriptions:

but now customers are expressing a need to have more visibility

UK: £35/year, £60/two years,

£80/three years

and control over their expenditure. The as-a-service model can help

Europe: £48/year, £85 two

facilitate this by eliminating substantial upfront payment, allowing

years, £127 three years.

ROW:£62/year, £115/two

businesses to spread the bill across multiple months of service."

years, £168/three years

At the same time as looking at emerging technologies and the

Published 6 times a year.

Single copies can be bought

future of the sector, we also take a look at a topic that has been

for £8.50 (includes postage &

around for as long as document management itself - in fact

packaging). No part of this

magazine may be reproduced

significantly longer. Virtual Cabinet's Laura Bell gives us an in-depth

without prior consent, in writing,

from the publisher.

breakdown of exactly how filing systems work - how they should

©Copyright 2022 Barrow &

operate, and why it's vital to get the basics right before even

Thompkins

thinking about automation: "Whichever order your filing hierarchy is

Connexion Ltd

in and whichever fields it uses to file information correctly, the

Articles published reflect the

most important thing is to make sure all employees are indexing,

opinions of the authors and are

not necessarily those of the

and formatting the file titles in a consistent way."

publisher or his employees. While

every reasonable effort is made

Consistency in filing is key, and there is no point trying to move to

to ensure that the contents of

a paperless approach if the basic filing structures have not been

articles, editorial and advertising

are accurate no responsibility can

properly thought through beforehand. Anyone who's been in IT as

be accepted by the publisher for

errors, misrepresentations or any

long as me will doubtless remember the old 'Garbage in, garbage

resulting effects

out' aphorism. It still holds true today of course - and is perhaps

even more important in a world of exponential data growth!

And last but not least is a reminder to nominate in this year's DM

Awards - nominations close at the end of August, so readers have a

few short weeks to share their choices before the all-important

public vote opens. Check out the full list of awards categories on

page 28, and head to the website www.dmawards.com to make

your voice heard. Don't forget, there's no need to nominate in every

category, you can simply select the ones you're interested in.

Dave Tyler

Editor

david.tyler@btc.co.uk

www.document-manager.com

July/August 2022

@DMMagAndAwards

3


Dm CONTENTS

C O N T E N T S

JULY/AUGUST

6

8

14

18

22

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

MANAGEMENT: DIGITAL MAILROOM..........................................................…….6

Jim Close of Kofax explains how to evolve your digital mailroom to become the 'beating

heart' of your organisation

STRATEGY: DATA COMPLIANCE………...........................................................…….8

Stephen Boals of Ephesoft examines the potential uses of intelligent document processing

(IDP) for data compliance

CASE STUDY: TESCO BANK………….............................................................…….10

Parseq has provided a successful lockbox cheque processing solution to Tesco Bank for over

3 years, including throughout the challenging pandemic period

OPINION: CLOUD-BASED DM………........................................................……….12

There are numerous benefits to a cloud-based approach to document management,

argues Grace Schneider of Storetec

MANAGEMENT: FILING……..............................................................................…14

Laura Bell of Virtual Cabinet breaks down the basics of filing, arguing that an

understanding of what you need to file and why is every bit as important as how you

choose to do it

CASE STUDY: DOCUMENT LOGISTIX…….......................................................……18

Fujitsu scanners enable Document Logistix to deliver secure and cost-effective outsourced

document capture for millions of documents each year

STRATEGY: ARCHIVAL……….........................................................................……20

Nick Parkin of Proceed Group explains how to close the gap between business and I.T., and

reap the rewards of data archiving

CASE STUDY: KEYSTONE LAW……………................................................……….22

Innovative UK law firm Keystone Law is enjoying continued accelerated growth with its

'lawyer-first strategy', supported by NetDocuments

TECHNOLOGY: MICROFILM……..................................................................……..24

Kaycee Jaeger of e-ImageData explains why low magnification is essential in

microfilm scanning

OPINION: PRINT MANAGEMENT……..........................................................……..26

David Jenkins, CEO at directprint.io, says that migrating print to the cloud is the easiest way

to solve print-related pain points, and save money to boot

EVENT: DM AWARDS 2022……..................................................................……..28

Nominations are now open for this year's DM Awards - read on for all the categories, as

well as the all-important dates for your diary

TECHNOLOGY: HYPERAUTOMATION….........................................................……30

Tim Hood of Hyland explains how hyperautomation can create "an interconnected, superefficient

network of technologies"

ANALYSIS: AS-A-SERVICE…..........................................................................…….32

Canon's Tony Wills describes the next step forward for the 'as-a-service' model

4 @DMMagAndAwards July/August 2022 www.document-manager.com


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Dm MANAGEMENT: DIGITAL MAILROOM

Keeping the heart of your organisation healthy

Jim Close of Kofax explains how to evolve your digital mailroom to become the 'beating

heart' of your organisation

Businesses thrive on data. Just as

humans need their circulatory

system running smoothly to remain

healthy, every successful organisation

depends on the unfettered flow of

information throughout their operations

and lines of business.

Whether it's a new contract, customer

contact details or the latest inventory

report, getting data to the right people

at the right time fuels business growth.

In fact, it's so important that without a

fast and efficient flow of information,

you may even put normal business

operations at risk.

That's even more true today, as remote

and hybrid work transforms the workplace

and the risk of missing or misplacing key

documents increases. To survive and thrive

in the current hybrid-working customer

experience-obsessed digital economy, you

need your digital mailroom to be the

beating heart of your business.

After all, when information doesn't get to

your digital mailroom - or can't seem to

get out of it - your organisational arteries

become clogged, slowing down the steady

stream of data to places where it adds the

most value.

Although organisations digitised their

mailrooms over the last few decades,

scanning incoming documents and

communications to reduce the amount of

paper circulating, they may fall short of

what's required today.

An evolved digital mailroom leverages

innovative intelligent automation

technologies to digitise documents, extract

key data and automatically route it to the

people and applications needing it. With

embedded artificial intelligence capabilities

like natural language processing and

machine learning, your mailroom can

handle both structured and unstructured

data more effectively.

Cloud and artificial intelligence

technologies can get information flowing

to your hybrid workforce a lot more

efficiently and securely than a paper-based

or simple digital mailroom. You can both

unlock the value of all the data your

organisation receives and scale the benefits

easily across the enterprise.

POTENTIAL BLOCKAGES

Evolving your digital mailroom will also

bolster your organisation's defences

against two major challenges. The 'Great

Resignation' shows no signs of letting

up, with one in five workers saying they

are planning to quit in 2022. With

work-life balance a higher priority,

employees are opting for jobs that offer

remote and hybrid work. Meanwhile,

staying in compliance with a growing

number of regulations is more difficult

when the workplace expands to

numerous virtual locations.

To attract and retain employees, 89

percent of leaders say they plan to invest

in technology in the next 12 to 18

months to support the hybrid workforce,

according to the Hybrid Work Global

Survey 2021. However, that technology

had better include improved document

security and compliance.

Evolving your digital mailroom for a

hybrid workforce will keep both employees

and regulators happy. Digital documents

can be delivered faster and more securely

to employees, whether they're in the

workplace or working remotely. You don't

have to worry about losing a piece of

paper, and you can control who has access

to specific content.

Intelligent automation also makes

compliance easier. Companies can apply

6

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July/August 2022

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MANAGEMENT: DIGITAL MAILROOM Dm

"AN EVOLVED DIGITAL MAILROOM LEVERAGES INNOVATIVE INTELLIGENT AUTOMATION TECHNOLOGIES TO

DIGITISE DOCUMENTS, EXTRACT KEY DATA AND AUTOMATICALLY ROUTE IT TO THE PEOPLE AND APPLICATIONS

NEEDING IT. WITH EMBEDDED ARTIFICIAL INTELLIGENCE CAPABILITIES LIKE NATURAL LANGUAGE PROCESSING

AND MACHINE LEARNING, YOUR MAILROOM CAN HANDLE BOTH STRUCTURED AND UNSTRUCTURED DATA

MORE EFFECTIVELY."

business rules for applicable industry

regulations, and an electronic audit trail

serves as a record of proof. Improved

compliance has an added benefit of cost

savings, as it helps your company avoid

hefty penalties.

REAP THE REWARDS

Organisations that leverage intelligent

automation and the cloud see quick

and substantial gains. ROI is typically

realised in the first year, thanks to the

following benefits:

1. More accurate data: Re-keying data is

an unhealthy habit. When wrong data is

entered into your systems, operations

slow down. With automation, you can

rest assured all incoming data is extracted,

validated and routed accurately.

2. Faster response times: As your business

grows, so will the number of requests

you'll receive. Slow, manual processes

simply don't fit in the modern hybrid

workplace. Digital mailroom automation

processes documents and converts

unstructured data so it's ready for your

line of business systems.

3. Improved insight and control: A datahealthy

organisation can't run unattended.

Intelligent automation improves

performance by allowing companies to

analyse and monitor critical applications.

Actionable data improves visibility into

which business processes are running

smoothly and which ones need

improvement.

4. Happier customers and suppliers: As

more companies digitally transform their

own operations, they'll have higher

expectations for interactions with your

organisation. A digital mailroom will help

you check the status of customer and

supplier queries more quickly and create a

more positive experience.

HOW EVOLVED IS YOUR DIGITAL

MAILROOM?

How do you know if your digital mailroom

is up to modern day tasks? These four

questions can help you assess the quality

of your current digital mailroom.

1. Are you able to process all documents

in any format or channel? For faster and

more accurate document processing

across the entire enterprise, your digital

mailroom should be using artificial

intelligence technologies like natural

language processing, machine learning

and mobile capture. Document

intelligence capabilities can extract key

information, categorize various document

types and optimise data for processing.

2. Can you automatically route data to the

right person, every time? Much of the

data your organisation receives supports

multiple teams and processes. A

connected system approach ensures

information flows smoothly to various

applications, software and databases.

Your digital mailroom should be able to

deliver details of a newly signed contract

to sales, finance and customer support

simultaneously.

3. How optimised are your digital

mailroom workflows? Digital mailroom

automation software equipped with

process orchestration makes it possible

to get more work done without hiring

more human workers. In fact, human

employees can spend less time manually

sorting through incoming mail and

routing it to the right workflows and

more time on higher value tasks that

make your customers and suppliers

happy.

4. Have you automated manual, timeconsuming

tasks? Digital 'robot' workers

are ideal candidates for processing,

extracting and validating incoming

information.The work is done faster and

without errors. RPA streamlines mailroom

workflows, saving time and money. RPA

bots can also keep up with the increased

flow of information coming into the

organisation, so you don't need to worry

about how you'll handle the growing

volume of mail over time.

The evolved digital mailroom can

efficiently process any content arriving in

any channel and integrate the resulting

context-sensitive data into the

appropriate downstream business

applications. This new powerhouse of

business efficiency is no longer just a

mailroom - it's the strong and healthy

beating heart of your organisation that

keeps information pumping and

accelerates digital workflow

transformation.

More info: www.kofax.com

www.document-manager.com

July/August 2022

@DMMagAndAwards

7


Dm STRATEGY: DATA COMPLIANCE

Compliance: is IDP the answer?

Stephen Boals, SVP Strategy and Evangelism at Ephesoft, examines the potential

uses of intelligent document processing (IDP) for data compliance

Data compliance ensures that

sensitive digital assets or

data is organised and

managed in a way to help

companies meet business

rules, workflows and policies

along with legal and

governmental regulations. It

is also critical to the privacy

of people's personal

information and how

organisations store and

secure that sensitive data. An

organisation's data fuels

business processes,

workflows,

applications

and

ultimately decision-making and

insights.

Regulations around data compliance

spell out what data needs to be

protected, what processes are

acceptable and what the penalties will

be for failure to follow the rules. Data

compliance ensures your business

meets the minimum legal

requirements.

This often can be confused with data

security, which covers all the processes

and technologies of securing sensitive

data, including firewalls, authentication

and password protection protocols.

Therefore, businesses must be data

compliant per regulations, but that

doesn't guarantee their data is secure -

although the goal should be to have

both data compliance and data

security. To achieve security and privacy,

8 July/August 2022 www.document-manager.com

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STRATEGY: DATA COMPLIANCE Dm

"ENABLING ACCESSIBLE DATA IS THE CRUX OF DATA COMPLIANCE. A SIMPLE EXAMPLE IS A PERSON WHO NO

LONGER WANTS YOU TO HAVE THEIR DATA, WHICH COULD BE IN MULTIPLE APPLICATIONS AND FILES. IDP

OFFERS AN AUTOMATED SOLUTION TO MAKE THE DATA SEARCHABLE SO IT CAN BE DELETED QUICKLY AND

MEET PRIVACY REQUIREMENTS. OR, IN ONE CASE STUDY WITH VOPAK, THE WORLD'S LEADING INDEPENDENT

TANK STORAGE COMPANY, THEY USED IDP AND WERE ABLE TO REDUCE THEIR AUDITS FROM 2-3 WEEKS TO

ONLY A FEW HOURS BY ELIMINATING MANUAL DATA ENTRY AND SEARCHING."

enterprises need data governance,

which includes organisational policies

and processes that control how data is

managed in the organisation.

THE COMPLIANCE LANDSCAPE

With GDPR, California Consumer Privacy

Act (CCPA), HIPAA, PCI DSS, PII, antimoney

laundering (AML) and know your

customer (KYC) regulations - and many

more globally, businesses must find a

way to become and stay data compliant.

The results can be crippling.

Organisations lose an average of

US$4 million in revenue due to a

single non-compliance event.

(GlobalScape's The True Cost of

Compliance with Data Protection

Regulations)

The leading risk among

organisations for 2022 so far is cyber

incidents (e.g. cyber crime, IT

failure/outage, data breaches, fines

and penalties) followed by business

interruption (42%), including supply

chain disruptions. (Statista)

70% of risk and compliance experts

said the pandemic has increased

their reliance on technology to

improve decision-making,

performance monitoring and risk

management. (Thomson Reuter's

Fintech, Regtech and the Role of

Compliance Report 2021)

In a data compliance survey, 62.4%

of survey respondents said that their

company isn't "completely

compliant" with the data regulations

that apply to them, including GDPR,

CCPA and CDPA. (Business 2

Community Survey)

WHERE DOES IDP FIT IN?

In our current business world,

documents are just a form of data

that needs to be managed and

governed. Most organisations have

massive document repositories that

sit as dark data, and can be a massive

compliance headache.

Intelligent document processing

(IDP) is a solution that uses AI-based

technology to capture, classify,

extract, validate and export data from

documents into another system.

Modern IDP platforms transform

documents with unstructured or

semi-structured data into actionable,

structured data that can be fed into

other systems to automate

workflows, centralise information,

perform data analysis and business

intelligence, as well as simply make a

large volume of data easily

searchable.

Enabling accessible data is the crux

of data compliance. A simple example

is a person who no longer wants you

to have their data, which could be in

multiple applications and files. IDP

offers an automated solution to make

the data searchable so it can be

deleted quickly and meet privacy

requirements. Or, in one case study

with Vopak, the world's leading

independent tank storage company,

they used IDP and were able to

reduce their audits from 2-3 weeks to

only a few hours by eliminating

manual data entry and searching.

Alliance Bank used IDP to not only

speed up the loan application process

but also to increase fraud prevention

and detection.

A RAFT OF BENEFITS

There are hundreds of use cases for

intelligent document processing,

depending on industry and business

needs, from accounts payable, human

resources, mailroom and applications to

loans, insurance claims, financial

documents, records and transcripts.

Here's how IDP can help as it relates to

data compliance:

Can process large volumes of

documents fast

Streamlines regulatory reporting

Connects with any RPA, analytics

applications or any other system of

record for more complete

information

Eliminates human errors from manual

data entry

Enables searchable data for easy

removal of customer information if

requested

Decreases audit times from weeks to

hours

Can find documents in seconds

Drives employee productivity,

accuracy and efficiency

Improves customer experience and

satisfaction

Can be used for KYC or AML

initiatives to reduce fraud and

suspicious activity

The consequence of non-compliance

can risk financial losses and fines, security

breaches, license revocations, business

disruptions, poor patient care, trust,

brand perception and reputation. It's

easier than you think to add IDP into your

tech stack and avoid the consequences.

More info: www.ephesoft.com

www.document-manager.com

July/August 2022

@DMMagAndAwards

9


Dm CASE STUDY: TESCO BANK

Cheques and balances

Parseq has provided a successful lockbox cheque processing solution to Tesco Bank

for over 3 years, including throughout the challenging pandemic period

with associated cheques provided to

the nominated clearing provider to

enter clearing. The Tesco Bank

deployment has been a success in

numerous ways:

Tesco Bank is one of the most

recognisable retail brands in the

UK providing customers with a

wide range of banking products,

linking loyalty products with the parent

retail group. Tesco's activity as a key

supplier and key service provider

through the pandemic increased

substantially. Through the dramatic

change in the marketplace, their

primary focus was to continue to

provide critical banking services to all

customers. The key driver for this was

to ensure a continuation of service

through a challenging time.

Like many large organisations, Tesco

Bank opted to outsource services to

optimise efficiency, reduce operational

costs and enable internal resources to

focus on key elements within the

organisation. The nature of the

contract originally involved Parseq

being on-boarded as a supplier change

(with HSBC) and followed with a full

contract transition to Parseq as a direct

service provider. Partnering with Parseq

enabled reliable management of the

service for the customer base.

RELIABILITY OF SERVICE

The priority for Tesco Bank was to have

reliability of service which Parseq

provided seamlessly and promptly

without error. A driving desire for Tesco

was efficient responsiveness to their

requirements to enable an effective

process that benefited the entire

customer experience.

The transition to Parseq sought to

achieve the following:

Providing one standard service

option

Partnering with a reliable service

Continuous investment strategy,

strengthening key services Value for

money

Insightful, real time MI & data

intelligence

Responsiveness to changes in service

or requirements

A PEDIGREE SOLUTION

Through strategic collaboration and

end-to-end communication between

Tesco and Parseq, the proposed

solution was to offer a lockbox service

to Tesco Bank products. Parseq has an

extensive history and pedigree in

delivering UK and international lockbox

services to leading banks and financial

institutions with many clients

benefiting from the service for in excess

of 45 years.

The lockbox service consists of: receipt

of cheques and remittances, opening,

validating, scanning, data capture,

supplying required data to the client,







Seamless service from deposit to

the point of clearing: over 75K

cheques processed.

Providing optimum service delivery

through challenging times and

exceeding service levels.

Collaborative partnership with Tesco

Bank has open and clear

communication, with real time

processing information.

Tesco Bank have had no escalations

over the term of the partnership and

provide regular positive feedback for

the services and future plans.

Client visibility with detailed reports

and status updates on cheque

processing.

ADIR solution to provide visibility on

images for cheques and remittances

24/7.

Following the smooth transition &

implementation of the initial service,

Parseq have continued to provide Tesco

Bank a robust, reliable and responsive

service with no incidents or issues over

the last 3 years.

"Transitioning to Parseq as our lockbox

cheque processing partner was

completely seamless and pain free,"

commented Paul Galletta, commercial

manager, Tesco Bank. "From the initial

engagement and implementation to

the robust service delivery, we have

been highly impressed throughout.

Parseq's support and sheer

responsiveness has meant that our

customers have continued to receive

our critical services and exceptional

levels of customer experience through

such a challenging pandemic."

More info: www.parseq.com

10 @DMMagAndAwards July/August 2022 www.document-manager.com


Dm OPINION: CLOUD-BASED DM

Cloud covered

There are numerous benefits to a cloud-based

approach to document management, argues Grace

Schneider of Storetec

Many businesses are moving away

from network installed

document management systems

and are moving toward cloud-based

systems instead. This is due to many

factors such as the lack of versatility, the

cost and resources associated with

hosting and managing it, and

security/compliance.

What do we mean by 'cloud' in this

context? The cloud refers to servers that

are available on-demand over the

internet, without direct management by

the user. The cloud enables users to

access files from any location or device

because the hosting takes place on servers

in a data centre, rather than locally on the

users' device or server - making it

incredibly versatile and the perfect

solution for remote/hybrid working.

BENEFITS OF A CLOUD BASED DMS

Hosted by a third-party supplier - Having

a dedicated in-house IT team to manage

the network is at a premium and not the

case for most SME's. By transferring the

responsibility to a third-party supplier

whose primary job and expertise is to

host and maintain the system, you can

ensure your data is in the best possible

hands. In addition, many suppliers are

very easily accessible if any issues do

occur, perhaps even more than your

internal IT team who will have other day

to day priorities.

Advanced search capabilities - A DMS

like FreeDocs has vast search capabilities

which means employees can access

documents quicker than ever before.

FreeDocs has the capability of searching

through 238 million records in just 4

seconds, ensuring that employees are

using their time more efficiently. Such

capability is far greater on a cloudbased

system with computing power

that can be upscaled seamlessly

compared to an internal system with

hardware limitations.

Support remote/hybrid working - The

cloud offers versatility and accessibility as

users do not need to log in through a

virtual private network (VPN) to

collaborate. Operating on the Amazon

AWS cloud infrastructure, FreeDocs

facilitates secure access from any

location, at any time. This gives workers

instant access to information that could

otherwise take valuable time and

resources to locate and access.

Furthermore, FreeDocs' concurrent

licensing structure facilitates effective

collaboration, allowing teams to access

the same information simultaneously

from their individual remote locations.

Security - Cyber threats are always

evolving. Many SME's do not have the

time or expertise to ensure network safety

on their own. With a cloud based DMS,

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OPINION: CLOUD-BASED DM Dm

your data is protected by numerous

layers of security. FreeDocs is hosted on

the Amazon Web Services (AWS) cloud

via an online portal, secured using

password authentication and SHA256

encryption via a HTTPS connection.

Additional security features are available

such as IP locking, Multi-Factor

Authentication and Single Sign-on

(SSO) to facilitate compliance with all of

your own internal security protocols.

Scalability - The cloud is not limited to a

certain amount of usage, unlike

network installed DMS' which may

require additional hardware to provide

sufficient storage and processing

power. No matter if you are a small

business with limited documents or an

international corporation with massive

amounts, you can benefit from a cloud

based DMS. FreeDocs is instantly

scalable to businesses of any size. You

can instantly upscale or downscale your

usage and storage space seamlessly, to

keep up with fluctuations in demand.

Your FreeDocs database can grow with

your business.

Flexibility - With a cloud based DMS,

licenses can be added as needed by

contacting your provider. Users can

easily be given access to the system and

new databases can be created and

removed with minimal effort from you.

A network installed system does not

allow this type of flexibility.

Integration from MS Office applications

- With FreeDocs' new MS Office

Uploader tool, you can add documents

you are working on directly into

FreeDocs. Just download the free add-in

from the Microsoft Office add-ins store,

log in to FreeDocs and click upload. A

copy of the selected file will be added

to the database of your choice -

allowing all the accessibility, security,

and other benefits of FreeDocs for your

file immediately, all from your chosen

Office product.

Integration with line-of-business

systems - Storetec's in-house software

development team is constantly

working on FreeDocs to create custom

solutions to interface with client's own

systems to improve their business

operations.

No upfront costs - FreeDocs has no

upfront fees. We will even offer you a

3-month free trial to ensure you love

the system before you commit.

Ongoing training - Your supplier should

want you to get the most out of your

system. At Storetec we don't want to

see you struggle, we offer on-going

training for your team whenever

needed, to ensure you have on-going

support and are using your system to its

greatest potential.

Are you interested in seeing these

benefits for yourself or just want to

explore your options? Contact our team

today to get a 3-month free trial of

FreeDocs. Our software development

team can work alongside you to create a

bespoke solution which meets your

business's requirements. We are available

for Teams/Zoom calls at your request. We

are confident that you'll love it.

More info: www.storetec.net

www.document-manager.com

July/August 2022

@DMMagAndAwards

13


Dm MANAGEMENT: FILING

Back to basics: the A-Z of filing systems

Laura Bell of Virtual

Cabinet breaks down the

basics of filing, arguing

that an understanding of

what you need to file and

why is every bit as

important as how you

choose to do it

Whether it's pesky piles of paper

that are getting you down or

you're facing a digital

document disaster at work, efficient

filing is the only way to truly tame the

chaos. Our world is full of data and

that data has to go somewhere.

Spreadsheets, notes, reports, records,

meeting minutes, and legal documents

all become one thing: documents.

Documents become files and files (as

their name suggests) need filing or else

chaos and anarchy will reign! Well,

that may be a little over-dramatic, but

misfiling and inconsistent arranging of

files can certainly result in a whole lot

of inconvenience and stress.

With a view to being helpful, here is

our guide on how to file, manage, and

organise your documents so you never

struggle to find a file again. Whether

you're wading through physical or

digital documents, we can help you

make your system efficient and

minimise the time wasted on filing and

finding documents.

WHY DOES EFFICIENT FILING

MATTER?

When you're dealing with paper

documents, inadequate filing systems

can cause irreparable damage that can

lead to serious awkwardness when the

audit officer comes a-knocking. In terms

of GDPR and data compliance,

businesses are now solely responsible for

the protection and timely destruction of

their internal and external data. Laws

govern which types of information you

can and cannot store and for how long

it is ethical to keep.

Paper filing sure has its drawbacks

which is why most companies have at

least started the process of going

14 @DMMagAndAwards July/August 2022 www.document-manager.com


MANAGEMENT: FILING Dm

paperless and switching to digital

files. However, if you're struggling to

find workarounds for physical

paperwork and want to keep those

document files in an orderly fashion

for ease of work, then fear not. We're

here to help. Similarly, if your

company has fully embraced the age

of digital transformation and you're

looking for ways to make your virtual

filing cabinet a well-ordered TARDIS

of data and information, then great!

We've got the goods to ensure your

digital filing system is squeaky clean

and easy to navigate for everyone.

FIVE WAYS TO FILE

There are generally considered to be

five main ways of organising files,

regardless of whether they are virtual

documents or hard copies. Any of

these should be a good place to start

when implementing a company-wide

filing system for paper files and

electronic files alike.

By subject - categorise files

according to the subject of the

contents of the document. This is

a logical way of organising files

because it groups documents that

are similar in topic or structure.

Alphabetically - even within larger

categories, filing things

alphabetically can make more

sense for the next person who

wants to find something. Many

electronic filing systems already do

this within digital folders.

Numerically - depending on what

the majority of your documents

contain, filing by number can

make a lot of sense.

By place - This won't apply to

every industry sector or business,

but for files that are to do with a

specific location or place, it can

make sense to order them by

location.

By date - This is a pretty common

method of filing documents. For

example, filing financial

documents by year will reduce the

time wasted scrolling through

records from past years.

THE FILING HIERARCHY

Most companies will choose to

combine two or more of the above

options to organise documents and

groups of documents. This is fine, but

it's important to set a standard that

works across the whole company so

that everyone can understand and use

the same set of rules.

This will be vital when it comes to

retrieving files at a later date,

especially if the person trying to find

the document wasn't the one who

initially filed it. The order you choose

has to be logical for the types of

documents you typically use and the

most important filing criterion should

start the file title so that it's easy to

identify later.

For example, if you had an estate

agency or property business, you

might decide that the most important

way to divide files is by location

(location, location). You could create

folders for each country, city, or

individual address where properties

associated with your company are.

You may then want to further subdivide

files within these folders again

by date or more specific location to

help distinguish between types of

documents.

Typically, you wouldn't want to use

more than three filing methods in

your hierarchy, or it will get too

confusing for everyone to remember.

As with many things in life, simplicity

is often better, and this will certainly

help avoid misfiling which can be

extremely frustrating for those trying

to find the file later. In short, you

need to balance having a descriptive

file name with having a simple system.

The diagram on the next page shows

two examples of filing formulas that

use three filing criteria to file

documents for their business. The

bottom of the pyramid is the first

priority and the first part of the file

name. Then you work up the pyramid.

A file name using filing hierarchy A

might look like this: 'Susan Jones tax

return 2022' OR 'CJ Construction

employee handbook 2016'.

A file name using Hierarchy B with

index numbers as the priority criteria

might look like this: 'SJ12001 2022 tax

return' OR 'CJC4503 Jan 2016

employee handbook'. You can either

assign index numbers to each case,

task, or client or perhaps you use

software that generates this field for

you. In any case, the index code

should feature in the file title.

CONSISTENCY IS KEY

Whichever order your filing hierarchy

is in and whichever fields it uses to file

information correctly, the most

important thing is to make sure all

employees are indexing, and

formatting the file titles in a

consistent way. If you do choose to

use client or case reference numbers,

as in filing hierarchy B, you must make

sure that these indexing numbers are

available for all people in the company

to view. A spreadsheet with each

client's name next to its relevant index

code would suffice, as long as that,

too is filed correctly.

If you take nothing else away from

this article then hark at this:

inconsistency in filing = data chaos.

Therefore, it matters less what your

filing hierarchy is than making sure

everyone is using the same filing

method.

PRINCIPLES OF PAPER FILING

While many industries are well on

their way to becoming fully paperless,

others have struggled to make the

switch. Paper prescriptions, legal

contracts, and financial documents

are amongst the worst offenders that

stubbornly resist digitalisation. If

you're in one of those industries

where the paperless office is but a

distant dream then the following is

for you.

GET A SYSTEM

As we said earlier, you can choose any

method of filing, as long as it's simple

enough for everyone to adopt and

general enough to be used for all

documents company-wide. Implement

www.document-manager.com

July/August 2022

@DMMagAndAwards

15


Dm MANAGEMENT: FILING

a system and make sure people stick

to it.

BE RUTHLESS

Statistics say that once a document is

filed, there is a 95% chance of it never

being retrieved. That's not because

admin staff are daft or that they're

shoving it all in the filing cabinets

without a recognised order. We love

you, filing wizards! No, the reason

why only 5% of filed documents will

ever feel the sunlight on their ink

again, is that we only need to retrieve

those few files again.

There are some types of files you are

obliged to keep for data protection

and audit purposes, but before you

file six copies of meeting minutes

from an internal meeting, think

logically. Don't file what you don't

need to. It only becomes someone's

job to shred it at the end of the

retention period, maybe even yours.

GET THE RIGHT TOOLS

A poor workman blames his/her tools,

or so we've heard, but without the

proper tools in place, your filing

system could result in an audit

disaster with no one to blame but

you. Some of the items you'll need to

invest in to keep a well-ordered paper

filing system are:

Plastic wallets, folders, dividers,

and paper - a lot of it

Industrial scanners, printers, and

printer ink - a lot of that too

Stationery, including (but by no

means limited to) pens, pencils,

paper-clips, file ties, hole punchers,

and the tiniest of tweezers to pick

up all the tiny paper doughnut

holes off the carpet when you're

done with it

Giant, metal filing cabinets to

protect your critical documents

from typhoons and other disasters

And of course, you'll need some

sort of mild sedative on hand for

when the paper tray in the printer

starts jamming every third use

With a steady supply of all these

items, plasters on hand for paper

cuts, and a lot of patience, you can

continue to run a paper-full office for

some time to come. But then again,

why would you?

PAPER VS. DIGITAL DOCUMENT

MANAGEMENT

Alternatively, for a paperless office to

work you will need the following

items:

A quality document management

system - such as Virtual Cabinet

A small reliable scanner to convert

paper documents to digital files to

put in it

You get the point. Just because you

can archive paper files efficiently with

collective, consistent filing techniques,

it doesn't mean you should continue

to do so. Although we don't deal

solely with accounting professionals

Virtual Cabinet has a very real

presence in the accounting world -

one profession that is widely

recognised to be one of the hardest

to turn paperless, but we help

businesses go paperless every day. It

not only benefits the environment and

reduces your costs, but a great

document management system can

and will save you more time than

you'll know what to do with in your

work day. Who doesn't like the sound

of that?

FINAL THOUGHTS

If you're reading this, then we dare

say we're preaching to the converted

regarding paperless offices, but it's

never a bad idea to take stock of what

paper is being produced by your

business or coming into your office

from external sources. Can outgoing

and incoming post be reduced, or

client documents sent electronically

through a portal?

Whatever stage your paperless

journey is at right now, you can use

our filing tips to create a companywide,

consistent file naming hierarchy

that will ensure you can always find

what you're looking for. Alternatively,

of course, you could just let Virtual

Cabinet index and automatically file

your incoming documents without

any fuss. Virtual Cabinet has powerful

integrations with dozens of other

software systems, automatic email

capture, and everything you need to

keep your audit trail squeaky clean.

More info: www.virtualcabinet.com

16 @DMMagAndAwards July/August 2022 www.document-manager.com


Dm CASE STUDY: DOCUMENT LOGISTIX

No room for errors

Fujitsu scanners enable Document Logistix to deliver secure and cost-effective outsourced

document capture for millions of documents each year

benefits such as the ability to quickly

find and analyse data at scale.

With many of its customers

Document Logistix manages the

transport and storage of physical

documents itself, delivering them to be

processed at their headquarters in

Milton Keynes. A dedicated team is

responsible for the scanning of physical

documents, so that they can be

automatically processed and managed

in Document Manager.

Document Logistix is a global

document management provider

- often featured in the pages of

this magazine - helping SME's and

blue-chip customers navigate their

digital transformations by digitising

archived paper-based documents.

Delivered through its Document

Manager (no relation!) Platform,

Document Logistix extracts information

to help businesses manage their

internal document workflows and

capture archived data more effectively.

Compliance with data protection

regulations requires organisations to

introduce digital infrastructures for

storing and documents. This is

particularly important within business

functions dealing with sensitive

information governed by strict rules

such as in HR. However, digitising large

scale information can also deliver other

MINIMISING ERRORS & DELAYS

In the UK, Document Logistix has

managed this process from collection

to digitisation for businesses such as

DHL, Huddersfield University and

Queens University Belfast. Working

through millions of documents per

year, it is imperative that capture is

efficient and issues such as feed errors

or any other delays are kept to a

minimum.

To maintain the highest quality,

Document Logistix has twelve Fujitsu

devices (made up of six fi-6800 and six

fi-7800 devices) in its bureau. The

robust fi Series production scanner

range offers reliable, high-speed results

and minimises downtime, while

maintenance features allow users such

as Document Logistix to reduce time

spent on scheduled servicing. State of

the art document feeding technology

handles even mixed batches of paper

types, formats, thicknesses, materials,

sizes and volumes, boosting the

efficiency of employees and the

scanning process by saving time sorting

and separating batches.

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CASE STUDY: DOCUMENT LOGISTIX Dm

"CONTINUED MOVES TO DIGITALLY TRANSFORM ARCHIVES IN COMPLIANCE WITH REGULATIONS SUCH AS GDPR

HAS LED TO AN INCREASE IN BUSINESSES LOOKING TO MANAGE THEIR DOCUMENTS AND INFORMATION IN A

DIGITAL PLATFORM. OUR DOCUMENT MANAGER HUB OFFERS AN OUTSOURCED SERVICE FOR DOCUMENT

CAPTURE, WHICH TODAY PROCESSES MILLIONS OF PAPER DOCUMENTS EACH YEAR. FUJITSU'S SCANNERS

ENSURE THAT THE CAPTURE OF DOCUMENTS CAN BE COMPLETED QUICKLY AND EASILY WITH NO ISSUES SUCH

AS FEED ERRORS, WHICH CAN TAKE UP TIME AND AFFECT OTHER PROCESSES WITHIN THE CHAIN."

The devices also benefit from Fujitsu's

PaperStream software solution to help

deliver the highest quality scans. The

high speed and accuracy with which

documents are captured enables the

Document Logistix team to work

through documents quickly, resulting in

effective OCR processing and input into

Document Manager software as well.

CLARITY IS CRUCIAL

The Document Manager solution relies

on OCR technology to accurately lift

information from the scanned

documents and feed it into the

system, where it can be stored and

filed digitally and accessed through

search functions. For example, in an

HR function, documents can be stored

and sorted by type such as CVs,

Passports or invoices. This process is

reliant on high quality and clear scans.

Every user access and action within

Document Manager is time-stamped

and recorded, so internal quality

audits or external compliance audits

are no longer the time-consuming

worry they once were. Evidence of

compliant processes can be produced

instantly. To prevent information being

viewed by unauthorised personnel - or

hacked - standard folders and files are

assigned only to authorised

population groups.

Further measures can be introduced

so that personal data cannot be seen

at all in common procedures such a

subject access request (SAR). Personal

data and information can be redacted

(masked) to comply with a range of

strictures, including GDPR.

The Document Logistix offering also

provides the means not only to ensure

that there is only one up-to-date

digital version of a document, but also

to prevent loss or mischief as

documents do not have to be

duplicated, copied or moved to

different locations.

A CLEAR QUALITY DIFFERENCE

The high quality delivered by the

Fujitsu devices is imperative to

ensuring information is correct. If

information lifted through OCR

contains any errors, keyword searches

within the platform may fail to flag a

key document resulting in a

compliance issue, or lost revenue from

a missing contract or invoice. The

clarity of scanning from the Fujitsu

devices has allowed Document Logistix

to be assured of the quality of

information entering the Document

Manager platform.

Fujitsu's Paperstream driver plays a

key role in maintaining the highest

quality. The software is specifically

designed to automatically produce

clear image data that is optimised for

post-processing routines such as OCR.

By intelligently adjusting to a range of

different types of documents and

accurately distinguishing characters

from background noise, PaperStream

has enabled Document Logistix to

enhance image accuracy to a level

where scans of older, unreadable,

typewritten documents are noticeably

clearer and easily read.

"Continued moves to digitally

transform archives in compliance with

regulations such as GDPR has led to

an increase in businesses looking to

manage their documents and

information in a digital platform,"

commented Jason Field at Document

Logistix. "Our Document Manager

Hub offers an outsourced service for

document capture, which today

processes millions of paper

documents each year. Fujitsu's

scanners ensure that the capture of

documents can be completed quickly

and easily with no issues such as feed

errors, which can take up time and

affect other processes within the

chain."

"Alongside the devices, using

Fujitsu's PaperStream software has

provided peace of mind for our staff,

who are confident in the quality and

clarity of each scan as it reaches the

next stage in digitisation. The devices

and software are user friendly which

saves time for the team who do not

need to deal with over complicated

user interfaces to get the best result."

"Any delays in scanning impacts

numerous processes for Document

Logistix which can cost time and

money," explains Matt Smith, Channel

Development Manager at PFU EMEA

Fujitsu. "It's vital in an increasingly

competitive landscape, that

everything runs smoothly meaning

there's no room for feed errors or

incompatibility with documents. Our

close relationship with the team at

Document Logistix means that the

high standard of service is never

compromised.

More info: www.pfu.fujitsu.com/emea/

www.document-manager.com

July/August 2022

@DMMagAndAwards

19


Dm STRATEGY: ARCHIVAL

Data management: one size does not fit all

Nick Parkin of Proceed Group explains how to close the

gap between business and I.T., and reap the rewards of

data archiving

As the world of business changes

and evolves, so too must the way

that we approach IT. For too long,

there has been a disconnect between the

two fields, with each side often working in

isolation from the other. However, as

businesses move towards cloud-based

systems and away from traditional internal

data centres, it is becoming increasingly

important for IT and business to work

together in order to maintain a

competitive edge.

The gap between business and IT is

growing wider, according to PwC's 6th

Annual Digital IQ survey of nearly 1,500

business and technology executives. When

asked if business and IT share an

understanding of the corporate strategy,

only 54% of respondents agreed, down

from 60% last year. In fact, nearly onequarter

(24%) said there is little or no

alignment between the two groups. There

are a number of reasons for this

disconnect, but one of the most important

is the way that businesses have

traditionally approached data. For many

years, data has been seen as something

that needs to be managed and controlled

by IT, often in silos. This has led to a

situation where business users don't

always have access to the data they need,

when they need it.

However, as the world of business

changes and data becomes more

important, it is becoming increasingly clear

that this approach is no longer sustainable.

In order to remain competitive, businesses

need to be able to make use of all their

data, not just the small fraction that IT has

deemed important.

ARCHIVING TO STAY COMPETITIVE

This is where data archiving comes in. Data

archiving is the process of storing data in a

format that can be accessed and used by

business users, while still maintaining

control over it. This allows businesses to

keep all their data, regardless of its age or

importance, while still being able to make

use of it when necessary.

There are many benefits of data archiving,

but one of the most important is that it

allows businesses to close the gap between

IT and the business. By giving business

users access to all of their data, regardless

of where it is stored, businesses can reap

the rewards of data archiving. In order to

fully take advantage of data archiving,

businesses need to ensure that their data is

well managed. This means having a clear

understanding of what data is important

and where it is stored. It also means

making sure that data is easily accessible by

the people who need it.

By storing data in an accessible format,

businesses can give users the ability to self-

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STRATEGY: ARCHIVAL Dm

"FOR MANY YEARS, DATA HAS BEEN SEEN AS SOMETHING THAT NEEDS

TO BE MANAGED AND CONTROLLED BY I.T., OFTEN IN SILOS. THIS HAS

LED TO A SITUATION WHERE BUSINESS USERS DON'T ALWAYS HAVE

ACCESS TO THE DATA THEY NEED, WHEN THEY NEED IT. HOWEVER, AS

THE WORLD OF BUSINESS CHANGES AND DATA BECOMES MORE

IMPORTANT, IT IS BECOMING INCREASINGLY CLEAR THAT THIS

APPROACH IS NO LONGER SUSTAINABLE. IN ORDER TO REMAIN

COMPETITIVE, BUSINESSES NEED TO BE ABLE TO MAKE USE OF ALL

THEIR DATA, NOT JUST THE SMALL FRACTION THAT I.T. HAS DEEMED

IMPORTANT."

serve, meaning they can access the data

they need without having to go through IT.

This can help to improve communication

and collaboration between the two

groups, as well as reducing the workload

for IT. But concerns around IT data

archiving are common, with IT feeling the

pressure of a business that has a reluctance

to reduce their data footprint.

As businesses move towards cloud-based

systems, they often want to

decommission their legacy systems and

data centres. However, IT may be reluctant

to do so, as these systems may be needed

for compliance or audit purposes. This can

lead to a stalemate between the two

sides, with each unwilling to budge on

their position.

In order to break this impasse, it is

important for businesses to have a clear

understanding of their data needs and

requirements. This will help to ensure that

the right data is being archived, and that IT

are not being asked to archive data that is

no longer needed. It is also important to

consider the costs and benefits of data

archiving, as this can help to justify the

investment to both IT and business.

COMPLEX, BUT ESSENTIAL

Data archiving can also be a complex and

technical process, but it is an essential part

of any organisation's data management

strategy. By closing the gap between

business and IT, organisations can reap the

rewards that data archiving can provide,

including improved communication and

collaboration, reduced storage costs, and

easier access to data.

The value of archiving is clear. Archiving

provides a way to decommission legacy

systems and data centres while still

maintaining compliance. Archiving can also

help businesses save money on storage

and maintenance costs, as well as reducing

the risk of data loss. It can also help

organisations keep their data safe and

secure, making it less likely to be

compromised in the event of a breach.

SECURITY IS KEY

Keeping data secure and compliant after

being archived is a key concern for

businesses. There are a number of steps

that businesses can take to ensure that

their data is secure, including encrypting

data at rest and in transit, as well as

ensuring that only authorised users have

access to the data.

Businesses should also consider

implementing security controls such as

two-factor authentication and intrusion

detection. Data archiving can also help

businesses to meet their GDPR obligations.

By storing data in an accessible format,

businesses can give individuals the ability to

access their data, as well as the right to

have that data erased.

BESPOKE IS BEST

When it comes to data management, one

size does not fit all. The type of data you

have, how much data you have, and

where it is stored will all dictate the best

archiving solution for your business.

There are a number of factors to consider

when choosing an archiving solution,

including cost, performance, and security.

The most important thing is to choose a

solution that meets your specific needs. If

you are unsure of what those needs are,

talk to a data management expert who can

help you to assess your requirements and

find the right solution for your business.

More info: www.proceedgroup.com

www.document-manager.com

July/August 2022

@DMMagAndAwards

21


Dm CASE STUDY: KEYSTONE LAW

A single point of truth

Innovative UK law firm Keystone Law is enjoying continued accelerated growth with its

'lawyer-first strategy', supported by NetDocuments

Established in 2002, Keystone Law is

an award-winning UK law firm that

operates a consultancy business

model wherein lawyers use technology

and modern working practices to drive

productivity and deliver results. It

provides clients with high-quality legal

advice from lawyers who are of an

exceptional calibre. In 2017, it became

the third firm in the UK to be listed on

the London Stock Exchange. Today,

Keystone Law has over 400 lawyers, 47

support staff and many thousands of

clients. The firm was also named Law

Firm of the Year at The Lawyer Awards

2020 and recognised as one of the best

law firms in the UK by the Times.

Unlike traditional law firms, Keystone

Law puts the lawyer first, giving them

the tools and flexibility to run their

practice from any location. The lawyers

are self-employed consultants, who

retain up to 75 per cent of their billing.

This business model provides Keystone

Law with several competitive advantages

over traditional law firms including

reduced overhead costs, attractive

remuneration and the ability to provide a

high-quality service from wherever the

lawyer feels comfortable.

Despite the challenges presented by

the global pandemic, Keystone Law has

continued to grow as the consultancy

model has been truly validated. It has

shone a light on the importance of

flexibility, agility and having a 'lawyerfirst'

approach, something that has

been at the heart of Keystone Law since

it was founded.

In 2020, Keystone Law achieved revenue

growth of 10.9 per cent to £55.0 million.

It also welcomed 58 new senior level

lawyers to the firm, increasing the total

number of senior lawyers by 16% to 369.

New lawyers joined from top UK firms

such as Charles Russell Speechlys, Clifford

Chance and Fieldfisher.

At the same time investors have

recognised the potential of the

consultancy model with Keystone Law's

share price increasing over 300 per cent

since its listing on AIM - now valued at a

significant premium to its listed peers.

IMPROVED PRODUCTIVITY

In 2015, Keystone Law implemented

NetDocuments as its document

management system (DMS) which

became an integral part of its suite of

technology tools to enable its lawyers to

work flexibly, from anywhere and on any

device. Now supporting around 450

users, the cloud-based NetDocuments

platform ensures files and documents can

be easily and securely stored, and

accessed from any location. Having this

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CASE STUDY: KEYSTONE LAW Dm

"OUR I.T. INFRASTRUCTURE REFLECTS THE FIRM'S ETHOS BY ENSURING THAT, FROM THE MOMENT A LAWYER

JOINS, THEY ARE FULLY EQUIPPED TO WORK SECURELY - FROM ANY LOCATION AND WITHOUT RESTRICTIONS ON

CONNECTIVITY. NETDOCUMENTS IS CORE TO ENABLING THIS, PROVIDING A CENTRAL LOCATION FOR LAWYERS

TO WORK ON AND SAVE FILES ANYWHERE, WHILE ALSO IMPROVING THEIR PRODUCTIVITY."

central storage and the collaboration it

enables is core to supporting the

business consultancy model.

NetDocuments provides a 'single point

of truth', enabling lawyers to collaborate

with each other, ensuring documents

can be easily accessed. NetDocuments'

predictive filing capabilities also improve

productivity, reducing the time spent

searching for documents. The advanced

versioning feature also ensures the latest

document can be found and there is no

confusion when reviewing and editing

documents. The firm uses a full set of

NetDocuments products including:

ndMail integrates with Outlook,

providing an improved user

experience ensuring files are never

lost and can be easily accessed

whenever they are needed. It uses

predictive filing - powered by

artificial intelligence - to make

inboxes more organised,

collaborative, and efficient for users.

ndOffice integrates with Microsoft

Office Word, Excel, PowerPoint, Visio,

Outlook, and Adobe Acrobat and

Reader to help manage documents

and emails without leaving the Office

application, providing a seamless

user experience.

ndLink links to the time and billing

software ensuring client matters lists

are easily and quickly updated.

ndSync is a robust, reliable two-way

file syncing solution for Macs and

PCs that supports remote users'

productivity by giving them secure,

local access to every file and

document they need, regardless of

internet connection.

ndMirror backs up data and

metadata to a local server or network

drive. Its primary purposes are for

disaster recovery and to facilitate

external searching. Metadata is

stored in SQL databases, which offer

access to metadata for queries.

Maurice Tunney, Director of Technology

and Innovation at Keystone Law says,

"Our IT infrastructure reflects the firm's

ethos by ensuring that, from the

moment a lawyer joins, they are fully

equipped to work securely - from any

location and without restrictions on

connectivity. NetDocuments is core to

enabling this, providing a central

location for lawyers to work on and save

files anywhere, while also improving

their productivity."

A MARRIAGE MADE IN HEAVEN

NetDocuments integrates perfectly with

Keystone Law's own platform, Keyed-In.

Keyed-In is a collaboration hub that is

used every day, bringing the benefits of

NetDocuments while also providing a

central workspace to improve

productivity and collaboration.

NetDocuments integration with the

Keyed-In platform provides all the tools

required for lawyers to deliver a seamless

service to clients from anywhere they

choose, ultimately letting them work in a

way that is best suited to them.

The combination of both platforms

provides a central workspace that helps

to reduce processes and makes the

lawyers' lives easier. By automating

mundane tasks, lawyers save time and

effort, giving them more time to spend

on higher value tasks such as client

management.

"NetDocuments integration with our

own platform Keyed-In provides the

perfect foundation for lawyers to work

together seamlessly, helping to provide a

collaborative team-based environment,"

Tunney continued. "We designed the

platform with the lawyers in mind,

constantly evolving it to meet their

needs. It gives them the power to run

the business from wherever they are,

enabling them to control their own

destiny when it comes to working."

INCREASED SECURITY &

COMPLIANCE

NetDocuments also ensures the firm's

document management is as compliant

and secure as possible. The advanced

security capabilities provide the firm with

added confidence that sensitive

documents and files are safe from

improper and unauthorised use. Only

lawyers working on a particular matter

are authorised to access it. The

platform's advanced security features

ensure data is always backed up,

secured, and properly regulated to

maintain compliance.

"One of the biggest benefits of the

NetDocuments platform is ensuring

compliance," says Tunney. "As our teams

continue to grow and there is much

more information to manage, it really

comes into its own by helping to see

who is working on each matter while

making sure data does not fall into the

wrong hands."

As the global pandemic has shifted

working practices, demand for the

consultancy model is only set to increase.

It has broken down traditional barriers

and promoted better flexibility, giving

even more validation to move to the

consultancy model. NetDocuments'

integration with Keyed-In will support

Keystone Law's flexible business model as

it continues on its upward trajectory -

ultimately, providing lawyers with the

best possible technology tools to make

their lives easier and give the ability to

run and a build a practice the way they

want to.

More info: www.netdocuments.com

www.document-manager.com

July/August 2022

@DMMagAndAwards

23


Dm TECHNOLOGY: MICROFILM

Readability & richness

Kaycee Jaeger of e-ImageData explains why low

magnification is essential in microfilm scanning

What do we mean by low

magnification, and why does

it matter? Low magnification

describes a type of image enlargement

that preserves the resolution of the

image without blurring or pixelation.

This process is also referred to as

'optical zoom'. By contrast, 'digital

zoom' uses high magnification to

expand an image by reducing the

number of pixels, leading to a drastic

loss of image clarity.

ENHANCING POSSIBILITIES

Why then is low magnification

important for digitised microfilm

archives? Microfilm collections that are

commonly digitised include historical

newspapers, statistical records,

photographs, and

genealogical

documents, notably birth, death, and

marriage certificates. Low

magnification allows users to

appreciate the entire richness of these

archives. The smallest fonts, for

example in newspaper collections, can

be enlarged while maintaining a razorsharp

quality. Fine details of images can

be thoroughly inspected too,

strengthening the role of multimedia in

research.

Consider a rare manuscript: a lowresolution

scan of this manuscript may

render the words on the page perfectly

readable, yet the full value of this

artefact lies in so much more than the

text itself. By consistently protecting

image clarity, low magnification optical

zoom enables a close and multifaceted

exploration of

elements such as

illustrations, binding,

scribal

practices, and provenance marks.

The possibilities for image digitisation

have empowered researchers to widely

disseminate knowledge of topics as

diverse as New York historical

newspapers and the Antarctic

Bibliography polar research records!

This extensive access to scholarly

knowledge and resources would not be

feasible if the images remained in the

unwieldy form of microfilm.

However, equally important to

remember is that the digital scans must

be of sufficient quality. Otherwise, a

difficult trade-off can arise between the

digital availability of materials and their

actual research benefits. High-quality

digital images facilitate convenient

access to resources whilst offering a

level of readability and detail that

sustains, even enhances, the 'feel' of

immersive research in physical or

microfilm archives.

24

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July/August 2022

www.document-manager.com


TECHNOLOGY: MICROFILM Dm

"ACHIEVING HIGH-RESOLUTION IMAGES WITH LOW-MAGNIFICATION OPTICAL ZOOM TECHNOLOGY STARTS

WITH YOUR CHOICE OF A MICROFILM SCANNER. KEY FACTORS TO LOOK FOR INCLUDE THE OPTICAL ZOOM

RANGE, WHICH IMPACTS THE CLARITY OF FINE DETAILS WITHIN DIGITISED MICROFILM IMAGES. FURTHERMORE,

A HIGH OPTICAL ZOOM RANGE MAKES A MICROFILM SCANNER VERSATILE; THE SCANNER WILL BE ABLE TO

HANDLE BOTH DIFFERENT TYPES OF MICROFILM AND THE HETEROGENEITY OF MANY MICROFILM IMAGE

COLLECTIONS."

QUALITY FIRST

It is essential to commit to image

quality at the very beginning of

microfilm digitisation projects, in

order to preserve the research value

and usefulness of collections.

Digitising microfilm images at the

highest possible resolution is always

advisable. This is because highresolution

files can be compressed,

but reversing this process and

attempting to increase resolution after

image scanning will produce poorquality

images.

Failing to collect quality, highresolution

images may restrict the

future application of software and

research tools to archival collections.

For instance, optical character

recognition (OCR) software requires a

minimum resolution standard of 300

dpi, or higher if the text size is

unusually small. Text scanned at lower

resolutions will have limited findability

in OCR-operated search functions.

Technologies for optimising the

research value of archival collections

are constantly evolving. As just one

illustration, there is currently an

exciting effort to develop OCR

software that will recognise

handwritten manuscripts as opposed

to only printed text. Ensuring image

clarity and quality in digitisation

projects will future-proof collections

so they are ready and waiting for

these technological advancements.

HOW TO MAXIMISE QUALITY

Achieving high-resolution images with

low-magnification optical zoom

technology starts with your choice of a

microfilm scanner. Key factors to look

for include the optical zoom range,

which impacts the clarity of fine

details within digitised microfilm

images. Furthermore, a high optical

zoom range makes a microfilm

scanner versatile; the scanner will be

able to handle both different types of

microfilm and the heterogeneity of

many microfilm image collections.

e-ImageData's newest 500 series

ScanPro 3500 and i9500 feature an

optical zoom range of 5x-105x, the

highest of any microfilm scanner on

the market. This impressive zoom

capability is combined with a 26-

megapixel camera to produce

stunning image clarity and archivalquality

scans. The ScanPro 2500 model

comes with an optical zoom range of

5x-32x as standard that can be

increased to 5x-105x simply by adding

a ScanPro Advantage Membership.

As well as the resolution of individual

images, uniformity of image quality

and presentation throughout

collections is also vital, particularly in

large-scale digitisation projects.

SCANPRO ADVANTAGE MEMBERSHIP

Uniform images will harmonise the

archive, giving the impression of a

holistic collection rather than merely a

series of disparate materials. With

ScanPro, quality and consistency can

be delivered with minimal user

intervention, using the much-loved

'magic button' AUTO-Adjust tool that

will automatically straighten images

and optimise the brightness and

contrast.

Numerous other innovative ScanPro

features make it intuitive to generate

and use high-resolution, readable

digitised microfilm images. The

FOCUS-Lock maintains image focus

even during optical zoom, which

facilitates fast look-ups and efficient

research. Moreover, the software

creates high-resolution images

without the awkward compromise of

unwieldy file sizes that slow down

systems - file sizes remain small and

easy to manipulate. Download a

brochure from the URL below to see

how ScanPro can maximise the quality

of your digital microfilm archives.

More info: www.e-imagedata.com

Get the most out of the ScanPro microfilm scanner range with access to the

ScanPro Advantage Membership. Alongside the 'No Fine Print Warranty',

members receive additional cutting-edge features to make working with

microfilm an effortless and enjoyable process.

AUTO-Scan Pro offers high-speed automated scanning of up to 100 images per

minute, resulting in super-efficient digitisation. Meanwhile, AUTO-Scan Quality

Assurance ensures total image capture and eliminates the need for timeconsuming

quality control and checking procedures.

Visit our website for details on how to register for membership today and

streamline your microfilm digitisation projects.

www.document-manager.com

July/August 2022

@DMMagAndAwards

25


Dm OPINION: PRINT MANAGEMENT

Solving print problems with

the cloud

Managing print and fixing printer problems has long

featured high on the list of bugbears for CTOs. David

Jenkins, CEO at directprint.io says that migrating print to

the cloud is the easiest way to solve print-related pain

points, and save money to boot

Speak to any CTO and nine times

out of ten, they'll cite print as one

of the biggest drains on IT budget

and resources within their

organisations. Yet, that's a status quo

that can be easily turned around.

Migrating print to the cloud removes

dependence on expensive on-premise

hardware, lessens the load on IT and, as

it's consumed as-a-service, frees up

Capex budgets to be allocated

elsewhere.

Despite the well-documented benefits

of entering the print age of cloud, it's

fair to say that for some 'late adopters'

there is a level of inertia - a mind-set of

'if it ain't broke, don't fix it'. But more

importantly, for many firms, it's because

they have concerns around whether a

cloud-based print management

platform compares like-for-like to their

legacy on-premise solution. By that I

mean is there parity in terms of the

feature-set and functionality? How

difficult will the adoption cycle and

migration path be? And will the printing

experience be the same for end-users?

In short, the answer to all of the above

is 'yes'. We have built directprint.io from

the ground up to ensure a smooth, slick

and quick roll-out and to make printing

as easy as possible. Our platform

combines the power of cloud

administration and local network

printing and offers true feature and

functionality parity to legacy solutions.

COMPATIBLE & CONSISTENT

One common misconception is that by

adopting a cloud print management

platform, companies will have to invest in

new hardware - upgrading users' laptops

and PCs, and even the printers themselves.

The beauty of a vendor-agnostic cloud

solution is that it supports all major

manufacturers' printer makes and

models. directprint.io's universal print

driver's 'hybrid-cloud' architecture enables

basic printing across all major

manufacturers' devices, from the latest

models to printers dating back 10+ years

and it delivers a consistent look and feel

across users' devices.

Vendor-neutrality empowers IT leads to

deploy the best hardware and software to

support their organisation's long-term

goals, rather than having to compromise

on cost or functionality, because of

compatibility issues with legacy technology.

LESSEN THE LOAD ON I.T.

Managing print via an on-premise serverbased

infrastructure has long been a drain

on IT leads' time and on the bottom line.

Fixing print-related issues - whether it's

juggling high availability or load balancing

to lessen the burden of heavy print data

traffic on the network; finding a

workaround when offline printing isn't

possible due to network failures; or

handling a constant stream of security

updates to fix vulnerabilities - is both

inefficient and complex.

Compare that with a cloud-based

platform and the difference is night and

day. Our adoption cycle is easy and painfree,

and it goes without saying that we

provide full support during that process.

directprint.io's unique universal print driver

simplifies roll-out and maintenance,

resulting in zero-touch deployment at

scale. The architecturally clever driver was

built to solve deployment complexity and

enable future innovation. It supports an

array of printer languages and protocols,

meaning it works across virtually all printer

makes and models, and importantly, brings

feature parity with OEM drivers, including

secure print and native account coding.

We provide a well-defined migration path

from legacy systems and we avoid big

bang deployments. directprint.io supports

even the most complex environments and

provides a consistent experience across

Chrome, Chromebook, Windows, and

macOS (or an amalgamation of the three).

Moreover, print management in the cloud

automates time-intensive tasks, enables the

entire print infrastructure to be centrally

managed, enables end-users to self-serve,

reduces the time IT spend troubleshooting

printer issues, provides the ability to scale,

improves an organisation's security

posture, and saves money - which leads

nicely into my next point.

COST IS KING

Now more than ever, cost is king.

Companies who have already moved core

26

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July/August 2022

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OPINION: PRINT MANAGEMENT Dm

"COMPANIES WHO HAVE ALREADY MOVED CORE INFRASTRUCTURE TO THE CLOUD TO SUPPORT A DISTRIBUTED

WORKFORCE ARE REALISING THE LONG-TERM SAVINGS THAT CLOUD CAN BRING, SO THE DECISION TO ADD

PRINT TO THEIR CLOUD-FIRST STRATEGIES WILL BE AN EASY ONE TO MAKE - BUT THOSE THAT HAVEN'T WILL

NEED TO SEE THEY WILL REALISE A RETURN ON INVESTMENT… CLOUD SERVICES ARE BILLED AND CONSUMED

AS-A-SERVICE, A SUBSCRIPTION-BASED PRICING MODEL IS PREDICTABLE AND FLEXIBLE, ALLOWING

ORGANISATIONS TO SCALE UP OR DOWN IN LINE WITH THEIR BUSINESS NEEDS."

infrastructure to the cloud to support a

distributed workforce are realising the

long-term savings that cloud can bring,

so the decision to add print to their

cloud-first strategies will be an easy one

to make - but those that haven't will

need to see they will realise a return on

investment.

Managing print in the cloud removes

the requirement to purchase and manage

on-premise print servers. Cloud services

are billed and consumed as-a-service, a

subscription-based pricing model is

predictable and flexible, allowing

organisations to scale up or down in line

with their business needs. Plus, our

solution includes an array of paper and

toner reduction features designed to save

more money along the way.

PREDICTABLE PRINTING

As with any IT change project, one of

the biggest barriers is end-user

resistance. Print is after all, one of the

most widely-used IT solutions and

people are used to being able to print

to the device of their choice by simply

pressing CTRL/Print - creating a situation

where they need to learn a new process

is highly likely to be challenged.

The good news is that moving print to

the cloud won't change a thing and

end-users will simply continue as if

nothing had changed. What will change

however is that they won't be so reliant

on the helpdesk to fix printer-related

issues. Directory sync capabilities with

Google Workspace and Microsoft Azure

AD ensures simple printer deployment.

Users are allocated printers based on

their log in, so as soon as they turn

their machine on, they automatically

get the correct list of available printers.

They will have access to advanced

finishing options such as staple, fold

etc. across all printers, ensuring a

seamless, consistent print experience,

regardless of the printer brand or

brands in place, and any updates or

security fixes will be automatically

managed in the cloud.

With directprint.io, end-users can also

mix edge and local network printing

from the personal or professional device

of their choice with the ease and

flexibility they desire. Edge Print enables

end-users to securely print when they

are not on the same network as the

printer. With Edge Print, they can print

from their Windows PC, Chromebook,

or Mac device - whether they're at

home, on a guest network, or even

between different office locations.

Printers remain on a secure network

and cannot be exposed to vulnerabilities

that are common with personal devices

and home networks and remote print

jobs remain within an organisation's

already approved Google Workspace or

Microsoft Azure infrastructure, ensuring

that business information remains

confidential.

Plus, Edge Print gives IT admins finegrained

control over which printers are

available for remote printing, they can

control which users can print remotely

and even grant granular privileges that

determine which groups or individual

users can use which devices.

SHORE UP SECURITY

Cloud print management solutions

include features that offer greater

control, compliance, traceability and

transparency, enabling smart and

secure serverless printing.

IT admins retain complete control

and total visibility - inside and outside

of the corporate network.

directprint.io ensures security and

compliance by keeping print jobs

securely on the local network. PIN

protected printing release features put

an end to unwanted data exposure,

and traceable insights into print

behaviour enable customers to spot

and deal with anomalies before they

become a business-halting event.

In summary, migrating to the cloud

makes printing less complex for endusers

and reduces the burden on IT.

There's also an additional value-add to

the bottom line. Organisations benefit

from cost savings associated with

allocating expensive IT resources for

administration and ongoing support

for the print infrastructure.

More info: www.directprint.io

www.document-manager.com

July/August 2022

@DMMagAndAwards

27


Dm EVENT: DM AWARDS 2022

Make your voice heard!

Nominations are now open for this year’s DM Awards - read on for all the

categories, as well as the all-important dates for your diary

Nominations are now open for the

2022 DM Awards - head to the

website now to have your say

about who should be among this year’s

big winners - you only have until the end

of August to get your nominations in.

As ever, the intention is to reward the

technologies, tools and solutions that

showcase the very best in the document

and content management indus-tries.

Like you, we had hoped that the world

would be much further down the 'back to

normal' road after a couple of very

challenging years, but of course there are

still big issues out there - which makes us

all the more determined to make this

year's awards an event to remember for all

the right reasons.

The DM Awards is, as always, an

opportunity to think anew about the

players in the industry who you feel have

supported or assisted you most and who

have upheld the traditions of the industry,

and in times like these we believe this is

more important than ever before.

Building on the success of previous years,

we will again be inviting project

applications to be considered by our panel

of independent judges (NB: If you wish to

submit an entry for the Project of the Year

categories, please send them direct to

Abby at the email address at the end of

this article).

Most categories of course will still be

decided by the most important people of

all: you, the readers of Document

Manager magazine and the clients of

those companies big and small who will

be competing for the top honours.

Featuring 29 categories, this year's DM

Awards allow companies from every sector

of the industry to seek recognition for

their efforts over the past 12 months. See

the next page for the full list of categories.

The DM Awards 2022 timeline is as

follows:

31st August, nominations close

6th September, finalists announced

and voting opens

4th November, voting closes

17th November, DM Awards ceremony

DM editor David Tyler comments: "It can

seem like a cliché to suggest that an

awards ceremony can mean very much

outside of a mutual back-slapping

opportunity for industry insiders, but I

genuinely believe that the DM Awards

helps us bring together a sector that is

already one of the most mutually

supportive and positive industries I cover

as a technology journalist. We know that

the solutions being talked about at the

DM Awards are bringing real world

benefits not just to business bottom

lines, but to how people all over the

world are working and indeed living their

lives. This is a truly revolutionary industry

to work in, and this night is a reminder of

that for all of us."

If your organisation would like to be

involved in sponsoring or otherwise

supporting this leading industry event then

please contact Abby Penn at the office on

07861 682 066 or abby.penn@btc.co.uk.

Be sure to get in soon, as these

sponsorship slots always sell out fast!

More info: www.dmawards.com

28

@DMMagAndAwards

July/August 2022

www.document-manager.com


EVENT: DM AWARDS 2022 Dm

DM AWARDS 2022 CATEGORIES

One to Watch - Company of the Year

One to Watch - Product of the Year

Accounts Payable/Invoicing Product of the Year

Workflow/BPM Product of the Year

Enterprise CMS Product of the Year

Open Source Document Management Software of the Year

Low-Code/No-Code Product of the Year

Print Fleet Management Solution of the Year

BPO/Outsourcing/Bureau Business of the Year

Data Capture/Recognition Product of the Year

Records Management Product of the Year

AI Product of the Year

RPA Product of the Year

Service/Support Company of the Year

Storage Product of the Year

Compliance Product of the Year

Channel Partner of the Year

Imaging Product of the Year: High Volume

Imaging Product of the Year: Desktop/Portable/Other

Imaging Product of the Year: Workgroup/Departmental

Mobile Capture Product of the Year

Software Product of the Year

Hardware Product of the Year

Editor's Choice

Marketing Team of the Year

Project of the Year - Private Sector

Project of the Year - Public Sector

Product of the Year

Company of the Year

MORE INFO: WWW.DMAWARDS.COM

www.document-manager.com

July/August 2022

@DMMagAndAwards

29


Dm TECHNOLOGY: HYPERAUTOMATION

Hyperautomation - bringing

cohesion to automation

Tim Hood of Hyland explains how hyperautomation can

create "an interconnected, super-efficient network of

technologies"

Most organisations have 'islands' of

technological efficiency that

perform well independently, but

not seamlessly with other systems. So,

while each may be powerful, the leaks and

frictions between them result in a loss of

operational efficiency.

This presents opportunities if you can

build bridges between these islands of

technology, but how do you join up the

dots to harness their collective power?

Well, this takes us into the realm of

hyperautomation, which research firm

Gartner describes as being "the

orchestrated use of multiple

technologies, tools or platforms" to

automate as many business and IT

processes as possible and enable the

creation of end-to-end workflows that

override internal business boundaries. In

other words, hyperautomation is quite

literally the automation of everything that

can be automated.

So, by using hyperautomation, it's

possible to link often siloed technologies,

such as robotic process automation (RPA),

machine learning (ML), artificial intelligence

(AI), natural language processing, optical

character recognition and enterprise

content services to create an

interconnected, super-efficient network of

technologies.

HYPERAUTOMATION IN ACTION

Take this example: at the moment, many

organisations use RPA to extract specific

customer information from invoices and

enter them into the payments system.

While this improves the accuracy and

efficiency of the task, it's simply

automating a single sub-process rather

than everything to do with invoice

handling.

On the other hand, by using a

hyperautomation model, you can create a

tool-chain of different technologies that

together could take on the whole job. This

might consist of a process mining tool (to

better understand how things are done

within the organisation), a process model

(to visualise workflows), a machine

learning component (to review the invoice

for compliance), and decision software (to

automate checks that would previously

have been carried out by managers).

When you connect what were

previously unrelated technologies

through hyperautomation, you induce a

multiplier effect that extends beyond

mere automation, which is something

that happens at a smaller scale and

revolves around solutions that address

individual tasks but don't offer crossfunctional

benefits.

The potential transformational nature of

hyperautomation has made it one of

Gartner's top 10 strategic technology

trends, with its significance regarded as

"rapidly shifting from an option to a

condition of survival".

THE HUMAN FACTOR

As it stands, when front-end and back-end

systems don't speak the same language,

humans have to provide the manual

connectivity, by taking on the disparate

left-over tasks that fall into the cracks

between systems.

However, hyperautomation enables

organisations to significantly reduce this

'work detritus'. As a result, employees

have more time to focus on strategic

priorities, creative and collaborative

tasks, or those activities where a 'human

touch' is advantageous. This brings

added value to their day and helps

create a superior working environment

and greater job satisfaction.

And being able to offer potential and

existing employees higher-value work and

strategic thinking roles is a powerful

recruiting and retention tool, at a time

when finding and keeping quality

personnel is a particular challenge.

COMMUNICATION MATTERS

However, the word 'automation' tends to

ring alarm bells around the workplace

because of fears over job security.

Therefore, when planning any

hyperautomation initiative, wise employers

will make sure they don't sideline staff

during the discovery, planning and

implementation process. Your staff need to

know how hyperautomation will impact

them and the way they do their jobs, so

early buy-in is key to a motivated workforce

and efficient implementation.

This makes effective communication

about what is happening a priority. For

instance, if your staff appreciate that

30

@DMMagAndAwards

July/August 2022

www.document-manager.com


TECHNOLOGY: HYPERAUTOMATION Dm

"SOME SURVEYS SUGGEST THAT OVER HALF OF ORGANISATIONS NOW HAVE AT LEAST FOUR

HYPERAUTOMATION INITIATIVES RUNNING AT ANY ONE TIME, WITH THOSE AT THE LEADING EDGE HAVING

MORE THAN TEN. BUT INTRODUCING HYPERAUTOMATION CAN BE A CHALLENGE THAT SOME ORGANISATIONS

UNDERSTANDABLY HESITATE TO TACKLE BECAUSE THEY FEEL THEY LACK THE DATA, RESOURCES, KNOWLEDGE

AND SKILLS TO DO SO."

hyperautomation means they won't have

to endure the tedium of doing low-level

processing work, or that they will be able

to find what they are looking for much

faster and easier, then their work can

become more enjoyable.

And if such communication takes place

as part of an ongoing programme of

improving data literacy, then so much the

better, because automation-driven change

in the workplace is here to stay. In turn,

this is going to need the development of

skilled, high-performance teams with the

ability to operate effectively across

different functions.

FIRST STEPS

Given that it can enable the automation of

almost any repetitive business task and is

agnostic in terms of technology or

supplier, there is increasing interest in

hyperautomation. Some surveys suggest

that over half of organisations now have

at least four hyperautomation initiatives

running at any one time, with those at the

leading edge having more than ten.

But introducing hyperautomation can be

a challenge that some organisations

understandably hesitate to tackle because

they feel they lack the data, resources,

knowledge and skills to do so.

For those who understand that at some

point they're going to have to embrace a

greater degree of automation, what is the

first step to take? The most obvious start

point is to carry out an evaluation of your

current "reality". After all, if you don't know

where you are, you won't know where to

go next.

This requires an organisation-wide

mapping and analysis of processes and

back-office operations, to fully understand

current workflows and where the gaps,

latencies and bottlenecks might exist

within and between them.

Once this is done, you'll know where

improvements need to be made and will

have a better idea of which automation

technologies and platforms you might

need, to connect and leverage your legacy

processes and any new applications.

Given that any business process

transformation is complex, this is likely to

involve multiple technologies, which

means identifying and assessing a list of

possible vendors. With a plethora of

providers in the market, it's important to

identify partners committed to driving

customers' digital transformation, coupled

with a long-standing track record and

commitment to enhancing its product

suite and investing in developing new

solutions. These are factors that have

contributed to Hyland's recognition as a

Gartner content services industry leader for

12 consecutive years.

Along with comprehensive internal

communication, well-thought-through

functionality and skilful roll-out, user

experience needs to be at the top of your

consideration list, as this is a key element

to the success of hyperautomation

implementation. A one-size-fits-all

interface, for instance, is no longer an

option. And given the shortage of skilled

developers, organisations may need to

consider choosing no- or low-code

software solutions that allow individual

departments to tailor applications to their

particular requirements.

AUTOMATING EVERYTHING

Quite unexpectedly, the pandemic has

become a forceful catalyst for digital

transformation. Suddenly, the need to

streamline business processes, eliminate

repetitive tasks and automate as many

manual activities as possible has become

an even more pressing priority.

While that may have created some initial

disruption, it has also become an

opportunity to automate further and

faster than would otherwise have been the

case, with organisations forced into

committing more of their budget on

technology but also a whole new

evolution of the workplace, where a

hybrid approach to home and office

working is now the preferred option for a

large percentage of working adults.

Hyperautomation is one of those

technologies that really delivers in terms of

cost reduction and increased efficiency,

benefiting the business and its customers,

whose interactions with you become

faster and smoother. In fact, it is a key

component not only in bringing about

digital transformation, but also building

more agile organisations, with the

capacity to adapt rapidly to change.

More info: www.hyland.com

www.document-manager.com

July/August 2022

@DMMagAndAwards

31


Dm ANALYSIS: AS-A-SERVICE

Value as a priority

Canon's Tony Wills describes the next step forward for the 'as-a-service' model

The as-a-service model existed long

before it became mainstream and

even before it was branded 'as-aservice'.

Initially, it was mainly used by

SMBs and start-ups so they could access

software and infrastructure that they

would otherwise not be able to afford

upfront. SaaS (Software-as-a-service)

has been around as early as the 1960s,

where smaller businesses started a

time-sharing system so they could

access modern computer systems in a

cost-effective way

(https://bebusinessed.com/history/thehistory-of-saas).

Fast forward to the present day and

the as-a-service model has moved on

significantly. Now companies of all

shapes and sizes are capitalising on the

benefits that it can provide. The rise

of cloud technology

revolutionised purchasing

models as it enabled

organisations to use services

with no commitment,

instantly, and buy based

on demand. The cloud

added value by enabling

immediate and flexible

consumption, ultimately

enhancing business

agility.

CLOUD DEFINES

CAPABILITIES

Cloud technology, as

well as enabling

increased agility,

underpins the three

main modern

characteristics of

as-a-service that

could not exist

without it:




Standardisation - whereby the

service is not bespoke, but instead

provides the same level of value to

all customers. Standardised

platforms enable businesses to scale

quickly, with ease, and leverage the

capabilities of the cloud to roll out

any necessary updates overnight

Flexibility of consumption - going

beyond the ability to just pay as you

consume. Unlike a flat fee where

companies are locked in for a set

period, as-a-service is on demand

and cloud backed so customers pay

based on the duration the service is

needed for

Termination - on the other side of

the same coin, as there is no

commitment required for

consumption, customers can switch

off when they wish. This places

increased importance on value that

consistently needs to be reasserted.

PRIORITISING VALUE

So just how does the new 'as-a-service'

model prioritise value? As more

businesses are seeing the benefits of -

and investing in - as-a-service models,

and more vendors are providing them,

the level of service required to meet

needs has changed. Customers are

increasingly looking for added value,

whether that's saving money,

outsourcing business functions, or

improving software capabilities. And

this is where cloud really comes into

its own.

FLEXIBLE AND NON-DISRUPTIVE

The pandemic has taught businesses

the hard way that IT infrastructure must

be resilient in the face of disruption. In

the interest of not only adapting to the

new normal, but also future proofing

32

@DMMagAndAwards

July/August 2022

www.document-manager.com


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Dm ANALYSIS: AS-A-SERVICE

"AS-A-SERVICE IS NOT A NEW CONCEPT, BUT IT WAS THE CLOUD THAT ENABLED ITS MODERN CHARACTERISTICS

AND MADE IT AN ATTRACTIVE OPTION FOR LARGE AND SMALL BUSINESS ALIKE. STANDARDISED, ON-DEMAND

AND NO COMMITMENT SOLUTIONS NOT ONLY BRING OBVIOUS BUSINESS BENEFITS, BUT ALSO HEIGHTEN

CUSTOMER EXPECTATIONS FOR SUSTAINED VALUE."

operations, flexibility increasingly

becomes a priority.

Outsourcing implementation shifts

ownership from IT departments to

specialised vendors. Without the need

for skills and expertise from internal

talent pools, services can be installed

more quickly and with minimal

disruption to infrastructure.

VISIBILITY OF EXPENDITURE

Value for money has always been

important, but now customers are

expressing a need to have more

visibility and control over their

expenditure. The as-a-service model can

help facilitate this by eliminating

substantial upfront payment, allowing

businesses to spread the bill across

multiple months of service.

Maintenance and upgrades incur no

extra cost and if something goes

wrong, the provider, not the customer,

is financially liable. The ability to

switch off the service if it does not

deliver the value that was originally

intended also means wasted

expenditure can be avoided.

INCREASED SECURITY

Data security breaches incur high

financial costs and long-term

reputational damage. With the stakes

so high, it may seem counter-intuitive

to outsource security infrastructure and

potentially 'lose control'. However, as

service providers have a vested interest

in identifying potential weaknesses in

your security infrastructure, it can make

your business more resilient as a result.

The more people monitoring a

private network, the better, as it

ensures a quick response to any

vulnerabilities that arise. General IT

companies that don't specialise in

security can struggle to follow new

threats and lack the personnel to

support any action needed.

With as-a-service, you can costeffectively

gain access to a dedicated

team of experts who not only follow the

market closely (so are aware of

emerging threats), but are focused 24/7

on securing the network. Shifting to

service-based models that increase

resilience is a valuable preventative

investment.

AN UPGRADED 'AS A SERVICE'

MODEL

As-a-service is not a new concept, but

it was the cloud that enabled its

modern characteristics and made it an

attractive option for large and small

business alike.

Standardised, on-demand and no

commitment solutions not only bring

obvious business benefits, but also

heighten customer expectations for

sustained value.

Cloud technology has certainly

revolutionised the value of as-a-service,

but in such a saturated market it is no

longer enough to remain competitive.

Customer needs are changing all the

time, and to keep up with the

evolution of as-a-service, businesses

must prioritise value in every decision

they make.

More info: www.canon.co.uk

34 July/August 2022 www.document-manager.com

@DMMagAndAwards


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