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DOCUMENT<br />

M A N A G E R<br />

Dm<br />

www.document-manager.com<br />

DOCUMENT MANAGEMENT<br />

IMAGING & CAPTURE<br />

WORKFLOW/BPM<br />

CONTENT MANAGEMENT<br />

Back to basics:<br />

The A-Z of filing systems<br />

Data compliance:<br />

Intelligent Document Processing can help<br />

Technology focus:<br />

Hyperautomation<br />

As-a-Service:<br />

Next year's model?<br />

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

ISSN 1351-3222 Vol 30 No 4 <strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2022</strong>


Turn your paper<br />

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Discover the easy, hassle-free way to<br />

go paperless and protect your documents.<br />

Call 0800 612 4065<br />

or email sales@storetec.net<br />

www.storetec.net<br />

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

2018, 2017, 2015, 2014 & 2013<br />

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

Management 2020<br />

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London, Manchester, Birmingham, Newcastle and Hull.


Dm<br />

COMMENT<br />

Editor:<br />

Dave Tyler<br />

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

Sub Editor:<br />

Mark Lyward<br />

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

Welcome to the <strong>Jul</strong>y/<strong>Aug</strong>ust issue of<br />

Publishing Director:<br />

John Jageurs<br />

Document Manager magazine,<br />

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

Sales Manager:<br />

which covers topics as diverse as<br />

Abby Penn<br />

print management in the cloud, the shift<br />

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

Lead Designer<br />

from RPA to hyperautomation, the increased<br />

Ian Collis<br />

use of intelligent document processing in a<br />

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

Circulation/Subscriptions:<br />

digital mailroom, and the importance of an<br />

Christina Willis<br />

up-to-date data management and archiving<br />

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

Managing Director:<br />

strategy - surely something for everyone?<br />

John Jageurs<br />

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

is not a new concept of course, but it was the cloud that<br />

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

Published by: Barrow &<br />

enabled its modern characteristics and made it an attractive option<br />

Thompkins Connexion Ltd<br />

35 Station Square,<br />

for large and small business alike. Standardised, on-demand and no<br />

Petts Wood<br />

commitment solutions not only bring obvious business benefits, but<br />

Kent BR5 1LZ<br />

Tel: 01689 616000<br />

also heighten customer expectations for sustained value. As Canon's<br />

Fax: 01689 826622<br />

Tony Wills explains: "Value for money has always been important,<br />

Subscriptions:<br />

but now customers are expressing a need to have more visibility<br />

UK: £35/year, £60/two years,<br />

£80/three years<br />

and control over their expenditure. The as-a-service model can help<br />

Europe: £48/year, £85 two<br />

facilitate this by eliminating substantial upfront payment, allowing<br />

years, £127 three years.<br />

ROW:£62/year, £115/two<br />

businesses to spread the bill across multiple months of service."<br />

years, £168/three years<br />

At the same time as looking at emerging technologies and the<br />

Published 6 times a year.<br />

Single copies can be bought<br />

future of the sector, we also take a look at a topic that has been<br />

for £8.50 (includes postage &<br />

around for as long as document management itself - in fact<br />

packaging). No part of this<br />

magazine may be reproduced<br />

significantly longer. Virtual Cabinet's Laura Bell gives us an in-depth<br />

without prior consent, in writing,<br />

from the publisher.<br />

breakdown of exactly how filing systems work - how they should<br />

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

operate, and why it's vital to get the basics right before even<br />

Thompkins<br />

thinking about automation: "Whichever order your filing hierarchy is<br />

Connexion Ltd<br />

in and whichever fields it uses to file information correctly, the<br />

Articles published reflect the<br />

most important thing is to make sure all employees are indexing,<br />

opinions of the authors and are<br />

not necessarily those of the<br />

and formatting the file titles in a consistent way."<br />

publisher or his employees. While<br />

every reasonable effort is made<br />

Consistency in filing is key, and there is no point trying to move to<br />

to ensure that the contents of<br />

a paperless approach if the basic filing structures have not been<br />

articles, editorial and advertising<br />

are accurate no responsibility can<br />

properly thought through beforehand. Anyone who's been in IT as<br />

be accepted by the publisher for<br />

errors, misrepresentations or any<br />

long as me will doubtless remember the old 'Garbage in, garbage<br />

resulting effects<br />

out' aphorism. It still holds true today of course - and is perhaps<br />

even more important in a world of exponential data growth!<br />

And last but not least is a reminder to nominate in this year's <strong>DM</strong><br />

Awards - nominations close at the end of <strong>Aug</strong>ust, so readers have a<br />

few short weeks to share their choices before the all-important<br />

public vote opens. Check out the full list of awards categories on<br />

page 28, and head to the website www.dmawards.com to make<br />

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

category, you can simply select the ones you're interested in.<br />

Dave Tyler<br />

Editor<br />

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

www.document-manager.com<br />

<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2022</strong><br />

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

3


Dm CONTENTS<br />

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

JULY/AUGUST<br />

6<br />

8<br />

14<br />

18<br />

22<br />

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

MANAGEMENT: DIGITAL MAILROOM..........................................................…….6<br />

Jim Close of Kofax explains how to evolve your digital mailroom to become the 'beating<br />

heart' of your organisation<br />

STRATEGY: DATA COMPLIANCE………...........................................................…….8<br />

Stephen Boals of Ephesoft examines the potential uses of intelligent document processing<br />

(IDP) for data compliance<br />

CASE STUDY: TESCO BANK………….............................................................…….10<br />

Parseq has provided a successful lockbox cheque processing solution to Tesco Bank for over<br />

3 years, including throughout the challenging pandemic period<br />

OPINION: CLOUD-BASED <strong>DM</strong>………........................................................……….12<br />

There are numerous benefits to a cloud-based approach to document management,<br />

argues Grace Schneider of Storetec<br />

MANAGEMENT: FILING……..............................................................................…14<br />

Laura Bell of Virtual Cabinet breaks down the basics of filing, arguing that an<br />

understanding of what you need to file and why is every bit as important as how you<br />

choose to do it<br />

CASE STUDY: DOCUMENT LOGISTIX…….......................................................……18<br />

Fujitsu scanners enable Document Logistix to deliver secure and cost-effective outsourced<br />

document capture for millions of documents each year<br />

STRATEGY: ARCHIVAL……….........................................................................……20<br />

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

reap the rewards of data archiving<br />

CASE STUDY: KEYSTONE LAW……………................................................……….22<br />

Innovative UK law firm Keystone Law is enjoying continued accelerated growth with its<br />

'lawyer-first strategy', supported by NetDocuments<br />

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

Kaycee Jaeger of e-ImageData explains why low magnification is essential in<br />

microfilm scanning<br />

OPINION: PRINT MANAGEMENT……..........................................................……..26<br />

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

to solve print-related pain points, and save money to boot<br />

EVENT: <strong>DM</strong> AWARDS <strong>2022</strong>……..................................................................……..28<br />

Nominations are now open for this year's <strong>DM</strong> Awards - read on for all the categories, as<br />

well as the all-important dates for your diary<br />

TECHNOLOGY: HYPERAUTOMATION….........................................................……30<br />

Tim Hood of Hyland explains how hyperautomation can create "an interconnected, superefficient<br />

network of technologies"<br />

ANALYSIS: AS-A-SERVICE…..........................................................................…….32<br />

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

4 @<strong>DM</strong>MagAndAwards <strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2022</strong> www.document-manager.com


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Dm MANAGEMENT: DIGITAL MAILROOM<br />

Keeping the heart of your organisation healthy<br />

Jim Close of Kofax explains how to evolve your digital mailroom to become the 'beating<br />

heart' of your organisation<br />

Businesses thrive on data. Just as<br />

humans need their circulatory<br />

system running smoothly to remain<br />

healthy, every successful organisation<br />

depends on the unfettered flow of<br />

information throughout their operations<br />

and lines of business.<br />

Whether it's a new contract, customer<br />

contact details or the latest inventory<br />

report, getting data to the right people<br />

at the right time fuels business growth.<br />

In fact, it's so important that without a<br />

fast and efficient flow of information,<br />

you may even put normal business<br />

operations at risk.<br />

That's even more true today, as remote<br />

and hybrid work transforms the workplace<br />

and the risk of missing or misplacing key<br />

documents increases. To survive and thrive<br />

in the current hybrid-working customer<br />

experience-obsessed digital economy, you<br />

need your digital mailroom to be the<br />

beating heart of your business.<br />

After all, when information doesn't get to<br />

your digital mailroom - or can't seem to<br />

get out of it - your organisational arteries<br />

become clogged, slowing down the steady<br />

stream of data to places where it adds the<br />

most value.<br />

Although organisations digitised their<br />

mailrooms over the last few decades,<br />

scanning incoming documents and<br />

communications to reduce the amount of<br />

paper circulating, they may fall short of<br />

what's required today.<br />

An evolved digital mailroom leverages<br />

innovative intelligent automation<br />

technologies to digitise documents, extract<br />

key data and automatically route it to the<br />

people and applications needing it. With<br />

embedded artificial intelligence capabilities<br />

like natural language processing and<br />

machine learning, your mailroom can<br />

handle both structured and unstructured<br />

data more effectively.<br />

Cloud and artificial intelligence<br />

technologies can get information flowing<br />

to your hybrid workforce a lot more<br />

efficiently and securely than a paper-based<br />

or simple digital mailroom. You can both<br />

unlock the value of all the data your<br />

organisation receives and scale the benefits<br />

easily across the enterprise.<br />

POTENTIAL BLOCKAGES<br />

Evolving your digital mailroom will also<br />

bolster your organisation's defences<br />

against two major challenges. The 'Great<br />

Resignation' shows no signs of letting<br />

up, with one in five workers saying they<br />

are planning to quit in <strong>2022</strong>. With<br />

work-life balance a higher priority,<br />

employees are opting for jobs that offer<br />

remote and hybrid work. Meanwhile,<br />

staying in compliance with a growing<br />

number of regulations is more difficult<br />

when the workplace expands to<br />

numerous virtual locations.<br />

To attract and retain employees, 89<br />

percent of leaders say they plan to invest<br />

in technology in the next 12 to 18<br />

months to support the hybrid workforce,<br />

according to the Hybrid Work Global<br />

Survey 2021. However, that technology<br />

had better include improved document<br />

security and compliance.<br />

Evolving your digital mailroom for a<br />

hybrid workforce will keep both employees<br />

and regulators happy. Digital documents<br />

can be delivered faster and more securely<br />

to employees, whether they're in the<br />

workplace or working remotely. You don't<br />

have to worry about losing a piece of<br />

paper, and you can control who has access<br />

to specific content.<br />

Intelligent automation also makes<br />

compliance easier. Companies can apply<br />

6<br />

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

<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2022</strong><br />

www.document-manager.com


MANAGEMENT: DIGITAL MAILROOM Dm<br />

"AN EVOLVED DIGITAL MAILROOM LEVERAGES INNOVATIVE INTELLIGENT AUTOMATION TECHNOLOGIES TO<br />

DIGITISE DOCUMENTS, EXTRACT KEY DATA AND AUTOMATICALLY ROUTE IT TO THE PEOPLE AND APPLICATIONS<br />

NEEDING IT. WITH EMBEDDED ARTIFICIAL INTELLIGENCE CAPABILITIES LIKE NATURAL LANGUAGE PROCESSING<br />

AND MACHINE LEARNING, YOUR MAILROOM CAN HANDLE BOTH STRUCTURED AND UNSTRUCTURED DATA<br />

MORE EFFECTIVELY."<br />

business rules for applicable industry<br />

regulations, and an electronic audit trail<br />

serves as a record of proof. Improved<br />

compliance has an added benefit of cost<br />

savings, as it helps your company avoid<br />

hefty penalties.<br />

REAP THE REWARDS<br />

Organisations that leverage intelligent<br />

automation and the cloud see quick<br />

and substantial gains. ROI is typically<br />

realised in the first year, thanks to the<br />

following benefits:<br />

1. More accurate data: Re-keying data is<br />

an unhealthy habit. When wrong data is<br />

entered into your systems, operations<br />

slow down. With automation, you can<br />

rest assured all incoming data is extracted,<br />

validated and routed accurately.<br />

2. Faster response times: As your business<br />

grows, so will the number of requests<br />

you'll receive. Slow, manual processes<br />

simply don't fit in the modern hybrid<br />

workplace. Digital mailroom automation<br />

processes documents and converts<br />

unstructured data so it's ready for your<br />

line of business systems.<br />

3. Improved insight and control: A datahealthy<br />

organisation can't run unattended.<br />

Intelligent automation improves<br />

performance by allowing companies to<br />

analyse and monitor critical applications.<br />

Actionable data improves visibility into<br />

which business processes are running<br />

smoothly and which ones need<br />

improvement.<br />

4. Happier customers and suppliers: As<br />

more companies digitally transform their<br />

own operations, they'll have higher<br />

expectations for interactions with your<br />

organisation. A digital mailroom will help<br />

you check the status of customer and<br />

supplier queries more quickly and create a<br />

more positive experience.<br />

HOW EVOLVED IS YOUR DIGITAL<br />

MAILROOM?<br />

How do you know if your digital mailroom<br />

is up to modern day tasks? These four<br />

questions can help you assess the quality<br />

of your current digital mailroom.<br />

1. Are you able to process all documents<br />

in any format or channel? For faster and<br />

more accurate document processing<br />

across the entire enterprise, your digital<br />

mailroom should be using artificial<br />

intelligence technologies like natural<br />

language processing, machine learning<br />

and mobile capture. Document<br />

intelligence capabilities can extract key<br />

information, categorize various document<br />

types and optimise data for processing.<br />

2. Can you automatically route data to the<br />

right person, every time? Much of the<br />

data your organisation receives supports<br />

multiple teams and processes. A<br />

connected system approach ensures<br />

information flows smoothly to various<br />

applications, software and databases.<br />

Your digital mailroom should be able to<br />

deliver details of a newly signed contract<br />

to sales, finance and customer support<br />

simultaneously.<br />

3. How optimised are your digital<br />

mailroom workflows? Digital mailroom<br />

automation software equipped with<br />

process orchestration makes it possible<br />

to get more work done without hiring<br />

more human workers. In fact, human<br />

employees can spend less time manually<br />

sorting through incoming mail and<br />

routing it to the right workflows and<br />

more time on higher value tasks that<br />

make your customers and suppliers<br />

happy.<br />

4. Have you automated manual, timeconsuming<br />

tasks? Digital 'robot' workers<br />

are ideal candidates for processing,<br />

extracting and validating incoming<br />

information.The work is done faster and<br />

without errors. RPA streamlines mailroom<br />

workflows, saving time and money. RPA<br />

bots can also keep up with the increased<br />

flow of information coming into the<br />

organisation, so you don't need to worry<br />

about how you'll handle the growing<br />

volume of mail over time.<br />

The evolved digital mailroom can<br />

efficiently process any content arriving in<br />

any channel and integrate the resulting<br />

context-sensitive data into the<br />

appropriate downstream business<br />

applications. This new powerhouse of<br />

business efficiency is no longer just a<br />

mailroom - it's the strong and healthy<br />

beating heart of your organisation that<br />

keeps information pumping and<br />

accelerates digital workflow<br />

transformation.<br />

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

www.document-manager.com<br />

<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2022</strong><br />

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

7


Dm STRATEGY: DATA COMPLIANCE<br />

Compliance: is IDP the answer?<br />

Stephen Boals, SVP Strategy and Evangelism at Ephesoft, examines the potential<br />

uses of intelligent document processing (IDP) for data compliance<br />

Data compliance ensures that<br />

sensitive digital assets or<br />

data is organised and<br />

managed in a way to help<br />

companies meet business<br />

rules, workflows and policies<br />

along with legal and<br />

governmental regulations. It<br />

is also critical to the privacy<br />

of people's personal<br />

information and how<br />

organisations store and<br />

secure that sensitive data. An<br />

organisation's data fuels<br />

business processes,<br />

workflows,<br />

applications<br />

and<br />

ultimately decision-making and<br />

insights.<br />

Regulations around data compliance<br />

spell out what data needs to be<br />

protected, what processes are<br />

acceptable and what the penalties will<br />

be for failure to follow the rules. Data<br />

compliance ensures your business<br />

meets the minimum legal<br />

requirements.<br />

This often can be confused with data<br />

security, which covers all the processes<br />

and technologies of securing sensitive<br />

data, including firewalls, authentication<br />

and password protection protocols.<br />

Therefore, businesses must be data<br />

compliant per regulations, but that<br />

doesn't guarantee their data is secure -<br />

although the goal should be to have<br />

both data compliance and data<br />

security. To achieve security and privacy,<br />

8 <strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2022</strong> www.document-manager.com<br />

@<strong>DM</strong>MagAndAwards


STRATEGY: DATA COMPLIANCE Dm<br />

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

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

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

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

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

ONLY A FEW HOURS BY ELIMINATING MANUAL DATA ENTRY AND SEARCHING."<br />

enterprises need data governance,<br />

which includes organisational policies<br />

and processes that control how data is<br />

managed in the organisation.<br />

THE COMPLIANCE LANDSCAPE<br />

With GDPR, California Consumer Privacy<br />

Act (CCPA), HIPAA, PCI DSS, PII, antimoney<br />

laundering (AML) and know your<br />

customer (KYC) regulations - and many<br />

more globally, businesses must find a<br />

way to become and stay data compliant.<br />

The results can be crippling.<br />

Organisations lose an average of<br />

US$4 million in revenue due to a<br />

single non-compliance event.<br />

(GlobalScape's The True Cost of<br />

Compliance with Data Protection<br />

Regulations)<br />

The leading risk among<br />

organisations for <strong>2022</strong> so far is cyber<br />

incidents (e.g. cyber crime, IT<br />

failure/outage, data breaches, fines<br />

and penalties) followed by business<br />

interruption (42%), including supply<br />

chain disruptions. (Statista)<br />

70% of risk and compliance experts<br />

said the pandemic has increased<br />

their reliance on technology to<br />

improve decision-making,<br />

performance monitoring and risk<br />

management. (Thomson Reuter's<br />

Fintech, Regtech and the Role of<br />

Compliance Report 2021)<br />

In a data compliance survey, 62.4%<br />

of survey respondents said that their<br />

company isn't "completely<br />

compliant" with the data regulations<br />

that apply to them, including GDPR,<br />

CCPA and CDPA. (Business 2<br />

Community Survey)<br />

WHERE DOES IDP FIT IN?<br />

In our current business world,<br />

documents are just a form of data<br />

that needs to be managed and<br />

governed. Most organisations have<br />

massive document repositories that<br />

sit as dark data, and can be a massive<br />

compliance headache.<br />

Intelligent document processing<br />

(IDP) is a solution that uses AI-based<br />

technology to capture, classify,<br />

extract, validate and export data from<br />

documents into another system.<br />

Modern IDP platforms transform<br />

documents with unstructured or<br />

semi-structured data into actionable,<br />

structured data that can be fed into<br />

other systems to automate<br />

workflows, centralise information,<br />

perform data analysis and business<br />

intelligence, as well as simply make a<br />

large volume of data easily<br />

searchable.<br />

Enabling accessible data is the crux<br />

of data compliance. A simple example<br />

is a person who no longer wants you<br />

to have their data, which could be in<br />

multiple applications and files. IDP<br />

offers an automated solution to make<br />

the data searchable so it can be<br />

deleted quickly and meet privacy<br />

requirements. Or, in one case study<br />

with Vopak, the world's leading<br />

independent tank storage company,<br />

they used IDP and were able to<br />

reduce their audits from 2-3 weeks to<br />

only a few hours by eliminating<br />

manual data entry and searching.<br />

Alliance Bank used IDP to not only<br />

speed up the loan application process<br />

but also to increase fraud prevention<br />

and detection.<br />

A RAFT OF BENEFITS<br />

There are hundreds of use cases for<br />

intelligent document processing,<br />

depending on industry and business<br />

needs, from accounts payable, human<br />

resources, mailroom and applications to<br />

loans, insurance claims, financial<br />

documents, records and transcripts.<br />

Here's how IDP can help as it relates to<br />

data compliance:<br />

Can process large volumes of<br />

documents fast<br />

Streamlines regulatory reporting<br />

Connects with any RPA, analytics<br />

applications or any other system of<br />

record for more complete<br />

information<br />

Eliminates human errors from manual<br />

data entry<br />

Enables searchable data for easy<br />

removal of customer information if<br />

requested<br />

Decreases audit times from weeks to<br />

hours<br />

Can find documents in seconds<br />

Drives employee productivity,<br />

accuracy and efficiency<br />

Improves customer experience and<br />

satisfaction<br />

Can be used for KYC or AML<br />

initiatives to reduce fraud and<br />

suspicious activity<br />

The consequence of non-compliance<br />

can risk financial losses and fines, security<br />

breaches, license revocations, business<br />

disruptions, poor patient care, trust,<br />

brand perception and reputation. It's<br />

easier than you think to add IDP into your<br />

tech stack and avoid the consequences.<br />

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

www.document-manager.com<br />

<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2022</strong><br />

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

9


Dm CASE STUDY: TESCO BANK<br />

Cheques and balances<br />

Parseq has provided a successful lockbox cheque processing solution to Tesco Bank<br />

for over 3 years, including throughout the challenging pandemic period<br />

with associated cheques provided to<br />

the nominated clearing provider to<br />

enter clearing. The Tesco Bank<br />

deployment has been a success in<br />

numerous ways:<br />

Tesco Bank is one of the most<br />

recognisable retail brands in the<br />

UK providing customers with a<br />

wide range of banking products,<br />

linking loyalty products with the parent<br />

retail group. Tesco's activity as a key<br />

supplier and key service provider<br />

through the pandemic increased<br />

substantially. Through the dramatic<br />

change in the marketplace, their<br />

primary focus was to continue to<br />

provide critical banking services to all<br />

customers. The key driver for this was<br />

to ensure a continuation of service<br />

through a challenging time.<br />

Like many large organisations, Tesco<br />

Bank opted to outsource services to<br />

optimise efficiency, reduce operational<br />

costs and enable internal resources to<br />

focus on key elements within the<br />

organisation. The nature of the<br />

contract originally involved Parseq<br />

being on-boarded as a supplier change<br />

(with HSBC) and followed with a full<br />

contract transition to Parseq as a direct<br />

service provider. Partnering with Parseq<br />

enabled reliable management of the<br />

service for the customer base.<br />

RELIABILITY OF SERVICE<br />

The priority for Tesco Bank was to have<br />

reliability of service which Parseq<br />

provided seamlessly and promptly<br />

without error. A driving desire for Tesco<br />

was efficient responsiveness to their<br />

requirements to enable an effective<br />

process that benefited the entire<br />

customer experience.<br />

The transition to Parseq sought to<br />

achieve the following:<br />

Providing one standard service<br />

option<br />

Partnering with a reliable service<br />

Continuous investment strategy,<br />

strengthening key services Value for<br />

money<br />

Insightful, real time MI & data<br />

intelligence<br />

Responsiveness to changes in service<br />

or requirements<br />

A PEDIGREE SOLUTION<br />

Through strategic collaboration and<br />

end-to-end communication between<br />

Tesco and Parseq, the proposed<br />

solution was to offer a lockbox service<br />

to Tesco Bank products. Parseq has an<br />

extensive history and pedigree in<br />

delivering UK and international lockbox<br />

services to leading banks and financial<br />

institutions with many clients<br />

benefiting from the service for in excess<br />

of 45 years.<br />

The lockbox service consists of: receipt<br />

of cheques and remittances, opening,<br />

validating, scanning, data capture,<br />

supplying required data to the client,<br />

<br />

<br />

<br />

<br />

<br />

<br />

Seamless service from deposit to<br />

the point of clearing: over 75K<br />

cheques processed.<br />

Providing optimum service delivery<br />

through challenging times and<br />

exceeding service levels.<br />

Collaborative partnership with Tesco<br />

Bank has open and clear<br />

communication, with real time<br />

processing information.<br />

Tesco Bank have had no escalations<br />

over the term of the partnership and<br />

provide regular positive feedback for<br />

the services and future plans.<br />

Client visibility with detailed reports<br />

and status updates on cheque<br />

processing.<br />

ADIR solution to provide visibility on<br />

images for cheques and remittances<br />

24/7.<br />

Following the smooth transition &<br />

implementation of the initial service,<br />

Parseq have continued to provide Tesco<br />

Bank a robust, reliable and responsive<br />

service with no incidents or issues over<br />

the last 3 years.<br />

"Transitioning to Parseq as our lockbox<br />

cheque processing partner was<br />

completely seamless and pain free,"<br />

commented Paul Galletta, commercial<br />

manager, Tesco Bank. "From the initial<br />

engagement and implementation to<br />

the robust service delivery, we have<br />

been highly impressed throughout.<br />

Parseq's support and sheer<br />

responsiveness has meant that our<br />

customers have continued to receive<br />

our critical services and exceptional<br />

levels of customer experience through<br />

such a challenging pandemic."<br />

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

10 @<strong>DM</strong>MagAndAwards <strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2022</strong> www.document-manager.com


Dm OPINION: CLOUD-BASED <strong>DM</strong><br />

Cloud covered<br />

There are numerous benefits to a cloud-based<br />

approach to document management, argues Grace<br />

Schneider of Storetec<br />

Many businesses are moving away<br />

from network installed<br />

document management systems<br />

and are moving toward cloud-based<br />

systems instead. This is due to many<br />

factors such as the lack of versatility, the<br />

cost and resources associated with<br />

hosting and managing it, and<br />

security/compliance.<br />

What do we mean by 'cloud' in this<br />

context? The cloud refers to servers that<br />

are available on-demand over the<br />

internet, without direct management by<br />

the user. The cloud enables users to<br />

access files from any location or device<br />

because the hosting takes place on servers<br />

in a data centre, rather than locally on the<br />

users' device or server - making it<br />

incredibly versatile and the perfect<br />

solution for remote/hybrid working.<br />

BENEFITS OF A CLOUD BASED <strong>DM</strong>S<br />

Hosted by a third-party supplier - Having<br />

a dedicated in-house IT team to manage<br />

the network is at a premium and not the<br />

case for most SME's. By transferring the<br />

responsibility to a third-party supplier<br />

whose primary job and expertise is to<br />

host and maintain the system, you can<br />

ensure your data is in the best possible<br />

hands. In addition, many suppliers are<br />

very easily accessible if any issues do<br />

occur, perhaps even more than your<br />

internal IT team who will have other day<br />

to day priorities.<br />

Advanced search capabilities - A <strong>DM</strong>S<br />

like FreeDocs has vast search capabilities<br />

which means employees can access<br />

documents quicker than ever before.<br />

FreeDocs has the capability of searching<br />

through 238 million records in just 4<br />

seconds, ensuring that employees are<br />

using their time more efficiently. Such<br />

capability is far greater on a cloudbased<br />

system with computing power<br />

that can be upscaled seamlessly<br />

compared to an internal system with<br />

hardware limitations.<br />

Support remote/hybrid working - The<br />

cloud offers versatility and accessibility as<br />

users do not need to log in through a<br />

virtual private network (VPN) to<br />

collaborate. Operating on the Amazon<br />

AWS cloud infrastructure, FreeDocs<br />

facilitates secure access from any<br />

location, at any time. This gives workers<br />

instant access to information that could<br />

otherwise take valuable time and<br />

resources to locate and access.<br />

Furthermore, FreeDocs' concurrent<br />

licensing structure facilitates effective<br />

collaboration, allowing teams to access<br />

the same information simultaneously<br />

from their individual remote locations.<br />

Security - Cyber threats are always<br />

evolving. Many SME's do not have the<br />

time or expertise to ensure network safety<br />

on their own. With a cloud based <strong>DM</strong>S,<br />

12<br />

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

<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2022</strong><br />

www.document-manager.com


OPINION: CLOUD-BASED <strong>DM</strong> Dm<br />

your data is protected by numerous<br />

layers of security. FreeDocs is hosted on<br />

the Amazon Web Services (AWS) cloud<br />

via an online portal, secured using<br />

password authentication and SHA256<br />

encryption via a HTTPS connection.<br />

Additional security features are available<br />

such as IP locking, Multi-Factor<br />

Authentication and Single Sign-on<br />

(SSO) to facilitate compliance with all of<br />

your own internal security protocols.<br />

Scalability - The cloud is not limited to a<br />

certain amount of usage, unlike<br />

network installed <strong>DM</strong>S' which may<br />

require additional hardware to provide<br />

sufficient storage and processing<br />

power. No matter if you are a small<br />

business with limited documents or an<br />

international corporation with massive<br />

amounts, you can benefit from a cloud<br />

based <strong>DM</strong>S. FreeDocs is instantly<br />

scalable to businesses of any size. You<br />

can instantly upscale or downscale your<br />

usage and storage space seamlessly, to<br />

keep up with fluctuations in demand.<br />

Your FreeDocs database can grow with<br />

your business.<br />

Flexibility - With a cloud based <strong>DM</strong>S,<br />

licenses can be added as needed by<br />

contacting your provider. Users can<br />

easily be given access to the system and<br />

new databases can be created and<br />

removed with minimal effort from you.<br />

A network installed system does not<br />

allow this type of flexibility.<br />

Integration from MS Office applications<br />

- With FreeDocs' new MS Office<br />

Uploader tool, you can add documents<br />

you are working on directly into<br />

FreeDocs. Just download the free add-in<br />

from the Microsoft Office add-ins store,<br />

log in to FreeDocs and click upload. A<br />

copy of the selected file will be added<br />

to the database of your choice -<br />

allowing all the accessibility, security,<br />

and other benefits of FreeDocs for your<br />

file immediately, all from your chosen<br />

Office product.<br />

Integration with line-of-business<br />

systems - Storetec's in-house software<br />

development team is constantly<br />

working on FreeDocs to create custom<br />

solutions to interface with client's own<br />

systems to improve their business<br />

operations.<br />

No upfront costs - FreeDocs has no<br />

upfront fees. We will even offer you a<br />

3-month free trial to ensure you love<br />

the system before you commit.<br />

Ongoing training - Your supplier should<br />

want you to get the most out of your<br />

system. At Storetec we don't want to<br />

see you struggle, we offer on-going<br />

training for your team whenever<br />

needed, to ensure you have on-going<br />

support and are using your system to its<br />

greatest potential.<br />

Are you interested in seeing these<br />

benefits for yourself or just want to<br />

explore your options? Contact our team<br />

today to get a 3-month free trial of<br />

FreeDocs. Our software development<br />

team can work alongside you to create a<br />

bespoke solution which meets your<br />

business's requirements. We are available<br />

for Teams/Zoom calls at your request. We<br />

are confident that you'll love it.<br />

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

www.document-manager.com<br />

<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2022</strong><br />

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

13


Dm MANAGEMENT: FILING<br />

Back to basics: the A-Z of filing systems<br />

Laura Bell of Virtual<br />

Cabinet breaks down the<br />

basics of filing, arguing<br />

that an understanding of<br />

what you need to file and<br />

why is every bit as<br />

important as how you<br />

choose to do it<br />

Whether it's pesky piles of paper<br />

that are getting you down or<br />

you're facing a digital<br />

document disaster at work, efficient<br />

filing is the only way to truly tame the<br />

chaos. Our world is full of data and<br />

that data has to go somewhere.<br />

Spreadsheets, notes, reports, records,<br />

meeting minutes, and legal documents<br />

all become one thing: documents.<br />

Documents become files and files (as<br />

their name suggests) need filing or else<br />

chaos and anarchy will reign! Well,<br />

that may be a little over-dramatic, but<br />

misfiling and inconsistent arranging of<br />

files can certainly result in a whole lot<br />

of inconvenience and stress.<br />

With a view to being helpful, here is<br />

our guide on how to file, manage, and<br />

organise your documents so you never<br />

struggle to find a file again. Whether<br />

you're wading through physical or<br />

digital documents, we can help you<br />

make your system efficient and<br />

minimise the time wasted on filing and<br />

finding documents.<br />

WHY DOES EFFICIENT FILING<br />

MATTER?<br />

When you're dealing with paper<br />

documents, inadequate filing systems<br />

can cause irreparable damage that can<br />

lead to serious awkwardness when the<br />

audit officer comes a-knocking. In terms<br />

of GDPR and data compliance,<br />

businesses are now solely responsible for<br />

the protection and timely destruction of<br />

their internal and external data. Laws<br />

govern which types of information you<br />

can and cannot store and for how long<br />

it is ethical to keep.<br />

Paper filing sure has its drawbacks<br />

which is why most companies have at<br />

least started the process of going<br />

14 @<strong>DM</strong>MagAndAwards <strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2022</strong> www.document-manager.com


MANAGEMENT: FILING Dm<br />

paperless and switching to digital<br />

files. However, if you're struggling to<br />

find workarounds for physical<br />

paperwork and want to keep those<br />

document files in an orderly fashion<br />

for ease of work, then fear not. We're<br />

here to help. Similarly, if your<br />

company has fully embraced the age<br />

of digital transformation and you're<br />

looking for ways to make your virtual<br />

filing cabinet a well-ordered TARDIS<br />

of data and information, then great!<br />

We've got the goods to ensure your<br />

digital filing system is squeaky clean<br />

and easy to navigate for everyone.<br />

FIVE WAYS TO FILE<br />

There are generally considered to be<br />

five main ways of organising files,<br />

regardless of whether they are virtual<br />

documents or hard copies. Any of<br />

these should be a good place to start<br />

when implementing a company-wide<br />

filing system for paper files and<br />

electronic files alike.<br />

By subject - categorise files<br />

according to the subject of the<br />

contents of the document. This is<br />

a logical way of organising files<br />

because it groups documents that<br />

are similar in topic or structure.<br />

Alphabetically - even within larger<br />

categories, filing things<br />

alphabetically can make more<br />

sense for the next person who<br />

wants to find something. Many<br />

electronic filing systems already do<br />

this within digital folders.<br />

Numerically - depending on what<br />

the majority of your documents<br />

contain, filing by number can<br />

make a lot of sense.<br />

By place - This won't apply to<br />

every industry sector or business,<br />

but for files that are to do with a<br />

specific location or place, it can<br />

make sense to order them by<br />

location.<br />

By date - This is a pretty common<br />

method of filing documents. For<br />

example, filing financial<br />

documents by year will reduce the<br />

time wasted scrolling through<br />

records from past years.<br />

THE FILING HIERARCHY<br />

Most companies will choose to<br />

combine two or more of the above<br />

options to organise documents and<br />

groups of documents. This is fine, but<br />

it's important to set a standard that<br />

works across the whole company so<br />

that everyone can understand and use<br />

the same set of rules.<br />

This will be vital when it comes to<br />

retrieving files at a later date,<br />

especially if the person trying to find<br />

the document wasn't the one who<br />

initially filed it. The order you choose<br />

has to be logical for the types of<br />

documents you typically use and the<br />

most important filing criterion should<br />

start the file title so that it's easy to<br />

identify later.<br />

For example, if you had an estate<br />

agency or property business, you<br />

might decide that the most important<br />

way to divide files is by location<br />

(location, location). You could create<br />

folders for each country, city, or<br />

individual address where properties<br />

associated with your company are.<br />

You may then want to further subdivide<br />

files within these folders again<br />

by date or more specific location to<br />

help distinguish between types of<br />

documents.<br />

Typically, you wouldn't want to use<br />

more than three filing methods in<br />

your hierarchy, or it will get too<br />

confusing for everyone to remember.<br />

As with many things in life, simplicity<br />

is often better, and this will certainly<br />

help avoid misfiling which can be<br />

extremely frustrating for those trying<br />

to find the file later. In short, you<br />

need to balance having a descriptive<br />

file name with having a simple system.<br />

The diagram on the next page shows<br />

two examples of filing formulas that<br />

use three filing criteria to file<br />

documents for their business. The<br />

bottom of the pyramid is the first<br />

priority and the first part of the file<br />

name. Then you work up the pyramid.<br />

A file name using filing hierarchy A<br />

might look like this: 'Susan Jones tax<br />

return <strong>2022</strong>' OR 'CJ Construction<br />

employee handbook 2016'.<br />

A file name using Hierarchy B with<br />

index numbers as the priority criteria<br />

might look like this: 'SJ12001 <strong>2022</strong> tax<br />

return' OR 'CJC4503 Jan 2016<br />

employee handbook'. You can either<br />

assign index numbers to each case,<br />

task, or client or perhaps you use<br />

software that generates this field for<br />

you. In any case, the index code<br />

should feature in the file title.<br />

CONSISTENCY IS KEY<br />

Whichever order your filing hierarchy<br />

is in and whichever fields it uses to file<br />

information correctly, the most<br />

important thing is to make sure all<br />

employees are indexing, and<br />

formatting the file titles in a<br />

consistent way. If you do choose to<br />

use client or case reference numbers,<br />

as in filing hierarchy B, you must make<br />

sure that these indexing numbers are<br />

available for all people in the company<br />

to view. A spreadsheet with each<br />

client's name next to its relevant index<br />

code would suffice, as long as that,<br />

too is filed correctly.<br />

If you take nothing else away from<br />

this article then hark at this:<br />

inconsistency in filing = data chaos.<br />

Therefore, it matters less what your<br />

filing hierarchy is than making sure<br />

everyone is using the same filing<br />

method.<br />

PRINCIPLES OF PAPER FILING<br />

While many industries are well on<br />

their way to becoming fully paperless,<br />

others have struggled to make the<br />

switch. Paper prescriptions, legal<br />

contracts, and financial documents<br />

are amongst the worst offenders that<br />

stubbornly resist digitalisation. If<br />

you're in one of those industries<br />

where the paperless office is but a<br />

distant dream then the following is<br />

for you.<br />

GET A SYSTEM<br />

As we said earlier, you can choose any<br />

method of filing, as long as it's simple<br />

enough for everyone to adopt and<br />

general enough to be used for all<br />

documents company-wide. Implement<br />

www.document-manager.com<br />

<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2022</strong><br />

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

15


Dm MANAGEMENT: FILING<br />

a system and make sure people stick<br />

to it.<br />

BE RUTHLESS<br />

Statistics say that once a document is<br />

filed, there is a 95% chance of it never<br />

being retrieved. That's not because<br />

admin staff are daft or that they're<br />

shoving it all in the filing cabinets<br />

without a recognised order. We love<br />

you, filing wizards! No, the reason<br />

why only 5% of filed documents will<br />

ever feel the sunlight on their ink<br />

again, is that we only need to retrieve<br />

those few files again.<br />

There are some types of files you are<br />

obliged to keep for data protection<br />

and audit purposes, but before you<br />

file six copies of meeting minutes<br />

from an internal meeting, think<br />

logically. Don't file what you don't<br />

need to. It only becomes someone's<br />

job to shred it at the end of the<br />

retention period, maybe even yours.<br />

GET THE RIGHT TOOLS<br />

A poor workman blames his/her tools,<br />

or so we've heard, but without the<br />

proper tools in place, your filing<br />

system could result in an audit<br />

disaster with no one to blame but<br />

you. Some of the items you'll need to<br />

invest in to keep a well-ordered paper<br />

filing system are:<br />

Plastic wallets, folders, dividers,<br />

and paper - a lot of it<br />

Industrial scanners, printers, and<br />

printer ink - a lot of that too<br />

Stationery, including (but by no<br />

means limited to) pens, pencils,<br />

paper-clips, file ties, hole punchers,<br />

and the tiniest of tweezers to pick<br />

up all the tiny paper doughnut<br />

holes off the carpet when you're<br />

done with it<br />

Giant, metal filing cabinets to<br />

protect your critical documents<br />

from typhoons and other disasters<br />

And of course, you'll need some<br />

sort of mild sedative on hand for<br />

when the paper tray in the printer<br />

starts jamming every third use<br />

With a steady supply of all these<br />

items, plasters on hand for paper<br />

cuts, and a lot of patience, you can<br />

continue to run a paper-full office for<br />

some time to come. But then again,<br />

why would you?<br />

PAPER VS. DIGITAL DOCUMENT<br />

MANAGEMENT<br />

Alternatively, for a paperless office to<br />

work you will need the following<br />

items:<br />

A quality document management<br />

system - such as Virtual Cabinet<br />

A small reliable scanner to convert<br />

paper documents to digital files to<br />

put in it<br />

You get the point. Just because you<br />

can archive paper files efficiently with<br />

collective, consistent filing techniques,<br />

it doesn't mean you should continue<br />

to do so. Although we don't deal<br />

solely with accounting professionals<br />

Virtual Cabinet has a very real<br />

presence in the accounting world -<br />

one profession that is widely<br />

recognised to be one of the hardest<br />

to turn paperless, but we help<br />

businesses go paperless every day. It<br />

not only benefits the environment and<br />

reduces your costs, but a great<br />

document management system can<br />

and will save you more time than<br />

you'll know what to do with in your<br />

work day. Who doesn't like the sound<br />

of that?<br />

FINAL THOUGHTS<br />

If you're reading this, then we dare<br />

say we're preaching to the converted<br />

regarding paperless offices, but it's<br />

never a bad idea to take stock of what<br />

paper is being produced by your<br />

business or coming into your office<br />

from external sources. Can outgoing<br />

and incoming post be reduced, or<br />

client documents sent electronically<br />

through a portal?<br />

Whatever stage your paperless<br />

journey is at right now, you can use<br />

our filing tips to create a companywide,<br />

consistent file naming hierarchy<br />

that will ensure you can always find<br />

what you're looking for. Alternatively,<br />

of course, you could just let Virtual<br />

Cabinet index and automatically file<br />

your incoming documents without<br />

any fuss. Virtual Cabinet has powerful<br />

integrations with dozens of other<br />

software systems, automatic email<br />

capture, and everything you need to<br />

keep your audit trail squeaky clean.<br />

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

16 @<strong>DM</strong>MagAndAwards <strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2022</strong> www.document-manager.com


Dm CASE STUDY: DOCUMENT LOGISTIX<br />

No room for errors<br />

Fujitsu scanners enable Document Logistix to deliver secure and cost-effective outsourced<br />

document capture for millions of documents each year<br />

benefits such as the ability to quickly<br />

find and analyse data at scale.<br />

With many of its customers<br />

Document Logistix manages the<br />

transport and storage of physical<br />

documents itself, delivering them to be<br />

processed at their headquarters in<br />

Milton Keynes. A dedicated team is<br />

responsible for the scanning of physical<br />

documents, so that they can be<br />

automatically processed and managed<br />

in Document Manager.<br />

Document Logistix is a global<br />

document management provider<br />

- often featured in the pages of<br />

this magazine - helping SME's and<br />

blue-chip customers navigate their<br />

digital transformations by digitising<br />

archived paper-based documents.<br />

Delivered through its Document<br />

Manager (no relation!) Platform,<br />

Document Logistix extracts information<br />

to help businesses manage their<br />

internal document workflows and<br />

capture archived data more effectively.<br />

Compliance with data protection<br />

regulations requires organisations to<br />

introduce digital infrastructures for<br />

storing and documents. This is<br />

particularly important within business<br />

functions dealing with sensitive<br />

information governed by strict rules<br />

such as in HR. However, digitising large<br />

scale information can also deliver other<br />

MINIMISING ERRORS & DELAYS<br />

In the UK, Document Logistix has<br />

managed this process from collection<br />

to digitisation for businesses such as<br />

DHL, Huddersfield University and<br />

Queens University Belfast. Working<br />

through millions of documents per<br />

year, it is imperative that capture is<br />

efficient and issues such as feed errors<br />

or any other delays are kept to a<br />

minimum.<br />

To maintain the highest quality,<br />

Document Logistix has twelve Fujitsu<br />

devices (made up of six fi-6800 and six<br />

fi-7800 devices) in its bureau. The<br />

robust fi Series production scanner<br />

range offers reliable, high-speed results<br />

and minimises downtime, while<br />

maintenance features allow users such<br />

as Document Logistix to reduce time<br />

spent on scheduled servicing. State of<br />

the art document feeding technology<br />

handles even mixed batches of paper<br />

types, formats, thicknesses, materials,<br />

sizes and volumes, boosting the<br />

efficiency of employees and the<br />

scanning process by saving time sorting<br />

and separating batches.<br />

18<br />

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

<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2022</strong><br />

www.document-manager.com


CASE STUDY: DOCUMENT LOGISTIX Dm<br />

"CONTINUED MOVES TO DIGITALLY TRANSFORM ARCHIVES IN COMPLIANCE WITH REGULATIONS SUCH AS GDPR<br />

HAS LED TO AN INCREASE IN BUSINESSES LOOKING TO MANAGE THEIR DOCUMENTS AND INFORMATION IN A<br />

DIGITAL PLATFORM. OUR DOCUMENT MANAGER HUB OFFERS AN OUTSOURCED SERVICE FOR DOCUMENT<br />

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

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

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

The devices also benefit from Fujitsu's<br />

PaperStream software solution to help<br />

deliver the highest quality scans. The<br />

high speed and accuracy with which<br />

documents are captured enables the<br />

Document Logistix team to work<br />

through documents quickly, resulting in<br />

effective OCR processing and input into<br />

Document Manager software as well.<br />

CLARITY IS CRUCIAL<br />

The Document Manager solution relies<br />

on OCR technology to accurately lift<br />

information from the scanned<br />

documents and feed it into the<br />

system, where it can be stored and<br />

filed digitally and accessed through<br />

search functions. For example, in an<br />

HR function, documents can be stored<br />

and sorted by type such as CVs,<br />

Passports or invoices. This process is<br />

reliant on high quality and clear scans.<br />

Every user access and action within<br />

Document Manager is time-stamped<br />

and recorded, so internal quality<br />

audits or external compliance audits<br />

are no longer the time-consuming<br />

worry they once were. Evidence of<br />

compliant processes can be produced<br />

instantly. To prevent information being<br />

viewed by unauthorised personnel - or<br />

hacked - standard folders and files are<br />

assigned only to authorised<br />

population groups.<br />

Further measures can be introduced<br />

so that personal data cannot be seen<br />

at all in common procedures such a<br />

subject access request (SAR). Personal<br />

data and information can be redacted<br />

(masked) to comply with a range of<br />

strictures, including GDPR.<br />

The Document Logistix offering also<br />

provides the means not only to ensure<br />

that there is only one up-to-date<br />

digital version of a document, but also<br />

to prevent loss or mischief as<br />

documents do not have to be<br />

duplicated, copied or moved to<br />

different locations.<br />

A CLEAR QUALITY DIFFERENCE<br />

The high quality delivered by the<br />

Fujitsu devices is imperative to<br />

ensuring information is correct. If<br />

information lifted through OCR<br />

contains any errors, keyword searches<br />

within the platform may fail to flag a<br />

key document resulting in a<br />

compliance issue, or lost revenue from<br />

a missing contract or invoice. The<br />

clarity of scanning from the Fujitsu<br />

devices has allowed Document Logistix<br />

to be assured of the quality of<br />

information entering the Document<br />

Manager platform.<br />

Fujitsu's Paperstream driver plays a<br />

key role in maintaining the highest<br />

quality. The software is specifically<br />

designed to automatically produce<br />

clear image data that is optimised for<br />

post-processing routines such as OCR.<br />

By intelligently adjusting to a range of<br />

different types of documents and<br />

accurately distinguishing characters<br />

from background noise, PaperStream<br />

has enabled Document Logistix to<br />

enhance image accuracy to a level<br />

where scans of older, unreadable,<br />

typewritten documents are noticeably<br />

clearer and easily read.<br />

"Continued moves to digitally<br />

transform archives in compliance with<br />

regulations such as GDPR has led to<br />

an increase in businesses looking to<br />

manage their documents and<br />

information in a digital platform,"<br />

commented Jason Field at Document<br />

Logistix. "Our Document Manager<br />

Hub offers an outsourced service for<br />

document capture, which today<br />

processes millions of paper<br />

documents each year. Fujitsu's<br />

scanners ensure that the capture of<br />

documents can be completed quickly<br />

and easily with no issues such as feed<br />

errors, which can take up time and<br />

affect other processes within the<br />

chain."<br />

"Alongside the devices, using<br />

Fujitsu's PaperStream software has<br />

provided peace of mind for our staff,<br />

who are confident in the quality and<br />

clarity of each scan as it reaches the<br />

next stage in digitisation. The devices<br />

and software are user friendly which<br />

saves time for the team who do not<br />

need to deal with over complicated<br />

user interfaces to get the best result."<br />

"Any delays in scanning impacts<br />

numerous processes for Document<br />

Logistix which can cost time and<br />

money," explains Matt Smith, Channel<br />

Development Manager at PFU EMEA<br />

Fujitsu. "It's vital in an increasingly<br />

competitive landscape, that<br />

everything runs smoothly meaning<br />

there's no room for feed errors or<br />

incompatibility with documents. Our<br />

close relationship with the team at<br />

Document Logistix means that the<br />

high standard of service is never<br />

compromised.<br />

More info: www.pfu.fujitsu.com/emea/<br />

www.document-manager.com<br />

<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2022</strong><br />

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

19


Dm STRATEGY: ARCHIVAL<br />

Data management: one size does not fit all<br />

Nick Parkin of Proceed Group explains how to close the<br />

gap between business and I.T., and reap the rewards of<br />

data archiving<br />

As the world of business changes<br />

and evolves, so too must the way<br />

that we approach IT. For too long,<br />

there has been a disconnect between the<br />

two fields, with each side often working in<br />

isolation from the other. However, as<br />

businesses move towards cloud-based<br />

systems and away from traditional internal<br />

data centres, it is becoming increasingly<br />

important for IT and business to work<br />

together in order to maintain a<br />

competitive edge.<br />

The gap between business and IT is<br />

growing wider, according to PwC's 6th<br />

Annual Digital IQ survey of nearly 1,500<br />

business and technology executives. When<br />

asked if business and IT share an<br />

understanding of the corporate strategy,<br />

only 54% of respondents agreed, down<br />

from 60% last year. In fact, nearly onequarter<br />

(24%) said there is little or no<br />

alignment between the two groups. There<br />

are a number of reasons for this<br />

disconnect, but one of the most important<br />

is the way that businesses have<br />

traditionally approached data. For many<br />

years, data has been seen as something<br />

that needs to be managed and controlled<br />

by IT, often in silos. This has led to a<br />

situation where business users don't<br />

always have access to the data they need,<br />

when they need it.<br />

However, as the world of business<br />

changes and data becomes more<br />

important, it is becoming increasingly clear<br />

that this approach is no longer sustainable.<br />

In order to remain competitive, businesses<br />

need to be able to make use of all their<br />

data, not just the small fraction that IT has<br />

deemed important.<br />

ARCHIVING TO STAY COMPETITIVE<br />

This is where data archiving comes in. Data<br />

archiving is the process of storing data in a<br />

format that can be accessed and used by<br />

business users, while still maintaining<br />

control over it. This allows businesses to<br />

keep all their data, regardless of its age or<br />

importance, while still being able to make<br />

use of it when necessary.<br />

There are many benefits of data archiving,<br />

but one of the most important is that it<br />

allows businesses to close the gap between<br />

IT and the business. By giving business<br />

users access to all of their data, regardless<br />

of where it is stored, businesses can reap<br />

the rewards of data archiving. In order to<br />

fully take advantage of data archiving,<br />

businesses need to ensure that their data is<br />

well managed. This means having a clear<br />

understanding of what data is important<br />

and where it is stored. It also means<br />

making sure that data is easily accessible by<br />

the people who need it.<br />

By storing data in an accessible format,<br />

businesses can give users the ability to self-<br />

20<br />

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

<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2022</strong><br />

www.document-manager.com


STRATEGY: ARCHIVAL Dm<br />

"FOR MANY YEARS, DATA HAS BEEN SEEN AS SOMETHING THAT NEEDS<br />

TO BE MANAGED AND CONTROLLED BY I.T., OFTEN IN SILOS. THIS HAS<br />

LED TO A SITUATION WHERE BUSINESS USERS DON'T ALWAYS HAVE<br />

ACCESS TO THE DATA THEY NEED, WHEN THEY NEED IT. HOWEVER, AS<br />

THE WORLD OF BUSINESS CHANGES AND DATA BECOMES MORE<br />

IMPORTANT, IT IS BECOMING INCREASINGLY CLEAR THAT THIS<br />

APPROACH IS NO LONGER SUSTAINABLE. IN ORDER TO REMAIN<br />

COMPETITIVE, BUSINESSES NEED TO BE ABLE TO MAKE USE OF ALL<br />

THEIR DATA, NOT JUST THE SMALL FRACTION THAT I.T. HAS DEEMED<br />

IMPORTANT."<br />

serve, meaning they can access the data<br />

they need without having to go through IT.<br />

This can help to improve communication<br />

and collaboration between the two<br />

groups, as well as reducing the workload<br />

for IT. But concerns around IT data<br />

archiving are common, with IT feeling the<br />

pressure of a business that has a reluctance<br />

to reduce their data footprint.<br />

As businesses move towards cloud-based<br />

systems, they often want to<br />

decommission their legacy systems and<br />

data centres. However, IT may be reluctant<br />

to do so, as these systems may be needed<br />

for compliance or audit purposes. This can<br />

lead to a stalemate between the two<br />

sides, with each unwilling to budge on<br />

their position.<br />

In order to break this impasse, it is<br />

important for businesses to have a clear<br />

understanding of their data needs and<br />

requirements. This will help to ensure that<br />

the right data is being archived, and that IT<br />

are not being asked to archive data that is<br />

no longer needed. It is also important to<br />

consider the costs and benefits of data<br />

archiving, as this can help to justify the<br />

investment to both IT and business.<br />

COMPLEX, BUT ESSENTIAL<br />

Data archiving can also be a complex and<br />

technical process, but it is an essential part<br />

of any organisation's data management<br />

strategy. By closing the gap between<br />

business and IT, organisations can reap the<br />

rewards that data archiving can provide,<br />

including improved communication and<br />

collaboration, reduced storage costs, and<br />

easier access to data.<br />

The value of archiving is clear. Archiving<br />

provides a way to decommission legacy<br />

systems and data centres while still<br />

maintaining compliance. Archiving can also<br />

help businesses save money on storage<br />

and maintenance costs, as well as reducing<br />

the risk of data loss. It can also help<br />

organisations keep their data safe and<br />

secure, making it less likely to be<br />

compromised in the event of a breach.<br />

SECURITY IS KEY<br />

Keeping data secure and compliant after<br />

being archived is a key concern for<br />

businesses. There are a number of steps<br />

that businesses can take to ensure that<br />

their data is secure, including encrypting<br />

data at rest and in transit, as well as<br />

ensuring that only authorised users have<br />

access to the data.<br />

Businesses should also consider<br />

implementing security controls such as<br />

two-factor authentication and intrusion<br />

detection. Data archiving can also help<br />

businesses to meet their GDPR obligations.<br />

By storing data in an accessible format,<br />

businesses can give individuals the ability to<br />

access their data, as well as the right to<br />

have that data erased.<br />

BESPOKE IS BEST<br />

When it comes to data management, one<br />

size does not fit all. The type of data you<br />

have, how much data you have, and<br />

where it is stored will all dictate the best<br />

archiving solution for your business.<br />

There are a number of factors to consider<br />

when choosing an archiving solution,<br />

including cost, performance, and security.<br />

The most important thing is to choose a<br />

solution that meets your specific needs. If<br />

you are unsure of what those needs are,<br />

talk to a data management expert who can<br />

help you to assess your requirements and<br />

find the right solution for your business.<br />

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

www.document-manager.com<br />

<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2022</strong><br />

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

21


Dm CASE STUDY: KEYSTONE LAW<br />

A single point of truth<br />

Innovative UK law firm Keystone Law is enjoying continued accelerated growth with its<br />

'lawyer-first strategy', supported by NetDocuments<br />

Established in 2002, Keystone Law is<br />

an award-winning UK law firm that<br />

operates a consultancy business<br />

model wherein lawyers use technology<br />

and modern working practices to drive<br />

productivity and deliver results. It<br />

provides clients with high-quality legal<br />

advice from lawyers who are of an<br />

exceptional calibre. In 2017, it became<br />

the third firm in the UK to be listed on<br />

the London Stock Exchange. Today,<br />

Keystone Law has over 400 lawyers, 47<br />

support staff and many thousands of<br />

clients. The firm was also named Law<br />

Firm of the Year at The Lawyer Awards<br />

2020 and recognised as one of the best<br />

law firms in the UK by the Times.<br />

Unlike traditional law firms, Keystone<br />

Law puts the lawyer first, giving them<br />

the tools and flexibility to run their<br />

practice from any location. The lawyers<br />

are self-employed consultants, who<br />

retain up to 75 per cent of their billing.<br />

This business model provides Keystone<br />

Law with several competitive advantages<br />

over traditional law firms including<br />

reduced overhead costs, attractive<br />

remuneration and the ability to provide a<br />

high-quality service from wherever the<br />

lawyer feels comfortable.<br />

Despite the challenges presented by<br />

the global pandemic, Keystone Law has<br />

continued to grow as the consultancy<br />

model has been truly validated. It has<br />

shone a light on the importance of<br />

flexibility, agility and having a 'lawyerfirst'<br />

approach, something that has<br />

been at the heart of Keystone Law since<br />

it was founded.<br />

In 2020, Keystone Law achieved revenue<br />

growth of 10.9 per cent to £55.0 million.<br />

It also welcomed 58 new senior level<br />

lawyers to the firm, increasing the total<br />

number of senior lawyers by 16% to 369.<br />

New lawyers joined from top UK firms<br />

such as Charles Russell Speechlys, Clifford<br />

Chance and Fieldfisher.<br />

At the same time investors have<br />

recognised the potential of the<br />

consultancy model with Keystone Law's<br />

share price increasing over 300 per cent<br />

since its listing on AIM - now valued at a<br />

significant premium to its listed peers.<br />

IMPROVED PRODUCTIVITY<br />

In 2015, Keystone Law implemented<br />

NetDocuments as its document<br />

management system (<strong>DM</strong>S) which<br />

became an integral part of its suite of<br />

technology tools to enable its lawyers to<br />

work flexibly, from anywhere and on any<br />

device. Now supporting around 450<br />

users, the cloud-based NetDocuments<br />

platform ensures files and documents can<br />

be easily and securely stored, and<br />

accessed from any location. Having this<br />

22<br />

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

<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2022</strong><br />

www.document-manager.com


CASE STUDY: KEYSTONE LAW Dm<br />

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

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

CONNECTIVITY. NETDOCUMENTS IS CORE TO ENABLING THIS, PROVIDING A CENTRAL LOCATION FOR LAWYERS<br />

TO WORK ON AND SAVE FILES ANYWHERE, WHILE ALSO IMPROVING THEIR PRODUCTIVITY."<br />

central storage and the collaboration it<br />

enables is core to supporting the<br />

business consultancy model.<br />

NetDocuments provides a 'single point<br />

of truth', enabling lawyers to collaborate<br />

with each other, ensuring documents<br />

can be easily accessed. NetDocuments'<br />

predictive filing capabilities also improve<br />

productivity, reducing the time spent<br />

searching for documents. The advanced<br />

versioning feature also ensures the latest<br />

document can be found and there is no<br />

confusion when reviewing and editing<br />

documents. The firm uses a full set of<br />

NetDocuments products including:<br />

ndMail integrates with Outlook,<br />

providing an improved user<br />

experience ensuring files are never<br />

lost and can be easily accessed<br />

whenever they are needed. It uses<br />

predictive filing - powered by<br />

artificial intelligence - to make<br />

inboxes more organised,<br />

collaborative, and efficient for users.<br />

ndOffice integrates with Microsoft<br />

Office Word, Excel, PowerPoint, Visio,<br />

Outlook, and Adobe Acrobat and<br />

Reader to help manage documents<br />

and emails without leaving the Office<br />

application, providing a seamless<br />

user experience.<br />

ndLink links to the time and billing<br />

software ensuring client matters lists<br />

are easily and quickly updated.<br />

ndSync is a robust, reliable two-way<br />

file syncing solution for Macs and<br />

PCs that supports remote users'<br />

productivity by giving them secure,<br />

local access to every file and<br />

document they need, regardless of<br />

internet connection.<br />

ndMirror backs up data and<br />

metadata to a local server or network<br />

drive. Its primary purposes are for<br />

disaster recovery and to facilitate<br />

external searching. Metadata is<br />

stored in SQL databases, which offer<br />

access to metadata for queries.<br />

Maurice Tunney, Director of Technology<br />

and Innovation at Keystone Law says,<br />

"Our IT infrastructure reflects the firm's<br />

ethos by ensuring that, from the<br />

moment a lawyer joins, they are fully<br />

equipped to work securely - from any<br />

location and without restrictions on<br />

connectivity. NetDocuments is core to<br />

enabling this, providing a central<br />

location for lawyers to work on and save<br />

files anywhere, while also improving<br />

their productivity."<br />

A MARRIAGE MADE IN HEAVEN<br />

NetDocuments integrates perfectly with<br />

Keystone Law's own platform, Keyed-In.<br />

Keyed-In is a collaboration hub that is<br />

used every day, bringing the benefits of<br />

NetDocuments while also providing a<br />

central workspace to improve<br />

productivity and collaboration.<br />

NetDocuments integration with the<br />

Keyed-In platform provides all the tools<br />

required for lawyers to deliver a seamless<br />

service to clients from anywhere they<br />

choose, ultimately letting them work in a<br />

way that is best suited to them.<br />

The combination of both platforms<br />

provides a central workspace that helps<br />

to reduce processes and makes the<br />

lawyers' lives easier. By automating<br />

mundane tasks, lawyers save time and<br />

effort, giving them more time to spend<br />

on higher value tasks such as client<br />

management.<br />

"NetDocuments integration with our<br />

own platform Keyed-In provides the<br />

perfect foundation for lawyers to work<br />

together seamlessly, helping to provide a<br />

collaborative team-based environment,"<br />

Tunney continued. "We designed the<br />

platform with the lawyers in mind,<br />

constantly evolving it to meet their<br />

needs. It gives them the power to run<br />

the business from wherever they are,<br />

enabling them to control their own<br />

destiny when it comes to working."<br />

INCREASED SECURITY &<br />

COMPLIANCE<br />

NetDocuments also ensures the firm's<br />

document management is as compliant<br />

and secure as possible. The advanced<br />

security capabilities provide the firm with<br />

added confidence that sensitive<br />

documents and files are safe from<br />

improper and unauthorised use. Only<br />

lawyers working on a particular matter<br />

are authorised to access it. The<br />

platform's advanced security features<br />

ensure data is always backed up,<br />

secured, and properly regulated to<br />

maintain compliance.<br />

"One of the biggest benefits of the<br />

NetDocuments platform is ensuring<br />

compliance," says Tunney. "As our teams<br />

continue to grow and there is much<br />

more information to manage, it really<br />

comes into its own by helping to see<br />

who is working on each matter while<br />

making sure data does not fall into the<br />

wrong hands."<br />

As the global pandemic has shifted<br />

working practices, demand for the<br />

consultancy model is only set to increase.<br />

It has broken down traditional barriers<br />

and promoted better flexibility, giving<br />

even more validation to move to the<br />

consultancy model. NetDocuments'<br />

integration with Keyed-In will support<br />

Keystone Law's flexible business model as<br />

it continues on its upward trajectory -<br />

ultimately, providing lawyers with the<br />

best possible technology tools to make<br />

their lives easier and give the ability to<br />

run and a build a practice the way they<br />

want to.<br />

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

www.document-manager.com<br />

<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2022</strong><br />

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

23


Dm TECHNOLOGY: MICROFILM<br />

Readability & richness<br />

Kaycee Jaeger of e-ImageData explains why low<br />

magnification is essential in microfilm scanning<br />

What do we mean by low<br />

magnification, and why does<br />

it matter? Low magnification<br />

describes a type of image enlargement<br />

that preserves the resolution of the<br />

image without blurring or pixelation.<br />

This process is also referred to as<br />

'optical zoom'. By contrast, 'digital<br />

zoom' uses high magnification to<br />

expand an image by reducing the<br />

number of pixels, leading to a drastic<br />

loss of image clarity.<br />

ENHANCING POSSIBILITIES<br />

Why then is low magnification<br />

important for digitised microfilm<br />

archives? Microfilm collections that are<br />

commonly digitised include historical<br />

newspapers, statistical records,<br />

photographs, and<br />

genealogical<br />

documents, notably birth, death, and<br />

marriage certificates. Low<br />

magnification allows users to<br />

appreciate the entire richness of these<br />

archives. The smallest fonts, for<br />

example in newspaper collections, can<br />

be enlarged while maintaining a razorsharp<br />

quality. Fine details of images can<br />

be thoroughly inspected too,<br />

strengthening the role of multimedia in<br />

research.<br />

Consider a rare manuscript: a lowresolution<br />

scan of this manuscript may<br />

render the words on the page perfectly<br />

readable, yet the full value of this<br />

artefact lies in so much more than the<br />

text itself. By consistently protecting<br />

image clarity, low magnification optical<br />

zoom enables a close and multifaceted<br />

exploration of<br />

elements such as<br />

illustrations, binding,<br />

scribal<br />

practices, and provenance marks.<br />

The possibilities for image digitisation<br />

have empowered researchers to widely<br />

disseminate knowledge of topics as<br />

diverse as New York historical<br />

newspapers and the Antarctic<br />

Bibliography polar research records!<br />

This extensive access to scholarly<br />

knowledge and resources would not be<br />

feasible if the images remained in the<br />

unwieldy form of microfilm.<br />

However, equally important to<br />

remember is that the digital scans must<br />

be of sufficient quality. Otherwise, a<br />

difficult trade-off can arise between the<br />

digital availability of materials and their<br />

actual research benefits. High-quality<br />

digital images facilitate convenient<br />

access to resources whilst offering a<br />

level of readability and detail that<br />

sustains, even enhances, the 'feel' of<br />

immersive research in physical or<br />

microfilm archives.<br />

24<br />

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

<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2022</strong><br />

www.document-manager.com


TECHNOLOGY: MICROFILM Dm<br />

"ACHIEVING HIGH-RESOLUTION IMAGES WITH LOW-MAGNIFICATION OPTICAL ZOOM TECHNOLOGY STARTS<br />

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

RANGE, WHICH IMPACTS THE CLARITY OF FINE DETAILS WITHIN DIGITISED MICROFILM IMAGES. FURTHERMORE,<br />

A HIGH OPTICAL ZOOM RANGE MAKES A MICROFILM SCANNER VERSATILE; THE SCANNER WILL BE ABLE TO<br />

HANDLE BOTH DIFFERENT TYPES OF MICROFILM AND THE HETEROGENEITY OF MANY MICROFILM IMAGE<br />

COLLECTIONS."<br />

QUALITY FIRST<br />

It is essential to commit to image<br />

quality at the very beginning of<br />

microfilm digitisation projects, in<br />

order to preserve the research value<br />

and usefulness of collections.<br />

Digitising microfilm images at the<br />

highest possible resolution is always<br />

advisable. This is because highresolution<br />

files can be compressed,<br />

but reversing this process and<br />

attempting to increase resolution after<br />

image scanning will produce poorquality<br />

images.<br />

Failing to collect quality, highresolution<br />

images may restrict the<br />

future application of software and<br />

research tools to archival collections.<br />

For instance, optical character<br />

recognition (OCR) software requires a<br />

minimum resolution standard of 300<br />

dpi, or higher if the text size is<br />

unusually small. Text scanned at lower<br />

resolutions will have limited findability<br />

in OCR-operated search functions.<br />

Technologies for optimising the<br />

research value of archival collections<br />

are constantly evolving. As just one<br />

illustration, there is currently an<br />

exciting effort to develop OCR<br />

software that will recognise<br />

handwritten manuscripts as opposed<br />

to only printed text. Ensuring image<br />

clarity and quality in digitisation<br />

projects will future-proof collections<br />

so they are ready and waiting for<br />

these technological advancements.<br />

HOW TO MAXIMISE QUALITY<br />

Achieving high-resolution images with<br />

low-magnification optical zoom<br />

technology starts with your choice of a<br />

microfilm scanner. Key factors to look<br />

for include the optical zoom range,<br />

which impacts the clarity of fine<br />

details within digitised microfilm<br />

images. Furthermore, a high optical<br />

zoom range makes a microfilm<br />

scanner versatile; the scanner will be<br />

able to handle both different types of<br />

microfilm and the heterogeneity of<br />

many microfilm image collections.<br />

e-ImageData's newest 500 series<br />

ScanPro 3500 and i9500 feature an<br />

optical zoom range of 5x-105x, the<br />

highest of any microfilm scanner on<br />

the market. This impressive zoom<br />

capability is combined with a 26-<br />

megapixel camera to produce<br />

stunning image clarity and archivalquality<br />

scans. The ScanPro 2500 model<br />

comes with an optical zoom range of<br />

5x-32x as standard that can be<br />

increased to 5x-105x simply by adding<br />

a ScanPro Advantage Membership.<br />

As well as the resolution of individual<br />

images, uniformity of image quality<br />

and presentation throughout<br />

collections is also vital, particularly in<br />

large-scale digitisation projects.<br />

SCANPRO ADVANTAGE MEMBERSHIP<br />

Uniform images will harmonise the<br />

archive, giving the impression of a<br />

holistic collection rather than merely a<br />

series of disparate materials. With<br />

ScanPro, quality and consistency can<br />

be delivered with minimal user<br />

intervention, using the much-loved<br />

'magic button' AUTO-Adjust tool that<br />

will automatically straighten images<br />

and optimise the brightness and<br />

contrast.<br />

Numerous other innovative ScanPro<br />

features make it intuitive to generate<br />

and use high-resolution, readable<br />

digitised microfilm images. The<br />

FOCUS-Lock maintains image focus<br />

even during optical zoom, which<br />

facilitates fast look-ups and efficient<br />

research. Moreover, the software<br />

creates high-resolution images<br />

without the awkward compromise of<br />

unwieldy file sizes that slow down<br />

systems - file sizes remain small and<br />

easy to manipulate. Download a<br />

brochure from the URL below to see<br />

how ScanPro can maximise the quality<br />

of your digital microfilm archives.<br />

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

Get the most out of the ScanPro microfilm scanner range with access to the<br />

ScanPro Advantage Membership. Alongside the 'No Fine Print Warranty',<br />

members receive additional cutting-edge features to make working with<br />

microfilm an effortless and enjoyable process.<br />

AUTO-Scan Pro offers high-speed automated scanning of up to 100 images per<br />

minute, resulting in super-efficient digitisation. Meanwhile, AUTO-Scan Quality<br />

Assurance ensures total image capture and eliminates the need for timeconsuming<br />

quality control and checking procedures.<br />

Visit our website for details on how to register for membership today and<br />

streamline your microfilm digitisation projects.<br />

www.document-manager.com<br />

<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2022</strong><br />

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

25


Dm OPINION: PRINT MANAGEMENT<br />

Solving print problems with<br />

the cloud<br />

Managing print and fixing printer problems has long<br />

featured high on the list of bugbears for CTOs. David<br />

Jenkins, CEO at directprint.io says that migrating print to<br />

the cloud is the easiest way to solve print-related pain<br />

points, and save money to boot<br />

Speak to any CTO and nine times<br />

out of ten, they'll cite print as one<br />

of the biggest drains on IT budget<br />

and resources within their<br />

organisations. Yet, that's a status quo<br />

that can be easily turned around.<br />

Migrating print to the cloud removes<br />

dependence on expensive on-premise<br />

hardware, lessens the load on IT and, as<br />

it's consumed as-a-service, frees up<br />

Capex budgets to be allocated<br />

elsewhere.<br />

Despite the well-documented benefits<br />

of entering the print age of cloud, it's<br />

fair to say that for some 'late adopters'<br />

there is a level of inertia - a mind-set of<br />

'if it ain't broke, don't fix it'. But more<br />

importantly, for many firms, it's because<br />

they have concerns around whether a<br />

cloud-based print management<br />

platform compares like-for-like to their<br />

legacy on-premise solution. By that I<br />

mean is there parity in terms of the<br />

feature-set and functionality? How<br />

difficult will the adoption cycle and<br />

migration path be? And will the printing<br />

experience be the same for end-users?<br />

In short, the answer to all of the above<br />

is 'yes'. We have built directprint.io from<br />

the ground up to ensure a smooth, slick<br />

and quick roll-out and to make printing<br />

as easy as possible. Our platform<br />

combines the power of cloud<br />

administration and local network<br />

printing and offers true feature and<br />

functionality parity to legacy solutions.<br />

COMPATIBLE & CONSISTENT<br />

One common misconception is that by<br />

adopting a cloud print management<br />

platform, companies will have to invest in<br />

new hardware - upgrading users' laptops<br />

and PCs, and even the printers themselves.<br />

The beauty of a vendor-agnostic cloud<br />

solution is that it supports all major<br />

manufacturers' printer makes and<br />

models. directprint.io's universal print<br />

driver's 'hybrid-cloud' architecture enables<br />

basic printing across all major<br />

manufacturers' devices, from the latest<br />

models to printers dating back 10+ years<br />

and it delivers a consistent look and feel<br />

across users' devices.<br />

Vendor-neutrality empowers IT leads to<br />

deploy the best hardware and software to<br />

support their organisation's long-term<br />

goals, rather than having to compromise<br />

on cost or functionality, because of<br />

compatibility issues with legacy technology.<br />

LESSEN THE LOAD ON I.T.<br />

Managing print via an on-premise serverbased<br />

infrastructure has long been a drain<br />

on IT leads' time and on the bottom line.<br />

Fixing print-related issues - whether it's<br />

juggling high availability or load balancing<br />

to lessen the burden of heavy print data<br />

traffic on the network; finding a<br />

workaround when offline printing isn't<br />

possible due to network failures; or<br />

handling a constant stream of security<br />

updates to fix vulnerabilities - is both<br />

inefficient and complex.<br />

Compare that with a cloud-based<br />

platform and the difference is night and<br />

day. Our adoption cycle is easy and painfree,<br />

and it goes without saying that we<br />

provide full support during that process.<br />

directprint.io's unique universal print driver<br />

simplifies roll-out and maintenance,<br />

resulting in zero-touch deployment at<br />

scale. The architecturally clever driver was<br />

built to solve deployment complexity and<br />

enable future innovation. It supports an<br />

array of printer languages and protocols,<br />

meaning it works across virtually all printer<br />

makes and models, and importantly, brings<br />

feature parity with OEM drivers, including<br />

secure print and native account coding.<br />

We provide a well-defined migration path<br />

from legacy systems and we avoid big<br />

bang deployments. directprint.io supports<br />

even the most complex environments and<br />

provides a consistent experience across<br />

Chrome, Chromebook, Windows, and<br />

macOS (or an amalgamation of the three).<br />

Moreover, print management in the cloud<br />

automates time-intensive tasks, enables the<br />

entire print infrastructure to be centrally<br />

managed, enables end-users to self-serve,<br />

reduces the time IT spend troubleshooting<br />

printer issues, provides the ability to scale,<br />

improves an organisation's security<br />

posture, and saves money - which leads<br />

nicely into my next point.<br />

COST IS KING<br />

Now more than ever, cost is king.<br />

Companies who have already moved core<br />

26<br />

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OPINION: PRINT MANAGEMENT Dm<br />

"COMPANIES WHO HAVE ALREADY MOVED CORE INFRASTRUCTURE TO THE CLOUD TO SUPPORT A DISTRIBUTED<br />

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

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

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

AS-A-SERVICE, A SUBSCRIPTION-BASED PRICING MODEL IS PREDICTABLE AND FLEXIBLE, ALLOWING<br />

ORGANISATIONS TO SCALE UP OR DOWN IN LINE WITH THEIR BUSINESS NEEDS."<br />

infrastructure to the cloud to support a<br />

distributed workforce are realising the<br />

long-term savings that cloud can bring,<br />

so the decision to add print to their<br />

cloud-first strategies will be an easy one<br />

to make - but those that haven't will<br />

need to see they will realise a return on<br />

investment.<br />

Managing print in the cloud removes<br />

the requirement to purchase and manage<br />

on-premise print servers. Cloud services<br />

are billed and consumed as-a-service, a<br />

subscription-based pricing model is<br />

predictable and flexible, allowing<br />

organisations to scale up or down in line<br />

with their business needs. Plus, our<br />

solution includes an array of paper and<br />

toner reduction features designed to save<br />

more money along the way.<br />

PREDICTABLE PRINTING<br />

As with any IT change project, one of<br />

the biggest barriers is end-user<br />

resistance. Print is after all, one of the<br />

most widely-used IT solutions and<br />

people are used to being able to print<br />

to the device of their choice by simply<br />

pressing CTRL/Print - creating a situation<br />

where they need to learn a new process<br />

is highly likely to be challenged.<br />

The good news is that moving print to<br />

the cloud won't change a thing and<br />

end-users will simply continue as if<br />

nothing had changed. What will change<br />

however is that they won't be so reliant<br />

on the helpdesk to fix printer-related<br />

issues. Directory sync capabilities with<br />

Google Workspace and Microsoft Azure<br />

AD ensures simple printer deployment.<br />

Users are allocated printers based on<br />

their log in, so as soon as they turn<br />

their machine on, they automatically<br />

get the correct list of available printers.<br />

They will have access to advanced<br />

finishing options such as staple, fold<br />

etc. across all printers, ensuring a<br />

seamless, consistent print experience,<br />

regardless of the printer brand or<br />

brands in place, and any updates or<br />

security fixes will be automatically<br />

managed in the cloud.<br />

With directprint.io, end-users can also<br />

mix edge and local network printing<br />

from the personal or professional device<br />

of their choice with the ease and<br />

flexibility they desire. Edge Print enables<br />

end-users to securely print when they<br />

are not on the same network as the<br />

printer. With Edge Print, they can print<br />

from their Windows PC, Chromebook,<br />

or Mac device - whether they're at<br />

home, on a guest network, or even<br />

between different office locations.<br />

Printers remain on a secure network<br />

and cannot be exposed to vulnerabilities<br />

that are common with personal devices<br />

and home networks and remote print<br />

jobs remain within an organisation's<br />

already approved Google Workspace or<br />

Microsoft Azure infrastructure, ensuring<br />

that business information remains<br />

confidential.<br />

Plus, Edge Print gives IT admins finegrained<br />

control over which printers are<br />

available for remote printing, they can<br />

control which users can print remotely<br />

and even grant granular privileges that<br />

determine which groups or individual<br />

users can use which devices.<br />

SHORE UP SECURITY<br />

Cloud print management solutions<br />

include features that offer greater<br />

control, compliance, traceability and<br />

transparency, enabling smart and<br />

secure serverless printing.<br />

IT admins retain complete control<br />

and total visibility - inside and outside<br />

of the corporate network.<br />

directprint.io ensures security and<br />

compliance by keeping print jobs<br />

securely on the local network. PIN<br />

protected printing release features put<br />

an end to unwanted data exposure,<br />

and traceable insights into print<br />

behaviour enable customers to spot<br />

and deal with anomalies before they<br />

become a business-halting event.<br />

In summary, migrating to the cloud<br />

makes printing less complex for endusers<br />

and reduces the burden on IT.<br />

There's also an additional value-add to<br />

the bottom line. Organisations benefit<br />

from cost savings associated with<br />

allocating expensive IT resources for<br />

administration and ongoing support<br />

for the print infrastructure.<br />

More info: www.directprint.io<br />

www.document-manager.com<br />

<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2022</strong><br />

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

27


Dm EVENT: <strong>DM</strong> AWARDS <strong>2022</strong><br />

Make your voice heard!<br />

Nominations are now open for this year’s <strong>DM</strong> Awards - read on for all the<br />

categories, as well as the all-important dates for your diary<br />

Nominations are now open for the<br />

<strong>2022</strong> <strong>DM</strong> Awards - head to the<br />

website now to have your say<br />

about who should be among this year’s<br />

big winners - you only have until the end<br />

of <strong>Aug</strong>ust to get your nominations in.<br />

As ever, the intention is to reward the<br />

technologies, tools and solutions that<br />

showcase the very best in the document<br />

and content management indus-tries.<br />

Like you, we had hoped that the world<br />

would be much further down the 'back to<br />

normal' road after a couple of very<br />

challenging years, but of course there are<br />

still big issues out there - which makes us<br />

all the more determined to make this<br />

year's awards an event to remember for all<br />

the right reasons.<br />

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

opportunity to think anew about the<br />

players in the industry who you feel have<br />

supported or assisted you most and who<br />

have upheld the traditions of the industry,<br />

and in times like these we believe this is<br />

more important than ever before.<br />

Building on the success of previous years,<br />

we will again be inviting project<br />

applications to be considered by our panel<br />

of independent judges (NB: If you wish to<br />

submit an entry for the Project of the Year<br />

categories, please send them direct to<br />

Abby at the email address at the end of<br />

this article).<br />

Most categories of course will still be<br />

decided by the most important people of<br />

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

Manager magazine and the clients of<br />

those companies big and small who will<br />

be competing for the top honours.<br />

Featuring 29 categories, this year's <strong>DM</strong><br />

Awards allow companies from every sector<br />

of the industry to seek recognition for<br />

their efforts over the past 12 months. See<br />

the next page for the full list of categories.<br />

The <strong>DM</strong> Awards <strong>2022</strong> timeline is as<br />

follows:<br />

31st <strong>Aug</strong>ust, nominations close<br />

6th September, finalists announced<br />

and voting opens<br />

4th November, voting closes<br />

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

<strong>DM</strong> editor David Tyler comments: "It can<br />

seem like a cliché to suggest that an<br />

awards ceremony can mean very much<br />

outside of a mutual back-slapping<br />

opportunity for industry insiders, but I<br />

genuinely believe that the <strong>DM</strong> Awards<br />

helps us bring together a sector that is<br />

already one of the most mutually<br />

supportive and positive industries I cover<br />

as a technology journalist. We know that<br />

the solutions being talked about at the<br />

<strong>DM</strong> Awards are bringing real world<br />

benefits not just to business bottom<br />

lines, but to how people all over the<br />

world are working and indeed living their<br />

lives. This is a truly revolutionary industry<br />

to work in, and this night is a reminder of<br />

that for all of us."<br />

If your organisation would like to be<br />

involved in sponsoring or otherwise<br />

supporting this leading industry event then<br />

please contact Abby Penn at the office on<br />

07861 682 066 or abby.penn@btc.co.uk.<br />

Be sure to get in soon, as these<br />

sponsorship slots always sell out fast!<br />

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

28<br />

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

<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2022</strong><br />

www.document-manager.com


EVENT: <strong>DM</strong> AWARDS <strong>2022</strong> Dm<br />

<strong>DM</strong> AWARDS <strong>2022</strong> CATEGORIES<br />

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

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

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

Workflow/BPM Product of the Year<br />

Enterprise CMS Product of the Year<br />

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

Low-Code/No-Code Product of the Year<br />

Print Fleet Management Solution of the Year<br />

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

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

Records Management Product of the Year<br />

AI Product of the Year<br />

RPA Product of the Year<br />

Service/Support Company of the Year<br />

Storage Product of the Year<br />

Compliance Product of the Year<br />

Channel Partner of the Year<br />

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

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

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

Mobile Capture Product of the Year<br />

Software Product of the Year<br />

Hardware Product of the Year<br />

Editor's Choice<br />

Marketing Team of the Year<br />

Project of the Year - Private Sector<br />

Project of the Year - Public Sector<br />

Product of the Year<br />

Company of the Year<br />

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

www.document-manager.com<br />

<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2022</strong><br />

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

29


Dm TECHNOLOGY: HYPERAUTOMATION<br />

Hyperautomation - bringing<br />

cohesion to automation<br />

Tim Hood of Hyland explains how hyperautomation can<br />

create "an interconnected, super-efficient network of<br />

technologies"<br />

Most organisations have 'islands' of<br />

technological efficiency that<br />

perform well independently, but<br />

not seamlessly with other systems. So,<br />

while each may be powerful, the leaks and<br />

frictions between them result in a loss of<br />

operational efficiency.<br />

This presents opportunities if you can<br />

build bridges between these islands of<br />

technology, but how do you join up the<br />

dots to harness their collective power?<br />

Well, this takes us into the realm of<br />

hyperautomation, which research firm<br />

Gartner describes as being "the<br />

orchestrated use of multiple<br />

technologies, tools or platforms" to<br />

automate as many business and IT<br />

processes as possible and enable the<br />

creation of end-to-end workflows that<br />

override internal business boundaries. In<br />

other words, hyperautomation is quite<br />

literally the automation of everything that<br />

can be automated.<br />

So, by using hyperautomation, it's<br />

possible to link often siloed technologies,<br />

such as robotic process automation (RPA),<br />

machine learning (ML), artificial intelligence<br />

(AI), natural language processing, optical<br />

character recognition and enterprise<br />

content services to create an<br />

interconnected, super-efficient network of<br />

technologies.<br />

HYPERAUTOMATION IN ACTION<br />

Take this example: at the moment, many<br />

organisations use RPA to extract specific<br />

customer information from invoices and<br />

enter them into the payments system.<br />

While this improves the accuracy and<br />

efficiency of the task, it's simply<br />

automating a single sub-process rather<br />

than everything to do with invoice<br />

handling.<br />

On the other hand, by using a<br />

hyperautomation model, you can create a<br />

tool-chain of different technologies that<br />

together could take on the whole job. This<br />

might consist of a process mining tool (to<br />

better understand how things are done<br />

within the organisation), a process model<br />

(to visualise workflows), a machine<br />

learning component (to review the invoice<br />

for compliance), and decision software (to<br />

automate checks that would previously<br />

have been carried out by managers).<br />

When you connect what were<br />

previously unrelated technologies<br />

through hyperautomation, you induce a<br />

multiplier effect that extends beyond<br />

mere automation, which is something<br />

that happens at a smaller scale and<br />

revolves around solutions that address<br />

individual tasks but don't offer crossfunctional<br />

benefits.<br />

The potential transformational nature of<br />

hyperautomation has made it one of<br />

Gartner's top 10 strategic technology<br />

trends, with its significance regarded as<br />

"rapidly shifting from an option to a<br />

condition of survival".<br />

THE HUMAN FACTOR<br />

As it stands, when front-end and back-end<br />

systems don't speak the same language,<br />

humans have to provide the manual<br />

connectivity, by taking on the disparate<br />

left-over tasks that fall into the cracks<br />

between systems.<br />

However, hyperautomation enables<br />

organisations to significantly reduce this<br />

'work detritus'. As a result, employees<br />

have more time to focus on strategic<br />

priorities, creative and collaborative<br />

tasks, or those activities where a 'human<br />

touch' is advantageous. This brings<br />

added value to their day and helps<br />

create a superior working environment<br />

and greater job satisfaction.<br />

And being able to offer potential and<br />

existing employees higher-value work and<br />

strategic thinking roles is a powerful<br />

recruiting and retention tool, at a time<br />

when finding and keeping quality<br />

personnel is a particular challenge.<br />

COMMUNICATION MATTERS<br />

However, the word 'automation' tends to<br />

ring alarm bells around the workplace<br />

because of fears over job security.<br />

Therefore, when planning any<br />

hyperautomation initiative, wise employers<br />

will make sure they don't sideline staff<br />

during the discovery, planning and<br />

implementation process. Your staff need to<br />

know how hyperautomation will impact<br />

them and the way they do their jobs, so<br />

early buy-in is key to a motivated workforce<br />

and efficient implementation.<br />

This makes effective communication<br />

about what is happening a priority. For<br />

instance, if your staff appreciate that<br />

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www.document-manager.com


TECHNOLOGY: HYPERAUTOMATION Dm<br />

"SOME SURVEYS SUGGEST THAT OVER HALF OF ORGANISATIONS NOW HAVE AT LEAST FOUR<br />

HYPERAUTOMATION INITIATIVES RUNNING AT ANY ONE TIME, WITH THOSE AT THE LEADING EDGE HAVING<br />

MORE THAN TEN. BUT INTRODUCING HYPERAUTOMATION CAN BE A CHALLENGE THAT SOME ORGANISATIONS<br />

UNDERSTANDABLY HESITATE TO TACKLE BECAUSE THEY FEEL THEY LACK THE DATA, RESOURCES, KNOWLEDGE<br />

AND SKILLS TO DO SO."<br />

hyperautomation means they won't have<br />

to endure the tedium of doing low-level<br />

processing work, or that they will be able<br />

to find what they are looking for much<br />

faster and easier, then their work can<br />

become more enjoyable.<br />

And if such communication takes place<br />

as part of an ongoing programme of<br />

improving data literacy, then so much the<br />

better, because automation-driven change<br />

in the workplace is here to stay. In turn,<br />

this is going to need the development of<br />

skilled, high-performance teams with the<br />

ability to operate effectively across<br />

different functions.<br />

FIRST STEPS<br />

Given that it can enable the automation of<br />

almost any repetitive business task and is<br />

agnostic in terms of technology or<br />

supplier, there is increasing interest in<br />

hyperautomation. Some surveys suggest<br />

that over half of organisations now have<br />

at least four hyperautomation initiatives<br />

running at any one time, with those at the<br />

leading edge having more than ten.<br />

But introducing hyperautomation can be<br />

a challenge that some organisations<br />

understandably hesitate to tackle because<br />

they feel they lack the data, resources,<br />

knowledge and skills to do so.<br />

For those who understand that at some<br />

point they're going to have to embrace a<br />

greater degree of automation, what is the<br />

first step to take? The most obvious start<br />

point is to carry out an evaluation of your<br />

current "reality". After all, if you don't know<br />

where you are, you won't know where to<br />

go next.<br />

This requires an organisation-wide<br />

mapping and analysis of processes and<br />

back-office operations, to fully understand<br />

current workflows and where the gaps,<br />

latencies and bottlenecks might exist<br />

within and between them.<br />

Once this is done, you'll know where<br />

improvements need to be made and will<br />

have a better idea of which automation<br />

technologies and platforms you might<br />

need, to connect and leverage your legacy<br />

processes and any new applications.<br />

Given that any business process<br />

transformation is complex, this is likely to<br />

involve multiple technologies, which<br />

means identifying and assessing a list of<br />

possible vendors. With a plethora of<br />

providers in the market, it's important to<br />

identify partners committed to driving<br />

customers' digital transformation, coupled<br />

with a long-standing track record and<br />

commitment to enhancing its product<br />

suite and investing in developing new<br />

solutions. These are factors that have<br />

contributed to Hyland's recognition as a<br />

Gartner content services industry leader for<br />

12 consecutive years.<br />

Along with comprehensive internal<br />

communication, well-thought-through<br />

functionality and skilful roll-out, user<br />

experience needs to be at the top of your<br />

consideration list, as this is a key element<br />

to the success of hyperautomation<br />

implementation. A one-size-fits-all<br />

interface, for instance, is no longer an<br />

option. And given the shortage of skilled<br />

developers, organisations may need to<br />

consider choosing no- or low-code<br />

software solutions that allow individual<br />

departments to tailor applications to their<br />

particular requirements.<br />

AUTOMATING EVERYTHING<br />

Quite unexpectedly, the pandemic has<br />

become a forceful catalyst for digital<br />

transformation. Suddenly, the need to<br />

streamline business processes, eliminate<br />

repetitive tasks and automate as many<br />

manual activities as possible has become<br />

an even more pressing priority.<br />

While that may have created some initial<br />

disruption, it has also become an<br />

opportunity to automate further and<br />

faster than would otherwise have been the<br />

case, with organisations forced into<br />

committing more of their budget on<br />

technology but also a whole new<br />

evolution of the workplace, where a<br />

hybrid approach to home and office<br />

working is now the preferred option for a<br />

large percentage of working adults.<br />

Hyperautomation is one of those<br />

technologies that really delivers in terms of<br />

cost reduction and increased efficiency,<br />

benefiting the business and its customers,<br />

whose interactions with you become<br />

faster and smoother. In fact, it is a key<br />

component not only in bringing about<br />

digital transformation, but also building<br />

more agile organisations, with the<br />

capacity to adapt rapidly to change.<br />

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

www.document-manager.com<br />

<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2022</strong><br />

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

31


Dm ANALYSIS: AS-A-SERVICE<br />

Value as a priority<br />

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

The as-a-service model existed long<br />

before it became mainstream and<br />

even before it was branded 'as-aservice'.<br />

Initially, it was mainly used by<br />

SMBs and start-ups so they could access<br />

software and infrastructure that they<br />

would otherwise not be able to afford<br />

upfront. SaaS (Software-as-a-service)<br />

has been around as early as the 1960s,<br />

where smaller businesses started a<br />

time-sharing system so they could<br />

access modern computer systems in a<br />

cost-effective way<br />

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

Fast forward to the present day and<br />

the as-a-service model has moved on<br />

significantly. Now companies of all<br />

shapes and sizes are capitalising on the<br />

benefits that it can provide. The rise<br />

of cloud technology<br />

revolutionised purchasing<br />

models as it enabled<br />

organisations to use services<br />

with no commitment,<br />

instantly, and buy based<br />

on demand. The cloud<br />

added value by enabling<br />

immediate and flexible<br />

consumption, ultimately<br />

enhancing business<br />

agility.<br />

CLOUD DEFINES<br />

CAPABILITIES<br />

Cloud technology, as<br />

well as enabling<br />

increased agility,<br />

underpins the three<br />

main modern<br />

characteristics of<br />

as-a-service that<br />

could not exist<br />

without it:<br />

<br />

<br />

<br />

Standardisation - whereby the<br />

service is not bespoke, but instead<br />

provides the same level of value to<br />

all customers. Standardised<br />

platforms enable businesses to scale<br />

quickly, with ease, and leverage the<br />

capabilities of the cloud to roll out<br />

any necessary updates overnight<br />

Flexibility of consumption - going<br />

beyond the ability to just pay as you<br />

consume. Unlike a flat fee where<br />

companies are locked in for a set<br />

period, as-a-service is on demand<br />

and cloud backed so customers pay<br />

based on the duration the service is<br />

needed for<br />

Termination - on the other side of<br />

the same coin, as there is no<br />

commitment required for<br />

consumption, customers can switch<br />

off when they wish. This places<br />

increased importance on value that<br />

consistently needs to be reasserted.<br />

PRIORITISING VALUE<br />

So just how does the new 'as-a-service'<br />

model prioritise value? As more<br />

businesses are seeing the benefits of -<br />

and investing in - as-a-service models,<br />

and more vendors are providing them,<br />

the level of service required to meet<br />

needs has changed. Customers are<br />

increasingly looking for added value,<br />

whether that's saving money,<br />

outsourcing business functions, or<br />

improving software capabilities. And<br />

this is where cloud really comes into<br />

its own.<br />

FLEXIBLE AND NON-DISRUPTIVE<br />

The pandemic has taught businesses<br />

the hard way that IT infrastructure must<br />

be resilient in the face of disruption. In<br />

the interest of not only adapting to the<br />

new normal, but also future proofing<br />

32<br />

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

<strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2022</strong><br />

www.document-manager.com


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Dm ANALYSIS: AS-A-SERVICE<br />

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

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

AND NO COMMITMENT SOLUTIONS NOT ONLY BRING OBVIOUS BUSINESS BENEFITS, BUT ALSO HEIGHTEN<br />

CUSTOMER EXPECTATIONS FOR SUSTAINED VALUE."<br />

operations, flexibility increasingly<br />

becomes a priority.<br />

Outsourcing implementation shifts<br />

ownership from IT departments to<br />

specialised vendors. Without the need<br />

for skills and expertise from internal<br />

talent pools, services can be installed<br />

more quickly and with minimal<br />

disruption to infrastructure.<br />

VISIBILITY OF EXPENDITURE<br />

Value for money has always been<br />

important, but now customers are<br />

expressing a need to have more<br />

visibility and control over their<br />

expenditure. The as-a-service model can<br />

help facilitate this by eliminating<br />

substantial upfront payment, allowing<br />

businesses to spread the bill across<br />

multiple months of service.<br />

Maintenance and upgrades incur no<br />

extra cost and if something goes<br />

wrong, the provider, not the customer,<br />

is financially liable. The ability to<br />

switch off the service if it does not<br />

deliver the value that was originally<br />

intended also means wasted<br />

expenditure can be avoided.<br />

INCREASED SECURITY<br />

Data security breaches incur high<br />

financial costs and long-term<br />

reputational damage. With the stakes<br />

so high, it may seem counter-intuitive<br />

to outsource security infrastructure and<br />

potentially 'lose control'. However, as<br />

service providers have a vested interest<br />

in identifying potential weaknesses in<br />

your security infrastructure, it can make<br />

your business more resilient as a result.<br />

The more people monitoring a<br />

private network, the better, as it<br />

ensures a quick response to any<br />

vulnerabilities that arise. General IT<br />

companies that don't specialise in<br />

security can struggle to follow new<br />

threats and lack the personnel to<br />

support any action needed.<br />

With as-a-service, you can costeffectively<br />

gain access to a dedicated<br />

team of experts who not only follow the<br />

market closely (so are aware of<br />

emerging threats), but are focused 24/7<br />

on securing the network. Shifting to<br />

service-based models that increase<br />

resilience is a valuable preventative<br />

investment.<br />

AN UPGRADED 'AS A SERVICE'<br />

MODEL<br />

As-a-service is not a new concept, but<br />

it was the cloud that enabled its<br />

modern characteristics and made it an<br />

attractive option for large and small<br />

business alike.<br />

Standardised, on-demand and no<br />

commitment solutions not only bring<br />

obvious business benefits, but also<br />

heighten customer expectations for<br />

sustained value.<br />

Cloud technology has certainly<br />

revolutionised the value of as-a-service,<br />

but in such a saturated market it is no<br />

longer enough to remain competitive.<br />

Customer needs are changing all the<br />

time, and to keep up with the<br />

evolution of as-a-service, businesses<br />

must prioritise value in every decision<br />

they make.<br />

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

34 <strong>Jul</strong>y/<strong>Aug</strong>ust <strong>2022</strong> www.document-manager.com<br />

@<strong>DM</strong>MagAndAwards


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