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