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DOCUMENT<br />

M A N A G E R<br />

Dm<br />

www.document-manager.com<br />

DOCUMENT MANAGEMENT<br />

IMAGING & CAPTURE<br />

WORKFLOW/BPM<br />

CONTENT MANAGEMENT<br />

Digital transformation:<br />

The new office paradigm<br />

Automation strategies:<br />

Low-code/no-code is inevitable<br />

<strong>DM</strong> Awards <strong>2022</strong>:<br />

Time is running out to cast your votes<br />

Invoice processing:<br />

10 questions you must ask<br />

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

ISSN 1351-3222 Vol 30 No 5 <strong>Sep</strong>tember/<strong>Oct</strong>ober <strong>2022</strong>


Turn your paper<br />

documents into a<br />

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Our expert services include:<br />

Document Scanning<br />

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Records Management Consultancy Services<br />

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

go paperless and protect your documents.<br />

Call 0800 612 4065<br />

or email sales@storetec.net<br />

www.storetec.net<br />

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

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

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

Management 2020<br />

Records Management Product of the Year 2019<br />

London, Manchester, Birmingham, Newcastle and Hull.


Dm<br />

COMMENT<br />

Editor:<br />

Dave Tyler<br />

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

Sub Editor:<br />

Mark Lyward<br />

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

The <strong>Sep</strong>tember/<strong>Oct</strong>ober issue of<br />

Publishing Director:<br />

John Jageurs<br />

Document Manager magazine revisits a<br />

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

Sales Manager:<br />

theme that has featured frequently in<br />

Abby Penn<br />

past issues, and which has been given new<br />

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

Lead Designer<br />

impetus as society continues to recover from<br />

Ian Collis<br />

the pandemic: the future of office work<br />

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

Circulation/Subscriptions:<br />

itself, and how document automation<br />

Christina Willis<br />

technologies can support the shift to a more<br />

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

Managing Director:<br />

hybrid way of working.<br />

John Jageurs<br />

Storetec's Grace Schneider explains that changing working<br />

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

practices to accommodate a new perception of how offices<br />

Published by: Barrow &<br />

should work is not just a matter of improving kitchens and<br />

Thompkins Connexion Ltd<br />

35 Station Square,<br />

breakout areas or introducing wellness initiatives - worthy as such<br />

Petts Wood<br />

changes are. It is important that organisations recognise that a<br />

Kent BR5 1LZ<br />

Tel: 01689 616000<br />

shift to increased digitisation can be one of the biggest and most<br />

Fax: 01689 826622<br />

impactful changes they can make from a worker satisfaction<br />

Subscriptions:<br />

perspective - if done correctly!<br />

UK: £35/year, £60/two years,<br />

£80/three years<br />

"Within some businesses, document scanning may not be the right<br />

Europe: £48/year, £85 two<br />

approach for all the paper documents," explains Grace. "After all, if<br />

years, £127 three years.<br />

ROW:£62/year, £115/two<br />

you will never look at the documents again, why scan it? A hybrid<br />

years, £168/three years<br />

approach may work out best. The hybrid model sees your less<br />

Published 6 times a year.<br />

Single copies can be bought<br />

valuable and rarely accessed documents being stored physically in a<br />

for £8.50 (includes postage &<br />

secure off-site facility with fast retrieval access via a scan-ondemand<br />

service. Your more precious, valuable and often accessed<br />

packaging). No part of this<br />

magazine may be reproduced<br />

without prior consent, in writing,<br />

from the publisher.<br />

documents are digitised and available instantly. With this approach<br />

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

you benefit from a lower initial project cost, but immediately free<br />

Thompkins<br />

up the space in the office."<br />

Connexion Ltd<br />

There can be few who would argue with the idea that COVID-19<br />

Articles published reflect the<br />

has permanently altered how businesses operate - even if there are<br />

opinions of the authors and are<br />

not necessarily those of the<br />

still some aspects of the 'new normal' that have yet to be set n<br />

publisher or his employees. While<br />

every reasonable effort is made<br />

stone. The last couple of years have shown us that there are<br />

to ensure that the contents of<br />

different ways of working, and also that we as a species can be<br />

articles, editorial and advertising<br />

are accurate no responsibility can<br />

remarkably adaptable when necessary - so perhaps some good will<br />

be accepted by the publisher for<br />

errors, misrepresentations or any<br />

come out of it eventually.<br />

resulting effects<br />

Lastly, after last issue's list of the categories for nominations, we<br />

can now share the full list of finalists in this year's <strong>DM</strong> Awards - see<br />

page 6 for all the 'runners and riders'. There are plenty of the usual<br />

suspects of course, the industry giants who appear year after year,<br />

but it's also interesting to see lots of new names appearing in the<br />

nominations - surely a sign that our sector is in good health?<br />

Voting is open now and doesn't close till November 4th, so you've<br />

a few weeks to cast your votes - but why wait? Head to the website<br />

www.dmawards.com to make your voice heard. I'd remind readers<br />

again that there's no need to vote in every category, you can simply<br />

select the ones related to your own organisation's experience.<br />

Dave Tyler<br />

Editor<br />

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

www.document-manager.com<br />

<strong>Sep</strong>tember/<strong>Oct</strong>ober <strong>2022</strong><br />

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

3


Dm CONTENTS<br />

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

SEPTEMBER/OCTOBER<br />

12<br />

14<br />

20<br />

22<br />

32<br />

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

EVENT: <strong>DM</strong> AWARDS <strong>2022</strong>………..........................................................………….6<br />

The finalists for this year's <strong>DM</strong> Awards have been announced, and voting is now open -<br />

find out more inside<br />

MANAGEMENT: OFFICE STRATEGIES…………..................................................…12<br />

The way that organisations use their office space is changing radically - and perhaps<br />

permanently - and document management needs to be at the heart of that change, says<br />

Storetec's Grace Schneider<br />

CASE STUDY: NHS FORTH VALLEY……...........................................................……14<br />

NHS Forth Valley has migrated to the latest version of CCube Solutions' EDRMS,<br />

accomplishing its 'paper lite' strategy to enhance patient care<br />

ANALYSIS: SCANNING……................................................................................…20<br />

Change brings new challenges but also new opportunities, says Johannes Weirich, Market<br />

Development Director at ibml<br />

STRATEGY: LOW-CODE………………...........................................................…….22<br />

Low-code automation is set to transform businesses - but what exactly is it, and what will it<br />

mean for how your organisation works? Tim Hood, Vice President EMEA and APAC,<br />

Hyland, has the answers<br />

OPINION: INVOICE PROCESSING………..........................................................…..26<br />

Eugene Young, Country Director UK/Ireland at DocuWare, suggests 10 game-changing<br />

questions to ask before leaping into invoice automation<br />

STRATEGY: DIGITAL TRANSFORMATION….............................................................28<br />

From digitising paper records and secure centralised data to automated workflows<br />

powered by AI and machine learning, Fujitsu, Document Logistix and Lemmana combine to<br />

provide the ultimate integrated document management solution, as Jason Field of<br />

Document Logistix explains<br />

OPINION: E-INVOICING……........................................................................……..32<br />

Harvey Spencer, Vice-President Xamcor, outlines the opportunity he sees for the document<br />

management industry in the most recent moves toward electronic invoicing<br />

4 @<strong>DM</strong>MagAndAwards <strong>Sep</strong>tember/<strong>Oct</strong>ober <strong>2022</strong> www.document-manager.com


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FROM FUJITSU, DOCUMENT LOGISTIX AND LEMMANA<br />

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WORKING<br />

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BOOK A DEMONSTRATION<br />

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

The heat is on<br />

The finalists for this year's <strong>DM</strong> Awards have been announced, and voting is now<br />

open - find out more here<br />

Document Manager readers need to<br />

ensure they don't miss out on the<br />

chance to vote in the <strong>2022</strong> <strong>DM</strong><br />

Awards - nominations closed at the end of<br />

August, and we have just announced the<br />

finalists, as can be seen over the following<br />

pages. We've been overwhelmed by the level<br />

of support this year's awards has seen<br />

already, from companies large and small, old<br />

and new - and there is always a buzz when<br />

we see companies nominated who we've<br />

never heard about before.<br />

<strong>DM</strong> editor Dave Tyler comments: "One of<br />

the best aspects of the whole awards<br />

process is the exposure it can bring to startups,<br />

vendors and developers who need to<br />

'get the word out' about their innovations.<br />

Every year without fail I get feedback from<br />

companies who've attended the ceremony<br />

on the night and are full of praise for the<br />

networking opportunities it gave them.<br />

There is genuinely no better place for new<br />

entrants in the sector to see and be seen!"<br />

Head across to www.dmawards.com right<br />

now to vote for the firms, products and<br />

people that have made a difference to your<br />

document/content management projects<br />

over the last year or so. We say it every year,<br />

but that's only because it is true: without<br />

your votes, the whole process becomes<br />

meaningless, so do please take a few<br />

minutes to make your voice heard.<br />

To remind all our readers of the timeline for<br />

the awards:<br />

31st August, nominations closed<br />

6th <strong>Sep</strong>tember, finalists announced and<br />

voting opened<br />

<strong>DM</strong> AWARDS <strong>2022</strong> - FINALISTS<br />

4th November, voting closes<br />

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

The Leonardo City Hotel, London<br />

Remember, you don't have to vote in every<br />

category listed, you can pick and choose<br />

the ones most relevant to you and your<br />

business. As always, the Project of the Year<br />

and Editor's Choice awards are not open for<br />

public voting.<br />

Lastly, we should once again remind any<br />

<strong>DM</strong>-related busineses out there that there<br />

are still some (but getting fewer every day!)<br />

sponsorship opportunities available around<br />

this year's event - contact Abby Penn at the<br />

<strong>DM</strong> office on 07861 682 066 or<br />

abby.penn@btc.co.uk before all the best<br />

deals are gone!<br />

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

ONE TO WATCH: COMPANY OF THE YEAR<br />

Anota Limited<br />

Clinical Architecture<br />

E<strong>DM</strong> Healthcare Consulting Ltd<br />

FileBank, Inc.<br />

iText Software<br />

Lemmana<br />

Office Fox<br />

OpenEnvoy<br />

PECS Data Services<br />

Pearl Scan Solutions<br />

Principled Storage<br />

Scan House<br />

SigniFlow<br />

ONE TO WATCH: PRODUCT OF THE YEAR<br />

Anota Limited VERTOSUITE LINE ITEMS<br />

Canon<br />

Instant Staple Remover-A1<br />

Docufree Docufree Digital Mailroom<br />

DocuWare DocuWare Preconfigured Cloud Solutions<br />

Dyanix<br />

Apty<br />

Epson Uk Ltd DS-790WN<br />

FileBank, Inc. Jump to Digital<br />

Gavurin Ltd Glass<br />

6<br />

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

<strong>Sep</strong>tember/<strong>Oct</strong>ober <strong>2022</strong><br />

www.document-manager.com


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

iDocs<br />

Bindr Safe Send<br />

iText Software iText 7<br />

Kodak Alaris S3000 Max Series Scanner<br />

Nikec Solutions Digital Binder<br />

OASIS Group Plexus<br />

OpenEnvoy Real-time freight audit<br />

OPEX<br />

Gemini<br />

Pearl Scan Pearl Cloud<br />

PFU (EMEA) Ltd Fujitsu fi-8190<br />

SigniFlow SigniFlow<br />

SmartVault SmartVault<br />

ACCOUNTS PAYABLE/INVOICING PRODUCT OF THE YEAR<br />

Aluma Technologies Aluma<br />

Anota Limited<br />

VERTOSUITE LINE ITEMS<br />

Canon Cloud Workspace Collaboration -<br />

Process Automation<br />

Crown Records Management Crown in partnership with ELO<br />

Document Logistix Ltd Document Manager 5<br />

DocuWare<br />

DocuWare for Invoice Processing<br />

Dokmee Dokmee ECM<br />

IRIS (Canon Group) IRISXtract<br />

Kofax<br />

AP Essentials<br />

Laserfiche<br />

Laserfiche<br />

OpenEnvoy<br />

Real-time AP automation<br />

Sage<br />

Sage X3 ERP<br />

Xero<br />

Xero<br />

Xerox<br />

Docushare<br />

Yooz<br />

Yooz Rising<br />

WORKFLOW/BPM PRODUCT OF THE YEAR<br />

Aluma Technologies Aluma<br />

Canon<br />

Therefore<br />

Crown Records Management Crown in Partnership with ELO<br />

Docufree<br />

DocumentCloud<br />

Document Logistix <strong>DM</strong>5 Workflow<br />

DocuWare<br />

DocuWare for Employee Management<br />

Dokmee<br />

Dokmee ECM<br />

Hyland Software<br />

OnBase<br />

Kofax<br />

TotalAgility<br />

Laserfiche<br />

Laserfiche<br />

OASIS Group Omnidox 5<br />

Pearl Scan<br />

Halogen<br />

Storetec Services Ltd Freedocs<br />

ENTERPRISE CMS PRODUCT OF THE YEAR<br />

Crown Records Management Crown in partnership with ELO<br />

Docufree<br />

DocumentCloud<br />

Document Logistix Document Manager<br />

DocuWare DocuWare Preconfigured Cloud Solutions<br />

Dokmee<br />

Dokmee ECM<br />

FileBank<br />

The Vault<br />

Hyland Software<br />

OnBase<br />

KnowledgeLake<br />

KnowledgeLake Platform<br />

Laserfiche<br />

Laserfiche Cloud<br />

M-Files<br />

M-Files Document Management<br />

Xerox<br />

Docushare<br />

OPEN SOURCE DOCUMENT MANAGEMENT SOFTWARE OF<br />

THE YEAR<br />

Canon<br />

Therefore<br />

Connect Internet Solutions Ltd Hivetalk<br />

Crown Records Management Crown in partnership with ELO<br />

Document Logistix Document Manager<br />

Dokmee<br />

Dokmee ECM<br />

Hyland Software<br />

OnBase<br />

iText Software iText 7<br />

Wearev1<br />

E<strong>DM</strong><br />

Xerox<br />

Docushare<br />

LOW-CODE/NO-CODE PRODUCT OF THE YEAR<br />

ABBYY Vantage 2.2<br />

Aluma Technologies Aluma<br />

Crown Records Management Crown in partnership with ELO<br />

DocuWare DocuWare Preconfigured Cloud Solutions<br />

Dokmee<br />

Dokmee ECM<br />

Dyanix<br />

Triggre<br />

Filestream Filestream 5<br />

Laserfiche<br />

Laserfiche Cloud<br />

OpenEnvoy<br />

OpenEnvoy<br />

Technology & Cognition Lab S.r.l. AIDA<br />

Wearev1<br />

E<strong>DM</strong><br />

PRINT FLEET MANAGEMENT SOLUTION OF THE YEAR<br />

Brother BRAdmin Professional 4<br />

Canon<br />

Uniflow Online<br />

Epson UK Ltd<br />

ERS<br />

HP<br />

HP Web Jetadmin<br />

Kodak Alaris - Scanner Management Solutions from Kodak Alaris<br />

Kofax<br />

Control Suite<br />

Kyocera<br />

Net Manager<br />

Konica Minolta<br />

Dispatcher Suite<br />

Process Fusion<br />

UniPrint<br />

Xerox<br />

Altalink<br />

www.document-manager.com<br />

<strong>Sep</strong>tember/<strong>Oct</strong>ober <strong>2022</strong><br />

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

7


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

BPO/OUTSOURCING/BUREAU BUSINESS OF THE YEAR<br />

Crown Records Management<br />

Docufree<br />

Efile<br />

Parseq<br />

Pearl Scan Solutions<br />

PECS Data Services<br />

Restore<br />

Scan House<br />

Scan Optics<br />

Storetec Services Ltd<br />

DATA CAPTURE/RECOGNITION PRODUCT OF THE YEAR<br />

Aluma Technologies Aluma<br />

Canon<br />

IRIS Powerscan<br />

Docufree<br />

Digital Mailroom<br />

Document Logistix Ltd Document Manager Capture<br />

DocuWare<br />

Intelligent Indexing/DocuWare<br />

Preconfigured Cloud Solutions<br />

Dokmee<br />

Dokmee Capture<br />

Epson UK Ltd<br />

Document Capture Pro<br />

FileBank, Inc.<br />

Jump to Digital<br />

Hyland Software<br />

Brainware Intelligent Capture<br />

IRIS (Canon Group) IRISXtract<br />

Kodak Alaris<br />

Capture Pro<br />

Kofax<br />

TotalAgility<br />

Lemmana<br />

Lemmana Content Services<br />

PFU<br />

Paperstream Capture Pro<br />

Technology & Cognition Lab S.r.l. AIDA<br />

Yooz<br />

Yooz Rising<br />

RECORDS MANAGEMENT PRODUCT OF THE YEAR<br />

Document Logistix Ltd Document Manager 5<br />

DocuWare DocuWare for Smart Document Control<br />

FileBank, Inc.<br />

Jump to Digital<br />

Hyland Software<br />

Alfresco Governance Services<br />

Laserfiche<br />

Laserfiche<br />

Outback Imaging Ezescan<br />

Pearl Scan Solutions Halogen<br />

Principled Storage Fully GDPR Compliant Tote<br />

Records Transformation Ltd GilbyIM EDRMS<br />

Storetec Services Ltd iTrac<br />

ZL Technologies<br />

ZL Records Manager<br />

AI PRODUCT OF THE YEAR<br />

ABBYY Vantage 2.2<br />

Aluma Technologies Aluma<br />

Canon<br />

Therefore<br />

FileBank, Inc.<br />

FileBot<br />

IRIS (Canon Group) IRISXtract<br />

Lemmana<br />

Lemmana Content Services<br />

OpenEnvoy<br />

OpenEnvoy<br />

Pearl Scan Solutions Halogen<br />

PECS Data<br />

www.SmarterMarking.com<br />

Technology & Cognition Lab S.r.l. AIDA<br />

Yooz<br />

Yooz Rising<br />

RPA PRODUCT OF THE YEAR<br />

Document Logistix/Lemanna Document Manager<br />

Dokmee<br />

Dokmee Capture<br />

Hyland Software<br />

Hyland RPA<br />

KnowledgeLake<br />

KnowledgeLake Platform<br />

Kodak Alaris/UiPath Patient Intake Processing<br />

Kofax<br />

Kofax RPA<br />

Laserfiche<br />

Laserfiche RPA<br />

Technology & Cognition Lab S.r.l. AIDA<br />

SERVICE/SUPPORT COMPANY OF THE YEAR<br />

Canon<br />

Docufree<br />

Document Logistix<br />

DocuWare<br />

Dokmee<br />

Dyanix<br />

E<strong>DM</strong> Healthcare Consulting Ltd<br />

e-ImageData Corp<br />

Hyland Software<br />

Joisto Group<br />

Kodak Alaris<br />

Midwich Ltd<br />

Principled Storage<br />

Pearl Scan<br />

Response Technical Services<br />

Scansation Ltd<br />

Storetec Services Ltd<br />

STORAGE PRODUCT OF THE YEAR<br />

Crown Records Management Crown in partnership with ELO<br />

Document Logistix Document Manager<br />

DocuWare<br />

DocuWare Cloud/secure archiving<br />

Dokmee Dokmee ECM Cloud<br />

FileBank, Inc.<br />

The Vault (storage)<br />

Filestar<br />

Filestar<br />

8 @<strong>DM</strong>MagAndAwards <strong>Sep</strong>tember/<strong>Oct</strong>ober <strong>2022</strong><br />

www.document-manager.com


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

Joisto Group<br />

Pearl Scan Solutions<br />

Principled Storage<br />

Storetec Services Ltd<br />

Joisto digital archive<br />

Pearl Cloud<br />

Fully GDPR Compliant Tote<br />

iTrac<br />

COMPLIANCE PRODUCT OF THE YEAR<br />

DocuWare<br />

DocuWare Cloud<br />

Document Logistix <strong>DM</strong>5<br />

Dokmee<br />

Dokmee ECM<br />

Geoff Smith Associates CYC Freedom 3<br />

iDocs<br />

Bindr Safe Send<br />

iText Software iText 7<br />

Lemmana<br />

Lemmana Content Services<br />

OpenEnvoy<br />

OpenEnvoy<br />

Pearl Scan Solutions Halogen<br />

Principled Storage Fully GDPR Compliant Tote<br />

SmartVault<br />

SmartVault<br />

ZL Technologies<br />

ZL Unified Archive<br />

CHANNEL PARTNER OF THE YEAR<br />

Canon<br />

Document Logistix<br />

DocuWare<br />

Dokmee<br />

Dyanix<br />

Kodak Alaris<br />

Midwich Ltd<br />

Northamber PLC<br />

Office Fox<br />

PFU (EMEA)<br />

IMAGING PRODUCT OF THE YEAR: HIGH VOLUME<br />

Aluma Technologies Aluma<br />

Canon<br />

imageFORMULA DR-G2110<br />

Docufree<br />

ScanCloud<br />

Epson UK Ltd<br />

DS-32000<br />

Hyland Software<br />

Brainware Intelligent Capture<br />

ibml<br />

FUSiON<br />

KnowledgeLake<br />

KnowledgeLake Platform<br />

Kodak Alaris<br />

i5000 Series Scanners<br />

OPEX<br />

OPEX Gemini<br />

PFU (EMEA) Ltd<br />

Fujitsu fi-7900<br />

IMAGING PRODUCT OF THE YEAR:<br />

DESKTOP/PORTABLE/OTHER<br />

Brother<br />

ADS-4900W<br />

Canon<br />

imageFORMULA DR-S150<br />

Dokmee<br />

e-ImageData Corp<br />

Epson UK Ltd<br />

Hyland Software<br />

ibml<br />

IRIS (Canon Group)<br />

Kodak Alaris<br />

PFU (EMEA) Ltd<br />

Dokmee Capture<br />

ScanPro All-In-One<br />

ES-50<br />

NilRead Enterprise Viewer<br />

DS1085<br />

IRISPowerscan<br />

Scan Station 730EX Plus Scanner<br />

ScanSnap iX1300<br />

IMAGING PRODUCT OF THE YEAR:<br />

WORKGROUP/DEPARTMENTAL<br />

Brother<br />

ADS-4900W<br />

Canon<br />

ScanFront 400 with Scan2X<br />

Docufree<br />

ScanCloud<br />

Dokmee<br />

Dokmee Capture<br />

Epson UK Ltd<br />

DS-530II<br />

ibml<br />

DS1155/1210<br />

Kodak Alaris<br />

S3000 Max Series Scanner<br />

Pearl Scan Solutions Halogen<br />

PFU (EMEA) Ltd<br />

Fujitsu fi-8170<br />

MOBILE CAPTURE PRODUCT OF THE YEAR<br />

Brother<br />

DS-940DW<br />

Canon<br />

imageFORMULA R10<br />

Dokmee<br />

Dokmee Capture<br />

Epson UK Ltd<br />

ScanSmart<br />

IRIS (Canon Group) IRIScan Desk 6 Business<br />

Outback Imaging Ezescan WebApps V3.6<br />

PFU (EMEA) Limited ScanSnap iX100<br />

Technology & Cognition Lab S.r.l. AIDA<br />

SOFTWARE PRODUCT OF THE YEAR<br />

ABBYY Vantage 2.2<br />

Aluma Technologies Aluma<br />

Canon<br />

Therefore<br />

Crown Records Management Crown in partnership with ELO<br />

Docufree<br />

DocumentCloud<br />

Document Logistix Ltd Document Manager 5<br />

DocuWare<br />

DocuWare Cloud<br />

Dokmee<br />

Dokmee Capture<br />

Dyanix<br />

Apty<br />

e-ImageData Corp PowerScan Software<br />

Epson UK Ltd<br />

Document Capture Pro<br />

Hyland Software<br />

OnBase<br />

IRIS (Canon Group) IRISXtract<br />

iText Software iText 7<br />

Joisto Group<br />

Joisto Blockchain Digital Archive<br />

www.document-manager.com<br />

<strong>Sep</strong>tember/<strong>Oct</strong>ober <strong>2022</strong><br />

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

9


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

Kodak Alaris<br />

Kodak Capture Pro Software<br />

Laserfiche<br />

Laserfiche<br />

Lemmana<br />

Lemmana Content Services<br />

OASIS Group Omnidox 5<br />

Pearl Scan<br />

Halogen<br />

PFU (EMEA) Ltd<br />

PaperStream Capture Pro<br />

Storetec Services Ltd Freedocs<br />

Virtual Cabinet<br />

Virtual Cabinet<br />

HARDWARE PRODUCT OF THE YEAR<br />

Brother<br />

ADS-4900W<br />

Canon<br />

imageFORMULA DR-G2110<br />

e-ImageData Corp ScanPro All-In-One<br />

Epson UK Ltd<br />

DS-32000<br />

ibml<br />

FUSiON<br />

IRIS (Canon Group) IRIScan Desk 6 Business<br />

Kodak Alaris<br />

S3000 Max Series Scanner<br />

OPEX<br />

OPEX FalconV+<br />

PFU (EMEA) Ltd<br />

Fujitsu fi-8170<br />

MARKETING TEAM OF THE YEAR - SPONSORED BY YOOZ<br />

Canon<br />

Document Logistix<br />

Dokmee<br />

Dyanix<br />

Epson UK Ltd<br />

Hyland Software<br />

Instinctive Solutions<br />

iText Software<br />

Kodak Alaris<br />

Midwich Ltd<br />

Nikec Solutions<br />

Northamber PLC<br />

OASIS Group<br />

Pearl Scan<br />

PFU (EMEA) Ltd<br />

Storetec Services Ltd<br />

PRODUCT OF THE YEAR<br />

Aluma Technologies Aluma<br />

Brother<br />

ADS-4900W<br />

Canon<br />

Therefore<br />

Crown Records Management Crown in partnership with ELO<br />

Docufree<br />

Digital Mailroom<br />

Document Logistix Ltd Document Manager 5<br />

DocuWare<br />

DocuWare Cloud<br />

Dokmee<br />

Dokmee ECM<br />

Dyanix<br />

Apty<br />

e-ImageData Corp ScanPro All-In-One<br />

Epson UK Ltd<br />

12000XL Pro<br />

ibml<br />

FUSiON<br />

IRIS (Canon Group) IRISXtract<br />

iText Software<br />

iText pdf2Data<br />

Joisto Group<br />

Joisto Blockchain Digital Archive<br />

Kodak Alaris<br />

S3000 Series Scanner<br />

Laserfiche<br />

Laserfiche<br />

OASIS Group Omnidox 5<br />

OPEX<br />

OPEX Gemini<br />

Pearl Scan Solutions Pearl Cloud<br />

PFU (EMEA) Ltd<br />

ScanSnap iX1600<br />

Storetec Services Ltd Freedocs<br />

Virtual Cabinet<br />

Virtual Cabinet<br />

COMPANY OF THE YEAR - SPONSORED BY CROWN<br />

RECORDS MANAGEMENT<br />

Canon<br />

Docufree<br />

Document Logistix<br />

DocuWare<br />

Dokmee<br />

Dyanix<br />

Epson UK Ltd<br />

Hyland Software<br />

ibml<br />

IRIS (Canon Group)<br />

iText Software<br />

Kodak Alaris<br />

Laserfiche<br />

Midwich<br />

Northamber PLC<br />

OASIS Group<br />

OPEX<br />

Parseq<br />

Pearl Scan Solutions<br />

PFU (EMEA) Ltd<br />

Storetec Services Ltd<br />

Xerox<br />

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

10 @<strong>DM</strong>MagAndAwards <strong>Sep</strong>tember/<strong>Oct</strong>ober <strong>2022</strong><br />

www.document-manager.com


Dm MANAGEMENT: OFFICE STRATEGIES<br />

The new office paradigm<br />

The way that<br />

organisations use their<br />

office space is changing<br />

radically - and perhaps<br />

permanently - and<br />

document management<br />

needs to be at the heart<br />

of that change, says<br />

Storetec's Grace<br />

Schneider<br />

Low office occupancy rates make it<br />

clear that the UK has entered a new<br />

paradigm of how office space is<br />

used. A PwC survey claimed that 66% of<br />

UK employees worked either entirely or<br />

mainly at home during the pandemic. The<br />

houses of many workers became their<br />

places of work.<br />

The return back to the office environment<br />

has been slowly inching forward since the<br />

start of the year, despite, in some cases,<br />

employers' efforts to coax staff back into<br />

the office. This is because employees who<br />

can and want to work from home do not<br />

see the benefits of being permanently<br />

office based.<br />

According to another survey, this time by<br />

Gallup, the desire to work exclusively from<br />

home has more than doubled since <strong>Oct</strong>ober<br />

2021. Over 60% of fully remote workers<br />

said they would be "extremely likely" to look<br />

for other opportunities if their employer<br />

decided not to offer remote working at least<br />

some of the time during the working week.<br />

The pandemic dramatically demonstrated<br />

how quickly businesses could adapt to new<br />

working practises: after all, they had no<br />

choice in the matter. The cultural change<br />

from a traditional office to an office/hybrid<br />

model is straightforward to implement as<br />

long as the business is fully supportive of<br />

the change.<br />

MAKE THE CHANGE<br />

In a recent meeting one prospective client<br />

told us they wanted to make the work<br />

environment more appealing to staff by<br />

putting in a new kitchen, offering free food<br />

and coffee machines, making a larger breakout<br />

area and implementing a number of<br />

wellness initiatives. This all needed to be<br />

achieved within the current office footprint<br />

12 <strong>Sep</strong>tember/<strong>Oct</strong>ober <strong>2022</strong> www.document-manager.com<br />

@<strong>DM</strong>MagAndAwards


MANAGEMENT: OFFICE STRATEGIES Dm<br />

"DOCUMENT SCANNING IS BECOMING THE NEW BUSINESS NORMAL, WITH MANY ORGANISATIONS MOVING TO<br />

A PAPER-LITE FUTURE WORKING MODEL. HAVING YOUR DOCUMENTS AVAILABLE DIGITALLY REMOVES THE NEED<br />

TO STORE PAPER IN YOUR OFFICE, AGAIN SAVING SPACE… DIGITAL RETRIEVAL IS MUCH EASIER AND QUICKER<br />

THAN FINDING THE RIGHT DOCUMENT IN A FILING CABINET OR LEVER ARCH FILE: THE AVERAGE SEARCH TIME IS<br />

UNDER 10 SECONDS."<br />

which was already bursting at the seams. It<br />

was clear from our discussions that they<br />

wanted to make some big changes; one of<br />

the easiest to put in place was the removal<br />

and digitisation of the paper documents.<br />

Storing paper documents in your office or<br />

archive rooms can take up huge amounts<br />

of valuable space. With 16% to 20% of the<br />

space in a typical office taken up with<br />

paper storage, and a single filing cabinet<br />

occupying roughly nine square feet, any<br />

room you might have quickly disappears.<br />

This is space that could be utilised to<br />

improve the work environment. An office<br />

that isn't overflowing with paper is already<br />

a better, more comfortable environment<br />

for employees to work in.<br />

Document scanning is becoming the new<br />

business normal, with many organisations<br />

moving to a paper-lite future working<br />

model. Having your documents available<br />

digitally removes the need to store paper in<br />

your office, again saving space. Your<br />

current, physical filing system can be<br />

replicated electronically to ensure the<br />

documents are structured exactly as they<br />

have always been, only digitally. Digital<br />

retrieval is much easier and quicker than<br />

finding the right document in a filing<br />

cabinet or lever arch file: the average<br />

search time is under 10 seconds.<br />

Additionally, digital access can prevent your<br />

document integrity and/or information<br />

security from being put at risk.<br />

MOVE IT OFF-SITE<br />

Within some businesses, document<br />

scanning may not be the right approach<br />

for all the paper documents - after all, if<br />

you will never look at the document again,<br />

why scan it? A hybrid approach may work<br />

out best. The hybrid model sees your less<br />

valuable and rarely accessed documents<br />

being stored physically in a secure off-site<br />

facility with fast retrieval access via a scanon-demand<br />

service. Your more precious,<br />

valuable and often accessed documents<br />

are digitised and available instantly. With<br />

this approach you benefit from a lower<br />

initial project cost, but immediately free up<br />

the space in the office.<br />

There is a lot of evidence to show that<br />

employees work more productively when<br />

they have the independence to work<br />

wherever they want. Is your business<br />

agile enough to allow your employees to<br />

do this?<br />

MORE SECURE, MORE FLEXIBLE<br />

In addition to document scanning and offsite<br />

document storage, implementing a<br />

document management system will allow<br />

your organisation to not only tie together<br />

the scanned archive documents, but will<br />

allow newly generated ('born-digital')<br />

documents to be held securely in one<br />

location - effectively taking on the role of<br />

your central filing store.<br />

With Storetec's new MS Office uploader<br />

you can add documents you are working<br />

on directly into our FreeDocs system. A<br />

copy of the selected file, whether it be an<br />

email, Word document, or presentation,<br />

will be added to the database of your<br />

choice - allowing all the accessibility,<br />

security, and other benefits of FreeDocs for<br />

your file immediately, all from your chosen<br />

Office product.<br />

Do you have a scanning/storage project in<br />

mind? Or just want to explore the options?<br />

Contact our team of experts today. Our<br />

aim is to provide a hassle-free solution - we<br />

can even box your documents for you,<br />

ensuring they are safe and secure before<br />

leaving you. We are also available for<br />

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

There are a number of options<br />

available to you, so why not start the<br />

conversation today?<br />

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

www.document-manager.com<br />

<strong>Sep</strong>tember/<strong>Oct</strong>ober <strong>2022</strong><br />

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

13


Dm CASE STUDY: NHS FORTH VALLEY<br />

Better sharing means better caring<br />

NHS Forth Valley has migrated to the latest version of CCube Solutions' EDRMS,<br />

accomplishing its 'paper lite' strategy to enhance patient care<br />

NHS Forth Valley has successfully<br />

completed a mission-critical<br />

project to migrate to the latest<br />

version of CCube Solutions' electronic<br />

document and records management<br />

system (EDRMS).<br />

This is of significant operational and<br />

clinical importance to the health board<br />

given EDRMS has become the primary<br />

database for all patient information. It<br />

is heavily used every day by over 5,000<br />

registered users and, to date, contains<br />

in excess of 13.5 million documents for<br />

circa 1.2 million patients.<br />

One of 14 regional health boards in<br />

Scotland, NHS Forth Valley provides<br />

healthcare to a population of more<br />

than 300,000 people in central<br />

Scotland - an area covering<br />

Clackmannanshire, Falkirk and Stirling.<br />

It employs around 8,000 staff in total.<br />

In terms of implementing an<br />

overall electronic<br />

patient record<br />

(EPR) for<br />

the organisation to meet its 'paper lite'<br />

and digital transformation goals, NHS<br />

Forth Valley's strategy has involved<br />

integrating numerous specialist IT<br />

systems and using a clinical portal to<br />

provide clinicians and other health<br />

professionals easy access. EDRMS sits at<br />

the heart of this as the overall patient<br />

records store, holding both scanned<br />

and 'born' electronic information which<br />

underpins a variety of clinical services.<br />

NHS Forth Valley is a long term<br />

customer of CCube Solutions dating<br />

back 16 years. The upgrade project<br />

started during the Coronavirus<br />

pandemic and was recently completed.<br />

Anne Fielding, NHS Forth Valley's<br />

E<strong>DM</strong>S project team leader, explains,<br />

"Covid obviously delayed our progress,<br />

but we're now fully operational with<br />

version 4. We love the system - it's so<br />

easy to use,<br />

offers various tools for managing<br />

documents and the reliability and<br />

speed of presenting larger documents<br />

via a browser is better. CCube<br />

Solutions has also been very<br />

responsive to tailoring EDRMS to how<br />

we want to work."<br />

To complete the EDRMS update to<br />

version 4, all data had to be migrated<br />

to fit the new platform architecture<br />

which is fully web-based, supporting<br />

documentation written, users trained<br />

and some IT infrastructure upgraded.<br />

CCube's EDRMS version 4 delivers a<br />

variety of key benefits:<br />

1. Role-based access: The right digitised<br />

health records are available at the<br />

touch of a button to staff at any time<br />

based on their job function and how<br />

they like to work.<br />

Vijay Magon, CCube's managing<br />

director, says, "Essentially, we've put a<br />

lot of effort with version 4 to empower<br />

users so they have a wider<br />

choice in terms<br />

14<br />

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

<strong>Sep</strong>tember/<strong>Oct</strong>ober <strong>2022</strong><br />

www.document-manager.com


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Dm CASE STUDY: NHS FORTH VALLEY<br />

"OUR EDRMS ENHANCES PATIENT SAFETY, IMPROVES CLINICAL EFFECTIVENESS, INCREASES SECURITY AND SAVES<br />

MONEY. WITH THE RELEASE OF VERSION 4, WE'VE MADE IT MUCH EASIER FOR HEALTH PROFESSIONALS TO USE<br />

THE SOFTWARE AS THEY WANT RATHER THAN BEING TIED TO HOW THE IT WORKS. THAT'S DEMONSTRABLY<br />

SHOWN AT NHS FORTH VALLEY WHERE EDRMS IS NOW FUNDAMENTALLY IMPORTANT TO DELIVER CARE AT THE<br />

POINT OF NEED."<br />

of how they use the system. They can<br />

really configure it to suit their own<br />

needs and the information they want<br />

to see."<br />

For example, a clinician in an<br />

outpatient's department will likely<br />

want the system set up so a dashboard<br />

is presented showing them which<br />

patients are scheduled and their<br />

chronological order. They then just<br />

have to click on the individual and the<br />

patient record launches. A secretary<br />

may be more interested in seeing the<br />

last referral letters when they login.<br />

The system can easily be changed so<br />

this is displayed to them first.<br />

Administrative staff will have other<br />

system requirements such as the ability<br />

to scan documents to a patient's<br />

record, the merging and deleting of<br />

files, correcting data duplications and<br />

exporting information for GDPR and<br />

SAR purposes. This can all be set up<br />

and tailored for them.<br />

2. Different views of the record<br />

offered: Users can also navigate a<br />

patient's record in different ways<br />

depending on their requirements. For<br />

example, 'case note view' directly<br />

replicates the legacy physical paper<br />

notes with tabs used to divide each<br />

section or specialty. A new 'timeline<br />

view' has been introduced. This shows<br />

a patient's journey through the health<br />

system and treatments given.<br />

3. Extensive systems integration and<br />

interoperability capabilities: Given NHS<br />

Forth Valley uses a combination of best<br />

of breed systems to make up its overall<br />

EPR, system integration is<br />

fundamentally important. Utilising<br />

non-proprietary software standards,<br />

EDRMS version 4 comes with a number<br />

of document importers to facilitate<br />

this.<br />

Fielding says, "EDRMS supports HL7<br />

message interfaces and APIs. This<br />

means patient information created in<br />

other systems or received via PDF can<br />

be automatically saved in the central<br />

EDRMS repository for clinicians to see<br />

in one place."<br />

For example, HL7 messaging<br />

technology is used to import<br />

information from systems such as SCI<br />

Store and TrakCare, the health board's<br />

patient administration system, along<br />

with communications generated as<br />

part of the Scottish Digital<br />

Dermatology Appointments Service<br />

(DDAS).<br />

Dr Fiona Craig, consultant<br />

dermatologist, explains, "We deal with<br />

a huge volume of patients. They're<br />

asked to upload their own photos of<br />

their skin condition for a clinician to<br />

review prior to a virtual consultation.<br />

This is then stored in EDRMS once<br />

received, along with clinical notes.<br />

Both are then easily accessed by<br />

opening the clinical portal."<br />

Similarly, EDRMS is used to store SCI<br />

Gateway messages received from<br />

around 50 GP surgeries in NHS Forth<br />

Valley's catchment area. This helps<br />

streamline the GP-to-health board<br />

referral process.<br />

Dr Jonathan Begley, a GP at Viewfield<br />

Medical Practice, Stirling, explains:<br />

"Once a patient is accepted by an<br />

acute speciality by phone, acute<br />

referral documentation from our EMIS<br />

system can be sent electronically to<br />

NHS Forth Valley. This information is<br />

saved directly to the patient's<br />

electronic record which our secondary<br />

care colleagues then access. They open<br />

the clinical portal and click on the<br />

clinical communications tab which<br />

takes them straight into EDRMS. This<br />

replaces using email inboxes for<br />

specialities which large teams of<br />

rotating clinicians don't always have<br />

access to, such that it's a pathway now<br />

embedded in general use - 450<br />

referrals are made like this every<br />

month."<br />

In addition, during the Coronavirus<br />

pandemic, another system - EDT Hub<br />

for Docman - was used by NHS Forth<br />

Valley to share Covid test results stored<br />

in EDRMS back out to GPs, with<br />

metadata also provided so that this<br />

information could be easily imported<br />

into their EMIS systems.<br />

4. Expanded scanning capacity: As part<br />

of the version 4 update, additional<br />

server-based capture scanning<br />

capabilities have been introduced to<br />

streamline the paper digitisation<br />

process for NHS Forth Valley. This<br />

includes the ability to scan both colour<br />

and black and white documents in one<br />

batch, along with features to improved<br />

quality assurance.<br />

Magon concludes, "NHS Forth Valley<br />

is one of three health boards in<br />

Scotland we support, the other two<br />

being NHS Orkney and NHS Grampian.<br />

Our EDRMS enhances patient safety,<br />

improves clinical effectiveness,<br />

increases security and saves money.<br />

With the release of version 4, we've<br />

made it much easier for health<br />

professionals to use the software as<br />

they want rather than being tied to<br />

how the IT works. That's demonstrably<br />

shown at NHS Forth Valley where<br />

EDRMS is now fundamentally<br />

important to deliver care at the point<br />

of need."<br />

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

16 <strong>Sep</strong>tember/<strong>Oct</strong>ober <strong>2022</strong> www.document-manager.com<br />

@<strong>DM</strong>MagAndAwards


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Dm ANALYSIS: SCANNING<br />

Bridging the gap between desktop and high-end<br />

production scanning<br />

Change brings new challenges but also new opportunities, says Johannes Weirich,<br />

Market Development Director at ibml<br />

Prior to the coronavirus pandemic,<br />

organisations commonly used<br />

desktop or departmental scanners to<br />

digitise incoming mail or other<br />

documentation. With many office workers<br />

now asked to work from home, there is<br />

renewed interest in providing a centralised<br />

scanning approach for mailrooms and<br />

Shared Services Centres - irrespective of<br />

the industry sector - to streamline and<br />

speed up the paper handling process, as<br />

well as progressing other digital<br />

transformation projects.<br />

The way organisations process<br />

information capture especially at the<br />

mailroom level has far-reaching effects. It<br />

impacts the core business operations at<br />

every level.<br />

When documents aren't in the right place<br />

or when information is entered incorrectly,<br />

your business suffers.<br />

And the data chaos is getting worse: while<br />

email and other online delivery methods<br />

were supposed to simplify your mailroom's<br />

job, they have in fact only made it more<br />

complicated. Now you must balance<br />

physical mail and faxes with more<br />

unstructured digital documents, such as<br />

PDFs, web forms and emails, too.<br />

Where is all your time currently going? To<br />

pre- and post-scan handling. To manual<br />

entry. To fixing errors. Legacy systems aren't<br />

intelligent and rely heavily on operators to<br />

perform anything but the simplest tasks.<br />

We know that about 76% of the total cost<br />

of scanning is wasted on pre- and post<br />

document sorting and handling.<br />

In addition most organisations<br />

struggle with:<br />

<br />

<br />

<br />

Slow Processes: Manual data entry, pre<br />

and post document scan sorting<br />

software, and QA processes are all<br />

time-intensive and slow down<br />

workflows<br />

Frequent Errors: Between manual data<br />

entry and scanning exceptions, errors<br />

are frequent - and are often uncaught<br />

before entry into downstream systems<br />

Varying Processes: You're managing data<br />

from more sources than ever before -<br />

and antiquated systems need different<br />

processes for each document type<br />

Why put up with that?<br />

FUSE YOUR PROCESSES, FUEL YOUR<br />

PRODUCTIVITY<br />

Upgrade your mailroom or Shared Services<br />

Centre with ibml capture solutions.<br />

Automate document capture, classification,<br />

extraction, validation, and delivery of<br />

information from any business input to<br />

accelerate mission-critical information<br />

delivery throughout your organisation.<br />

Designed to process up to 292 A4 pages<br />

per minute at 300 dpi, the ibml FUSiON<br />

7200 is an extension to the recently<br />

launched FUSiON series of ultrahigh<br />

volume scanners, and is<br />

specifically intended to bridge<br />

the gap between desktop and<br />

high-end production scanning.<br />

Chad Eiler, vice president of product<br />

management at ibml, says, "The FUSiON<br />

7200 is a great value for price-performance,<br />

at 292 pages per minute throughput, with<br />

unlimited duty cycle reliability for multiple<br />

shift operations. Customers can add more<br />

capacity or consolidate multiple desktop<br />

scanners for large volume document<br />

conversion with a better return on<br />

investment (ROI)."<br />

20<br />

@<strong>DM</strong>MagAndAwards <strong>Sep</strong>tember/<strong>Oct</strong>ober <strong>2022</strong><br />

www.document-manager.com


ANALYSIS: SCANNING Dm<br />

In summary the FUSiON 7200 delivers:<br />

Up to 90% reduction in document<br />

preparation<br />

Up to 50% less time spent recovering<br />

from paper jams<br />

Circa 20% faster scanning than<br />

anything in its class<br />

CAPEX OR OPEX: YOUR CHOICE<br />

As times change, organisations find<br />

themselves under increased pressure.<br />

Pressure to digitise, transform, and<br />

outpace the competition. Slow, outdated<br />

scanning and tedious manual sorting are<br />

eating away at operational efficiency, but<br />

it's hard to see a way around them.<br />

Investing in new infrastructure would<br />

certainly solve these issues, but many<br />

organisations are held back by:<br />

A need to preserve cash for core<br />

growth activities<br />

Uncertainties around the ROI of new<br />

technology<br />

Aging, unproductive legacy technology<br />

Mounting maintenance and service<br />

costs<br />

A first-of-its-kind offering in the document<br />

capture industry, iaaS (see diagram above)<br />

empowers you to dramatically accelerate<br />

your mailroom productivity while enabling<br />

your new ibml FUSiON scanner to pay for<br />

itself. With an annual subscription payable<br />

quarterly, you can receive all the benefits of<br />

cutting-edge intelligent capture technology<br />

with none of the downsides associated<br />

with a typical CapEx expenditure.<br />

FEATURE RICH<br />

Whilst bridging the gap between desktop<br />

and high-end production scanning,<br />

compared to alternative products, the ibml<br />

FUSiON 7200 scanner has a range of<br />

features to deliver the speed, reliability,<br />

document handing and image quality<br />

expected of a production system:<br />

A wide, open-track transport system<br />

able to cater for documents up to 34.3<br />

cm wide allows a range of documents<br />

and envelopes to be processed. In<br />

addition to a wider field of view, this<br />

allows the capture of corners of<br />

documents if they are skewed;<br />

The open-track system lends itself to<br />

easy document handling and access;<br />

Multi-feed detection with six ultra-sonic<br />

sensors to ensure dependable<br />

document handling across the<br />

document transport to catch misfeeds<br />

early in the process;<br />

Ergonomic document feeder controls to<br />

deliver higher operator productivity and<br />

comfort during long shifts;<br />

A hopper designed to take up to 1,500<br />

sheets while allowing the continuous<br />

feeding and backfilling of pages as the<br />

scanner is running;<br />

Left justified feeding makes it easier to<br />

prepare mixed batches of documents;<br />

A motorised pocket to aid the neat<br />

stacking of documents once scanned.<br />

Like the feeder, it takes 1,500 sheets.<br />

Also included is a straight-through<br />

runout tray which enables exception<br />

documents of up to A3 size to be<br />

catered for and to sort out batch or<br />

document separators;<br />

Robust industrial design - with separate<br />

airflows for paper transport and<br />

electronics - safeguards the electronics<br />

from paper dust thereby enhancing<br />

reliability and system uptime for<br />

continuous operations;<br />

A range of optional accessories is<br />

available to advance and improve the<br />

scanning process. These include a<br />

barcode reader, MICR2reader for<br />

cheque processing, plus an inkjet<br />

printer to date/time stamp documents<br />

for audit trail and compliance purposes.<br />

A specialised pocket option is also<br />

available which is designed to handle<br />

delicate documents.<br />

Martin Birch, ibml's president and CEO<br />

says, "Hand built in the USA, ibml FUSiON is<br />

not just the world's fastest document<br />

scanning system but with FADGI 3 star<br />

compliance it also delivers superior image<br />

quality. ibml FUSiON demonstrates our<br />

continued commitment to innovate and<br />

deliver real-world productivity<br />

improvements. Customers love the<br />

enhanced speed and performance that<br />

ibml FUSiON delivers to their operations.<br />

The introduction of the new ibml FUSiON<br />

7200 expands the ibml FUSiON family,<br />

allowing us to introduce the benefits of<br />

ibml FUSiON to an even wider group of<br />

customers".<br />

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

www.document-manager.com <strong>Sep</strong>tember/<strong>Oct</strong>ober <strong>2022</strong><br />

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

21


Dm STRATEGY: LOW-CODE<br />

How low can you code?<br />

Low-code automation is set to transform businesses - but what exactly is it, and<br />

what will it mean for how your organisation works? Tim Hood, Vice President EMEA<br />

and APAC, Hyland, has the answers<br />

For most companies, technology is the<br />

fundamental driving force - second<br />

perhaps only to people - behind their<br />

performance. It defines their productivity<br />

and agility: essential elements for success<br />

and survival in fast-changing markets.<br />

Yet many organisations are faced with a<br />

real challenge: They want to use technology<br />

in the best way possible, but find it difficult<br />

to deploy what's required. There are various<br />

reasons for this, including cost, poor<br />

understanding of the options available and<br />

a lack of resources to develop them.<br />

Is there a way around these issues? Yes.<br />

It's low- or no-code development tools<br />

that let you create new applications<br />

without having to write expensive,<br />

time-consuming and extremely<br />

detailed code.<br />

This can prove transformational for<br />

businesses that would otherwise be<br />

forced into a technology go-slow.<br />

Not surprisingly, a growing number<br />

of organisations are seeing it as the<br />

way forward. Research firm Gartner<br />

predicts that by 2025, seven out of<br />

ten new applications that are<br />

developed by enterprises will be<br />

created this way - a considerable rise<br />

from just 20% five years earlier.<br />

WHAT IS LOW-CODE AUTOMATION?<br />

It is a way to bypass the long-held<br />

approach to software development which<br />

relies on having access to developers with<br />

the knowledge to build an application<br />

from scratch.<br />

However, go to any large<br />

company and such demands<br />

are being placed on the IT<br />

department that you will<br />

almost certainly find a<br />

bottleneck, with an evergrowing<br />

backlog of<br />

projects waiting to be<br />

progressed.<br />

Because most legacy<br />

systems are so codeheavy<br />

- without the<br />

input of pro-coders - automation initiatives<br />

inevitably stall because there aren't<br />

specialty-based resources available to<br />

implement them.<br />

Understandably, mission-critical jobs are<br />

prioritised at the expense of less urgent<br />

tasks that might make life better or easier<br />

for a particular team or offer gradual<br />

improvements to workflows and processes.<br />

The alternative, of course, is to hire<br />

external developers. A sensible move in<br />

principle but difficult in practice, given the<br />

scarcity of suitably qualified individuals<br />

worldwide. Against a backdrop of a<br />

predicted global shortage of 85.2 million<br />

software engineers and other tech talent by<br />

2030, it's set to become more difficult.<br />

SOFTWARE WHERE IT'S NEEDED<br />

Under normal circumstances, new software<br />

systems are developed 'invisibly' elsewhere<br />

and then implemented from elsewhere in<br />

the organisation. Often this means they will<br />

be received, at best, with a lack of<br />

enthusiasm if they are considered<br />

unnecessary, fail to deliver significant<br />

improvements or are difficult to work with.<br />

On the other hand, no-code automation<br />

'democratises' software development by<br />

enabling non-technical staff to become<br />

actively involved in the development<br />

process. No-code accomplishes this by<br />

using drag-and-drop interfaces,<br />

checkboxes, drop-down menus and other<br />

user-friendly visual tools, rather than having<br />

to know and apply code.<br />

The benefit of this? It becomes much<br />

easier and faster to create the application<br />

that users want and need, and thereafter<br />

they can continue enhancing the original<br />

version in order for it to become an ever<br />

more bespoke piece of software.<br />

In other words, low- or no-code<br />

22<br />

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

<strong>Sep</strong>tember/<strong>Oct</strong>ober <strong>2022</strong><br />

www.document-manager.com


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Dm STRATEGY: LOW-CODE<br />

"IF YOU DON'T PURSUE THE LOW- AND NO-CODE PATH, YOUR CUSTOMER SERVICE DELIVERY IS LIKELY TO<br />

CONTINUE DEGRADING UNTIL YOU DO. AND IF YOU ARE LOOKING TO STREAMLINE OPERATIONS AND IMPROVE<br />

YOUR EFFICIENCY - AND WHAT BUSINESS ISN'T? - THE POTENTIAL SAVINGS IN TIME, MONEY AND RESOURCES<br />

WILL ULTIMATELY FORCE YOU DOWN THIS ROUTE, EVEN IF NOTHING ELSE DOES."<br />

automation provides the ability to create<br />

applications that are specifically targeted<br />

at solving the real pain points of a<br />

particular department.<br />

Imagine how such autonomy is going to<br />

become increasingly important. Gartner<br />

predicts that by 2024, nearly a third of<br />

corporate teams won't be centrally led and<br />

will have shifted to peer-to-peer networkbased<br />

decision-making to save time and<br />

reduce bottlenecks in an increasingly hybrid<br />

working environment.<br />

Under a traditional IT model, these small,<br />

continuous improvements would simply<br />

never happen because even minor changes<br />

would require custom coding from timepoor<br />

software engineers - a low-priority<br />

task that would never get done.<br />

Low- and no-code platforms also take us<br />

into the realm of business process<br />

automation. So, if a department sees an<br />

opportunity to streamline a repetitive,<br />

manual and time-consuming task, its<br />

members can take the initiative to do<br />

something about it. This allows you to<br />

automate even more processes throughout<br />

the business, increasing its efficiency and<br />

long-term resilience.<br />

It's this continuous improvement approach<br />

that in some ways is low-code's 'secret<br />

sauce', since it allows companies to<br />

embrace a start-up mindset that continually<br />

pushes the boundaries of what their<br />

technology can do.<br />

When you have an environment in which<br />

employees have the means to carry out<br />

continuous fine-tuning, this feeds into the<br />

creation of a corporate culture where<br />

excellence in outcomes become the new<br />

focus - and a powerful motivator.<br />

It is also measurably beneficial to IT<br />

teams who can re-prioritise more<br />

complex development projects and<br />

innovative custom solutions that deliver<br />

maximum ROI.<br />

OVERCOMING CHALLENGES<br />

Of course, adopting a low-code approach is<br />

not without its challenges.<br />

Businesses across most sectors have yet to<br />

fully grasp what a transformational impact<br />

low-code software could have on their<br />

operations. Some are naturally wary as to<br />

whether low-code automation platforms<br />

can deliver the quality software that's<br />

needed. Such trust issues will resolve as this<br />

approach increasingly gains traction.<br />

After all, what other way is there when a<br />

traditional approach to building and<br />

enhancing applications can't keep pace<br />

with demand? If you don't pursue the lowand<br />

no-code path, your customer service<br />

delivery is likely to continue degrading until<br />

you do. And if you are looking to<br />

streamline operations and improve your<br />

efficiency - and what business isn't? - the<br />

potential savings in time, money and<br />

resources will ultimately force you down<br />

this route, even if nothing else does.<br />

While low-code does away with the need<br />

to write code, some technical<br />

understanding is required. You will still<br />

need enough skilled low-code automation<br />

practitioners to sustain any initiative. It<br />

would certainly be a skill worth acquiring<br />

for employees looking to broaden their<br />

own expertise.<br />

Low-code is an opportunity for<br />

organisations to reshape their IT functions<br />

completely so that they become more<br />

worker- and customer-centric. But, for it to<br />

fulfil its potential, teams must be<br />

empowered to develop the applications<br />

they need and not feel their efforts are<br />

being choked by bureaucracy.<br />

Not all business leaders are comfortable<br />

giving their workforce the freedom and<br />

scope for this kind of organic software<br />

growth. Some will be hesitant because of<br />

concerns about potential security breaches<br />

when app development becomes<br />

distributed in this way. Others may fear a<br />

loss of control over what is being done,<br />

which is why appropriate reporting<br />

protocols must be instituted alongside any<br />

low-code initiative to give senior managers<br />

a transparent overview of all that is<br />

happening, its effectiveness and its security.<br />

LOW-CODE IS THE FUTURE<br />

Using low- and no-code platforms allows<br />

organisations to tap into an exceptionally<br />

powerful development tool that enables<br />

them to drive technology into the fabric of<br />

the business. Suddenly, IT can be deployed<br />

rapidly to where it's needed, continually<br />

adding to an organisation's technology<br />

richness in a way not possible with a<br />

traditional model where the specialist team<br />

takes the lead on all things software.<br />

Are low- and no-code platforms a magic<br />

bullet? Not always. For instance, if you are<br />

looking to overhaul your legacy systems,<br />

you may find integration with existing<br />

software solutions difficult. But, if your<br />

requirements are more focused in scope, a<br />

low-code platform that lets users build<br />

whatever application they require - with<br />

minimal coding - is an excellent way to<br />

accelerate your automation journey and<br />

inject new momentum into your digital<br />

transformation.<br />

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

24 <strong>Sep</strong>tember/<strong>Oct</strong>ober <strong>2022</strong> www.document-manager.com<br />

@<strong>DM</strong>MagAndAwards


INTRODUCING<br />

RIGHT-SPEED <br />

SCANNING<br />

Traditional high-speed scanning requires<br />

extensive prep and lots of labour, especially<br />

as jobs get messier and messier. High-speed<br />

scanners sometimes require multiple<br />

operators to keep them in continuous<br />

operation. This leads to additional labour<br />

hours driving up cost per image and<br />

driving down profitability.<br />

The OPEX ® Gemini scanner is<br />

designed for maximum versatility and<br />

configurability and handles documents<br />

at the right speed while requiring<br />

minimal prep and controlling costs.<br />

Visit www.digitiseyourdocuments.co.uk<br />

to learn more or contact info@opex.com to<br />

schedule a demo today.


Dm OPINION: INVOICE PROCESSING<br />

So you think you're ready for<br />

Digital Transformation?<br />

Eugene Young, Country Director UK/Ireland at DocuWare,<br />

suggests 10 game-changing questions to ask before<br />

leaping into invoice automation<br />

Over the past two years, many<br />

companies turned to technology to<br />

enable efficient remote work<br />

environments for their employees and put in<br />

place the agile tools needed to remain in<br />

business. Automation became extremely<br />

important for finance and accounts payable<br />

departments who increasingly needed to<br />

find the right technology to streamline<br />

processes and automate workflows.<br />

Prior to COVID, many companies primarily<br />

received invoices via unstructured formats<br />

like paper and email. Automating these<br />

manual processes which would save time<br />

and reduce costs was not always a priority.<br />

Then when COVID hit, document<br />

management solutions were in demand as<br />

they enabled finance teams to capture, sort<br />

and archive invoices from any device or any<br />

format (scanned paper, email, mobile<br />

capture, business apps and more) and this<br />

became a way to ensure business continuity<br />

through challenging times.<br />

Today, CFO's and their teams are expected<br />

to provide deeper insight and more strategic<br />

direction than ever before. Implementing a<br />

document management solution should be<br />

an integral part of their short-term planning<br />

as it immediately frees up leadership teams,<br />

allowing them to focus efforts on strategies<br />

to increase business profitability.<br />

A document management solution<br />

increases efficiency in areas such as accounts<br />

payable, accounts receivable and financial<br />

audits. Because DocuWare solutions<br />

integrate with accounting software and<br />

ERPs, there is little strain on the customers<br />

internal IT resources. In fact, DocuWare's<br />

global network of authorised partners are<br />

expertly equipped to manage<br />

implementations smoothly. Because<br />

profitable outcomes for our Partners and<br />

their customers are top priority, DocuWare's<br />

internal sales and Professional Services<br />

teams provide comprehensive support to<br />

Partners throughout every sales process<br />

offering everything from marketing material<br />

to product demos and technical support.<br />

If you're ready to take the leap into<br />

automating your invoice processing,<br />

DocuWare can help. With our cloud-based<br />

solution, you can completely automate your<br />

invoice process, from data capture to<br />

approval, in just a few days.<br />

DON'T LEAP BLINDLY<br />

But don't invest in just any document<br />

management system; find one that provides<br />

the answers to these 10 questions:<br />

1. Can you easily find invoices - not just<br />

search for them, but actually find them?<br />

Huge productivity benefits can be gained by<br />

providing all offices with access to a<br />

centralised document pool and by directly<br />

incorporating field-generated documents<br />

into office workflows. Think about the<br />

difference it could make if each person had<br />

the information needed to do their job -<br />

without waiting in a queue at a physical file<br />

room or searching shared and personal<br />

drives for documents.<br />

2. Can you extract key details from the<br />

invoices, including split code billing, and<br />

automatically match them to corresponding<br />

purchase orders? This means monitoring<br />

the accounts payable email, extracting<br />

relevant index terms, such as vendor name,<br />

date, and amount, indexing the invoice, and<br />

applying artificial intelligence to all of the<br />

above so that the system learns over time.<br />

3. Can your staff review and approve<br />

invoices on any mobile device - anywhere?<br />

Self-service access to information positively<br />

impacts everyone in the company.<br />

IDENTIFY & IMPLEMENT BEST<br />

PRACTICES<br />

4. Do you have a secure, organised, and<br />

searchable invoice archive and audit trail for<br />

audits and budget planning? One of the<br />

most stressful times for any accounting<br />

department is the wasted effort associated<br />

with responding to auditor document<br />

requests - pulling paper documents,<br />

copying them, and refiling the originals.<br />

If you find that an approaching audit<br />

triggers a reflexive anxiety attack,<br />

dependence on manual processes is usually<br />

the root cause. Digital document<br />

management is a great tool to help you cut<br />

audit prep time and make the process itself<br />

virtually stress free.<br />

5. Do you process invoices promptly, take<br />

advantage of early payment discounts, keep<br />

track of due dates and status changes, and<br />

26<br />

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

<strong>Sep</strong>tember/<strong>Oct</strong>ober <strong>2022</strong><br />

www.document-manager.com


OPINION: INVOICE PROCESSING Dm<br />

"AUTOMATION OF THE INVOICING AND PAYMENT PROCESS DOES NOT JUST SAVE MONEY; IT EARNS MONEY<br />

BY ALLOWING THE COMPANY TO TAKE ADVANTAGE OF DISCOUNTS. ORGANISATIONS WITH MANUAL<br />

INVOICING PROCESSES USUALLY LACK THE CORE INFORMATION THEY NEED TO EFFECTIVELY RUN THE<br />

BUSINESS - HOW MANY ORDERS ARE WAITING TO BE PROCESSED, WHERE THEY ARE IN THE PROCESS, AND<br />

THE VALUE OF EACH ORDER."<br />

have control over your cash flow<br />

management? Automation of the<br />

invoicing and payment process does not<br />

just save money; it earns money by<br />

allowing the company to take<br />

advantage of discounts. Organisations<br />

with manual invoicing processes usually<br />

lack the core information they need to<br />

effectively run the business - how many<br />

orders are waiting to be processed,<br />

where they are in the process, and the<br />

value of each order.<br />

STANDARDISE PROCESSES<br />

6.Have you standardised the core<br />

workflows that are needed to accelerate<br />

the approval processes? Organisations<br />

typically do not realise how much wasted<br />

time and effort and money is tied up in<br />

simply waiting for a manual process to<br />

move from one manual stage to another.<br />

A workflow routes a task to multiple<br />

people or departments to review it,<br />

make decisions about it and then pass it<br />

on to the next person or kick off the next<br />

step in a process. A digital workflow<br />

enables your staff to automatically route<br />

digitised information to other process<br />

owners securely.<br />

You can use a digital workflow to bring<br />

multiple team members together to<br />

review an invoice and approve or reject it.<br />

These workflows can be serial (one step<br />

after another), parallel, or they can<br />

change based on decision points chosen<br />

along the way.<br />

7. Is the supplier on-boarding process still<br />

a manual nightmare? This is a source of a<br />

great deal of inefficiency, especially for<br />

larger organisations and those with a<br />

large number of field offices.<br />

8. Can you route invoice approval<br />

requests based on amounts, vendor name<br />

or split code billing with multi-levels?<br />

Automatic electronic workflows give an<br />

organisation the flexibility to keep work<br />

moving forward even when someone is<br />

away from the office.<br />

9. Can you automatically post approved<br />

invoices to your accounting or ERP<br />

system, eliminating double data entry and<br />

errors? Data should only be entered once<br />

either manually or via automated indexing<br />

before being shared between systems.<br />

This integration with other applications<br />

enables streamlined workflows across<br />

business functions<br />

10. Have you standardised the core<br />

workflows that are needed to accelerate<br />

the approval process? Organisations<br />

typically do not realise how much wasted<br />

time and effort - and money - is tied up in<br />

simply waiting for a manual process to<br />

move from zone manual stage to another.<br />

Once you begin the process of invoice<br />

automation and seek a solution,<br />

remember these additional questions as<br />

you talk to vendors:<br />

How does their product handle<br />

cybersecurity as work-from-home and<br />

hybrid work continues to be important?<br />

Can their solution be deployed via the<br />

cloud or on-premises - without<br />

sacrificing functionality?<br />

How quickly can their solution be<br />

deployed?<br />

Can the solution provider give you a<br />

reference list of customers from your<br />

industry?<br />

Can you buy a scalable solution - or is<br />

a big upfront investment required?<br />

Can the solution be easily extended to<br />

other processes outside of finance, or<br />

is it just a point solution?<br />

While financial process automation<br />

initiatives may start with the intent of<br />

reducing costs, the longer-term<br />

organisational impact provides an<br />

opportunity to redefine the role of the<br />

CFO. Looking forward, the CFO will<br />

continue to be the primary financial<br />

steward of the organisation. But the CFO<br />

also has a larger role to play, leading the<br />

charge for broader process<br />

transformation, and ultimately the digital<br />

transformation of the business itself.<br />

Ready to eliminate manual touch from<br />

your invoice process? Contact us for a free<br />

demo and when you are ready to get<br />

started, contact one of our expert<br />

partners via the URL below.<br />

More info:<br />

www.DocuWare.com/find a partner<br />

www.document-manager.com<br />

<strong>Sep</strong>tember/<strong>Oct</strong>ober <strong>2022</strong><br />

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

27


Dm STRATEGY: DIGITAL TRANSFORMATION<br />

The right combination<br />

From digitising paper records and secure centralised data to automated workflows<br />

powered by AI and machine learning, Fujitsu, Document Logistix and Lemmana<br />

combine to provide the ultimate integrated document management solution, as<br />

Jason Field of Document Logistix explains<br />

Fujitsu has an impressive track<br />

record of innovation in the<br />

digitisation space that was taken to<br />

the next level with the recent launch of<br />

the fi-8170 scanner. The latest Fujitsu<br />

scanners redefine what's possible and<br />

boast 32 new patents to facilitate rapid<br />

straight-to-cloud scanning.<br />

Fujitsu scanners have powered<br />

the in-house bureau at<br />

Document Logistix for many<br />

years. They enable us to scan<br />

millions of documents each<br />

year, to help organisations to<br />

digitise paper archives, and to<br />

capture and store paper used in<br />

daily operations.<br />

The accuracy of Fujitsu<br />

scanners enables us to capture<br />

data with such clarity that<br />

keyword searches rarely fail later<br />

on in the document<br />

management process. The latest<br />

scanners have built-in efficiency<br />

functions that take digitisation speeds<br />

to a whole new level. Our bureau staff<br />

have enormous regard for their ease-ofuse<br />

and ability to batch-scan mixed<br />

substrates.<br />

Together with Lemmana's<br />

progressive data handling, we<br />

are able to provide a<br />

uniquely<br />

integrated<br />

document<br />

management solution with our system,<br />

Document Manager, at the core. Newbreed<br />

digital document management<br />

means that people experience greater<br />

job satisfaction when freed from timeconsuming<br />

admin tasks, while<br />

organisations enjoy automated<br />

workflows that are optimised for<br />

productivity and compliance.<br />

THE FUTURE OF <strong>DM</strong> IS AI<br />

Artificial intelligence (AI) and machine<br />

learning (ML) are constantly in the news<br />

in many spheres, notably in security<br />

applications, the finance sector and<br />

medicine. It's fair to say that the<br />

emergence of AI in the world of<br />

document management is new and, as<br />

yet, not widely adopted or understood.<br />

The key drivers for implementing AI in<br />

document and data management are:<br />

enhanced automation, increased<br />

process efficiency, and optimised<br />

accuracy. In combination, these critical<br />

drivers eliminate error and provide a<br />

platform for reliable business process<br />

management automation.<br />

Ben Davies of Lemmana explains: "In<br />

brief, AI enables a document to be<br />

indexed and classified based on its<br />

content or layout and metadata<br />

captured such as customer number,<br />

invoice number, name, date, address,<br />

car registration, or any other preferred<br />

data. ML means that the customer can<br />

train documents progressively to achieve<br />

maximum routing accuracy, be it to a<br />

standard departmental workflow,<br />

28<br />

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

<strong>Sep</strong>tember/<strong>Oct</strong>ober <strong>2022</strong><br />

www.document-manager.com


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Using data-driven templates,<br />

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Dm STRATEGY: DIGITAL TRANSFORMATION<br />

"AI AND MACHINE LEARNING ML ARE CONSTANTLY IN THE NEWS IN MANY SPHERES, NOTABLY IN SECURITY<br />

APPLICATIONS, THE FINANCE SECTOR AND MEDICINE. IT'S FAIR TO SAY THAT THE EMERGENCE OF AI IN THE<br />

WORLD OF DOCUMENT MANAGEMENT IS NEW AND, AS YET, NOT WIDELY ADOPTED OR UNDERSTOOD. THE KEY<br />

DRIVERS FOR IMPLEMENTING AI IN DOCUMENT AND DATA MANAGEMENT ARE: ENHANCED AUTOMATION,<br />

INCREASED PROCESS EFFICIENCY, AND OPTIMISED ACCURACY. IN COMBINATION, THESE CRITICAL DRIVERS<br />

ELIMINATE ERROR AND PROVIDE A PLATFORM FOR RELIABLE BUSINESS PROCESS MANAGEMENT AUTOMATION."<br />

processed securely within and across all<br />

departments, from back-office finance,<br />

payroll and HR, to front office<br />

procurement and customer service.<br />

broader dissemination or an exception<br />

alert. My challenge is to explain the<br />

powerful new possibilities presented by<br />

AI and ML. As a rule, it is a complicated<br />

matter for companies to overhaul their<br />

business processes and document<br />

workflows. However, the latest in<br />

automation technology means that<br />

workflow redesign can be achieved<br />

quickly and reliably."<br />

SIMPLIFYING COMPLEX DOCUMENT<br />

CHALLENGES<br />

The COVID-19 pandemic sped up the<br />

digital transformation agendas of many<br />

businesses in their efforts to bolster<br />

business resilience, maintain effective<br />

customer and supply-chain interactions,<br />

facilitate remote working and boost<br />

collaboration.<br />

Fujitsu's Andrew Cowling highlights a<br />

department that faced particular<br />

challenges. "HR teams came into the<br />

spotlight when called upon to help<br />

employees concerned about their<br />

livelihoods as well as business leaders<br />

attempting to cope with unprecedented<br />

disruption. Many HR professionals felt<br />

digitally under-prepared to perform as<br />

effectively as they would have liked,<br />

notwithstanding the fact that HR<br />

already faces arguably the most<br />

complex document management and<br />

compliance challenges."<br />

Cowling goes on: "Today, HR is among<br />

many departments embracing<br />

digitisation and automation to advance<br />

critical business objectives such as<br />

workforce engagement, talent<br />

acquisition and efficient compliance,<br />

along with historical imperatives such<br />

as cost reduction."<br />

EMBED BEST PRACTICE IN<br />

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Another important benefit of<br />

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30 <strong>Sep</strong>tember/<strong>Oct</strong>ober <strong>2022</strong> www.document-manager.com<br />

@<strong>DM</strong>MagAndAwards


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Dm OPINION: E-INVOICING<br />

Invoicing moves with the times<br />

Harvey Spencer, Vice-President Xamcor, outlines the opportunity he sees for the<br />

document management industry in the most recent moves toward electronic<br />

invoicing<br />

There is an active move to<br />

transition from paper based<br />

invoicing to e-invoices that is<br />

emerging in the UK, and that has a<br />

chance to be more widely adopted<br />

than EDI. We all know that electronic<br />

invoicing should be cheaper and faster,<br />

providing an easier capability to create<br />

straight through processing with less<br />

manual labour to post invoices and<br />

approve them for payment.<br />

Faster payment in a world of<br />

increasing interest rates is of great<br />

interest to the payee, but the payer<br />

may prefer to slow things down.<br />

Nonetheless it should help with<br />

leveraging discounts for quick<br />

payment. EDI, though, never really<br />

took off because it was an arcane<br />

standard that was totally<br />

incomprehensible to the average<br />

human! Hopefully it will be different<br />

this time.<br />

NEW STANDARDS<br />

The new standards are based on the<br />

ZUGFeRD standard that was first set up<br />

in Germany in 2017. It consists of a<br />

PDF human readable rendering of the<br />

invoice with an attached computer<br />

readable XML tagged file: in effect the<br />

best of both worlds. The XML file was<br />

standardised as EN16931, but that<br />

seems to have changed to UBL<br />

(Universal Business Language).<br />

ZUGFeRD (https://www.pdftools.com/en/zugferd)<br />

has gone<br />

through a number of iterations and in<br />

late 2018, electronic invoices from<br />

business to governments (B-to-G) in<br />

the EU were mandated to use the<br />

ZUGFeRD format.<br />

UBL is an open library of standard<br />

electronic XML business documents for<br />

procurement and transportation such<br />

as purchase orders, invoices, transport<br />

logistics and waybills. It was developed<br />

by OASIS (www.oasis-open.org) from<br />

the EN16931 standard.<br />

Recently PEPPOL (Pan-European Public<br />

Procurement Online) a not-for-profit<br />

organisation based in Belgium<br />

(www.peppol.org), has been a key<br />

driver in Europe. PEPPOL provides a set<br />

of UBL Universal Business Language)<br />

specifications for establishing the<br />

implementation of an electronic<br />

procurement system for use across<br />

multiple different jurisdictions. Using<br />

PEPPOL, participant organisations can<br />

deliver UBL formatted procurement<br />

documents to each other including<br />

electronic invoices in the XML machine<br />

readable formats.<br />

The primary implementation of<br />

PEPPOL was in March <strong>2022</strong> with<br />

485,411 participant organisations from<br />

78 countries registered to receive<br />

procurement documents. But since<br />

April 2020 all public sector institutions<br />

32<br />

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

<strong>Sep</strong>tember/<strong>Oct</strong>ober <strong>2022</strong><br />

www.document-manager.com


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Dm OPINION: E-INVOICING<br />

and authorities in the EU have been<br />

required by law to receive PEPPOL<br />

invoices.<br />

The UK is one of 31 European nations<br />

that have now started to implement<br />

electronic invoicing. PEPPOL claims to<br />

allow a single e-Procurement link to the<br />

outside world dealing with current and<br />

future suppliers, both large and small in<br />

the UK and globally. A supplier requires<br />

just one connection to an 'Access Point'<br />

and PEPPOL provides a common link for<br />

e-ordering, e-invoicing, and electronic<br />

credit notes. Currently it is set up for<br />

the NHS and its vendors. Through this<br />

Access Point and link a business can<br />

send Invoices and other business<br />

document to all NHS clients and any<br />

other PEPPOL-connected commercial<br />

partners in the UK or internationally.<br />

MANAGING ACCESS<br />

An Access Point is a connection to a<br />

secure transmission point - in the case<br />

of Europe the PEPPOL network. The<br />

supplier purchases access from an<br />

Access Point service provider which<br />

allows them to exchange electronic<br />

documents with other companies that<br />

are linked to the same or another<br />

Access Point. The Access Points have a<br />

directory which allows them to route<br />

the XML based electronic invoice to<br />

another access point that has a<br />

connection with a company's customer.<br />

This should make it somewhat easier<br />

for a UK company to trade throughout<br />

Europe, since it no longer needs to deal<br />

with different national formatting<br />

standards - and if adopted widely in the<br />

UK, will help automate invoice<br />

processing. But it is not only Europe<br />

that is adopting this. The US has an<br />

initiative under way supported by the<br />

Federal Reserve which is supporting the<br />

Business Payments Coalition to create a<br />

similar system to PEPPOL that is in pilot<br />

at present. It uses commercial banks to<br />

provide the Access Points and it has<br />

plans to expand from invoices to<br />

include remittances, leveraging the<br />

ISO20022 standard that has been<br />

adopted by SWIFT.<br />

Currently there are more than 200<br />

certified Access Points around the world<br />

which form a secure global network to<br />

send (and receive) invoices and other<br />

electronic documents. The Access Point<br />

handles the process of transporting it<br />

to the recipient's Access Point that then<br />

forwards the invoice to the recipient. A<br />

business can choose whatever Access<br />

Point it likes, which could be a PEPPOL<br />

certified one, but it would perhaps<br />

make sense for the UK to get banks to<br />

provide the Access Points, as in the US.<br />

WHAT'S THE <strong>DM</strong> ANGLE?<br />

Why should this be interesting to<br />

companies in the document<br />

management space? On the sending<br />

side, the accounting or ERP system that<br />

the sender is using may or may not<br />

support the UBL standard - but it can<br />

always create a PDF, and there are a<br />

number of parsing tools that can<br />

convert the PDF to the UBL standard.<br />

Some companies will however prefer<br />

to send a paper invoice. After a fraud<br />

attempt involving email hacking that<br />

resulted in a modified PDF file, we<br />

changed back from using PDF's to<br />

sending paper, since that represents<br />

less risk for my company. In this case<br />

the Access points need to provide a<br />

service to convert a paper invoice to a<br />

UBL formatted XML file. This would<br />

represent a new market for scanner<br />

vendors and for software that provides<br />

"Invoice Processing" - usually meaning<br />

analysis and extraction of data from<br />

paper invoices. This might require the<br />

receiving company's Access Point<br />

sending Purchase Order data to the<br />

supplier's Access Point to enable<br />

accurate conversion.<br />

The recipient's Access Point would<br />

normally pass on the UBL file to the<br />

payer. But many AP systems -<br />

particularly in small companies - may<br />

be unable to process a UBL file. The<br />

logical approach, which is what seem<br />

to be happening in the US, is for the<br />

Access Point to convert the UBL file into<br />

a PDF that can be read by the receiving<br />

company. But better would be for the<br />

Access Point to know what<br />

accounting/ERP system is being used<br />

and to format the invoice into the<br />

appropriate format to ingest it<br />

automatically.<br />

After a number of false starts, I<br />

believe this move to 'electronify'<br />

invoices has a chance of success.<br />

However, it will be important to<br />

understand how small companies,<br />

which account for more than 50% of<br />

all UK businesses, create and process<br />

their invoices and for the Access Point<br />

suppliers to offer services to make that<br />

easy. If they just say "Oh, here is an<br />

electronic delivery mechanism" this will<br />

be bound to fail, except maybe for<br />

business to government, where it can<br />

be mandated.<br />

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

34 <strong>Sep</strong>tember/<strong>Oct</strong>ober <strong>2022</strong> www.document-manager.com<br />

@<strong>DM</strong>MagAndAwards


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