DM Sep-Oct 2022
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DOCUMENT<br />
M A N A G E R<br />
Dm<br />
www.document-manager.com<br />
DOCUMENT MANAGEMENT<br />
IMAGING & CAPTURE<br />
WORKFLOW/BPM<br />
CONTENT MANAGEMENT<br />
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 />
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Call 0800 612 4065<br />
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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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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
7200<br />
Bridging the gap between<br />
Desktop & High-End Production scanning<br />
Doc. Type Doc. AType Doc. A Type A<br />
IDEAL FOR HIGH-<br />
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DOCUMENT<br />
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Whatever suits your needs. CapEx or OpEx<br />
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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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iText pdf2Data intelligently<br />
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It offers significant advantages<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 />
WORKFLOWS<br />
Another important benefit of<br />
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and best practice to ensure that data<br />
and documents are routed and<br />
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As with any data in Document<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 />
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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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