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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 />
Healthcare focus:<br />
Is old tech putting the NHS at risk?<br />
<strong>DM</strong> Awards <strong>2023</strong>:<br />
Finalists announced - vote now!<br />
Management:<br />
Why is paper still with us?<br />
Strategy:<br />
Risk management<br />
NEWS • PRODUCT FOCUS • USER PROFILE • INTERVIEWS<br />
ISSN 1351-3222 Vol 31 No 5 <strong>Sep</strong>tember/<strong>Oct</strong>ober <strong>2023</strong>
Dm<br />
COMMENT<br />
Editor:<br />
Dave Tyler<br />
david.tyler@btc.co.uk<br />
Sub Editor:<br />
Mark Lyward<br />
mark.lyward@btc.co.uk<br />
Welcome to the <strong>Sep</strong>tember/<strong>Oct</strong>ober<br />
Publishing Director:<br />
John Jageurs<br />
issue of Document Manager<br />
john.jageurs@btc.co.uk<br />
Sales Manager:<br />
magazine. As this issue was<br />
Abby Penn<br />
preparing for publication, we were pleasantly<br />
abby.penn@btc.co.uk<br />
Lead Designer<br />
surprised to see a <strong>DM</strong>-related story appear in<br />
Ian Collis<br />
the mainstream press, when the Times picked<br />
ian.collis@btc.co.uk<br />
Circulation/Subscriptions:<br />
up on the ongoing cost of storage of medical<br />
Christina Willis<br />
records across the health service. The headline<br />
christina.willis@btc.co.uk<br />
Managing Director:<br />
was that the NHS in England had spent over<br />
John Jageurs<br />
£1 billion on medical records storage over the last five years.<br />
john.jageurs@btc.co.uk<br />
According to the article, "The total spend on the storage of medical<br />
Published by: Barrow &<br />
records by hospital trusts since 2017 was £1.19 billion. More than<br />
Thompkins Connexion Ltd<br />
35 Station Square,<br />
£260 million was paid for off-site storage over this period, including<br />
Petts Wood<br />
the cost of transporting documents between the storage units and<br />
Kent BR5 1LZ<br />
Tel: 01689 616000<br />
relevant departments."<br />
Fax: 01689 826622<br />
This followed on from another recent news story which revealed that<br />
Subscriptions:<br />
hospitals in Newcastle had somehow managed to not send out<br />
UK: £35/year, £60/two years,<br />
£80/three years<br />
almost 25,000 letters to GPs and patients, due to what has been<br />
Europe: £48/year, £85 two<br />
described as 'confusion' among staff with how the document<br />
years, £127 three years.<br />
ROW:£62/year, £115/two<br />
management systems in place were supposed to work.<br />
years, £168/three years<br />
Lord Allan of Hallam, the peer whose committee was behind the<br />
Published 6 times a year.<br />
Single copies can be bought<br />
findings that prompted the Times article, commented: "Electronic<br />
for £8.50 (includes postage &<br />
medical records, done properly, help everyone in the healthcare<br />
packaging). No part of this<br />
magazine may be reproduced<br />
system. Clinicians have the data they need for care, managers can<br />
without prior consent, in writing,<br />
from the publisher.<br />
plan services more effectively and patients can access their<br />
©Copyright <strong>2023</strong> Barrow &<br />
information quickly and securely. There are still far too many systems<br />
Thompkins<br />
that depend on paper records in the NHS and we all pay the price in<br />
Connexion Ltd<br />
terms of hundreds of millions of pounds of handling costs and a less<br />
Articles published reflect the<br />
efficient service."<br />
opinions of the authors and are<br />
not necessarily those of the<br />
Jon Pickering of healthcare E<strong>DM</strong> vendor Mizaic commented that<br />
publisher or his employees. While<br />
every reasonable effort is made<br />
despite repeated attempts to make the NHS paperless, paper still<br />
to ensure that the contents of<br />
dominates the sector: "EPRs (Electronic Patient Records) are definitely<br />
articles, editorial and advertising<br />
are accurate no responsibility can<br />
an important part of the long-term day-forward solution, but to be<br />
be accepted by the publisher for<br />
errors, misrepresentations or any<br />
clear, they do not remove the paper that sits in storage facilities<br />
resulting effects<br />
today and needs to be made available digitally for clinicians to use.<br />
That is the role of an electronic document management solution<br />
(E<strong>DM</strong>S) - the two systems complement one another."<br />
It is clear that there are plenty of healthcare trusts who are still at<br />
the very early stages of their journey towards digitisation, despite the<br />
success stories that we often share in these pages. And even where<br />
<strong>DM</strong> systems are deployed, there is no guarantee that they are being<br />
used effectively, as the Newcastle story graphically illustrates. There is<br />
still much to do if we are ever to see the health service as a whole see<br />
the full benefits from digitisation of records.<br />
Dave Tyler<br />
Editor<br />
david.tyler@btc.co.uk<br />
www.document-manager.com<br />
<strong>Sep</strong>tember/<strong>Oct</strong>obert <strong>2023</strong><br />
@<strong>DM</strong>MagAndAwards<br />
3
Dm CONTENTS<br />
C O N T E N T S<br />
SEPTEMBER/OCTOBER<br />
6<br />
14<br />
18<br />
20<br />
32<br />
.....................................................................................................................................................................................................<br />
MARKET FOCUS: DENTAL RECORDS………….............................................……….6<br />
Grace Schneider of Storetec examines the advantages of keeping digital patient records in a<br />
paperless dental practice<br />
EVENT: <strong>DM</strong> AWARDS <strong>2023</strong>……...................................................................………8<br />
Nominations are closed, and the list of finalists is here - see below for how to vote for your<br />
preferred products and companies<br />
COMPANY UPDATE: DOCUWARE ………......................................................……12<br />
David Malan, Sales Director, UK & Ireland, DocuWare, addresses a number of key queries<br />
about working with the company as a partner<br />
CASE STUDY: PITTSBURGH TECHNICAL COLLEGE…….......................................…14<br />
Pittsburgh Technical College saves thousands a year while simplifying and securing printing,<br />
reducing its paper order from a pallet a month to one a year<br />
INTERVIEW: HYLAND……..............................................................................……16<br />
<strong>DM</strong> magazine editor David Tyler caught up with Hyland's VP for EMEA and APAC, Tim<br />
Hood, at the company's Hyland Summit event in London<br />
MARKET FOCUS: HEALTHCARE………….....................................................……..18<br />
Not keeping technology systems up to date can be a false economy in several ways for<br />
healthcare organisations, argues Andrew Cowling of PFU (EMEA) a Ricoh company<br />
CASE STUDY: LAGER 3000………..................................................................……20<br />
Archiving expert LAGER 3000 needed more reliable and productive document scanners, so<br />
migrated to the SCAMAX range from InoTec<br />
OPINION: GOING PAPERLESS……..............................................................………22<br />
Nigel Dews, Managing Director of Restore Records Management, shares eleven very sound<br />
reasons why paper hasn't gone away<br />
STRATEGY: RISK MANAGEMENT……….....................................................………26<br />
Global executives are evolving their approach to risk, says Sue Trombley, Managing Director<br />
of Thought Leadership, Iron Mountain, examining who is responsible for risk management<br />
and how they can adopt solutions that protect all parts of the organisation<br />
COMPANY UPDATE: CANON....................................….........................................30<br />
<strong>DM</strong> Magazine catches up with Canon UK & Ireland's scanning and capture team in the<br />
run-up to this year's <strong>DM</strong> Awards night<br />
TECHNOLOGY: MICROFILM SCANNING………............................................……..32<br />
Kaycee Jaeger, Marketing Director, e-ImageData, tells you everything you need to know<br />
about getting the best out of high quality microfilm scans<br />
4 @<strong>DM</strong>MagAndAwards <strong>Sep</strong>tember/<strong>Oct</strong>ober <strong>2023</strong> www.document-manager.com
Knowledge is power.<br />
Document Scanning<br />
Digital Workflow Solutions<br />
FreeDocs Cloud Document Management<br />
Automated AI Technology<br />
Microfilm and Microfiche Scanning<br />
Consultancy Services<br />
Secure Document Destruction<br />
Call 0800 612 4065<br />
or email sales@storetec.net<br />
www.storetec.net
Dm MARKET FOCUS: DENTAL RECORDS<br />
A closer look at digitisation of dental records<br />
Grace Schneider of<br />
Storetec examines the<br />
advantages of keeping<br />
digital patient records in<br />
a paperless dental<br />
practice<br />
Dental record scanning is the<br />
conversion of paper-based dental<br />
patient records into digital patient<br />
records, making it easier to access and<br />
manage patient information. The Care<br />
Quality Commission has recently shared<br />
guidance for dental practitioners for<br />
managing their dental records. Dental<br />
professionals are required to make and<br />
keep accurate dental records of care<br />
provided to patients.<br />
One of the fundamental criteria used to<br />
manage risk in a dental practice is keeping<br />
good quality clinical records. During<br />
inspections the CQC may ask to see parts of<br />
a dental care record to corroborate<br />
evidence of what staff and patients tell<br />
them about the quality of care. Would you<br />
be able to find a specific patient record in<br />
your practice?<br />
The link between comprehensive patient<br />
care and digital dental records cannot be<br />
overstated. While the process might seem<br />
intimidating or unnecessary to some,<br />
scanning dental records offers numerous<br />
benefits that contribute to better patient<br />
care, streamlined practice operations, and<br />
improved communication between<br />
healthcare providers. This article aims to<br />
debunk myths surrounding scanning dental<br />
records and shed light on why it's essential<br />
for both dentists and patients.<br />
SEVEN BENEFITS OF A PAPERLESS<br />
DENTAL PRACTICE<br />
1. Accessibility & efficiency<br />
Digital dental records can be accessed<br />
instantly from any location with secure<br />
online access. This accessibility is especially<br />
valuable in emergency situations or when<br />
coordinating care with other healthcare<br />
providers. Additionally, practitioners will be<br />
able to promptly access any files requested<br />
by CQC in their inspection.<br />
2. Data security & backup<br />
Storing dental records digitally allows for<br />
secure backups and protection against<br />
physical damage, loss, or theft. Encryption<br />
and secure storage systems ensure patient<br />
privacy and compliance with data<br />
protection regulations, including the<br />
General Data Protection Regulation (GDPR).<br />
3. Improved patient care<br />
Digital records provide a comprehensive<br />
overview of a patient's dental history,<br />
enabling more informed treatment<br />
decisions. Dentists can easily track changes,<br />
monitor progress, and identify potential<br />
6 <strong>Sep</strong>tember/<strong>Oct</strong>ober <strong>2023</strong> www.document-manager.com<br />
@<strong>DM</strong>MagAndAwards
MARKET FOCUS: DENTAL RECORDS Dm<br />
"SCANNING SOLUTIONS ENABLE YOU TO CAPTURE AND ROUTE DATA, BUT THEY ONLY SOLVE ONE PIECE OF THE<br />
PUZZLE. THE ABILITY TO CAPTURE DATA FROM YOUR EMAIL CLIENT, OFFICE ENVIRONMENT, THE WEB, ERP,<br />
FINANCE, CRM AND CUSTOMER SERVICE APPS IS ESSENTIAL. A SYSTEM THAT CANNOT ACCEPT DOCUMENT DATA<br />
FROM ALL YOUR BUSINESS SOLUTIONS WILL NOT DELIVER THE EXPECTED BENEFITS TO THE BUSINESS. SYSTEMS<br />
INTEGRATION IS THEREFORE A MUST."<br />
issues that might not be apparent in<br />
isolated paper records.<br />
4. Enhanced communication<br />
Collaborating with other healthcare<br />
providers becomes seamless when sharing<br />
digital records. Specialists can access<br />
relevant information quickly, leading to<br />
more coordinated and effective treatment<br />
plans. Patients often expect to access their<br />
records online, which is in line with<br />
regulatory requirements that typically<br />
mandate record retention for a minimum<br />
of two years.<br />
5. Reduced administrative burden<br />
Retrieving, updating, and organising paper<br />
records in the field of dentistry can be<br />
exceptionally time-consuming and prone<br />
to errors. For instance, consider the process<br />
of filling out comprehensive patient<br />
information forms, including X-rays and<br />
tooth diagrams for dental work, only to<br />
have them filed away in a large cabinet,<br />
which introduces numerous possibilities for<br />
human error, misplacement, or damage to<br />
vital records.<br />
Such paper-based medical record<br />
processes can be a significant<br />
administrative burden, diverting valuable<br />
time and resources away from patient care.<br />
This is why medical record scanning offers<br />
a practical solution to these challenges.<br />
6. Eco-friendly approach<br />
Going paperless reduces paper waste,<br />
contributing to a more environmentally<br />
sustainable practice. By embracing digital<br />
records and processes, paperless dental<br />
practices significantly reduce paper waste,<br />
minimising their carbon footprint.<br />
Becoming a paperless dental practice not<br />
only conserves precious natural resources<br />
but also reduces the need for storage<br />
space, cutting down on physical clutter<br />
within the office. This paperless<br />
transformation enables dental teams to<br />
work more efficiently, providing patients<br />
with faster and more streamlined services<br />
while contributing to a greener and more<br />
eco-conscious healthcare approach.<br />
7. Future-proofing<br />
The future of digital patient records holds<br />
tremendous promise within evolving<br />
healthcare systems. As technology<br />
continues to advance, digital records, with<br />
their inherent flexibility, can seamlessly<br />
adapt to new software platforms and<br />
evolving industry standards. This<br />
adaptability ensures that patient data<br />
remains accessible and relevant, even as<br />
healthcare technology undergoes rapid<br />
transformations. Moreover, the integration<br />
of artificial intelligence (AI) and machine<br />
learning into digital record systems opens<br />
up exciting possibilities, such as predictive<br />
analytics for disease prevention and<br />
personalised treatment recommendations.<br />
In conclusion, the belief that traditional<br />
paper-based dental records are sufficient is<br />
no longer accurate in today's healthcare<br />
landscape. Dental record scanning brings<br />
numerous advantages, from improved<br />
patient care to enhanced practice efficiency<br />
and security.<br />
Embracing digital records allows dentists<br />
to stay at the forefront of healthcare<br />
technology, providing the best possible<br />
care for their patients and aiding in CQC<br />
audits. As the dental industry evolves,<br />
adopting a digital approach is not just a<br />
convenience, but a necessity for optimal<br />
patient care and practice success. Get in<br />
touch today to discuss our dental record<br />
scanning services.<br />
More info: www.storetec.net<br />
DEBUNKING DENTAL RECORD STORAGE MYTHS<br />
Myth 1: Traditional Paper Records Are Sufficient<br />
Contrary to the belief that traditional paper-based dental records are sufficient, the reality is that these records can be susceptible<br />
to damage, loss, or misplacement. Paper records are also more challenging to access and share among healthcare providers,<br />
potentially leading to delays in treatment or complications in emergencies.<br />
Scanning dental records into a secure digital format addresses these issues by providing a convenient, easily accessible, and<br />
searchable database that enhances patient care and practice efficiency.<br />
Myth 2: Scanning Dental Records Is Time-Consuming and Complicated<br />
Some dentists may resist digitising their dental records due to the misconception that the process is time-consuming and<br />
complicated. However, advances in technology have simplified the scanning process significantly.<br />
Modern scanning equipment and software make it easier than ever to convert paper records into digital files. Additionally, once<br />
the initial scanning is complete, managing digital records is more efficient, saving time for both dentists and their staff.<br />
www.document-manager.com<br />
<strong>Sep</strong>tember/<strong>Oct</strong>ober <strong>2023</strong><br />
@<strong>DM</strong>MagAndAwards<br />
7
Dm EVENT: <strong>DM</strong> AWARDS <strong>2023</strong><br />
Is your name on the list?<br />
Nominations are closed, and the list of finalists is here - see below for how to vote<br />
for your preferred products and companies<br />
<strong>Sep</strong>tember 18th saw initial nominations<br />
close for this year's <strong>DM</strong> Awards, and<br />
voting is now open - the full list of<br />
finalists is on the following pages, and you<br />
now have until November 3rd to make your<br />
voice heard. Remember, you don't have to<br />
vote in every category, just the ones you're<br />
interested in.<br />
One new category that saw lots of interest<br />
was the 'Contribution to the Industry' award,<br />
as <strong>DM</strong> editor Dave Tyler comments: "We've<br />
been talking for a couple of years now about<br />
introducing some kind of individual award to<br />
recognise specific characters who've made an<br />
impact in the sector, but we weren't sure<br />
whether it was something our readers would<br />
be interested in supporting. We've been<br />
blown away by how many people were<br />
nominated in this category, and we can't<br />
wait to see who the winner turns out to be!"<br />
Nominations for the two Project of the Year<br />
awards (Public and Private Sector) are still<br />
open at the time of publication, so any firms<br />
wanting to submit an entry can still send a<br />
Word or PDF case study to Abby Penn at the<br />
office (abby.penn.btc@gmail.com). These<br />
awards will, as ever, be judged by our<br />
independent panel of experts - so make<br />
them interesting!<br />
The <strong>DM</strong> Awards <strong>2023</strong> timeline in full is as<br />
follows:<br />
18th <strong>Sep</strong>tember, finalists announced and<br />
voting opened<br />
20th <strong>Oct</strong>ober nominations close for the<br />
Project Categories<br />
<strong>DM</strong> AWARDS FINALISTS <strong>2023</strong><br />
(voted for by a judging panel)<br />
3rd November, voting closes<br />
16th November, <strong>DM</strong> Awards ceremony<br />
The <strong>2023</strong> Document Manager Awards will<br />
take place at the Leonardo Royal Hotel<br />
London City, 8-14 Coopers Row, London,<br />
EC3N 2BQ. Anyone wishing to attend on<br />
the night can get a special rate at the hotel<br />
via the Accommodation link on the Awards<br />
website below.<br />
There are still some sponsorship<br />
opportunities available for any organisations<br />
looking to promote themselves at the<br />
industry event of the year - once again,<br />
please email Abby at the address above to<br />
find out more.<br />
More info: www.dmawards.com<br />
ONE TO WATCH: COMPANY<br />
Captova Technologies<br />
d.velop<br />
DATAWIN<br />
enChoice<br />
Encodian<br />
Kloo<br />
Latourrette Consulting<br />
NDB Upstream<br />
Office Fox<br />
ProjectReady<br />
RVT (Revitalise Technology)<br />
Technology & Cognition LAB<br />
Xillio<br />
ONE TO WATCH: PRODUCT<br />
Aluma Technologies - Aluma IDP Platform<br />
Captova Technologies - Captova AI Intelligent Document Processing<br />
DATAWIN - InoTec SCAMAX 3x1<br />
DocuWare - DocuWare<br />
ELO Digital Office - ELO ECM Suite<br />
enChoice - Knowledge Capture<br />
Encodian - Filer<br />
Epson - DS-C490<br />
ibml - FUSiON HD<br />
Kdan Mobile Software Ltd - PDF Reader<br />
Kloo - AI Accounts Payable Automation<br />
OASIS Group - Plexus<br />
PFU (EMEA) a RICOH Company - RICOH fi-8040 Image Scanner<br />
ProjectReady - DCNext<br />
Storetec - FreeDocs Cloud Document Management platform<br />
Technology & Cognition LAB - AIDA<br />
ACCOUNTS PAYABLE/INVOICING PRODUCT OF THE YEAR<br />
Anota - Vertosuite<br />
Canon - Therefore Online<br />
8<br />
@<strong>DM</strong>MagAndAwards<br />
<strong>Sep</strong>tember/<strong>Oct</strong>ober <strong>2023</strong><br />
www.document-manager.com
EVENT: <strong>DM</strong> AWARDS <strong>2023</strong> Dm<br />
Document Logistix - Document Manager 5<br />
DocuWare - DocuWare for Invoice Processing<br />
Dokmee - Dokmee Forms<br />
ELO Digital Office - ELO Invoice<br />
I.R.I.S. (Canon Group) - IRISXtract<br />
ibml - ibml Cloud Capture<br />
Kloo - AI Accounts Payable Automation<br />
KnowledgeLake - StreamLine Solutions: Invoices<br />
Kodak Alaris - Kodak Info Input Solution<br />
Kofax - AP Essentials<br />
Kyocera Document Solutions - Kyocera Accounts Payable<br />
Automation<br />
Laserfiche - Laserfiche Smart Invoice Capture<br />
OASIS Group - Omnidox AP<br />
Process Fusion - Capture Point<br />
Yooz - Rising<br />
WORKFLOW/BPM PRODUCT OF THE YEAR<br />
Aluma Technologies - Aluma IDP Platform<br />
Canon - Therefore Online<br />
CaptureBites - MetaServer<br />
Document Logistix - Document Manager 5<br />
DocuWare - DocuWare for Employee Management<br />
ELO Digital Office - ELO ECM Suite<br />
Hyland - Hyland RPA<br />
Kodak Alaris - Kodak Info Input Solution<br />
Kofax - TotalAgility<br />
Microsoft - Power Automate<br />
OASIS Group - Omnidox 5<br />
ProjectReady - DC Next<br />
Storetec - Freedocs<br />
ENTERPRISE CMS PRODUCT OF THE YEAR<br />
Canon - Therefore Online<br />
Docufree - DocumentCloud<br />
Document Logistix - Document Manager 5<br />
DocuWare - DocuWare<br />
Dokmee - Dokmee ECM<br />
enChoice - Knowledge Capture Cloud<br />
Hyland - Nuxeo Platform<br />
Kodak Alaris - Kodak Info Input Solution<br />
Laserfiche - Laserfiche Cloud<br />
M-Files - M-Files Document Management<br />
Xerox - DocuShare<br />
OPEN SOURCE DOCUMENT MANAGEMENT SOFTWARE<br />
OF THE YEAR<br />
Canon - Therefore<br />
Dokmee - Dokmee ECM<br />
enchoice - Knowledge Capture<br />
Hyland - Alfresco Platform<br />
iText Software - iText 7<br />
Kdan Mobile Software - Kdan PDF SDK<br />
Kodak Alaris - Kodak Info Input Solution<br />
Technology & Cognition LAB - AIDA<br />
Xerox - DocuShare<br />
LOW CODE/NO CODE PRODUCT OF THE YEAR<br />
ABBYY - Vantage 2.2<br />
Adlib Software - Transform <strong>2023</strong><br />
Aluma Technologies - Aluma IDP Platform<br />
Canon - Therefore Online<br />
DocuWare - DocuWare Preconfigured Cloud Solutions<br />
Dokmee - Dokmee ECM<br />
Dyanix - Apty<br />
ELO Digital Office - ELO ECM Suite<br />
Filestream - File Stream 5<br />
ibml - ibml Cloud Capture<br />
Kodak Alaris - Kodak Info Input Solution<br />
Kofax - TotalAgility<br />
Laserfiche - Laserfiche<br />
ProjectReady - DCNext<br />
PRINT FLEET MANAGEMENT SOLUTION OF THE YEAR<br />
Brother - BRAdmin Professional 4<br />
Canon - uniFLOW Online<br />
Epson - ERS<br />
HP - HP Web Jetadmin<br />
Kodak Alaris - MPS Capture Agent<br />
Kofax - Control Suite<br />
Konica Minolta - Dispatcher Suite<br />
Kyocera Document Solutions - Cloud Print and Scan<br />
Process Fusion - UniPrint<br />
Xerox - Altalink<br />
BPO/OUTSOURCING/BUREAU BUSINESS OF THE YEAR<br />
ArchiDoc an OASIS Group Company<br />
Canon Business Services<br />
Crown Records Management<br />
Datatron<br />
Direct Data Capture<br />
Docufree<br />
Dokmee<br />
Geoff Smith Associates<br />
Iron Mountain<br />
Kodak Alaris<br />
Parseq<br />
Scan House<br />
Storetec<br />
DATA CAPTURE/RECOGNITION PRODUCT OF THE YEAR<br />
ABBYY - Vantage<br />
Adlib Software - Transform AI<br />
Aluma Technologies - Aluma IDP Platform<br />
Canon - CaptureOnTouch Pro v5<br />
Captova Technologies - Captova AI Intelligent Document<br />
Processing<br />
CaptureBites - MetaServer<br />
DocuWare - Intelligent Indexing<br />
Dokmee - Dokmee Capture<br />
ELO Digital Office - ELO DocXtractor<br />
enChoice - Knowledge Capture<br />
Epson - Document Capture Pro<br />
Hyland - Brainware<br />
I.R.I.S. (Canon Group) - IRISXtract<br />
ibml - ibml Capture Suite<br />
Kodak Alaris - Capture Pro<br />
Kofax - TotalAgility<br />
PFU (EMEA) a RICOH Company - PaperStream Capture Pro<br />
Scan-Optics - easy.forward<br />
RECORDS MANAGEMENT PRODUCT OF THE YEAR<br />
Canon - Therefore<br />
CCube Solutions - CCube Cloud<br />
Document Logistix - Document Manager 5<br />
DocuWare - DocuWare for Smart Document Control<br />
ELO Digital Office - ELO ECM Suite - eGovernment<br />
enChoice - Knowledge Capture<br />
EzeScan - EzeScan Capture 5.0<br />
Hyland - Alfresco Platform<br />
Iron Mountain - Smart Sort<br />
Kodak Alaris - Kodak Info Input Solution<br />
Laserfiche - Laserfiche<br />
Mizaic - MediViewer<br />
www.document-manager.com<br />
<strong>Sep</strong>tember/<strong>Oct</strong>ober <strong>2023</strong><br />
@<strong>DM</strong>MagAndAwards<br />
9
Dm EVENT: <strong>DM</strong> AWARDS <strong>2023</strong><br />
OASIS Group - Plexus<br />
ProjectReady - DCNext<br />
Storetec - i-Trac Records Management Platform<br />
AI PRODUCT OF THE YEAR<br />
ABBYY - Vantage 2.2<br />
Adlib Software - Transform AI<br />
Aluma Technologies - Aluma IDP Platform<br />
DocuWare - Intelligent Indexing<br />
Dokmee - Dokmee Capture<br />
ELO Digital Office - ELO DocXtractor<br />
I.R.I.S. (Canon Group) - IRISXtract<br />
Kloo - AI Accounts Payable Automation<br />
KnowledgeLake - Intuitive AI<br />
Kodak Alaris - Kodak Info Input Solution<br />
Lemmana - Lemmana<br />
Microsoft - OpenAI<br />
Open AI - ChatGPT<br />
Yooz - Rising<br />
RPA PRODUCT OF THE YEAR<br />
Document Logistix/Lemmana - Document Manager<br />
Dokmee - Dokmee Capture<br />
ELO Digital Office - ELO ECM Suite<br />
Hyland - Hyland RPA<br />
KnowledgeLake - KnowledgeLake Platform<br />
Kodak Alaris - Kodak Info Input Solution<br />
Kofax - Kofax RPA<br />
Laserfiche - Laserfiche RPA<br />
Lemmana - Lemmana Content Services<br />
SERVICE/SUPPORT COMPANY OF THE YEAR<br />
Anota<br />
Canon<br />
Document Logistix<br />
DocuWare<br />
Dyanix<br />
e-ImageData<br />
E<strong>DM</strong> Healthcare Consulting<br />
enChoice<br />
Filestream<br />
Hyland<br />
ibml<br />
Kodak Alaris<br />
Midwich<br />
OASIS Group<br />
Paralogic<br />
RTS<br />
Scansation<br />
Storetec<br />
STORAGE PRODUCT OF THE YEAR<br />
Amazon - Amazon S3 Storage<br />
DocuWare - DocuWare Cloud<br />
Dokmee - Dokmee Cloud<br />
enChoice - Knowledge Capture Cloud<br />
FileBank - The Vault<br />
Filestar - Filestar<br />
Iron Mountain - InSight SaaS on AWS<br />
Principled Storage - Fully GDPR Compliant Tote<br />
Storetec - Freedocs<br />
COMPLIANCE PRODUCT OF THE YEAR<br />
Adlib Software - Transform <strong>2023</strong><br />
Canon - uniFLOW Online Zero Trust<br />
CCube - eShare<br />
DocuWare - DocuWare Cloud<br />
Dokmee - Dokmee ECM<br />
ELO Digital Office - ELO ECM Suite<br />
Geoff Smith Associates - CYCFirearms<br />
iDocs Solutions - iDocs Bindr<br />
iText - iText 7<br />
Kodak Alaris - Kodak Info Input Solution<br />
Lemmana - Lemmana Content Services<br />
OASIS Group - Omnidox<br />
Storetec - Freedocs Cloud Document Management Platform<br />
CHANNEL PARTNER OF THE YEAR<br />
Anota<br />
DocuWare<br />
Dokmee<br />
Dyanix<br />
ELO Digital Office<br />
Encodian<br />
Kodak Alaris<br />
Midwich<br />
Northamber<br />
Office Fox<br />
PFU (EMEA) a RICOH Company<br />
Selectec<br />
SOS Systems<br />
IMAGING PRODUCT OF THE YEAR: HIGH VOLUME<br />
Aluma Technologies - Aluma IDP Platform<br />
Canon - imageFORMULA DR-G2090<br />
DATAWIN - InoTec SCAMAX 6x1<br />
DocuWare - DocuWare<br />
Dokmee - Dokmee Capture<br />
Epson - DS32000<br />
ibml - FUSiON HD<br />
Kodak Alaris - Kodak 5650 Scanner<br />
OPEX - Gemini<br />
PFU (EMEA) a RICOH Company - RICOH fi-7900 Image Scanner<br />
IMAGING PRODUCT OF THE YEAR: DESKTOP/PORTABLE/OTHER<br />
Brother - ADS-4900W<br />
Canon - imageFORMULA R30<br />
DATAWIN - InoTec SCAMAX 3x1<br />
Dokmee - Capture<br />
e-ImageData - ScanPro All-In-One<br />
Epson - DS-C790WN<br />
Hyland - Hyland Heathcare's Medical Imaging Suite - Nilread<br />
ibml - DS1155<br />
I.R.I.S. (Canon Group) - IRIScan Desk 6 Pro<br />
Kodak Alaris - E1040<br />
PFU (EMEA) a RICOH Company - ScanSnap iX1600<br />
IMAGING PRODUCT OF THE YEAR: WORKGROUP/DEPARTMENTAL<br />
Brother - ADS- 4900W<br />
Canon - imageFORMULA DR-M1060II<br />
DATAWIN - InoTec SCAMAX 3x1<br />
Docufree - ScanCloud<br />
Dokmee - Capture<br />
Epson - DS32000<br />
ibml - DS1210<br />
Kodak Alaris - S3100f<br />
PFU (EMEA) a RICOH Company - RICOH fi-8040 Image Scanner<br />
MOBILE CAPTURE PRODUCT OF THE YEAR<br />
Brother - DS-940DW<br />
Canon - imageFORMULA P-215II<br />
Dokmee - Capture<br />
Epson - ES-50<br />
10 @<strong>DM</strong>MagAndAwards <strong>Sep</strong>tember/<strong>Oct</strong>ober <strong>2023</strong><br />
www.document-manager.com
EVENT: <strong>DM</strong> AWARDS <strong>2023</strong> Dm<br />
I.R.I.S. (Canon Group) - IRIScan Desk 6 Pro<br />
Kodak Alaris - Kodak Info Input Solution<br />
PFU (EMEA) a RICOH Company - ScanSnap iX1300 Image Scanner<br />
Technology & Cognition LAB - AIDA<br />
SOFTWARE PRODUCT OF THE YEAR<br />
Aluma Technologies - Aluma IDP Platform<br />
Anota - Vertosuite<br />
Apty - Apty Digital Adoption Platform<br />
CCube - CCube<br />
Document Logistix - Document Manager 5<br />
DocuWare - DocuWare<br />
e-ImageData - AUTO-Scan Pro<br />
ELO Digital Office - ELO ECM Suite<br />
Hyland - Nuxeo Platform<br />
I.R.I.S. (Canon Group) - Readiris PDF 23<br />
ibml - ibml Capture Suite<br />
Kodak Alaris - Kodak Info Input Solution<br />
Kyocera Document Solutions - Kyocera Cloud Print and Scan<br />
Mizaic - MediViewer<br />
OASIS Group - Omnidox 5<br />
Open AI - ChatGPT<br />
PFU (EMEA) a RICOH Company - PaperStream Capture Pro<br />
Storetec - FreeDocs<br />
HARDWARE PRODUCT OF THE YEAR<br />
Brother - ADS-4900W<br />
Canon - imageFORMULA DR-G2090<br />
DATAWIN - InoTec SCAMAX 3x1<br />
e-ImageData - ScanPro All-In-One<br />
Epson - Expression 12000XL<br />
I.R.I.S. (Canon Group) - IRIScan Desk 6 Pro<br />
ibml - FUSiON HD<br />
Kodak Alaris - S3140<br />
OPEX - Gemini<br />
PFU (EMEA) a RICOH Company - RICOH fi-8170 Image Scanner<br />
MARKETING TEAM OF THE YEAR<br />
Anota<br />
Canon UK Channel Marketing Team<br />
DATAWIN<br />
DocuWare<br />
Dokmee<br />
Dyanix<br />
ELO Digital Office<br />
enChoice<br />
Encodian<br />
Epson<br />
Hyland<br />
ibml<br />
Kodak Alaris<br />
Kofax<br />
Midwich<br />
Northamber<br />
OASIS Group<br />
Office Gemini<br />
PFU (EMEA) a RICOH Company<br />
Storetec<br />
CONTRIBUTION TO THE INDUSTRY AWARD<br />
Andrew Graham - PFU (EMEA) a RICOH Company<br />
Ashley Keil - ibml<br />
Cheryl Barker - Dyanix<br />
David LIttler- enChoice<br />
David Whitton - Azets Document Solutions<br />
Douglas de Oliveira - Dokmee<br />
Emma Filmer - Midwich<br />
Harry Pettet - E<strong>DM</strong> Healthcare<br />
Pierre Himmelmann - ELO Digital Office<br />
Quentyn Taylor - Canon<br />
Robbie Trower - Kodak Alaris<br />
Sid Sutherland - Scansation<br />
EDITOR'S CHOICE - Winner decided by the Editor of Document<br />
Manager magazine<br />
PRODUCT OF THE YEAR<br />
Aluma Technologies - Aluma IDP Platform<br />
Anota - Vertosuite<br />
Brother - ADS-4900W<br />
Canon - imageFORMULA DR-M1060II<br />
DATAWIN - InoTec SCAMAX 3x1<br />
Document Logistix - Document Manager 5<br />
DocuWare - DocuWare<br />
e-ImageData - ScanPro All-in-One<br />
ELO Digital Office - ELO ECM Suite<br />
Epson - DS-770ii<br />
I.R.I.S. (Canon Group) - IRISXtract<br />
ibml - FUSiON HD<br />
iDocs Solutions - iDocs Bindr<br />
Kodak Alaris - E1000 Series Scanners<br />
Laserfiche - Laserfiche<br />
OASIS Group - Omnidox 5<br />
OPEX - Gemini<br />
PFU (EMEA) a RICOH Company - RICOH fi-8170 Image Scanner<br />
Storetec - Freedocs<br />
Yooz - Rising<br />
COMPANY OF THE YEAR<br />
Aluma Technologies<br />
Anota<br />
Canon<br />
DATAWIN<br />
Docment Logistix<br />
DocuWare<br />
Dokmee<br />
Dyanix<br />
E<strong>DM</strong> Healthcare Consulting<br />
ELO Digital Office<br />
Hyland<br />
I.R.I.S. (Canon Group)<br />
ibml<br />
Kodak Alaris<br />
Laserfiche<br />
Midwich<br />
Northamber<br />
OASIS Group<br />
Office Gemini<br />
OPEX<br />
PFU (EMEA) a RICOH Company<br />
RTS<br />
Storetec<br />
Yooz<br />
More info: www.dmawards.com<br />
www.document-manager.com<br />
<strong>Sep</strong>tember/<strong>Oct</strong>ober <strong>2023</strong><br />
@<strong>DM</strong>MagAndAwards<br />
11
Dm COMPANY UPDATE: DOCUWARE<br />
Empowering partners<br />
David Malan, Sales Director, UK & Ireland, DocuWare,<br />
addresses a number of key queries about working with the<br />
company as a partner<br />
In today's ever-evolving business<br />
landscape, where digital efficiency,<br />
compliance, automated workflows<br />
and seamless operations are critical,<br />
digitalising processes is a cornerstone<br />
for success. But for many that first step<br />
on the road to digitise can be<br />
understandably daunting.<br />
For our valued network of DocuWare<br />
resellers, the ability to effectively<br />
demonstrate how our <strong>DM</strong>S solution<br />
can address the specific pain points of<br />
their prospective customers is vital to<br />
building trust and ultimately making<br />
the sale.<br />
We consider our Partner network as<br />
the key to our success. These<br />
partnerships are rooted in many years<br />
of collective effort from all parties<br />
towards the end goals - success,<br />
growth, increased revenue and happy<br />
loyal customers.<br />
For our partners, we craft tailored<br />
marketing and growth plans, provide<br />
training, and certifications, and work<br />
side-by-side in sales and<br />
implementation efforts. In particular,<br />
our comprehensive training program<br />
equips partners with lead-generation<br />
strategies, solution-selling techniques,<br />
and back-end implementation expertise.<br />
Our commitment extends beyond just<br />
support - we proudly stand alongside<br />
our partners for every step of their own<br />
journey, so they, in turn, can stand<br />
alongside their customers too.<br />
In this comprehensive guide, we delve<br />
into the seven most common questions<br />
prospective buyers ask our resellers.<br />
These responses offer valuable insights to<br />
empower you as you help your new<br />
customers select the best ECM to succeed<br />
in their own digitalisation journeys.<br />
1. How long does it take to implement<br />
DocuWare?<br />
For businesses considering<br />
implementing DocuWare,<br />
understanding the timeline is crucial.<br />
Partners can provide a clear picture by<br />
elaborating on the factors that<br />
influence implementation duration.<br />
While implementations can take as<br />
little as three days for specific use<br />
cases, such as DocuWare's preconfigured<br />
solution for invoice<br />
processing in the Cloud, more complex<br />
solutions may take around 30 days.<br />
The emphasis here really is on the<br />
flexibility of DocuWare's configuration<br />
and low-code requirements, enabling<br />
efficient deployment even in complex<br />
environments.<br />
2. Which processes can I automate with<br />
DocuWare?<br />
A remarkable feature of DocuWare is its<br />
adaptability to virtually any documentdriven<br />
process. While a bold claim, it's<br />
one backed by a versatile workflow<br />
engine and a user-friendly interface that<br />
enables replication of user actions and<br />
data-driven decision-making. While over<br />
70% of new DocuWare users initially<br />
implement automation in finance, the<br />
scope is not limited to this sector alone.<br />
Other departments, such as Contracts<br />
Management with electronic signing,<br />
Sales with automated notifications, HR<br />
management for compliant storage, and<br />
Manufacturing for compliance and<br />
strategic enhancements, can all benefit<br />
from DocuWare's automation<br />
capabilities.<br />
3. Is DocuWare compliant with data<br />
protection regulations?<br />
DocuWare's commitment to data<br />
protection is unwavering. With both<br />
Cloud and On-premise solutions,<br />
compliance truly is a top priority. For<br />
those concerned about cloud solutions,<br />
DocuWare is hosted within Microsoft<br />
12 <strong>Sep</strong>tember/<strong>Oct</strong>ober <strong>2023</strong> www.document-manager.com<br />
@<strong>DM</strong>MagAndAwards
COMPANY UPDATE: DOCUWARE Dm<br />
"A REMARKABLE FEATURE OF DOCUWARE IS ITS ADAPTABILITY TO VIRTUALLY ANY DOCUMENT-DRIVEN PROCESS.<br />
WHILE A BOLD CLAIM, IT'S ONE BACKED BY A VERSATILE WORKFLOW ENGINE AND A USER-FRIENDLY INTERFACE<br />
THAT ENABLES REPLICATION OF USER ACTIONS AND DATA-DRIVEN DECISION-MAKING. WHILE OVER 70% OF<br />
NEW DOCUWARE USERS INITIALLY IMPLEMENT AUTOMATION IN FINANCE, THE SCOPE IS NOT LIMITED TO THIS<br />
SECTOR ALONE. OTHER DEPARTMENTS, SUCH AS CONTRACTS MANAGEMENT WITH ELECTRONIC SIGNING, SALES<br />
WITH AUTOMATED NOTIFICATIONS, HR MANAGEMENT FOR COMPLIANT STORAGE, AND MANUFACTURING FOR<br />
COMPLIANCE AND STRATEGIC ENHANCEMENTS, CAN ALL BENEFIT FROM DOCUWARE'S AUTOMATION<br />
CAPABILITIES."<br />
Azure across major regions globally.<br />
In Europe, for instance, the EMEA data<br />
centre resides in Dublin, Ireland, with<br />
replication servers in Amsterdam. This<br />
strategic setup ensures compliance with<br />
data protection laws through<br />
automated replication, encrypted<br />
backups, and adherence to rigorous<br />
standards.<br />
4. Why do I need DocuWare for invoice<br />
processing if I already have an<br />
accounting system?<br />
In the world of finance, ERP and<br />
accounting systems are the bedrock of<br />
managing business finances and profit<br />
and loss statements. However, the need<br />
for automation cannot be overstated,<br />
particularly in document-driven<br />
processes.<br />
ERP systems, while proficient in<br />
financial data management, lack the<br />
capability for automated document<br />
indexing and workflows. This is where<br />
DocuWare shines. By seamlessly<br />
integrating with ERP systems, DocuWare<br />
brings automation to the forefront,<br />
eliminating manual document handling,<br />
reducing errors, and accelerating<br />
processing times by up to 80%.<br />
5. How can DocuWare help prevent<br />
fraudulent and duplicate invoices?<br />
One of the most significant challenges in<br />
financial management is combating<br />
fraudulent and duplicate invoices. Here,<br />
DocuWare's AI-based Intelligent Indexing<br />
comes into play.<br />
This powerful feature significantly<br />
reduces invoice capture time through<br />
intelligent optical character recognition<br />
and rules-based routing. By automating<br />
checks and validations, DocuWare<br />
minimises the risk associated with say for<br />
example invoice payments, ensuring<br />
accuracy, and efficiency, and mitigating<br />
potentially fraudulent activities.<br />
6. Are DocuWare digital signatures<br />
legal?<br />
The question of legality often arises<br />
when discussing digital signatures. But<br />
partners can reassure their customers by<br />
explaining DocuWare's versatile<br />
approach.<br />
DocuWare offers both internal stamps<br />
for non-legally binding confirmations<br />
and integration with recognised legal<br />
signature platforms. This flexibility<br />
empowers businesses to navigate various<br />
signature requirements with ease.<br />
7. Can DocuWare handle multi-currency<br />
operations?<br />
In today's global marketplace, managing<br />
multiple currencies is a necessity.<br />
DocuWare rises to the occasion by<br />
facilitating the management of various<br />
currencies, accommodating the specific<br />
requirements of each organisation and<br />
country. With the ability to define rules and<br />
calculations based on supplied exchange<br />
rates, DocuWare ensures accuracy and<br />
compliance in multi-currency operations.<br />
By understanding and effectively<br />
communicating DocuWare's benefits,<br />
partners empower their own customers to<br />
embark on a journey of streamlined<br />
operations, enhanced compliance, and<br />
elevated efficiency.<br />
At DocuWare, our mission is clear: to<br />
empower companies to simplify their<br />
manual processes, freeing up resources<br />
and enabling a focus on core business.<br />
With a track record of assisting over<br />
17,000 companies in automating their<br />
operations, we're ready to extend this<br />
transformation to you.<br />
Take the first step towards digitisation by<br />
engaging with us today: get in touch via<br />
the URL below.<br />
More info: www.docuware.com<br />
www.document-manager.com<br />
<strong>Sep</strong>tember/<strong>Oct</strong>ober <strong>2023</strong><br />
@<strong>DM</strong>MagAndAwards<br />
13
Dm CASE STUDY: PITTSBURGH TECHNICAL COLLEGE<br />
Technical control<br />
Pittsburgh Technical College saves thousands a<br />
year while simplifying and securing printing,<br />
reducing its paper order from a pallet a month to<br />
one a year<br />
Pittsburgh Technical College (PTC)<br />
in Pennsylvania, USA, has<br />
transformed its annual paper bill<br />
from US$30,000 to $2,500 with<br />
PaperCut MF. The flagship print<br />
solution from PaperCut slashed PTC's<br />
paper order from one pallet a month<br />
to one a year. PaperCut's print<br />
enablement solutions Mobility Print<br />
and Print Deploy also enabled PTC to<br />
transform its print environment from<br />
an ineffective print centre to a secure<br />
and user-friendly service, which<br />
enabled it to gain full visibility of their<br />
print environment while also<br />
circumventing security risks like the<br />
print spooler vulnerability<br />
PrintNightmare.<br />
Pittsburgh Technical College is a nonprofit<br />
private college that offers more<br />
than 25 in-demand programs with a<br />
curriculum that includes internships<br />
and clinical rotations for degreeseeking,<br />
career-driven students.<br />
Founded in 1946, the college is<br />
currently home to over 1,400 students<br />
and more than 250 faculty and staff<br />
members.<br />
Unfortunately, PTC had no control<br />
over its printing environment. Students<br />
were allowed to print any volume of<br />
documents in any format with no<br />
restrictions. It amounted to thousands<br />
of wasted dollars.<br />
Jon Buhagiar, Director of Network<br />
Operations for Pittsburgh Technical<br />
College, sums up the waste problem:<br />
"There was no control. If you wanted<br />
to print a book, well, you'd print a<br />
book." Even quantifying the waste was<br />
difficult, due to the printing<br />
environment's lack of reporting and<br />
visibility said Buhagiar: "Before<br />
PaperCut, the only way that we were<br />
able to see anything was a budget line<br />
or pulling logs that took us a lot of<br />
time."<br />
Jon was empowered by his CIO to fix<br />
their printing with a solution that<br />
would provide visibility, save costs, and<br />
reduce print waste. PaperCut MF<br />
provides them with the tracking and<br />
reporting they need to bring their print<br />
environment under control. Says Jon<br />
Buhagiar, "Now it's just click, click,<br />
click, and we have a report as to how<br />
many copies or prints a printer has put<br />
out." Their paper bill used to be $2,500<br />
per month; now, says Buhagiar: "We're<br />
down to maybe a pallet of paper every<br />
six to eight months."<br />
Not only is this reducing costs, but it<br />
helps Buhagiar and his team sleep a<br />
little better at night: "We're saving<br />
trees, right? Pre-pandemic, we had<br />
higher numbers on our copiers.<br />
Without PaperCut, we wouldn't be able<br />
to see that utilisation."<br />
Beyond these cost and waste savings,<br />
PaperCut MF's additional features<br />
Mobility Print and Print Deploy address<br />
security concerns and simplifies the<br />
printing experience for users. "PaperCut<br />
is responsible for getting the right<br />
drivers on the machine and getting the<br />
right settings on the machine," says Jon<br />
Buhagiar. "Mobility Print is a lifesaver<br />
just for the fact that everybody's an<br />
admin of their own machine."<br />
Jon Buhagiar expands that PaperCut<br />
MF's enablement tool Print Deploy also<br />
helped Pittsburgh Technical College<br />
respond to PrintNightmare: "Print<br />
Deploy was an integral strategy in our<br />
security," says Jon. "It helped us<br />
tremendously mitigate some of the<br />
risks in just Windows Point and Print."<br />
PaperCut MF - along with its BYOD<br />
and enablement features Mobility Print<br />
and Print Deploy - provide Pittsburgh<br />
Technical College with the visibility,<br />
ease-of-use, and robustness it needs to<br />
transform its print environment from a<br />
wasteful, inefficient and poor user<br />
experience. Buhagiar sums up the key<br />
benefits of PaperCut: "Cost savings, the<br />
security of Mobility Print and Print<br />
Deploy, and then reporting."<br />
More info: www.papercut.com<br />
14 @<strong>DM</strong>MagAndAwards <strong>Sep</strong>tember/<strong>Oct</strong>ober <strong>2023</strong> www.document-manager.com
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Dm INTERVIEW: HYLAND<br />
The value of experience<br />
<strong>DM</strong> magazine editor David Tyler caught up with Hyland's VP for EMEA and APAC, Tim<br />
Hood, at the company's Hyland Summit event in London<br />
David Tyler: At previous Hyland<br />
Summit events there has been<br />
almost a recurring theme of where<br />
the company has got to in terms of the<br />
many acquisitions over recent years - this<br />
year I'd say the feeling is far more of an<br />
established and settled product portfolio,<br />
and users who are perhaps coming to the<br />
end of that 'transitional' period.<br />
Tim Hood: It's interesting that you say it<br />
feels like we've made that progression,<br />
because it was certainly more of a<br />
journey than we'd expected. Now I'd<br />
say we are seeing a culmination of<br />
some of the reasons that we made<br />
those acquisitions: the customers, the<br />
partners, the market share, the<br />
technology offerings themselves<br />
obviously. But we recognised that<br />
some of our actual technology<br />
development needed to be 'sped<br />
up', so we did invest to make sure<br />
that could happen, and we're seeing<br />
the results of that this year.<br />
The other interesting aspect is that with<br />
our newest announcements today, of<br />
Hyland Experience Automate and Hyland<br />
Experience Insight, it is perhaps the first<br />
time that we're talking to Alfresco,<br />
Nuxeo and OnBase customers<br />
about something that will be<br />
available to all of them, via<br />
REST APIs, throughout<br />
2024. Both products are<br />
in fact relatively mature at<br />
their heart: the<br />
technology underpinning<br />
them came from Alfresco<br />
and Nuxeo. We have<br />
redeveloped and<br />
positioned them as part<br />
of the Hyland suite of<br />
services - and it is worth<br />
noting that they will only be available as a<br />
service, there is no on-premise option.<br />
There are two reasons for that: firstly,<br />
because it feels like that is definitely the way<br />
the whole market is going, of course. But<br />
secondly we were able to say that, because<br />
this is a service that can be called, it can be<br />
applicable to all of our customers. And the<br />
reaction we've been hearing today during<br />
the event from users and partners has been<br />
incredibly positive.<br />
DT: The new products certainly seem to be<br />
generating a lot of buzz among attendees<br />
at the Summit. What is it that customers are<br />
asking for from Hyland in <strong>2023</strong> and how do<br />
the Experience offerings address those<br />
requirements?<br />
TH: From conversations we're having, it's<br />
clear that a lot of customers are looking at<br />
AI use cases: how can we use these<br />
technologies to make our workflows<br />
faster/smarter, and how can we add value<br />
to our content. Several large Digital Asset<br />
Management companies are already using<br />
Hyland Experience Insight to identify<br />
common themes across existing assets, in<br />
order to reduce the need to rework<br />
content, and to cut down on having to<br />
create new advertising materials and the<br />
like.<br />
It feels like we are on the cusp of moving<br />
away from the situation you described<br />
earlier, which was essentially: 'Okay, we've<br />
got all these different platforms - what<br />
happens next?'. The Hyland Experience<br />
platform is the future of the organisation.<br />
There will be further services released,<br />
obviously, and there will also be a repository.<br />
DT: One of the speakers earlier was talking<br />
about how customers are almost begging<br />
them not to make them migrate systems<br />
16<br />
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INTERVIEW: HYLAND Dm<br />
"WE'RE USED TO A SITUATION WHERE YOU BUY A PIECE OF SOFTWARE, YOU PUT IT INTO A PIECE OF HARDWARE,<br />
AND THEN ESSENTIALLY YOU MAKE IT WORK... AN AS-A-SERVICE SALE IS VERY DIFFERENT FROM THAT. WE'RE<br />
FINDING A LOT OF OUR CUSTOMERS NEED A BIT OF HELP AND EDUCATION IN TERMS OF WHAT THAT AS-A-<br />
SERVICE APPROACH REALLY MEANS. JUST TAKING YOUR SOFTWARE AND PUTTING IT IN THE CLOUD; THAT'S<br />
REALLY JUST 'CLOUD-ENABLING' YOUR SOFTWARE, IT'S DEFINITELY NOT CLOUD-NATIVE SOFTWARE-AS-A-SERVICE."<br />
and content - presumably this approach<br />
addresses that issue directly?<br />
TH: It's interesting - there has been a shift<br />
in thinking, not just among partners and<br />
customers but also within our own teams.<br />
We're used to a situation where you buy a<br />
piece of software, you put it into a piece of<br />
hardware, and then essentially you make it<br />
work - obviously you also manage updates<br />
and whatever else. An as-a-Service sale is<br />
very different from that. We're finding a lot<br />
of our customers need a bit of help and<br />
education in terms of what that as-a-<br />
Service approach really means. Just taking<br />
your software and putting it in the cloud;<br />
that's really just 'cloud-enabling' your<br />
software, it's definitely NOT cloud-native<br />
software-as-a-service.<br />
For Hyland now, off the back of the<br />
acquisitions and investments we've made,<br />
the components we're able to release as a<br />
service are truly cloud-native. We're not just<br />
taking the same software we've had for<br />
years, squeezing it into a container and<br />
saying 'There you go, it's in AWS, that<br />
means it's cloud-ready!'<br />
I think it's going to take some time for our<br />
users - and our own teams, to an extent -<br />
to properly understand what cloud-native<br />
really looks like. It isn't an idea that has<br />
been as prevalent in the Content Services<br />
space as it has, for example, in the CRM<br />
space. Our Platform-as-a-Service approach<br />
is giving our customers more flexibility to<br />
customise the architecture, or to integrate<br />
with other systems. That integration of<br />
course has been something we've talked<br />
about a lot in the sessions at today's event<br />
as well, as something that customers really<br />
want clarity on.<br />
DT: What is the message right now from<br />
Hyland to the market - both in terms of<br />
customers and potential customers, but<br />
also your partner ecosystem?<br />
TH: What we're saying to our customers<br />
now is essentially: "Here's the set of<br />
capabilities, services, software components<br />
that we can offer," and they will have<br />
different value for different people. There is<br />
some core stuff that runs through<br />
everything: the interoperability between<br />
systems, the integration capabilities.<br />
Moving to a modern architecture with APIs<br />
is key.<br />
Overall, the Intelligent Content<br />
Automation approach that we're pushing<br />
is a like a big umbrella. What we need to<br />
do is find a bigger accessible market - and<br />
to do that we need to provide a platform<br />
that is flexible enough to meet the needs<br />
of multiple verticals. At the same time we<br />
need to be nurturing a partner ecosystem<br />
that can develop applications on top that<br />
will deliver specific horizontal and vertical<br />
value. That will be absolutely key for us<br />
going forward, as we can't be all things to<br />
all people.<br />
Hyland has always had a really strong<br />
commitment to partnering with other<br />
organisations to deliver our solutions; that's<br />
a key part of our history. And the same<br />
goes for Alfresco, which was<br />
predominantly a partner-driven business,<br />
and to perhaps a slightly lesser extent<br />
Nuxeo. We now need to be finding<br />
partners who can help take us into new<br />
areas - we're starting to see it happen<br />
already with things like AI, where we need<br />
to identify partners who can add value and<br />
combine their specialist knowledge with<br />
our in-depth understanding of content.<br />
This is strategically key for us and an area<br />
we are very focused on expanding from<br />
here on in.<br />
More info: www.hyland.com<br />
www.document-manager.com<br />
<strong>Sep</strong>tember/<strong>Oct</strong>ober <strong>2023</strong><br />
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17
Dm MARKET FOCUS: HEALTHCARE<br />
Is old technology putting the NHS at risk?<br />
Not keeping technology systems up to date can be a false economy in several<br />
ways for healthcare organisations, argues Andrew Cowling of PFU (EMEA) a<br />
Ricoh company<br />
Windows operating systems<br />
often reach their end of life,<br />
and whilst Microsoft may end<br />
their mainstream support it can take<br />
a while for extended support<br />
to finish (Windows 7<br />
ended at the start of<br />
2020 and<br />
Windows<br />
8.1 early<br />
<strong>2023</strong>).<br />
A lot of<br />
healthcare trusts and organisations still<br />
have computers which are running old<br />
OS versions, and unless you want to<br />
pay additional expensive support fees<br />
from Microsoft, this means there are<br />
no more bug fixes or security patches<br />
which leaves technology significantly<br />
more susceptible to viruses and<br />
malware attacks.<br />
Malware attacks on hospitals are<br />
increasing rapidly year-on-year, and<br />
with some of the most sensitive and<br />
personal medical information stored on<br />
hospital computers, alongside critical<br />
system infrastructure, it's crucial to<br />
make sure your IT department is<br />
keeping your software up to date.<br />
Additionally, with the proliferation of<br />
home working where possible within<br />
the sector it has never been more<br />
important to ensure the utmost security<br />
of critical data, enabling increased<br />
collaboration, compliance, access rights<br />
and speedier decision making.<br />
Combined with this security threat,<br />
there is also the chance that your newer<br />
hardware may no longer work with<br />
older Windows Operating Systems,<br />
leading to time wasted on<br />
troubleshooting, and your capital<br />
expenditure sitting there unused like an<br />
expensive paperweight!<br />
NEW TECHNOLOGY OFFERS TIME<br />
AND COST BENEFITS<br />
Technology continues to advance,<br />
and you may also be missing out<br />
on time-saving new<br />
features and<br />
services available<br />
on newer<br />
18 <strong>Sep</strong>tember/<strong>Oct</strong>ober <strong>2023</strong> www.document-manager.com<br />
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MARKET FOCUS: HEALTHCARE Dm<br />
equipment. Ricoh have continued to<br />
innovate and their latest scanner<br />
models have a range of new benefits<br />
which can save time and money for<br />
NHS Trusts.<br />
The Ricoh fi-8170, for example, is a<br />
scanner with market-leading document<br />
image capabilities, offering fast colour<br />
scanning at speeds of up to 70 pages<br />
per minute. Ground-breaking Clear<br />
Image Capture produces image quality<br />
that surpasses other available<br />
technologies, resulting in industryleading<br />
OCR accuracy rates.<br />
The fi-8040, meanwhile, sees reduced<br />
power consumption and state-of-theart<br />
Automatic <strong>Sep</strong>aration Control that<br />
consistently delivers the perfect feed.<br />
Further innovations such as iSOP<br />
(intelligent Sonic Paper Protection) will<br />
even listen to the paper as it passes<br />
through the scanner, listening for<br />
anomalies like staples or paper clips<br />
which may cause paper jams or suboptimal<br />
image capture.<br />
Recently launched, the Ricoh fi-8040<br />
scanner is your connection to<br />
effortless, quality and intuitive capture,<br />
delivering industry-leading OCR<br />
accuracy rates, with multiple options<br />
for connecting via a network, or to an<br />
individual PC using USB. In addition its<br />
10.9cm colour touchscreen and<br />
DirectScan application enable PC-less<br />
scanning directly to workflows or email<br />
addresses, saving both time and effort.<br />
More info: www.pfu-emea.ricoh.com<br />
DOCUMENT MANAGEMENT: GOOD FOR YOUR HEALTH<br />
By scanning and deploying a document management solution, healthcare<br />
organisations can more efficiently manage all their paper and digitally born<br />
material. Key benefits include:<br />
Centralised storage with enhanced security for all information, including<br />
patient records.<br />
Business process agility that can lead to productivity gains and cost savings.<br />
compliance (GDPR) throughout all departments with all regulatory guidelines.<br />
Faster access to patient information, leading to improved patient outcomes,<br />
better patient engagement, and better access to critical information across the<br />
care continuum.<br />
A notable ROI, with most organisations reporting a full return on their ECM<br />
investment within 18 months of implementation.<br />
Download the 'Scanning As An Enabler For Digital Transformation' report and<br />
understand how information capture is enabling digital transformation success,<br />
from https://www.pfu-emea.ricoh.com/en-gb/news/<strong>2023</strong>/quocirca-report<br />
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19
Dm CASE STUDY: LAGER 3000<br />
Delivering more than promised<br />
Archiving expert LAGER 3000 needed more reliable and productive document scanners,<br />
so migrated to the SCAMAX range from InoTec<br />
LAGER 3000 is a leading German<br />
provider of archive management<br />
services. The premium service provider<br />
archives, digitises, transports and destroys<br />
files: for banks, savings banks and<br />
insurance companies as well as for public<br />
authorities, courts and commercial and<br />
industrial companies.<br />
Digitisation and scanning services thus<br />
represent an important component of<br />
LAGER 3000's portfolio: in particular,<br />
project digitisation, incoming mail<br />
processing, scan-on-demand, and data<br />
capture and conversion. For this, LAGER<br />
3000 needs high-performance and highly<br />
available document scanners.<br />
SCANNER FAILURES JEOPARDISE SLAS<br />
In May 2021, LAGER 3000 decided to<br />
completely renew its entire fleet of<br />
scanners. At this point, the scanners the<br />
firm had used to date were increasingly<br />
unable to cope with the increased<br />
demands on the actual daily throughput,<br />
and in fact had already failed multiple<br />
times. The required high availability was no<br />
longer a given.<br />
LAGER 3000 was therefore in danger of<br />
not being able to meet the SLAs agreed<br />
with customers. In an industry where<br />
reliability and adherence to delivery dates<br />
are among the hardest currencies, this was<br />
an untenable situation for the premium<br />
service provider.<br />
"As a service provider, you often use the<br />
scanners under full load and consistently<br />
demand full performance availability<br />
throughout," comments Thomas Cybulski,<br />
General Manager of LAGER 3000. "Failures<br />
- whether minor or major - simply cost<br />
money. Being able to fix minor problems<br />
yourself, perform calibrations at no extra<br />
cost, and get replacement or spare parts<br />
easily were therefore key criteria for<br />
selecting the new scanners."<br />
KEY REQUIREMENTS<br />
Cybulski already knew of SCAMAX from<br />
trade fairs and was aware of the high<br />
quality of the German-made production<br />
scanners, so he contacted InoTec directly. In<br />
addition to a demanding technical<br />
requirements profile and clear throughput<br />
specifications (210 ppm), his request<br />
included four key points:<br />
1. The new scanners should be particularly<br />
immune to faults and thus highly available.<br />
2. The new scanners should be able to be<br />
maintained by LAGER 3000 itself. Basic<br />
maintenance and repair work should be<br />
carried out quickly, easily and, above all,<br />
without the need for external technicians.<br />
3. Replacements and spares should be<br />
available in the shortest possible time.<br />
4. Cooperation with the scanner<br />
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CASE STUDY: LAGER 3000 Dm<br />
"THE MANUFACTURER'S SPECIFICATIONS FOR THE PROCESSING SPEED OF PRODUCTION SCANNERS ARE<br />
INTERESTING, BUT ARE OF ONLY LIMITED PRACTICAL RELEVANCE. THE ACTUAL PROCESSING SPEED OF A<br />
SCANNER DEPENDS ABOVE ALL ON OTHER QUALITY FEATURES AND PRODUCT CHARACTERISTICS. HOW RELIABLY<br />
DOES IT FEED STRONGLY HETEROGENEOUS MATERIAL? HOW DOES IT REACT TO FORGOTTEN POST-ITS, GLUED<br />
EDGES AND TORN SHEETS? HOW DOES IT REACT TO DRASTIC CHANGES IN THE WEIGHT, E.G. WHEN IT COMES<br />
TO HISTORICAL PAPER GRADES? HOW QUICKLY AND EASILY CAN FAULTS BE FIXED? AND HOW QUICKLY DOES<br />
THE SCANNER REGAIN ITS FULL SCANNING SPEED AFTER A STOP?"<br />
manufacturer should be based on a spirit<br />
of partnership: This includes, among other<br />
things, direct communication, dedicated<br />
contact persons and fast on-site support.<br />
For their part, InoTec were immediately<br />
confident of meeting LAGER 3000's wishes<br />
with the SCAMAX 6x1 scanner - and also<br />
of being able to offer great added value:<br />
firstly because the performance parameters<br />
of the 6x1 exceed customer requirements<br />
for the most part, and secondly because<br />
the SCAMAX line is designed for true 24/7<br />
production scanning, bringing its high<br />
scanning speeds to bear reliably over many<br />
hours or entire work shifts - without stops,<br />
and without errors. In addition, the robust<br />
design and quality workmanship of the<br />
SCAMAX 6x1 make it particularly durable:<br />
the ideal prerequisites for high-volume,<br />
long-term use in digitising services.<br />
"The manufacturer's specifications for the<br />
processing speed of production scanners<br />
are interesting, but are of only limited<br />
practical relevance," Cybulski goes on. "The<br />
actual processing speed of a scanner<br />
depends above all on other quality features<br />
and product characteristics. How reliably<br />
does it feed strongly heterogeneous<br />
material? How does it react to forgotten<br />
post-its, glued edges and torn sheets?<br />
How does it react to drastic changes in the<br />
weight, e.g. when it comes to historical<br />
paper grades? How quickly and easily can<br />
faults be fixed? And how quickly does the<br />
scanner regain its full scanning speed after<br />
a stop?"<br />
MAKING SOFTWARE INTERACT<br />
Another specific feature of LAGER 3000's<br />
request required a special approach:<br />
LAGER 3000 has been using Kodak<br />
Capture Pro as its capture solution for<br />
years, and - based on the software's export<br />
output (image, metadata, XML) - has<br />
developed an extensive validation<br />
environment to meet certain customer<br />
requirements which meant they needed to<br />
continue using this evolved software<br />
ecosystem. However, SCAMAX scanners<br />
are not integrated with Kodak Capture Pro<br />
at this time. InoTec contacted its sales<br />
partner Dyanix: one of whose outstanding<br />
competencies is to find and implement<br />
precisely fitting customer-specific solutions<br />
- independent of the software and<br />
hardware providers involved.<br />
3 WEEKS FROM INITIAL CONTACT TO<br />
TEST INSTALLATION<br />
While Dyanix managed the software-side<br />
requirements, two InoTec experts<br />
organised the integration of a first<br />
SCAMAX 631 on site. The cooperation and<br />
communication between Dyanix, InoTec<br />
and LAGER 3000 worked perfectly, so the<br />
test installation began just a few weeks<br />
after the initial inquiry.<br />
"During the intensive presale phase, we<br />
received remarkably competent technical<br />
advice," said Cybulski. "From the very first<br />
moment, InoTec took great care of us and<br />
gave us the feeling that we were 100%<br />
wanted as a customer. And this, even<br />
though we were certainly not an easy<br />
prospect due to the strict requirement of<br />
integration into our existing Kodak<br />
environment."<br />
The SCAMAX 6x1 was convincing in every<br />
respect in the 8-week test installation and<br />
LAGER 3000 ordered their first two<br />
devices. Cybulski explains: "The build<br />
quality of the SCAMAX machines is very<br />
good and convinced us right from the<br />
start. When you open a device, convincing<br />
processing features reveal themselves,<br />
which are definitely remarkable for<br />
production machines. In view of the supply<br />
chains that are becoming more and more<br />
important, the manufacturer's consistent<br />
Made-in-Germany philosophy is of course<br />
also convincing."<br />
A PERFECT RESULT<br />
With the order of the next three SCAMAX<br />
631, the replenishment of the LAGER 3000<br />
document scanner fleet is finally perfect -<br />
as is the result. With the InoTec scanners,<br />
LAGER 3000 can not only reliably meet all<br />
scanning SLAs with its customers again,<br />
but also perform scanner maintenance<br />
itself as desired. Digitisation projects now<br />
succeed a full 20 percent faster with the<br />
SCAMAX 631, allowing LAGER 3000 to<br />
realise additional annual profits in the sixfigure<br />
range.<br />
"For 300dpi scanning, we can track a<br />
performance increase of up to 20%,"<br />
enthuses Cybulski. "The 400dpi resolution<br />
is also remarkable: although it is booked<br />
less frequently, we even achieved a<br />
performance increase of over 25% here. All<br />
in all, the new scanners respond faster,<br />
work better under full load and are easier<br />
to use in everyday life. Even mundane<br />
things like removing paper fragments,<br />
dust, etc. several times a day have been<br />
solved in a more ergonomic way. At the<br />
end of a production shift, you can easily<br />
see at a glance from the throughput that<br />
all these details lead to a significantly better<br />
result in the same amount of time."<br />
More info: www.inotec.eu<br />
www.document-manager.com<br />
<strong>Sep</strong>tember/<strong>Oct</strong>ober<br />
@<strong>DM</strong>MagAndAwards<br />
21
Dm OPINION: GOING PAPERLESS<br />
Paper plain<br />
Nigel Dews, Managing Director of Restore Records Management, shares eleven very<br />
sound reasons why paper hasn't gone away<br />
When you consider the first email<br />
was sent in 1971 and the first<br />
photograph uploaded to the web<br />
in 1992, businesses have had a long<br />
time to start their digital journey and<br />
to join a paperless revolution. So,<br />
why is paper still with us?<br />
That's not to downgrade 'going<br />
digital,' which creates significant<br />
benefits and advantages for<br />
many businesses and is a highly<br />
positive target. We work with<br />
businesses all the time to help<br />
them start that journey or to<br />
prepare them for it - and<br />
nobody in records<br />
management is a 'digital denier.'<br />
There are many reasons for<br />
behind why paper endures and<br />
why the word 'paper-lite' rather<br />
than 'paperless' is starting to be used<br />
more often in records management.<br />
Here are our top 11 reasons why paper<br />
storage is still going strong:<br />
1. The cost of digital transformation<br />
Scanning records is an effective starting<br />
point for digital transformation,<br />
ensuring documents are<br />
easily accessible online<br />
and can be quickly<br />
retrieved when<br />
needed.<br />
But<br />
scanning can be daunting for businesses<br />
which store millions of documents but lack<br />
a big budget for digital transformation.<br />
If you take the cost of storing a physical<br />
box versus the cost of digitising, it will take<br />
about 16 years before there is a return on<br />
the investment of going digital.<br />
2. So many files you want to keep - but<br />
never need<br />
Businesses are especially reluctant to scan<br />
everything if the documents they keep are<br />
not regularly required or retrieved.<br />
If you only need them once every few<br />
years, where is the value in scanning every<br />
document? Some businesses keep<br />
documents which may never be needed or<br />
sit in storage for decades before access is<br />
required. So, it makes good sense to keep<br />
heritage documents on paper and scan<br />
those you require most often.<br />
3. Wet signatures still legally required for<br />
some documents<br />
There are still documents which require a<br />
'wet' signature by law in case they need to<br />
be produced in future. Digitising doesn't<br />
provide a solution in this case because the<br />
wet signature needs to be there.<br />
Things are slowly changing with the rise<br />
of digital signatures which can legally be<br />
completed online, but we are a long way<br />
from this being accepted in every sector<br />
and regulations vary dramatically across<br />
the globe.<br />
4. Not all items are suitable for digital<br />
format<br />
The format in which some documents have<br />
been stored historically doesn't always lend<br />
itself to scanning. When documents are<br />
born digitally - for instance within<br />
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SAY GOODBYE<br />
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www.e-imagedata.com
Dm OPINION: GOING PAPERLESS<br />
"SCANNING RECORDS IS AN EFFECTIVE STARTING POINT FOR DIGITAL TRANSFORMATION, ENSURING DOCUMENTS<br />
ARE EASILY ACCESSIBLE ONLINE AND CAN BE QUICKLY RETRIEVED WHEN NEEDED. BUT SCANNING CAN BE<br />
DAUNTING FOR BUSINESSES WHICH STORE MILLIONS OF DOCUMENTS BUT LACK A BIG BUDGET FOR DIGITAL<br />
TRANSFORMATION. IF YOU TAKE THE COST OF STORING A PHYSICAL BOX VERSUS THE COST OF DIGITISING, IT<br />
WILL TAKE ABOUT 16 YEARS BEFORE THERE IS A RETURN ON THE INVESTMENT OF GOING DIGITAL."<br />
businesses which are relatively young -<br />
digital can be the best possible solution.<br />
But for many businesses with documents<br />
which pre-date the digital era it can<br />
sometimes be impossible to retrospectively<br />
change the way they were designed.<br />
5. Some documents still need to be stored<br />
on paper - by law<br />
There are still examples of documents<br />
which, by law, must kept in physical form.<br />
In fact, in the UK, the very laws themselves,<br />
the Acts of Parliament, are printed on<br />
vellum, before being archived.<br />
If we can't yet agree to move Acts of<br />
Parliament from vellum to paper, it's difficult<br />
to imagine the system going digital any<br />
time soon!<br />
Birth certificates, adoption papers,<br />
marriage and civil partnership certificates,<br />
decree absolute divorce papers, wills and<br />
power of attorney documents are all still<br />
kept on paper.<br />
6. A fear of tackling historic culture<br />
When you store documents in physical<br />
form over many years, a culture develops<br />
within a business around how they are<br />
used, how they are retrieved and how they<br />
are valued - and that's a difficult culture to<br />
change quickly.<br />
Businesses often fear that a digital solution<br />
won't fit with the culture of the<br />
organisation. We've seen this first hand in<br />
the NHS, where Trusts have gone digital but<br />
then found that clinicians still prefer paper<br />
patient records and notes. The answer is<br />
often to take digital transformation one<br />
step at a time, beginning with scan-ondemand<br />
and growing into a hybrid system.<br />
7. Authenticity is higher for paper records<br />
There's something trustworthy and<br />
authentic about a paper record with a wet<br />
signature, that provides assurance.<br />
The rise of cybercrime and security<br />
breaches online also adds to a feeling that<br />
keeping your documents on paper in a<br />
secure building provides fewer risks.<br />
There have always been breaches, of<br />
course - we've all heard stories about<br />
confidential paper documents being left<br />
on trains.<br />
8. Heritage documents need to be kept for<br />
the nation<br />
Some documents are of national interest -<br />
which means they will always be kept on<br />
paper, in their original form, even if they are<br />
also digitised.<br />
Take the Magna Carta, which was issued<br />
in 1215 but is still with us: it has no wet<br />
signature and no seal, and although you<br />
can browse it on the British Museum<br />
website, seeing it in real life is very different<br />
to seeing a digital version. That principle<br />
applies to many documents which are<br />
assigned cultural and historical significance.<br />
9. The gap between digital and physical<br />
retrieval time is closing<br />
Advances in the way physical archives are<br />
managed, together with use of technology,<br />
means that the gap between how long it<br />
takes to retrieve physical and digital records<br />
is closing all the time. OCR (Optical<br />
Character Recognition) and scan-ondemand<br />
services mean it is faster than ever<br />
before to retrieve your physical data.<br />
In our NHS services, for instance, scan-ondemand<br />
can comfortably be delivered<br />
within three hours and our shortest<br />
emergency delivery is within an hour. It's<br />
rare that clinicians need records quicker<br />
than that.<br />
Restore Records Management also offers<br />
same-day delivery options for physical files<br />
and with over 50 facilities across the<br />
country you are never more than two hours<br />
away.<br />
10. People still see paper records as being<br />
'more readable'<br />
Readability is still an issue for records<br />
stored in digital format, and we often<br />
hear anecdotal evidence of a preference<br />
for physical copies of patient records<br />
inside hospitals.<br />
Paper can be quicker to flick through and<br />
less demanding on the eyes, especially in a<br />
world where we spend so much of our time<br />
looking at screens.<br />
11. People trust a paper record<br />
There's something about holding a paper<br />
record in your hands and knowing it is real<br />
that makes people trust it more. And trust<br />
is important in modern business.<br />
If you think about the records most<br />
famously stored in physical form, they are<br />
important documents. Birth certificates,<br />
passports, property deeds, wills. This<br />
strengthens a public perception that when<br />
it really matters, paper is the most trusted.<br />
Of course, we are biased at Restore<br />
Records Management: we hold over 22<br />
million physical records on behalf of our<br />
clients and are passionate about helping<br />
them optimise their inventory.<br />
Modern technology plays a big part in<br />
achieving that, including online portals that<br />
provide quick access to files - and<br />
digitisation of the records that are needed<br />
most often.<br />
But do we see a time when paper records<br />
no longer exist? Not any time soon.<br />
When you think about the future of<br />
records, think 'paper-lite' rather than<br />
'paperless.' There are some particularly good<br />
reasons why physical deserves its place<br />
alongside the digital.<br />
More info: www.restore.co.uk/records<br />
24 <strong>Sep</strong>tember/<strong>Oct</strong>ober <strong>2023</strong> www.document-manager.com<br />
@<strong>DM</strong>MagAndAwards
What impact are<br />
physical records<br />
having on your Digital<br />
Transformation<br />
Strategy?<br />
#HealthRecords<br />
#CorporateRecords<br />
#FrontlineDigitisation<br />
#PhysicalvsDigital
Dm STRATEGY: RISK MANAGEMENT<br />
We are all risk managers<br />
Global executives are evolving their approach to risk, says<br />
Sue Trombley, Managing Director of Thought Leadership,<br />
Iron Mountain, examining who is responsible for risk<br />
management and how they can adopt solutions that<br />
protect all parts of the organisation<br />
Risk management is not a new topic,<br />
especially for records and information<br />
leaders. Risk and cost reduction have<br />
been strategic and operational objectives in<br />
organisations for decades. But given<br />
heightened and complex disruptions over<br />
the past three years, executives are taking a<br />
new look at how to identify, anticipate, and<br />
manage risk. New research provides a<br />
message that is loud and clear: senior<br />
executives must lead from the top to ensure<br />
that all employees are "risk literate" - because<br />
everyone is a risk manager.<br />
EXAMINING PERCEPTIONS<br />
A recent global study sponsored by Iron<br />
Mountain and conducted by Economist<br />
Impact (the research arm of the popular<br />
weekly newspaper The Economist) surveyed<br />
more than 650 executives from around the<br />
world and across both private and public<br />
sectors. The study examined these leaders'<br />
perceptions of risk, how it has changed<br />
since 2020, and how they have adjusted<br />
their strategies to protect their most<br />
significant vulnerabilities.<br />
An overwhelming 90% of respondents say<br />
they have increased the importance they<br />
assign to identifying risk since 2020. And<br />
80% are now more sensitive to indicators<br />
that could have an impact on their<br />
reputation, giving nearly equal consideration<br />
to operational, environmental,<br />
technological, and workforce indicators.<br />
The study also found that 77% of<br />
executives agree that risk management<br />
spans the entire organisation, yet over half<br />
admit that they need to improve crossfunctional<br />
collaboration and only 46% have<br />
invested in the creation of enterprise-wide<br />
risk management teams. Only 36% report<br />
integrating risk management into their<br />
overall strategy or placing decision-making<br />
as a priority feature of their risk<br />
management system.<br />
Other research highlights include:<br />
76% of respondents say technology is a<br />
much more important risk factor than it<br />
was three years ago<br />
Only 29% have clear policies around risk<br />
management and only 22% have clear<br />
accountability for risk management<br />
86% say their organisation needs more<br />
continued support from management<br />
73% say there's a lack of standardised<br />
evaluation to measure risk<br />
Over 63% aren't relying on or thinking<br />
about third-party contracts, vendors,<br />
and supply chain partners for risk<br />
management, failing to establish a riskaware<br />
chain of custody for their records<br />
and information storage<br />
86% of executives say they need better<br />
assessment and awareness of how<br />
climate change impacts risk.<br />
Risk has always been present, but this<br />
research confirms that risk management<br />
must evolve from a siloed function to an<br />
integrated and active part of an<br />
organisation's culture.<br />
Risk awareness and management are the<br />
responsibility of an entire enterprise,<br />
including its vendors and partners. Going<br />
beyond the singular role of risk manager or<br />
risk officer, risk management is an effort that<br />
requires an interdisciplinary, interconnected<br />
approach that creates a rigorous framework<br />
for anticipating and mitigating risk.<br />
EVERYONE IS RESPONSIBLE<br />
When asked "Who is responsible for risk<br />
management in your organisation?" survey<br />
respondents identified a range of roles from<br />
CEO to the head of IT, showing a lack of<br />
consensus. Because risk identification and<br />
management are happening on the ground<br />
in day-to-day activities, it's important to<br />
equip everyone to be a risk manager and<br />
continually promote collaboration.<br />
A strong indicator of effective risk<br />
awareness is representation by key<br />
stakeholders, yet only 4% of surveyed<br />
executives report having a risk management<br />
committee that is directly responsible for<br />
driving risk management. Such a<br />
committee creates the scaffolding needed<br />
to build a comprehensive, cross-functional<br />
team dedicated not only to informed<br />
26 @<strong>DM</strong>MagAndAwards <strong>Sep</strong>tember/<strong>Oct</strong>ober <strong>2023</strong> www.document-manager.com
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It helps businesses save time and money by streamlining their<br />
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Dm STRATEGY: RISK MANAGEMENT<br />
"RISK HAS ALWAYS BEEN PRESENT, BUT THIS RESEARCH CONFIRMS THAT RISK<br />
MANAGEMENT MUST EVOLVE FROM A SILOED FUNCTION TO AN INTEGRATED<br />
AND ACTIVE PART OF AN ORGANISATION'S CULTURE. RISK AWARENESS AND<br />
MANAGEMENT ARE THE RESPONSIBILITY OF AN ENTIRE ENTERPRISE, INCLUDING<br />
ITS VENDORS AND PARTNERS. GOING BEYOND THE SINGULAR ROLE OF RISK<br />
MANAGER OR RISK OFFICER, RISK MANAGEMENT IS AN EFFORT THAT REQUIRES<br />
AN INTERDISCIPLINARY, INTERCONNECTED APPROACH THAT CREATES A<br />
RIGOROUS FRAMEWORK FOR ANTICIPATING AND MITIGATING RISK."<br />
decision-making but to the pursuit of<br />
practical applications of risk management<br />
across the organisation.<br />
Risk literacy has a tremendous impact on<br />
an organisation's ability to execute crossfunctional<br />
collaboration. By adopting the<br />
language of risk management, risk-aware<br />
leaders create a culture that promotes the<br />
proactive identification and assessment of<br />
risks. Being "risk literate" empowers<br />
employees to understand, evaluate, and<br />
respond to risks in their respective roles.<br />
These employees can effectively<br />
communicate potential threats and<br />
vulnerabilities to other parts of the<br />
organisation, fostering timely decisionmaking<br />
and effective management.<br />
A risk-aware organisation measures risk<br />
and the success of its risk management<br />
practices. The majority of executives believe<br />
their risk management efforts are<br />
performing better than they perhaps<br />
actually are. Nearly 70% feel that they're<br />
somewhat or significantly ahead of their<br />
peers in risk management, but they don't<br />
have a consistent way to track or measure<br />
their efforts. This makes it difficult to<br />
articulate the ROI of risk management<br />
initiatives or share progress with<br />
stakeholders. Promoting measurable risk<br />
management helps all areas of an<br />
organisation stay invested and committed to<br />
ongoing efforts.<br />
BUILD RISK AWARENESS FROM THE<br />
INSIDE & OUT<br />
At Iron Mountain, we've been in the<br />
business of risk management for over 70<br />
years. In that time, we've taken steps to put<br />
risk anticipation, identification, and<br />
mitigation to work at every level of our<br />
organisation. Backed by research and<br />
decades of industry leadership, four essential<br />
areas of focus have emerged for anticipating<br />
risk and amplifying the role of risk<br />
management - not just in our organisation<br />
but in others as well.<br />
1. Digital transformation: New technology<br />
can both compound risk as well as provide<br />
tools to anticipate it. Even now, 43% of<br />
executives report using cognitive<br />
technologies and artificial intelligence (AI) in<br />
risk management identification. As new<br />
ways of working continue to create massive<br />
amounts of data, require increasingly<br />
complex technologies, and demand hybrid<br />
work environments, more than half of<br />
executives plan to invest more over the next<br />
three years in risk management practices<br />
that more directly align with their<br />
dependence on digital.<br />
2. Data and IT security: As digital<br />
transformation continues to improve the<br />
way we work, it also brings greater potential<br />
for cyber security breaches and the loss or<br />
misuse of data. To protect their reputations,<br />
organisations must focus their attention on<br />
governance, security, and data privacy,<br />
staying compliant with strict regulations.<br />
3. Workplace evolution: The global<br />
pandemic has shifted how companies<br />
approach workplaces forever. Even the<br />
most traditional organisations have<br />
accepted hybrid work scenarios in an effort<br />
to attract and retain talent. In line with this<br />
reality, 96% of executives report that their<br />
company has developed new workforce<br />
management policies and procedures,<br />
including hybrid work.<br />
4. Sustainability: As more organisations<br />
pledge to take measures to reduce carbon<br />
output, just under half of survey<br />
respondents say they have dedicated more<br />
resources to environmental, social, and<br />
governance (ESG) initiatives and transparent<br />
reporting to stakeholders, including<br />
authorities. Reputations are at risk if<br />
executives cannot fulfil their commitments,<br />
and 80% of leaders agree this is a potentially<br />
significant vulnerability.<br />
MEASURING RISK - WHAT'S YOUR<br />
TEMPERATURE?<br />
Interested in further exploring the results<br />
from this global research and amplifying risk<br />
in your own organisation? Join Economist<br />
Impact's John Ferguson, Practice Lead for<br />
Globalisation, Trade, and Finance, and<br />
myself for an in-depth virtual forum<br />
Measuring risk - what's your temperature?<br />
Topics include:<br />
Executives' shifting views of risk<br />
Workplace evolution of risk<br />
Changes in cybersecurity and data<br />
governance<br />
Sustainability and reputational risk<br />
Risk and the impact on operational<br />
efficiency<br />
You can sign up to watch the webinar on<br />
demand by clicking here.<br />
Anyone interested in further exploring the<br />
results from this global research and<br />
amplifying risk in their own organisation can<br />
find more expert recommendations and<br />
insights at Iron Mountain's risk and resilience<br />
resource centre at the address below.<br />
More info: www.ironmountain.com<br />
28 @<strong>DM</strong>MagAndAwards <strong>Sep</strong>tember/<strong>Oct</strong>ober <strong>2023</strong> www.document-manager.com
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Dm COMPANY UPDATE: CANON<br />
imageFORMULA scanners: elevating excellence<br />
<strong>DM</strong> Magazine catches up with Canon UK & Ireland's scanning and capture team in the<br />
run-up to this year's <strong>DM</strong> Awards night<br />
In the ever-evolving landscape of<br />
business, where digital transformation is<br />
both the challenge and the solution,<br />
companies need tools that are not just<br />
competent but exceptional," said Gary<br />
Organ, Indirect Head of Sales for Scan and<br />
Software Solutions at Canon UK & Ireland.<br />
Every great product is the result of a<br />
dedicated team's effort, and in this regard<br />
imageFORMULA scanners owe their<br />
prestigious status to a group of experts in<br />
Rachael Preston and Edward Hahn, Sales<br />
Account Managers, Canon UK & Ireland.<br />
Eddie and Rachael, with more than 20<br />
years of experience in sales and business<br />
development, have been working with a<br />
wide range of resellers, with room to<br />
welcome and engage even more. Activities<br />
such as virtual and face-to-face showroom<br />
tours with training demonstrations have<br />
been very well received by the customers<br />
they've engaged with so far. Working with<br />
customers to understand their business<br />
needs and sharing insight on how to<br />
streamline business processes has enabled<br />
the team to successfully support<br />
customers with their digital transformation<br />
objectives; and for the reseller community<br />
to grow their sales and diversify their<br />
offering.<br />
The team has grown further in the last<br />
few months with Luigi Bertino, joining as<br />
a Product Marketing Manager. "The<br />
scanner market is challenging and highly<br />
competitive, but it's great when you join<br />
such an experienced team and work with<br />
colleagues who are ready to support and<br />
make your job easier from the first day,"<br />
commented Luigi.<br />
The team, led by Gary Organ and<br />
supported by Richard Stewart - Workspace<br />
Portfolio Marketing Manager for Canon<br />
UK & Ireland - is strongly bolstered<br />
internally from the wider Canon sales<br />
network and from the experienced<br />
marketing department, as Luigi explains:<br />
"We work with an impressive sales network<br />
and a vibrant and creative marketing<br />
department who collaborate closely to<br />
ensure we're able to respond quickly to<br />
our customer and partner needs."<br />
Quality is the hallmark of<br />
imageFORMULA scanners and in a market<br />
where businesses demand nothing but the<br />
best, the range stands out as a beacon of<br />
uncompromising quality. From design to<br />
production, every step is infused with a<br />
commitment to excellence. The precision<br />
engineering that goes into each scanner<br />
ensures unparalleled reliability, and<br />
whether it's scanning sensitive documents<br />
or high-resolution images, image<br />
FORMULA scanners deliver exceptional<br />
results consistently.<br />
"Their durability means they don't just<br />
meet the demands of today's businesses;<br />
they anticipate the challenges of<br />
tomorrow, fitting the needs of all<br />
companies committed to digital<br />
transformation," said Eddie Hahn, showing<br />
all his passion for the IT world and the<br />
value that these products can represent for<br />
the end user.<br />
"For small businesses imageFORMULA<br />
scanners are a tool that can streamline<br />
their operations, reducing costs and<br />
increasing efficiency," Eddie goes on.<br />
"Medium-sized enterprises appreciate the<br />
scalability and robustness that help them<br />
grow and adapt to changing market<br />
dynamics. Large corporations and the<br />
public sector rely on the scanners' speed<br />
and precision to handle large volumes of<br />
data efficiently. Being nominated in the<br />
30<br />
@<strong>DM</strong>MagAndAwards<br />
<strong>Sep</strong>tember/<strong>Oct</strong>ober<br />
www.document-manager.com
COMPANY UPDATE: CANON Dm<br />
"FOR SMALL BUSINESSES IMAGEFORMULA SCANNERS ARE A TOOL THAT CAN STREAMLINE THEIR OPERATIONS,<br />
REDUCING COSTS AND INCREASING EFFICIENCY. MEDIUM-SIZED ENTERPRISES APPRECIATE THE SCALABILITY AND<br />
ROBUSTNESS THAT HELP THEM GROW AND ADAPT TO CHANGING MARKET DYNAMICS. LARGE CORPORATIONS<br />
AND THE PUBLIC SECTOR RELY ON THE SCANNERS' SPEED AND PRECISION TO HANDLE LARGE VOLUMES OF DATA<br />
EFFICIENTLY. BEING NOMINATED IN THE <strong>DM</strong> AWARDS IS THE CONFIRMATION OF SUCH PRESTIGE."<br />
<strong>DM</strong> Awards is the confirmation of such<br />
prestige."<br />
Digital transformation is the defining<br />
challenge of our times, and<br />
imageFORMULA scanners are guiding<br />
businesses through this transformative<br />
journey. In a world where data is king,<br />
says Canon, scanners are the bridge<br />
between the physical and digital realms,<br />
enabling businesses to digitise their<br />
documents effortlessly. But it's not just<br />
about digitisation; it's about the intelligent<br />
management of data and how users can<br />
harness this to improve efficiency and<br />
optimise their productivity at work.<br />
Canon's advanced CaptureOnTouch<br />
software, with which all DR scanners are<br />
equipped, assures that the devices are<br />
powerful tools for today and the future<br />
challenges of the digital age. In all this,<br />
imageFORMULA offers solutions for any<br />
size from portable scanners like the<br />
imageFORMULA P-208II and<br />
MEET THE TEAM<br />
imageFORMULA P-215II, which weigh less<br />
than half a kilogram and can be used<br />
anywhere at any time; to department and<br />
production scanners such as the<br />
imageFORMULA DR-G2090 which is able<br />
to digitise hundreds of documents per<br />
minute.<br />
Recently, Canon introduced the<br />
imageFORMULA R30 and<br />
imageFORMULA DR-250N scanners.<br />
The imageFORMULA R30 is an office<br />
document scanner designed to be easy to<br />
use and requiring little to no IT expertise.<br />
With no software installation required, the<br />
imageFORMULA R30 is ready to use<br />
directly out of the box and can be easily<br />
installed in different locations and used<br />
with any computer. The product is a clear<br />
example of elegance, and its minimal<br />
design makes it another masterpiece of<br />
the range. Innovation, productivity and<br />
reliability are the keywords to describe the<br />
imageFORMULA R30 that can be plugged<br />
To find out more about Canon's new products please reach out to one of the<br />
team.<br />
Gary - Indirect Head of Sales Scan and Software Solutions. Passionate about<br />
business and market challenges, loves playing golf and football.<br />
Email: gary_organ@cuk.canon.co.uk<br />
Rachael - Account Manager. Been working in the industry for 25 years and loves<br />
singing to all the classics at Popworld.<br />
Email: rachael.preston@cuk.canon.co.uk<br />
Eddie - Account Manager. Has worked at Canon for seven years. A huge<br />
football enthusiast both as a player and spectator. If there is a karaoke evening,<br />
he'll be there.<br />
Email: Edward.hahn@cuk.canon.co.uk<br />
Luigi - Product Marketing Manager. With more than ten years' experience in<br />
managing physical and digital products. Hungry reader and street food hunter.<br />
Email: luigi.bertino@cuk.canon.co.uk<br />
into your computer and able to scan your<br />
documents in less than one minute.<br />
Compatible with Windows and Mac it<br />
can scan up to 60 images per minute with<br />
an automatic document feeder of up to<br />
60 sheets. The product best fits hybrid<br />
working small and medium businesses<br />
and can scan a range of different<br />
document types from thick to thin media,<br />
receipts and plastic or embossed cards.<br />
The scanner has been designed to boost<br />
productivity, reduce environmental impact<br />
and produce high-quality output.<br />
The imageFORMULA R30 is also an<br />
energy-efficient device that employs less<br />
than 10W of electricity during use and<br />
reduces waste, thanks to high-quality<br />
technologies and high durability<br />
consumables. Weighing less than 3 kg,<br />
the device makes logistics more efficient,<br />
and is packed with eco-friendly materials,<br />
thereby reducing plastic.<br />
Meanwhile the powerful and compact<br />
imageFORMULA DR-S250N has been<br />
designed to support hybrid working as an<br />
A4 network scanner with new innovative<br />
features that can support customers with<br />
their various digitisation needs. The<br />
scanner provides flexible connectivity with<br />
USB and LAN and supports PCs, Mac,<br />
smartphones, and tablets. Ideal for<br />
settings such as schools, libraries,<br />
conference centres and co-working<br />
offices, the imageFORMULA DR-S250N's<br />
unique QR code scanning capability<br />
enables mobile users to just Scan and Go.<br />
"From their eco-sustainable packaging<br />
to their internal components, low electric<br />
consumption, high performance and<br />
quality to their unique design, Canon<br />
imageFORMULA R30 and<br />
imageFORMULADR-S250N represent<br />
another jump forward - a jump which<br />
employees and customers are proud to be<br />
part of," concluded Gary Organ.<br />
More info: www.canon.co.uk<br />
www.document-manager.com<br />
<strong>Sep</strong>tember/<strong>Oct</strong>ober<br />
@<strong>DM</strong>MagAndAwards<br />
31
Dm TECHNOLOGY: MICROFILM SCANNING<br />
Film school<br />
Kaycee Jaeger, Marketing Director, e-ImageData, tells you everything you need to<br />
know about getting the best out of high quality microfilm scans<br />
Digital scans are vital to the<br />
preservation of historical<br />
documents: they offer spaceefficient<br />
cloud or on-site storage, and<br />
they're less susceptible to damage than<br />
physical microforms. A digital document<br />
library is also easier to search, so users can<br />
find the information they need in less time.<br />
Fortunately for archivists, scanning<br />
technology has evolved - today, it's possible<br />
to capture high-quality images with<br />
exceptional clarity and richness.<br />
PIXEL COUNT MATTERS<br />
When you're scanning microfilm, the pixel<br />
count - the number of pixels in a digital<br />
image - is an important consideration.<br />
More pixels create better clarity and finer<br />
detail, which leads to higher-quality<br />
images. Scans with a lower pixel count<br />
tend to be grainy and less defined,<br />
reducing the overall quality.<br />
Microfilm scanners equipped with 26-<br />
megapixel cameras are the gold standard.<br />
Images scanned at this size are typically<br />
crisp and well-defined, so you can see every<br />
detail of the document. By contrast, a<br />
scanner with a lower-megapixel camera will<br />
produce lower-quality images.<br />
It's helpful to think of a pixel as a tiny<br />
piece of a scan; each one consists of one<br />
colour. If you divide an image into 100<br />
single-coloured parts, it will look blurry and<br />
blocky. Divide it into 100,000 parts, and<br />
you'll see finer features, sharper lines, and<br />
more complex colour transitions. Since the<br />
images on microfilm are small by nature, a<br />
scanner with a high pixel count is critical<br />
for clarity.<br />
That's where e-ImageData scanners come<br />
in - our 26 MP cameras mean<br />
that every scan<br />
contains 26<br />
million pixels. When you're working with<br />
complex archival documents, these large,<br />
highly detailed images make it easier to<br />
appreciate minuscule features. Even when<br />
you increase the size, you'll be able to read<br />
small print and see photos clearly.<br />
LOW MAGNIFICATION IMPROVES<br />
READABILITY<br />
Magnification, or the way a microfilm<br />
scanner enlarges the image, is another<br />
factor that affects quality and readability. It's<br />
easy to assume higher magnification leads<br />
to better images, but the opposite is true.<br />
Low-magnification scanners enlarge images<br />
without sacrificing resolution (number of<br />
pixels per inch), so they remain clear and<br />
easy to see.<br />
32<br />
@<strong>DM</strong>MagAndAwards<br />
<strong>Sep</strong>tember/<strong>Oct</strong>ober <strong>2023</strong><br />
www.document-manager.com
Dm TECHNOLOGY: MICROFILM SCANNING<br />
"IT'S EASY TO ASSUME HIGHER MAGNIFICATION LEADS TO BETTER IMAGES, BUT THE OPPOSITE IS TRUE. LOW-<br />
MAGNIFICATION SCANNERS ENLARGE IMAGES WITHOUT SACRIFICING RESOLUTION (NUMBER OF PIXELS PER<br />
INCH), SO THEY REMAIN CLEAR AND EASY TO SEE… IF YOU'RE DIGITISING PHOTOS AND HISTORICAL RECORDS,<br />
THIS LOW-MAGNIFICATION PROCESS IS ESSENTIAL. IT ENSURES THAT WHEN A USER ZOOMS IN ON NEWSPAPER<br />
ADS OR HANDWRITTEN CAPTIONS, THEY CAN READ EVERY LETTER. HIGH-RESOLUTION IMAGES PRESERVE<br />
FINER DETAILS SUCH AS MARGINALIA, PROVENANCE MARKS, AND PHYSICAL DOCUMENT PROPERTIES FOR<br />
FUTURE STUDY."<br />
Magnification is closely connected to the<br />
way your scanner zooms. With optical<br />
zoom, the camera adjusts the<br />
components of the lens to change the<br />
focal length and field of view. The pixel<br />
count of the final image stays the same,<br />
ensuring consistent clarity.<br />
If you're digitising photos and historical<br />
records, this low-magnification process is<br />
essential. It ensures that when a user<br />
zooms in on newspaper ads or<br />
handwritten captions, they can read every<br />
letter. High-resolution images preserve finer<br />
details such as marginalia, provenance<br />
marks, and physical document properties<br />
for future study.<br />
Low magnification also enhances the<br />
richness of each image. The colours are<br />
deeper and more accurate, and the<br />
contrast is more defined. Whether you're<br />
scanning an image of a painting or a<br />
vintage photograph, these elements create<br />
a better archival record.<br />
In general, microfilm scanners with<br />
wide optical zoom ranges provide better<br />
readability and richness. The lens adapts<br />
easily to different microforms, capturing<br />
high-resolution scans of 16-millimeter<br />
roll film, micro-opaques, and everything<br />
in between.<br />
On the opposite end of the spectrum,<br />
you'll find scanners with high<br />
magnification and digital zoom. These<br />
models effectively crop the image into a<br />
smaller piece and enlarge it. Since this<br />
magnified piece consists of fewer pixels<br />
than the original, it has less detail. As you<br />
zoom in further, the image begins to look<br />
blurry and hard to read. In most archival<br />
settings, a low-magnification model is the<br />
preferred option.<br />
PICKING THE RIGHT SCANNER<br />
As you're evaluating microfilm scanners,<br />
keep an eye out for a few key factors:<br />
Media compatibility: Look for scanners<br />
that accept a range of media formats.<br />
They enable you to digitise a variety of<br />
records using a single machine, which<br />
increases speed and efficiency.<br />
Technical specs: To achieve the best<br />
image quality, choose the highest<br />
camera resolution and optical zoom<br />
range that your budget allows.<br />
Media handling and throughput:<br />
Examine how the scanner handles<br />
different media formats. Is it easy to<br />
feed, position, and remove? If you're<br />
digitising a large collection, models<br />
with automatic scanning support can<br />
increase throughput.<br />
Hardware and software integration: Test<br />
the user interface to ensure it's intuitive<br />
and user-friendly. Ensure the software<br />
integrates seamlessly with the hardware<br />
to create a smooth, hassle-free<br />
experience. Features such a film<br />
selection wizard and image<br />
enhancement technology can help you<br />
achieve better scans on the first try.<br />
Operational requirements: Your scanner<br />
should meet the needs of your<br />
institution. For a high scan volume,<br />
reliability is key. If you're scanning in an<br />
office or library reading room, a quiet<br />
model can reduce disruption.<br />
The ScanPro microfilm scanner line offers<br />
state-of-the-art features for historians,<br />
archivists, researchers, and librarians. Each<br />
model is engineered for reliability, with<br />
smooth ball bearings, heavy-duty steel, and<br />
powerful yet quiet motors. Whether you're<br />
processing two documents or 200, ScanPro<br />
produces consistent quality from the first<br />
scan to the last. ScanPro features include:<br />
Large image sensor<br />
26-megapixel camera<br />
5x to 105x optical zoom<br />
Precise micro-positioning<br />
Continual image focus technology<br />
Spot editing and auto adjustments<br />
Word search in live scans and PDF<br />
conversions<br />
Intuitive computer application<br />
Built-in help function<br />
By streamlining the scanning process,<br />
ScanPro models enable you to create highquality<br />
images quickly and efficiently. The<br />
sophisticated processing technology<br />
captures a clear image on the first try - no<br />
need to fix errors or redo scans. Some<br />
models come with automatic scanning<br />
functions and multimedia support to save<br />
time on high-volume projects. Over the<br />
long term, ScanPro's reliability, accuracy,<br />
and high throughput reduce costs and<br />
maximise value.<br />
DON'T SACRIFICE IMAGE QUALITY<br />
High-quality microfilm scans are critical for<br />
digitising, preserving, and studying a wide<br />
range of historical records. The scanner<br />
determines clarity and detail - models with<br />
high-megapixel cameras, low<br />
magnification, and high-tech features<br />
capture the best digital images. By investing<br />
in a top-notch scanning solution, you can<br />
set your institution up for long-term<br />
success. Ready to get started? Begin your<br />
high-quality scan journey, today.<br />
More info: e-imagedata.com/requestinformation/<br />
34 <strong>Sep</strong>tember/<strong>Oct</strong>ober <strong>2023</strong> www.document-manager.com<br />
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VOTENOW!<br />
www.dmawards.com<br />
FormoreinformationpleasecontactAbbyPenn:<br />
Email:abby.penn.btc@gmail.com<br />
LinkedIn:www.linkedin.com/in/abby-penn-7a507945/<br />
Tel:07861682066
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fi-7700<br />
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PaperStream IP<br />
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PaperStream Capture<br />
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PaperStream ClickScan<br />
Ad-hoc scanning with a single touch<br />
PaperStream NX Manager<br />
For centralised, server-based capture.
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