DM Jan-Feb 2024

DOCUMENT 

M A N A G E R 

Dm 

www.document-manager.com 

DOCUMENT MANAGEMENT 

IMAGING & CAPTURE 

WORKFLOW/BPM 

CONTENT MANAGEMENT 

Research: 

Bridging the AI divide 

Technology: 

Content sentience is coming 

Strategy: 

Breaking our attachment to paper 

Market focus: 

Navigating public sector challenges 

OPINIONS • REVIEWS • CASE STUDIES • INTERVIEWS 

ISSN 1351-3222 Vol 32 No 1 January/February 2024

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Dm 

COMMENT 

Editor: 

Dave Tyler 

david.tyler@btc.co.uk 

Sub Editor: 

Mark Lyward 

mark.lyward@btc.co.uk 

Our first DM of 2024 carries on to some 

Publishing Director: 

John Jageurs 

extent where the last issue of 2023 left 

john.jageurs@btc.co.uk 

Sales Manager: 

off - with much heated discussion 

Abby Penn 

around the topic of AI and how it is likely to 

abby.penn@btc.co.uk 

Lead Designer 

influence information management. We look 

Ian Collis 

at new research findings from Quocirca that 

ian.collis@btc.co.uk 

Circulation/Subscriptions: 

suggests a difference in perception of AI 

Christina Willis 

depending on whether you are an IT decision 

christina.willis@btc.co.uk 

Managing Director: 

maker looking to deploy the technology, or a 

John Jageurs 

knowledge worker expected to use it. It appears that knowledge 

john.jageurs@btc.co.uk 

workers are far more concerned about the potential risk of losing 

Published by: Barrow & 

their jobs, as well as 'losing control over decision making'. It is hard to 

Thompkins Connexion Ltd 

35 Station Square, 

argue with any of those concerns at present, and it will be up to 

Petts Wood 

vendors to reassure potential users. 

Kent BR5 1LZ 

Tel: 01689 616000 

Elsewhere in this issue we examine document fraud, and here again 

Fax: 01689 826622 

AI is front and centre - not just as a potential solution to fraud 

Subscriptions: 

problems, but also as a likely contributor to future issues. AI has 

UK: £35/year, £60/two years, 

£80/three years 

invaluable potential to streamline document processing, but it also 

Europe: £48/year, £85 two 

can be used to falsify paperwork and perpetrate fraud. The best way 

years, £127 three years. 

ROW:£62/year, £115/two 

to combat AI-generated fraud is with better AI tools embedded in 

years, £168/three years 

document processing to identify the fakes. 

Published 6 times a year. 

Single copies can be bought 

As Attestiv's Nicos Verkiardes says: "Like any emerging technology, 

for £8.50 (includes postage & 

AI can be harnessed for many applications, including criminal 

packaging). No part of this 

magazine may be reproduced 

activity. Using AI to falsify documents makes it harder to detect 

without prior consent, in writing, 

from the publisher. 

forgeries. Fortunately, AI technology can be used for digitisation and 

©Copyright 2024 Barrow & 

authentication, detecting forged documents before they are 

Thompkins 

processed." 

Connexion Ltd 

There is little doubt that automation and AI technologies are 

Articles published reflect the 

revolutionising document management by reducing human errors, 

opinions of the authors and are 

not necessarily those of the 

enhancing efficiency, and ensuring compliance, as Storetec's Grace 

publisher or his employees. While 

every reasonable effort is made 

Schneider argues in her article on the subject: "… the integration of 

to ensure that the contents of 

AI amplifies the benefits (of automation) by providing intelligent 

articles, editorial and advertising 

are accurate no responsibility can 

classification, retention policy enforcement, compliance 

be accepted by the publisher for 

errors, misrepresentations or any 

management, structured data extraction, data quality enhancement, 

resulting effects 

and predictive insights." 

It is in these step-change improvements to the quality of document 

automation processes that AI is likely to find its feet, at least initially. 

To most of the concerned users quoted in the Quocirca research, 

such enhancements might be almost invisible in terms of how they 

work on a day-to-day basis, despite having huge impact on the 

effectiveness of the systems they are using. 

And eventually, in much the same way that our phones have simply 

got smarter over time to the point where we barely consider how 

much they can actually do, and how much we rely on them, it is 

likely that AI will simply be there in the background, powering the 

vast majority of the processes we are only beginning to think of as 

'automatable' at the moment. 

Dave Tyler 

Editor 

david.tyler@btc.co.uk 


January/February 2024 

@DMMagAndAwards 

3

Dm CONTENTS 

C O N T E N T S 

JANUARY/FEBRUARY 

10 

12 

16 

18 

20 

..................................................................................................................................................................................................... 

OPINION: INDUSTRY TRENDS……….......................................................………….6 

Nigel Dews, Managing Director, Restore Records Management, shares his thoughts on the 

nine key trends he sees emerging in the sector in 2024 

MANAGEMENT: DOCUMENT FRAUD…...................................................…………8 

Nicos Verkiardes, founder and CEO of Attestiv, examines the growth in document fraud 

and explains how AI is being used by both sides in the fight for document security 

MARKET FOCUS: HEALTHCARE……….......................................................………10 

Technical and semantic standardisation is crucial to the optimisation of digital patient 

records, argues Manfred Traeger of IRIS, a Canon company 

STRATEGY: GOING PAPERLESS……...............................................................…….12 

While digital is increasingly the first choice for cost savings, people retain a cultural 

attachment to paper, argues Jason Field, Integration Director at Document Logistix 

COMPANY UPDATE: ELO DIGITAL OFFICE……...................................................…14 

Pierre Himmelmann, VP Channel International & Strategic Operations, ELO, explains what 

makes ELO the ideal business partner 

RESEARCH: AI STRATEGIES…….....................................................................……16 

84% of businesses plan to increase AI investment in the coming year, but differing views on 

AI may affect workplace adoption, according to new research from Quocirca 

MANAGEMENT: AUTOMATION…………....................................................……..18 

Grace Schneider of Storetec describes some of the ways in which automation and AI can 

enhance document management processes 

CASE STUDY: SAILPOST……….......................................................................……20 

Italian postal operator Sailpost is relying on PFU (EMEA) solutions to assist with a reliable 

and accurate returns digitisation process 

RESEARCH: PAPER USAGE……...................................................................………22 

New research findings from Hyland sees UK workers heavily critical of their employers' overreliance 

on paper-based systems and processes 

MARKET FOCUS: PUBLIC SECTOR………......................................................……..24 

Luigi Bertino, Product Marketing Manager at Canon, explains how the company's 

imageFORMULA scanners can help navigate public sector challenges 

TECHNOLOGY: CONTENT SENTIENCE……...................................................……..26 

Deep-learning expert Dr John Bates of SER asserts that the technology is already close to 

taking over the chore of reading documents, handling emails and more 

COMPANY UPDATE: FILESTREAM………....................................................………28 

Charles Hooker of Filestream shares an update on the company's recent successes, 

including another high profile win at the DM Awards 2023 

APPLICATION FOCUS: PROCUREMENT…..................................................………..30 

Michelle Kermath, Head of Consultancy & Technical - ECM at Crown Records Management, 

breaks down the top five reasons to digitise the procurement process 

STRATEGY: DATA MANAGEMENT…….........................................................……..32 

Marco Pozzoni, EMEA Storage Sales Director at Lenovo, examines how data management 

is enabling organisations to reap the benefits of AI 

4 @DMMagAndAwards January/February 2024 www.document-manager.com

Knowledge is power. 

Document Scanning 

Digital Workflow Solutions 

FreeDocs Cloud Document Management 

Automated AI Technology 

Microfilm and Microfiche Scanning 

Consultancy Services 

Secure Document Destruction 

Call 0800 612 4065 

or email sales@storetec.net 

www.storetec.net

Dm OPINION: INDUSTRY TRENDS 

A finger on the pulse 

Nigel Dews, Managing Director, Restore Records Management, shares his thoughts 

on the nine key trends he sees emerging in the sector in 2024 

From the rise of 'paper-lite' instead of 

'paperless', to data protection getting 

new teeth - as well as an ongoing 

need to reduce costs, of course - 2024 

has a lot in store for records 

management. We have our finger on the 

pulse here and see a range of trends 

emerging. So, here are Restore Records 

Management's predictions for the 

industry in 2024: 

1. An extra focus on compliance as GDPR 

returns to the spotlight 

Data protection regulation is going to be 

under the spotlight in 2024 and that 

could push the topic back into the 

boardrooms of UK businesses. 

The European Data Protection Board 

(EDPB) will be reviewing data protection 

regulation during the first quarter of 

2024, focusing on how entities are 

implementing the 'right of access'. That's 

not an easy issue for businesses which 

don't have a full vision of what data they 

are storing or where it is held. 

We often hear that Subject Access 

Requests are time-consuming, costly 

and complex for many businesses with 

a physical inventory. So, finding a way 

to make the process easier will be a 

trend - especially as the volume of 

requests is increasing. 

The focus will be on improving and 

speeding up access to inventories, 

ensuring all documents are properly 

catalogued and having a process in 

place. These are the kinds of strategic 

targets which often lead 

organisations to outsource their 

inventory to hit deadlines. 

In addition, UK data protection 

reforms following Brexit are 

expected to move forward in 2024 

as the government seeks to 

complete its Data Protection and 

Digital Information Bill, designed 

to mimic, but also tweak 

European law. 

2 More businesses backing up 

data on tape - to mitigate rising 

ransomware attacks 

As cybercrime continues to rise, 

especially ransomware, expect 

businesses to consider a return to 

physical backups. 

One cyber report in December 2023 

(https://www.corvusinsurance.com/blog/q 

3-ransomware-report) suggested that 

ransomware attacks were up 95% 

compared to the previous year. The Cyber 

Crime Security Breaches Survey of 2023 

also reported that 32% of businesses 

suffered a cyberattack during the previous 

year. The figure was much higher (69%) 

for large businesses and for medium sized 

businesses (59%). 

A good way to mitigate the impact of 

such attacks is to regularly backup key 

data on tape and add it to your physical 

inventory. 

3 Reacting to the sheer volume of data 

The amount of data being generated is a 

big issue for businesses - creating 

concerns around storage, access and 

security. More than 120 zettabytes of 

data are predicted to have been created 

in 2023. That's approximately 328.77 

million terabytes every single day. This is 

partly driven by a desire from businesses 

to make more data-driven decisions. To 

achieve that, you need to create more 

data in the first place - and you need that 

data to be accurate and compliant. 

We live in a different and more 

questioning world, and data is increasingly 

seen as the definitive answer to a problem 

or an argument. Businesses which can 

'prove' or back up their statements and 

decisions through data feel stronger for it. 

How does that relate to the world of 

physical documents? 

Well, not all data is digital. Many 

businesses seeking 10 years of data to 

analyse trends will need to incorporate 

physical data into the mix. In fact, even 

businesses wanting to analyse recent data 

may find a need to look further back than 

normal. The pandemic period is not seen 

as representative of a 'normal' financial 

6 January/February 2024 www.document-manager.com 

@DMMagAndAwards

OPINION: INDUSTRY TRENDS Dm 

expect to see a new conversation 

about destruction. ICB teams are now 

taking an increasing lead on data 

compliance and focusing on what 

records they have, to ensure they are 

being stored and managed in a 

regulatory-compliant manner. 

Expect to see increased activity around 

the digitisation and destruction of 

records, including scan on demand. 

year, meaning many businesses are 

searching pre-2020 - including through 

physical documents. Expect to see a rise 

in digitisation of the most requested 

records and, again, an increased focus 

on compliance for this reason, too. 

4 The continued rise of paper-lite rather 

than paperless 

Businesses are finding that it is far more 

cost efficient, and effective, to move 

away from a dream to digitise all 

physical data - and to seek a solution 

which sees paper and digital work 

alongside each other. That's especially 

important when we have been living 

through a cost-of-living crisis in the UK. 

So, going 'paper-lite' rather than 

'paperless' is a trend we see growing in 

2024 as economic growth remains slow 

and interest rates remain high. 

The big benefit? Well, it's an awful lot 

cheaper than digitising every single 

record in your inventory, and the reality 

is you don't need to do that. By only 

digitising records which are required or 

requested most often, businesses can 

save money but still achieve their 

strategic goals - especially as modern 

technology means that documents left in 

physical storage can now be scanned on 

demand, viewed on an internet portal, 

or delivered quickly. 

5 A greater desire from businesses to 

have an overview of ALL their data 

Even businesses which outsource their 

records management retain records onsite 

in some form or another. So, they 

may have physical records safely and 

compliantly stored with Restore Records 

Management, all tagged, indexed and 

given a retention policy. 

But they also have multiple documents 

at their own site - stored in filing 

cabinets, in desk drawers and on servers 

- which are not as well managed. 

Having oversight of all documents is 

going to become even more important 

if you want to be fully compliant and 

make the most of your data. 

We already see a trend of businesses 

taking greater interest in their overall 

data flow, and requiring systems that 

provide end-to-end solutions for data 

and documents across all sites. 

6 Reducing costs 

Rising inflation hit businesses hard in 

2023 and the impact is still being felt 

going into 2024 with rates proving 

stubborn to reduce. Expect to see 

businesses search for ways to make 

savings and reduce costs. 

Moving to offsite can achieve exactly 

that, and we are already seeing more 

businesses take that route. 

7 Retention policy reviews and secure 

destruction in the NHS 

The NHS has been unable to securely 

destroy data in recent years because of 

inquiries taking place following the 

pandemic. As those inquiries end, we 

8 Responding to remote working - now 

we know it's here to stay 

A lot of businesses have delayed 

decisions around what to do with their 

data as they waited to see if people 

would come back to work. Now we are 

pretty sure that remote working is here 

to stay. The balance may change and 

flex over time, but it's hard to see a time 

when everybody works 9am-5pm in the 

office every day again. 

Adapting to a hybrid working model 

means many businesses will need to 

make decisions on how they store data. 

They know that homeworkers need 

access to documents, but they don't 

need access to ALL documents. 

Again, we see a 'paper-lite' vision 

playing a big part in the solution to 

this problem. 

9 The continued rise of sustainability 

The sustainability of records 

management is a growing focus in a 

world where ESG is so important to 

businesses of all sizes. 

What's important is that sustainability 

is considered in everything a business 

does - and that includes how you look 

after your inventory. So, choosing a 

records management partner that 

shares your environmental goals is 

important. At Restore Records 

Management we are holders of the of 

The Planet Mark for Business 

Sustainability Certification. This is a 

programme that recognises continuous 

improvement in sustainability. 

There can be no doubt, 2024 promises 

to bring significant changes in the field 

of records management. 

More info: www.restore.co.uk/records 




7

Dm MANAGEMENT: DOCUMENT FRAUD 

Combatting document fraud with AI-enabled IDP 

Nicos Vekiarides, founder 

and CEO of Attestiv, 

examines the growth in 

document fraud and 

explains how AI is being 

used by both sides in the 

fight for document security 

Document fraud is as old as the 

written word. The ancient 

Romans had laws as early as 80 

B.C. prohibiting forgery and falsification 

of documents in land transfers. We still 

deal with forged documents and fraud 

today, but technology makes identifying 

fraudulent documents and paperwork 

harder. The solution is to apply more 

sophisticated technology, such as fraudresilient 

intelligent document 

processing (IDP), to identify altered and 

bogus documents. 

Artificial intelligence has made it easier 

for criminals to generate credible 

forgeries. News stories about deepfakes - 

high-fidelity forgeries of audio and video 

images used to embarrass a politician or 

public figure - involve the same AI 

technology being used to counterfeit 

documents. AI algorithms can imitate 

details of documents such as 

watermarks, holograms, microprinting, 

signatures and images, making detection 

increasingly tricky. 

AI has invaluable potential to streamline 

document processing, but it also can be 

used to falsify paperwork and perpetrate 

fraud. The best way to combat AIgenerated 

fraud is with better AI tools 

embedded in document processing to 

identify the fakes. 

THE COST OF DOCUMENT FRAUD 

The losses from fraud and forged 

documents continue to mount as criminals 

become more sophisticated. According to 

the US Department of Justice, settlements 

for false claims adjudicated under the 

False Claims Act exceeded $2.2 billion in 

2022. The Federal Trade Commission (FTC) 

also reports that consumers lost nearly 

$8.8 billion to fraud in 2022, a 30% 

increase over the previous year. Most of 

that money was lost to investment scams 

($3.8 billion), and $2.6 billion was lost to 

imposter fraud. 

Insurance fraud costs American 

consumers $308.6 billion each year. 

More than 20% of property-casualty 

losses are because of fraud, and $60 

billion yearly is lost to Medicare fraud. 

Home loans are another common target 

for fraud. In the second quarter of 2022, 

an estimated 0.76% of mortgage 

applications contained fraudulent 

paperwork. That represents one in 131 

mortgage applications. 

There has also been a rise in income 

fraud, such as doctored pay stubs and W- 

2 forms. These types of documents are 

often used to create false identities. The 

IRS reported $5.7 billion in tax fraud in 

2022, making tax fraud the third mostreported 

form of fraud reported in 2022. 

Any transaction that relies on 

documentation can be a target for fraud. 

The right AI and IDP technology could 

prevent most of these losses. 

THE RISE IN IDENTITY THEFT 

Identity theft is a growing problem that is 

contributing to document fraud. The FTC 

reports that there were nearly 560,000 

identity theft cases in the United States in 

the first half of 2023 and estimated that 

reported identity theft cases would exceed 

1 million by the end of 2023, which is 

higher than any pre-pandemic year. 

Identity theft cases spiked in 2020 and 

2021, reaching unprecedented levels of 

1.4 million complaints per year. 

Identity theft is most commonly used for 

fraudulent online purchases, loan 

applications, and applications for 

government benefits. When the U.S. 

government issued relief cheques during 

the pandemic, many criminals used 

identity theft to steal the funds. 

Credit card fraud remains the biggest 

problem stemming from identity theft. By 

the third quarter of 2023, Americans had 

filed more than 220,000 credit card fraud 

complaints, representing 4 out of every 10 

identity theft complaints. 

Adopting AI-powered document 

validation as part of IDP can head off most 

of these fraudulent transactions, 

identifying forged applications and 

documents before they are processed. 

8 



www.document-manager.com

MANAGEMENT: DOCUMENT FRAUD Dm 

"INCORPORATING FRAUD DETECTION INTO IDP SCALES MUCH BETTER THAN HUMAN REVIEW, AUTHENTICATING 

DOCUMENTS AND IMAGES AS PART OF DATA INTAKE. AI ALGORITHMS ARE MORE PRECISE AND MORE 

ACCURATE IN DETECTING FRAUD, AND THE SYSTEM USES ML TO BECOME MORE SOPHISTICATED, TRAINING THE 

SYSTEM TO RECOGNISE NEW ANOMALIES AND POTENTIAL FORGERIES. AUTOMATED FRAUD DETECTION IN IDP IS 

FASTER AND MORE EFFICIENT AND CAN DETECT FORGERIES THAT OTHER PROCEDURES WOULD MISS." 

THE MOVE TO DOCUMENT 

AUTOMATION 

Artificial intelligence is increasingly used 

by businesses to improve operations, 

especially when processing paperwork. 

Sixty-four percent of companies believe 

AI will help improve productivity. As a 

result, AI is expected to see an annual 

growth rate of 37.3% through 2030. 

Businesses are seeing an immediate 

impact from the use of AI in back-office 

processes. Paper documents can be 

scanned and converted into a digital 

format that business software can readily 

ingest. IDP handles data extraction, 

identifying unstructured and semistructured 

data from paper documents 

and converting it into usable data. Using 

AI and machine learning (ML) streamlines 

paper processes, extracting data with a 

high degree of accuracy. 

With the move to automated 

document processing, human inspection 

is no longer needed. As a result, 

fraudulent data and documents often go 

undetected and are processed 

automatically. 

Incorporating fraud detection into IDP 

scales much better than human review, 

authenticating documents and images as 

part of data intake. AI algorithms are 

more precise and more accurate in 

detecting fraud, and the system uses ML 

to become more sophisticated, training 

the system to recognise new anomalies 

and potential forgeries. Automated fraud 

detection in IDP is faster and more 

efficient and can detect forgeries that 

other procedures would miss. 

MOST COMMON TYPES OF 

DOCUMENT FRAUD 

AI-enabled fraud detection in IDP can 

identify almost any type of document 

fraud. The four most common types of 

document fraud are: 

 

 

 

 

Image fraud - Falsifying or 

substituting an image is an easy 

way to forge an ID. For example, a 

photo or image can be 

superimposed on a legitimate ID, or 

a computer-generated passport or 

driver's license can be used to falsify 

a loan application or for other 

fraud. This trend is a growing 

concern since lenders and others 

are accepting scanned ID files for 

online applications. 

Falsified documents - One of the 

more sophisticated forms of identity 

theft is creating false documents 

using stolen information. Creating a 

phony birth certificate, driver's 

license or passport makes it easier 

to falsify a bank account or loan 

application or impersonate 

someone to access their 

investments and accounts. 

Modified documents - A common 

form of fraud is changing legitimate 

documents by manipulating 

information, such as modifying 

names, dates, ID numbers, etc. With 

computer technology, it's easy to 

modify genuine documents to open 

a line of credit, apply for a credit 

card, or commit a similar crime. 

Illegitimate documents - Rather 

than falsifying legitimate 

documents, criminals can create 

fake documents such as cheques, 

invoices, or money orders that look 

legitimate. 

Using fraud-resilient IDP technology 

can identify anomalies such as 

doctored pixels and spot phony 

documents immediately, either 

rejecting them or tagging them for 

additional scrutiny. 

USING AI TO DETECT FRAUDULENT 

DOCUMENTS 

Detecting fraudulent documents isn't easy. 

Close visual scrutiny can reveal falsifications 

such as watermarks or holograms, but it 

takes a trained eye to know what to look 

for. Manual inspection is far from accurate 

and is slow, especially if you need to 

inspect thousands of documents. 

IDP simplifies document digitisation - 

converting paper to a machine-readable 

format while automated fraud detection 

analyses the documents simultaneously. 

IDP is not optical character recognition 

(OCR) but uses AI/ML to analyse, 

contextualise, and categorise all the 

document data. Fraud detection AI 

analyses the document for anomalies, 

authenticating the data and ensuring the 

original documents are genuine and 

haven't been altered. 

IDP with AI fraud detection eliminates 

document fraud and prevents losses for 

consumers and businesses. Financial service 

companies, healthcare providers, insurance 

companies, lenders, and government 

agencies are saving time and money with 

digital transformation and improving 

security by incorporating AI fraud detection 

into digital document processing. AI saves 

time and improves the accuracy of 

document conversion. 

Like any emerging technology, AI can be 

harnessed for many applications, including 

criminal activity. Using AI to falsify 

documents makes it harder to detect 

forgeries. Fortunately, AI technology can 

be used for digitisation and 

authentication, detecting forged 

documents before they are processed. 

Introducing AI/ML safeguards as part of 

IDP fights fire with fire, providing 

automated tools to prevent fraud. 

More info: www.attestiv.com 




9

Dm MARKET FOCUS: HEALTHCARE 

Transforming healthcare 

Technical and semantic standardisation is crucial to the optimisation of digital 

patient records, argues Manfred Traeger of IRIS, a Canon company 

Digital transformation is 

revolutionising industries 

worldwide, and healthcare is no 

exception. The healthcare sector faces the 

challenge of managing increasing patient 

care complexity while controlling rising 

costs. Here, digital patient records based 

on modern document management 

concepts being part of E-Health-Strategies 

offer a transformative approach. They 

enable more efficient management of 

health data and contribute to cost 

reduction by eliminating manual processes 

and significantly improving access to and 

distribution of information. 

Following on the insightful article by Grace 

Schneider from Storetec in a recent issue of 

Document Manager Magazine, which 

highlighted the benefits of dental records in 

paperless dental practices, this article 

extends the dialogue to hospitals and 

illustrates the comprehensive benefits of 

this technological approach. Particular 

attention is paid to the importance of 

technical and semantic standards in the 

digitisation of patient records to provide 

uniformity to all stakeholders. 

KEY TO DIGITISATION: TECHNICAL 

INTEROPERABILITY 

A central aspect of digitisation in 

healthcare is interoperability - the ability to 

effectively exchange information between 

different organisations and systems. 

Technical interoperability is the ability of 

systems to work together seamlessly and 

exchange data smoothly. This includes 

communication between very different IT 

systems, such as the hospital information 

system (HIS), the radiology information 

system (RIS) or the document 

management system (DMS). 

In order to enable cross-sector 

communication, a so-called 

communication standard is required. Such 

an international standard was introduced 

back in 1987 by the Health Level Seven 

International organisation: HL7. Technical 

standards such as HL7 and DICOM, a 

standard to process medical imaging 

information, play a crucial role as they 

provide predefined structures for the digital 

exchange of health information. 

These standards are supported by 

responsible government institutions, such 

as the NHS in the UK, other key 

organisations in healthcare and all relevant 

market participants. This comprehensive 

support is crucial for creating a seamless, 

integrated digital health system. 

THE IMPORTANCE OF SEMANTIC 

STANDARDS 

However, the technical standards essentially 

define only how information is exchanged. 

Semantic standards complement these 

technical provisions by providing uniform 

professional content terminologies across 

organisations, so that information can be 

consistently used in different systems. 

A Semantic standard refers to a guideline 

that defines how data and information 

should be unambiguously interpreted and 

used - particularly important in areas 

where data is exchanged between 



MARKET FOCUS: HEALTHCARE Dm 

"THE INTEGRATION OF BOTH TECHNICAL AND SEMANTIC STANDARDS IS OBVIOUSLY DECISIVE IN IMPLEMENTING 

EFFICIENT AND EFFECTIVE DIGITAL PATIENT RECORDS. IN THIS CONTEXT, ANOTHER VERY PROMINENT EXAMPLE FOR 

SEMANTIC STANDARDS IS THE CATEGORISATION OR NAMING OF MEDICAL DOCUMENTS IN PATIENT RECORDS; 

THIS IS CRUCIAL FOR CLARITY AND CONSISTENCY IN RECORD-KEEPING AND IMPROVES CROSS-ORGANISATIONAL 

DATA QUALITY AND USAGE. BY UTILISING SUCH SEMANTIC BEST PRACTICES ACROSS THE BOARD, THE 

HEALTHCARE SECTOR CAN BENEFIT FROM SIGNIFICANTLY IMPROVED INTEROPERABILITY AND EFFICIENCY IN DATA 

EXCHANGE. " 

different systems, organisations, or 

sectors. Semantic standards ensure that 

the meaning of data is consistent and 

unambiguous for all parties involved, 

regardless of who is using it or in what 

context. SNOMED CT (Systematised 

Nomenclature of Medicine - Clinical 

Terms) is an example of such a 

comprehensive, multilingual clinical health 

terminology system that enables accurate 

and comprehensive coding of clinical 

specialist terms. 

The integration of both technical and 

semantic standards is obviously decisive in 

implementing efficient and effective digital 

patient records. In this context, another 

very prominent example for semantic 

standards is the categorisation or naming 

of medical documents in patient records; 

this is crucial for clarity and consistency in 

record-keeping and improves crossorganisational 

data quality and usage. 

By utilising such semantic best practices 

across the board, the healthcare sector 

can benefit from significantly improved 

interoperability and efficiency in data 

exchange. As the example from Germany 

(see boxout below) demonstrates, 

professional document management 

based on modern software solutions for 

automated classification and indexing of 

documents can make a very convincing 

contribution to making healthcare more 

efficient, cost-effective, and ultimately 

more patient-oriented. 

POSITIVE OUTLOOK 

The future of healthcare lies in the further 

integration of digital systems and the 

continued use of technologies like 

Artificial Intelligence and Big Data. The 

ongoing development and adaptation of 

standards will continue to play a central 

role in improving the efficiency, safety, 

and quality of patient care. Other positive 

effects should not be underestimated, 

such as improving the education and 

training of medical and technical staff or 

simplifying the introduction of 

Governance strategies. 

More info: www.iriscorporate.com 

STANDARDISATION IN PRACTICE 

One outstanding example of the practical and very successful application of the standardisation of unambiguous document 

categories is a project in Germany lasting several years, in which a service company digitised and automatically classified physical 

patient files of several hundred hospitals using pre-labelled examples. 

The project initially began with individual and manually determined document categories of each hospital. The sample documents 

were trained by an advanced document capture software platform for automated self-learning classification and indexing of 

documents, thereby transforming document classification into a highly efficient automated digitisation process. 

However, it was gradually discovered that despite clearly comparable medical services and treatment processes, the specialist 

clinics of the hospitals had nevertheless implemented different concepts for categorising the corresponding medical documentation 

in patient records. The patient records of different hospitals apparently had similar content and structure, but there were still 

relevant differences in the categorisation of documents and particularly a large variety of different names for similar or even 

congenial categories. 

In the subsequent exploratory phase of the project, a comprehensive analysis of the highly complex data situation was carried out, 

with the document classification software being the crucial tool. It enabled the medical documents to be compared in terms of 

content and the document categories to be consolidated. Eventually, several thousand seemingly different document classes could 

be reduced to a few hundred unambiguous document classes across all hospitals. 

In the conclusive phase of the project, the knowledge gained about possible standardisation of document categories was 

transferred into a broader professional discussion with relevant stakeholders in healthcare. The wide-ranging benefits of 

comprehensive content wise standardisation were quickly recognised by hospitals, health insurance companies, and system 

manufacturers, with the strong practical relevance of the concept being very convincing. This approach resulted in a new, now 

nationally recommended semantic standard for the categorisation of medical documents in Germany, known as the "Clinical 

Documentation List" which significantly improves the efficiency and quality of patient record management. 




11

Dm STRATEGY: GOING PAPERLESS 

Digital saves money, 

but paper persists 

While digital is increasingly the first choice for cost savings, 

people retain a cultural attachment to paper, observes 

Jason Field, Integration Director at Document Logistix 

There has been talk of achieving 

paperless business processes for forty 

years. In the world of document 

management, we talk about the advantages 

of paperless processes in terms of process 

efficiency, productivity, collaboration, cost 

savings, and environmental friendliness. 

The workflow benefits of digitisation 

seem obvious, so it may come as a 

surprise that 50% of organisations are still 

heavy users of paper. 

PAPER OFFERS A DIFFERENT 

EXPERIENCE 

The number of people consuming 

newspapers and magazines online 

outweighs the number of people who buy 

print versions. However, the margin is not as 

wide as we might expect. 

According to a 2022 YouGov survey, 54% 

of people in the UK prefer reading news 

content online, and 60% in the USA, which 

means that 40%-plus still opt for print. 

When it comes to magazines, 58% of UK 

readers prefer hard copy magazines, and 

print retains a strong following among 

young adults. 

Print revenues have declined over the past 

20 years, but there remains an enduring 

fondness for print because, for some, paper 

is a cultural preference. 

WHO STILL OPTS FOR PAPER FILING? 

In the November 2023 issue of Document 

Manager Magazine, research from Crown 

revealed that almost half (49%) of UK 

businesses still operate a physical paper filing 

system, despite half (48%) of businesses 

acknowledging that they make it difficult to 

find information quickly, and 46% 

struggling to find physical storage space. 

One of the underlying reasons for staying 

with print-based processes is the very fact 

that they are 'known'. Digital transformation 

Is difficult when there is not a culture fit. 

We know that moving away from the 

familiar is not always easy. A significant 

number of business owners have not used 

digital records management or workflow 

systems, and perceive digital systems as 

too expensive. 

ASTONISHING FIGURES ON PAPER 

CONSUMPTION 

Worldwide paper consumption has 

increased by about 400% in 40 years. As 

someone who works in a paperless, or 

extremely paper-light environment, the 2023 

statistics for paper use in the USA come as 

big surprise. 

Apparently, 93% of business information 

continues to be produced on paper, and it is 

claimed that an average office worker prints 

in the region of 31 pages per day. Paper 

waste in professional environments runs to 

tens of millions of tons. 

WHERE IS PAPER USE STILL EMBEDDED? 

The education, legal, real estate, finance 

and medical sectors are the biggest 

12 




STRATEGY: GOING PAPERLESS Dm 

"WORLDWIDE PAPER CONSUMPTION HAS INCREASED BY ABOUT 400% 

IN 40 YEARS. AS SOMEONE WHO WORKS IN A PAPERLESS, OR 

EXTREMELY PAPER-LIGHT ENVIRONMENT, THE 2023 STATISTICS FOR 

PAPER USE IN THE USA COME AS BIG SURPRISE. APPARENTLY, 93% OF 

BUSINESS INFORMATION CONTINUES TO BE PRODUCED ON PAPER, AND 

IT IS CLAIMED THAT AN AVERAGE OFFICE WORKER PRINTS IN THE 

REGION OF 31 PAGES PER DAY. PAPER WASTE IN PROFESSIONAL 

ENVRIONMENTS RUNS TO TENS OF MILLIONS OF TONS." 

consumers of paper. The legal sector, in 

particular, is wedded to paper for legal 

documents. Printed documents and 

evidence remain mainstays of litigation 

and court cases. 

Although online banking has become 

popular, financial bodies rely heavily on 

paper for high-value transactions, 

mergers, acquisitions and contracts. 

Medical institutions remain a heavy 

paper user across hospital information 

forms, records keeping and patient 

instructions. 

There are also a considerable number 

of legacy documents that remain 

paper-based, many of which require a 

'wet' signature. They include: wills, 

setting up a trust, mortgage 

documents, marriage, divorce and 

adoption papers, and court orders. 

IS DIGITAL GREENER? 

We touch a lot of products made from 

wood pulp every day: paper cups, 

receipts, tickets, newspapers, books 

and magazines. Many commentators 

argue that deforestation carried out to 

satisfy our need for paper goods 

contributes to global warming and 

threatens biodiversity. 

In a business context, there is not a 

straightforward formula to calculate 

digital carbon footprints. I am mindful 

of the way in which the paper industry 

challenged the assumption that digital 

communication is more 

environmentally friendly than paper. 

Banks, telecommunication and utilities 

companies urge us to "Go paperless, 

save trees." 

However, the paper industry pushed 

companies to remove their claims 

about environmental friendliness, 

which it argues misled consumers. At 

least 20 major US companies were 

persuaded to remove their "anti-paper" 

green claims when promoting e-billing 

as more environmentally friendly than 

paper by presenting its case for 

sustainable forestry practices. 

PIXEL OR PAPER? 

On first consideration, digital media 

appears more sustainable. Electronic 

products such as phones and laptops 

are used repeatedly, which make them 

a renewable resource of sorts. But 

product manufacturing has a carbon 

footprint, consumes energy and 

generates e-waste. There is no 

standardised environmental footprint 

for e-media. 

I would argue that, in a business context, 

there is a very strong case for minimising 

the use of paper in order to support your 

company's green policy. One easily 

quantifiable measure is the elimination of 

waste that results from the emails and 

documents that are printed but never 

read. Apparently, 6-7% of documents go 

directly from printer to bin! 

DIGITISATION REDUCES COSTS 

In business, the compelling reason to 

go paperless or paper-light is cost 

savings. Few companies invest money 

solely in order to be green, but all 

businesses have an obligation to 

operate as efficiently as possible. 

There are many extended advantages 

of digital automation that are hard to 

achieve using traditional paper-based 

processes, including: 

Centralised document access with 

immediate retrieval 

File versioning with Check-in and 

Check-out functionality 

Improved security and access 

control with full audit trails 

Automated data retention for GDPR 

compliance 

Automated reporting 

Enhanced disaster recovery 

The business rewards of digitisation are 

measurable. Document Logistix begins 

every potential implementation with a 

review in order to generate a business 

case that includes projected ROI. 

The biggest benefits of digitisation are 

the leaps forward in workflow efficiency, 

elimination of paper waste and the 

reduced need for physical storage. 

More info: www.document-logistix.com 




13

Dm COMPANY UPDATE: ELO DIGITAL OFFICE 

ELO Business Partnership: 

Shape the Digital Future with Us 

Pierre Himmelmann, 

VP Channel International & 

Strategic Operations, ELO, 

explains what makes ELO the 

ideal business partner 

Drive digitalisation forward with ELO 

Digital Office: as part of our global 

network, we offer you innovative 

enterprise content management (ECM) 

solutions and help you to acquire new 

customers and generate additional revenue 

streams. 

ECM lays the foundation for the digitisation 

of business processes in the corporate 

landscape. Unlike any other field of business, 

it offers double-digit growth rates. From 

managing contracts, personnel files, 

meetings, visitors, or e-mails, to optimising 

remote collaboration and workflows, business 

requirements are varied and ever-growing. 

THE RIGHT PARTNER BY YOUR SIDE 

With over 25 years of experience in the 

market, ELO Digital Office is one of the 

leading providers in the ECM sector. Our 

leading technological solutions have earned 

us numerous international awards. In 

addition, our high quality and service 

standards ensure that our partners are 

guaranteed successful projects and a satisfied 

customer base. 



COMPANY UPDATE: ELO DIGITAL OFFICE Dm 

YOUR BENEFITS AS AN ELO 

BUSINESS PARTNER 

ECM is a business with a sustainable 

future, and we are committed to 

walking this path together with our 

partners. As an ELO Business Partner, 

you benefit from numerous 

advantages: 

More revenue thanks to new 

solutions 

Expansion of your service portfolio 

Acquisition of new customers 

through innovative products in a 

growth market 

New business with high customer 

loyalty 

Optimum employee utilisation 

Indirect vendor sales 

Excellent partner sales support 

UNIQUE SALES MODEL 

ELO Digital Office is the only ECM 

provider with an exclusively partnerbased 

sales model. We deliver proven 

strategies and solutions to help you 

make a profitable start in a new 

business. ELO offers scalable digital 

solutions for customers and 

stakeholders in all sectors and sizes of 

business - from small and mediumsized 

enterprises to large corporations 

and public administration. 

THE BEST BACKING FOR YOUR 

SUCCESS 

One-on-one support for our ELO 

Business Partners is something we 

value highly. Besides providing access 

to our experts, a personal consultant is 

on hand during the entire partnership 

WINNING WAYS 

to address any questions and guide 

you on all aspects of the new business. 

In the initial phase, we also help you 

to put together tenders. 

TOWARDS SHARED GOALS 

Our collaboration with ELO Business 

Partners goes beyond a mere 

partnership: 

1. Profitable start in a new business 

We subsidise your first project. This 

gives you an immediate ROI on 

projects with ten licenses or more. Our 

goal is to ensure that your initial 

investment pays off quickly. 

2. Tailored offers thanks to flexible 

licensing models 

We offer attractive licensing models 

and needs-based pricing that will 

empower you to drive successful, 

customer-focused projects. 

3. Active project support 

A highly specialised team actively 

supports you with expert knowledge 

during project implementation. You 

also have the option to book ELO 

consulting employees to bring 

additional expertise to your project 

team. 

4. Make the most of the partner 

network 

Members of the ELO Business Partner 

community provide mutual support to 

one another with in-depth knowledge 

and industry solutions in response to 

any customer challenge. 

At the 2023 DM Awards, ELO won first place in the Workflow/BPM 

Product of the Year category with its ELO ECM Suite digitalisation 

platform in recognition of the company's innovative capacity and 

commitment. 

With this award, ELO Digital Office earned the DM readers' 

accolades for its long-standing focus on the digital transformation 

of business processes. 

5. Targeted marketing activities 

We conduct campaigns and events in 

conjunction with our partners, both 

hosting shared stands at leading 

national and international industry 

fairs as well as numerous own events 

and conferences. Our intense 

marketing efforts increase the 

visibility of our partners in the ECM 

market. 

6. Online presence on our website 

Online marketing is a critical 

component of success in today's 

world. We give you the option to 

present your company profile, 

qualifications, and customer 

references within our ELO digital 

marketing environment. For example, 

the ELO PartnerFinder actively 

matches prospective customers with 

your partner profile to initiate new 

business relations. 

7. More visibility with references 

We provide active support for writing 

customer references for the ELO 

ReferenceFinder. This way your 

successful projects are visible on our 

website and show that your 

customers are satisfied with the 

solution they implemented. In 

addition, references are a testament 

to your credibility and experience in 

the field as well as your ability to 

cater to different customer 

requirements. References arouse the 

interest of prospects and support your 

sales and marketing efforts. 

TRUST IN OUR VAST EXPERIENCE 

AND HIGH-PERFORMANCE 

SOLUTIONS 

A partnership with ELO Digital Office 

can open up new and lucrative 

business opportunities. Be a part of 

the digital transformation. We'd be 

delighted to welcome you as a 

partner. 

Contact us here. 




15

Dm RESEARCH: AI STRATEGIES 

Bridging the AI divide 

84% of businesses plan to increase AI 

investment in the coming year, but differing 

views on AI may affect workplace adoption, 

according to new research from Quocirca 

Anew study by Quocirca suggests that 

while 70% of organisations are using 

artificial intelligence in their business, 

there are significant differences in how 

knowledge workers and IT decision-makers 

(ITDMs) perceive and approach AI adoption. 

The study, which surveyed 800 

respondents from a variety of industries 

across the UK, France, Germany and the US, 

found that knowledge workers are less 

positive about the use of AI than ITDMs, 

with 21% of ITDMs saying their AI projects 

have exceeded expectations, compared to 

only 8% of knowledge workers. More than 

one third (36%) of knowledge workers 

believe the top driver for AI adoption is cost 

reduction, compared to 25% of ITDMs. 

Knowledge workers are more concerned 

about the risks of AI, such as job 

displacement, where 31% say it is a concern 

compared to just 19% of ITDMs. They also 

show greater concern about losing control 

over decision-making, the accuracy of AI, 

and have more ethical concerns than ITDMs. 

"This research reveals a considerable gap in 

understanding and perception of AI 

between different stakeholders," says Louella 

Fernandes, CEO, Quocirca. "Businesses and 

vendors must work together to bridge this 

gap if AI is to be adopted in ways that 

unlock its immense potential." 

The study's findings show the need for 

better communications between 

knowledge workers and ITDMs about AI. 

ITDMs need to be aware of AI's broader 

potential beyond the standard goals of 

cost reduction, efficiency. and increased 

productivity, while knowledge workers 

need to be assured that AI will not lead to 

job losses or other organisational risks. 

Key takeaways from the study include: 

The AI genie is already out of the bottle. 

Overall, 70% of respondents state that 

some form of AI is already used within 

their organisation, with 30% indicating 

that AI will be in use within 12 months. 

Generative AI tops the AI priority list for 

investment (40%), followed by machine 

learning (32%) and RPA (31%). 

AI investment is set to increase over the 

coming year. Over the next year, 84% of 

organisations report that AI investment 

will either increase significantly (33%) or 

increase somewhat (51%). 

79% say their AI deployments have met 

or exceeded expectations. This rises to 

88% of IT decision makers and drops to 

70% among knowledge workers. 

Cost reduction (31%), improved 

customer service (29%), and automation 

of repetitive tasks (27%) are the top 

drivers for AI adoption. Knowledge 

workers place more emphasis on cost 

reduction (36% compared to 25% of IT 

Decision Makers) and repetitive task 

automation (29%). 

IT automation (34%), cybersecurity 

(30%), quality control, and customer 

service (both 29%) are the primary use 

cases for AI. 

IT operations staff are the most likely to 

be using AI (48%) followed by IT 

developers (46%) and managers (34%). 

Security and privacy are the dominant 

concerns (31%). 

Concern about AI-powered decisions 

being wrong (28%) is the second most 

common concern. 

Cost is the biggest barrier to AI 

implementation (23%) followed by 

regulatory concern (22%) and a lack of 

skilled staff (22%). 

One quarter of respondents are worried 

about job displacement. This is felt 

particularly strongly among knowledge 

workers, with 31% listing this as a major 

concern compared with just 19% of 

ITDMs. 

Fernandes concludes: "Knowledge Workers 

are typically more closely involved in day-today 

operations and are therefore more likely 

to be aware of the potential cost savings 

achievable from specific task automation 

than their counterparts in IT. However, 

overall IT is leading the AI adoption drive, 

with IT automation and cybersecurity the 

leading use cases, and operations and 

development teams most likely to be using 

AI already. Organisations should foster a 

culture of collaboration between ITDMs and 

knowledge workers so they can harness the 

power of AI while mitigating the potential 

negative impact." 

More info: print2025.com/reports/aiadoption-trends-2024/ 


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Dm MANAGEMENT: AUTOMATION 

Automated and intelligent 

Grace Schneider of Storetec describes some of the ways in 

which automation and AI can enhance document 

management processes 

Efficient document management is 

essential for organisations to maintain 

competitiveness and ensure 

compliance with regulatory requirements. 

However, human errors in document 

management processes have been a 

longstanding challenge, leading to issues 

such as misplaced documents, outdated 

information, and incorrect data entry. 

Fortunately, the integration of automation 

and Artificial Intelligence (AI) technologies 

into information management has 

emerged as a powerful solution to mitigate 

these errors and streamline operations. 

AUTOMATION: A GAME-CHANGER IN 

DOCUMENT CAPTURE 

One of the primary sources of human error 

in document management is manual data 

entry. Whether it's transcribing handwritten 

notes or manually inputting information 

from paper documents into digital systems, 

this process is prone to mistakes. Enter 

automation, specifically Optical Character 

Recognition (OCR) technology. 

OCR is a cutting-edge automation tool 

that can swiftly and accurately extract text 

from scanned documents. By 

implementing OCR in document 

management processes, organisations can 

significantly reduce the risk of errors caused 

by manual data entry. OCR not only boosts 

accuracy but also enhances efficiency, 

enabling large volumes of documents to be 

processed rapidly with minimal human 

intervention. 

STREAMLINING DOCUMENT ROUTING 

Another common pitfall in document 

management is routing errors. Documents 

frequently need to be directed to specific 

individuals or departments, and when this 

process is handled manually, it's susceptible 

to errors such as sending documents to the 

wrong recipient or department. Automation 

offers an easy solution by establishing 

automated workflows for document 

routing. 

Automated document routing ensures that 

documents are seamlessly directed to the 

appropriate recipients, eliminating the 

possibility of routing errors. Workflow 

automation systems can intelligently route 

documents based on predefined criteria, 

ensuring that sensitive information reaches 

only authorised personnel, all while 

improving overall efficiency and reducing the 

risk of bottlenecks. 

EFFORTLESS DOCUMENT RETRIEVAL 

Locating documents promptly when needed 

is vital for efficient business operations. 

Misplaced or lost documents can lead to 

costly delays and disrupt workflow. To 

address this challenge, organisations can 

implement automated document retrieval 

systems. 

Document management solutions like 

Storetec's proprietary system, FreeDocs, offer 

automated document retrieval features. 

Authorised personnel can effortlessly access 

documents through a user-friendly interface 

using OCR content search, reducing the 

likelihood of errors due to misplaced or lost 

documents. Automated indexing and 

tagging further enhance document 

searchability, ensuring documents are always 

at your fingertips. 

DOCUMENT REVIEW & APPROVAL 

Timely document review and approval are 

crucial to prevent bottlenecks and ensure 

compliance with deadlines. Human errors 

can lead to delays and missed opportunities. 

Automation can streamline the document 

review and approval process. 

With tools like FreeDocs, automated 

workflows can be set up to route 

documents to the appropriate personnel for 

review and approval. Automated reminders 

can be sent to ensure that deadlines are 

met, minimising the risk of delays due to 

oversight or human error. This not only 

improves efficiency but also enhances 

accuracy in the review and approval process. 

PRECISION IN ARCHIVING & RETENTION 

Properly storing and retaining documents 

according to predefined policies is essential 

for regulatory compliance. Failure to adhere 

to these policies can result in legal issues and 

financial penalties. 

Automation can play a pivotal role in 

ensuring the correct archiving and retention 

of documents. Through automated 

workflows within document management 

systems, documents can be automatically 

archived and retained based on 

predetermined retention policies. This 



MANAGEMENT: AUTOMATION Dm 

eliminates the risk of human error in 

managing document lifecycles and ensures 

that organisations remain compliant with 

regulatory requirements. 

EMPOWERING DM WITH AI 

While automation addresses many aspects 

of document management, Artificial 

Intelligence takes information 

management to the next level by 

introducing intelligent decision-making 

capabilities. Here's how AI can positively 

impact information management: 

CLASSIFICATION OF LARGE 

DOCUMENT SETS 

Managing large sets of documents can be 

overwhelming and error-prone. AI-driven 

document classification systems excel at 

analysing and categorising documents 

efficiently and accurately. These systems 

can automatically identify document types, 

extract relevant metadata, and assign 

appropriate tags. By doing so, they reduce 

the risk of misclassification and speed up 

document retrieval. 

RETENTION POLICY APPLICATION 

AI can assist in enforcing document 

retention policies by continuously 

monitoring documents and flagging those 

that require action, such as archiving or 

disposal. This ensures compliance with 

both industry-specific regulations and 

internal policies, reducing the chances of 

legal issues stemming from improperly 

managed documents. 

COMPLIANCE MANAGEMENT 

AI provides a robust tool for managing 

compliance by monitoring documents and 

data for adherence to regulatory 

standards. With the ability to identify 

deviations and inconsistencies, AI helps 

organisations maintain compliance more 

effectively, reducing the risk of noncompliance 

penalties. 

STRUCTURED DATA FOR THE FUTURE 

AI-driven information management 

enables organisations to extract structured 

data from unstructured documents. This 

structured data is essential for advanced 

analytics, reporting, and decision-making. 

AI systems can automatically process 

documents to extract valuable information, 

making it readily available for future use. 

DATA QUALITY ENHANCEMENT 

Errors in documents, such as typos or 

inconsistencies, can compromise data 

integrity. AI-powered data validation and 

cleansing processes identify and rectify 

these errors, ensuring that the data 

remains accurate and reliable. 

PREDICTIVE INSIGHTS 

AI leverages historical data to provide 

predictive insights into document 

management trends and patterns. By 

analysing past document behaviour, 

organisations can make informed decisions 

about document handling, storage, and 

archiving strategies. 

THE FURURE OF DOCUMENT 

MANAGEMENT 

Automation and AI technologies are 

revolutionising document management by 

reducing human errors, enhancing 

efficiency, and ensuring compliance. 

Implementing automation tools like OCR, 

automated workflows, and document 

retrieval systems can streamline operations 

and eliminate many common errors in 

document management processes. 

Moreover, the integration of AI amplifies 

the benefits by providing intelligent 

classification, retention policy enforcement, 

compliance management, structured data 

extraction, data quality enhancement, and 

predictive insights. 

For organisations like Storetec, specialised 

in document scanning, storage, and 

management, embracing automation and 

AI is not just a means to improve their 

internal processes but also a way to offer 

clients more accurate, efficient, and costeffective 

document management 

solutions. 

As technology continues to advance, the 

future of document management looks 

increasingly promising, with FreeDocs 

leading the way in eliminating errors and 

driving operational excellence. Get in touch 

today to learn how FreeDocs can redefine 

your document management experience. 

More info: www.storetec.net 




19

Dm CASE STUDY: SAILPOST 

Pushing the envelope 

Italian postal operator Sailpost is relying on PFU (EMEA) solutions to assist with a 

reliable and accurate returns digitisation process 

Sailpost is an Italian company that has 

been operating in the postal and 

logistics sector for more than 20 years. 

The company boasts widespread coverage 

of the territory, with more than 140 post 

offices and more than 300 mail points 

within businesses throughout Italy. In July 

2018, Sailpost acquired 100 percent of the 

national courier Hermes Italia, now HR 

Parcel, with the aim of expanding its 

distribution network and increasing 

opportunities in the logistics and e- 

commerce sectors. 

Thanks to the two networks, today 

Sailpost can boast a distribution network 

capable of covering the entire country, 

offering both postal and courier service. 

Sailpost, moreover, was the first private 

postal operator to obtain a special national 

licence for the delivery of court documents 

and fines, attesting itself as the only 

concrete alternative to Poste Italiane for this 

type of communication. 

THE CHALLENGE OF RETURNS 

In the complex processing cycle that 

characterises this type of activity, a critical 

component is the need to define and 

implement proper management of returns 

while trying to find the right balance 

between practicality and ease of handling. 

If all returns are sent to the CSR (Regional 

Service Centre) where they are digitised 

and made available, an additional level of 

complexity in the operation is the format 

of the envelopes. 

In fact, the envelopes that are received 

and digitised are of a myriad of different 

formats, from the classic AR coupon to 

envelopes with ad hoc formats for different 

postal products, which is why Sailpost was 

looking for a scanning solution that could 

quickly digitise items while offering great 

flexibility in both formats and thicknesses. 

Before implementing PFU (EMEA) 

Limited's solutions, Sailpost was using 

other scanners, but they had a significant 

limitation related to envelope thickness. In 

fact, when they had to handle particularly 

thick envelopes, the scanners ran into 

great difficulty and the scanning 

procedure was thus particularly 

cumbersome and time-consuming. 

Sailpost then turned to PFU (EMEA) 

Limited to find the ideal solution to 

properly, quickly, and easily manage the 

digitisation of returns. After an initial 

implementation of the Ricoh fi-7700 and 

Ricoh fi-7600 models (with Ricoh fi-760prb 

endorser), the company also installed the 

new Ricoh fi-8190 and Ricoh fi-8290. 

UNPARALLELED PRODUCTIVITY 

With a 100-sheet ADF (Automatic 

Document Feeder) and a duplex scanning 

speed of 90 ppm, the Ricoh fi-8290 and 

Ricoh fi-8190 scanners offer unparalleled 

productivity, easily scanning documents 

that vary widely in size - from 20gsm to 

465gsm, papers or booklets up to 7mm 

thick - responding perfectly to Sailpost's 

requirements. 

On all Ricoh fi-8000 devices, PFU's new 

Clear Image Capture technology ensures 

exceptional image quality, far exceeding 

the capabilities of current CIS or CCDs. 

Aiming to set new standards, PFU Clear 

Image Capture ensures the best levels of 

OCR accuracy in the industry, as well as 

the ability to capture the widest range of 

documents. 

PFU (EMEA) Limited's scanners have 

enabled Sailpost to define and implement a 

reliable and accurate returns digitisation 

process that ensures significant time savings 

as well as the ability to offer faster and 

more accurate feedback to customers. 

"All this translates into ease of use of the 

tool by our employees and, consequently, 

an increase in productivity. The time savings 

are really significant, we are happy to be 

able to count on such high-performance 

devices," enthused Caterina Castelli, 

marketing manager of Sailpost. 

"For a future implementation we are 

looking with interest at the Ricoh fi-8040, 

which thanks to its 10.9-cm touch screen 

and large working buttons, guarantees a 

simple and intuitive user experience, but 

above all, the sensitivity of the paper takeup 

roller, which even allows scanning of 

documents less than 80 gsm thick, is of 

great interest to us." 

More info: www.pfu-emea.ricoh.com/engb/case-studies/ 


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Dm RESEARCH: PAPER USAGE 

Paper use is 'unnecessary' and 'ridiculous' 

New research findings from Hyland sees UK workers heavily critical of their employers' 

over-reliance on paper-based systems and processes 

Over half (52%) of UK workers 

consider their company's overreliance 

on paper "ridiculous", 

with more than two thirds (70%) 

wanting their company to be more 

conscious about the impact this has on 

the environment. That's according to 

new research from content services 

provider Hyland. 

With the vast majority of UK 

businesses (92%) still relying on paper 

documents, the study of 1,000 full-time 

UK workers shows that half (50%) of 

professionals actively feel guilty about 

their company's paper usage, with a 

further 55% deeming their company's 

current volume of paper consumption 

"unnecessary." Additionally, 69% 

specifically want their organisation to 

offset the amount of paper it uses 

through tree planting initiatives. 

For the majority of workers, the 

solution is digital. Nearly three quarters 

of respondents (73%) believe that 

transitioning to a digital document 

management system would significantly 

enhance their company's sustainability. 

With more than half (58%) reporting 

that their company's existing document 

management system is not up to 

scratch, it appears that the limitations of 

legacy technologies are partially 

perpetuating the paper problem. 

Speaking about the findings of the 

research, Tim Hood, VP for EMEA & 

APAC, Hyland, said: "The majority of 

British workers agree that the volume of 

paper usage in this country is 

unreasonable. The demand to change 

things is high, driven by a conscientious 

desire to operate more sustainably - 

there are genuine moral grounds to 

consider technological solutions to the 

UK's paper problem." 

The 'Paper problem' research survey 

covered over 1,000 full-time UK office 

workers across a variety of industries 

including finance, healthcare, IT, 

and the public sector. The 

research itself was conducted 

in late 2023 by Censuswide. 

"Addressing both paper usage 

problems and a wider 

dissatisfaction with existing 

digital management system 

requires digital solutions that 

offer better interoperability, 

improved efficiency, and true 

ease of use," added Tim Hood. 

"These qualities aren't just 

about efficiency any more; it's 

about aligning progress with 

planetary responsibility." 

More info: www.hyland.com 


Dm MARKET FOCUS: PUBLIC SECTOR 

Unlocking efficiencies 

Luigi Bertino, Product 

Marketing Manager at 

Canon, explains how the 

company's 

imageFORMULA scanners 

can help navigate public 

sector challenges 

In the challenging landscape of the 

public sector where efficiency, digital 

transformation and sustainability are 

paramount, Canon's imageFORMULA 

scanners emerge as the best go-to 

solution, offering high performance 

products with a 6-month competitive 

pricing through its distributors. 

The imageFORMULA range, with an 

optical resolution guaranteed of 600 

dpi, a feeder capacity up to 500 sheets, 

and the ability to scan more than 250 

images per minute can fit seamlessly 

into schools, medium to large city 

councils, local authorities, and 

hospitals. Its G-series scanner was 

recently voted 'hardware product of the 

year' at the 2023 DM Awards, a 

demonstration of its superiority in 

terms of performance and adaptability. 

If you're looking for an A3 scanner 

that's fast and user-friendly, look no 

further than the Canon 

imageFORMULA DR-G2 series. 

The imageFORMULA DR-G2 range is 

also best in class for ultra-low energy 

consumption, with instant startup and 

an automated sleep function. 

Furthermore, the DR-G2 series aims to 

support your business goals of 

increasing productivity, accelerating 

digital transformation and inspiring a 

better and more sustainable work 

environment. The G-2 Series allows you 

to scan, store and send quickly thanks 

to the embedded software 

CaptureOnTouch. The software is fully 

compatible with OS Windows 11 

allowing to connect easily for seamless 

integration into a wider workflow. 

A few other features of the DR-G2 

series include: 

One-touch buttons that create more 

efficient scanning processes, 

thereby reducing operating costs 



MARKET FOCUS: PUBLIC SECTOR Dm 

Wired Local Access Network (LAN) 

function on DR-G2110 & DR-2140 

Productive scanning - up to 

290ipm 

Reliable scanning - up to 70,000 

scans per day 

Versatile media handling, with a 

feeder capacity up to 500 sheets 

To further support its customers' 

needs, imageFORMULA scanners offer 

a departmental range of products, 

particularly the compact design of the 

DR-M260 and DR M160II devices, 

which are ideal for organisations 

looking to maximise their scanning 

capability while making the most of 

limited office space. 

Equipped with cutting-edge 

processing features, the 

imageFORMULA departmental range 

delivers high-speed performance and 

faultless image quality. The 

departmental segments on average 

can scan up to 60 pages per minute 

and are embedded with an 80-sheet 

document feeder which improves their 

capacity, while their double-feed 

detection keeps everything running 

smoothly. 

The production and departmental 

segments of the imageFORMULA have 

embedded software; CaptureOnTouch. 

This is an easy and versatile software 

product that guarantees efficient 

scanning workflows with multiple 

functionalities that allow you to scan 

directly to platforms such as Teams 

and Slack. It also allows the customer 

to save in multiple formats from small 

JPEGs to large TIFFs including large 

Excel formats. Its intuitive interface 

also helps to seamlessly carry out 

tasks, with the ability to customise 

icons and use pre-set scan modes for 

quick and easy scanning. 

In a sector where budget constraints 

are a constant concern, 

imageFORMULA addresses the 

financial needs of the public sector 

with a fixed-price guarantee. This 

commitment ensures that the cost of 

the scanners remain consistent over 

time, allowing government bodies, 

city councils etc. to plan their 

investments with confidence and 

stability. 

Beyond the fixed-price guarantee, 

Canon's partnership with the public 

sector enables it to tailor solutions 

monthly with requested quotes at any 

time, recognising the diverse needs of 

its customers. This flexibility allows its 

customers to explore tailored solutions 

that align precisely with their 

requirements. The ability to adapt and 

customise ensures that the 

imageFORMULA scanner seamlessly 

integrates into various workflows, 

optimising efficiency across different 

sectors. 

To assist with making the purchase 

decision, Canon offers hands-on 

experience with free demo units to 

enable customers to experience the 

capabilities of the imageFORMULA 

scanners first-hand. This risk-free trial 

allows government agencies small, 

medium, and large to witness the 

transformative capabilities of Canon's 

scanners before committing, ensuring 

that the investment aligns with its 

operational needs. It also has a 

dedicated team that offers an 

immersive experience at its London 

Customer Experience Centre which 

customers can visit to touch and try 

the devices. 

Beyond the Customer Experience 

Centre, Canon offers dedicated 

training sessions and live 

demonstrations with Account 

Managers, Rachael Preston and Eddie 

Hahn (see boxout for contact details) 

who have over two decades of 

experience in supporting customers 

with tailored solutions to improve 

efficiency and productivity in their 

businesses. 

Canon is not only committed to 

delivering high performance but also 

supporting a more sustainable future 

by integrating sustainable practices 

from the ground up with the 

establishment of the new 

imageFORMULA production facility in 

Japan. This eco-friendly facility is 

powered by solar technology and is a 

lean and efficient production flow 

aimed at further reducing the facility's 

C02 output, thereby moving Canon 

towards its pledge of becoming 

carbon net zero by 2050. 

Furthermore, imageFORMULA 

scanners are committed to meeting 

customers' needs without 

compromising the ability of future 

generations and ensure that at every 

stage of the imageFORMULA lifecycle - 

from using recycled materials in the 

manufacturing process to energy 

consumption being as low as 10KW 

on some devices. 

Canon's imageFORMULA scanners 

have the ability to deliver tailored 

solutions for all, thanks to the G-series 

and departmental products. These two 

ranges can cater to the diverse needs 

of any customer regardless of size or 

complexity. While the G-series in the 

Production segment, with its highperformance 

capabilities, meets the 

demands of large-scale document 

processing; the scanners in the 

departmental segment provide a 

versatile solution that can be 

customised to support the unique 

requirements of city councils and 

healthcare institutions. 

Canon's award-winning 

imageFORMULA with fixed-price 

stability, offers immersive trial 

experiences, expert guidance and 

versatile solutions able to best fit the 

needs of the UK public sector. 

More info: www.canon.co.uk 

CONTACT OUR EXPERTS NOW: 

For more information on Canon's 

public sector offerings, contact: 

Rachael Preston, Account manager 

Email: 

rachael.preston@cuk.canon.co.uk 

Eddie Hahn, Account manager 

Email: edward.hahn@cuk.canon.co.uk 




25

Dm TECHNOLOGY: CONTENT SENTIENCE 

Content sentience: 

the natural next evolution of enterprise AI 

Deep-learning expert Dr John Bates of SER asserts that the technology is already close to 

taking over the chore of reading documents, handling emails and more 

It's only a matter of time before 

documents and content more broadly 

develop 'consciousness'. ChatGPT and 

other Generative AI tools have already 

made it much more intuitive to interact 

with large banks of knowledge, as deep 

learning algorithms distil key points with 

increasing accuracy and present them to 

users via the medium and format of 

their choosing. 

The next obvious step is for enterprise 

documents to carry a built-in understanding 

of what they are and what they contain, so 

they can 'speak' directly to recipients or 

processing teams (or their automated 

proxies). They could even file themselves 

based on their identified properties, telling 

relevant IT systems about themselves. 

Already on the near horizon, this 

development could arguably become the 

most important advance in the automation 

of documents since the invention of the 

printing press. That's thanks to the potential 

to revolutionise enterprises' comprehension 

of content in all of its available forms, and 

the knowledge it contains. 

Consider the potential for visual 

walkthroughs of entire company 

information libraries. Language, meanwhile, 

will become seamless. Very soon, teams will 

be able to ask English questions of a 

German document, for example, and the 

same in reverse. 

ENDING ENTERPRISE EMAIL 

TEDIUM 

As content becomes more 'conscious' 

and able to relay information about 

itself, the need for overstretched human 

professionals to visually scan, 

respond/address, or discard individual 

email messages will go away. 

Business email is already on a sharp 

downward trend, having been 

superseded for many exchanges by 

more spontaneous and collaborative 

chat and content exchange platforms 

such as MS Teams. In due course, for 

still-entrenched triggers of email 

communications, including requests 

for information or actions, or 

attached invoices, contracts, or 

applications, those items will simply 

announce and identify their 

presence and file themselves or trigger 

automated processing, according to their 

type and priority level. 

BOTS AS HUMAN PROXIES AT 

MEETINGS 

Next-gen AI also promises to remove the 

pain of attending meetings. Just as virtual 

meetings were boosted by the pandemic, 

the obvious next development is for teams 

to send bots to these sessions - to witness 

what's being said, take notes and inject 

points to consider. 

In the new paradigm tools will only 

bother people when their expert input 

or a next-level decision is needed. In 

the meantime, AI/deep learning tools 

will do the heavy lifting, freeing up 

people's valuable time for higher-level 

tasks and decisions. 

Certainly, algorithms are improving all 

the time and as long as teams devote the 

time to training their bots, the results will 

be swiftly honed, steadily lightening the 

manual workload. We might say we've 

entered an era of "institutional memory"; 

of content collaboration - where AI draws 

all the findings together and reports the 

lay of the land, while humans focus more 

on the implications. 

SUPERFICIAL RPA WILL BE RETIRED 

AI is likely to see off robotic process 

automation (RPA) too. Although RPA tools 

can accomplish routine tasks very well, this 

value is now being surpassed by that of 

real, adaptive machine intelligence. 

This is about discerning new and better 

ways of doing things, rather than merely 

replacing a human-based set-up with one 

managed by technology. Again, nextgeneration 

AI provides the key here - 

learning from and responding to the data 

being fed back from current processes and 

their outcomes. 

More info: www.sergroup.com 


The right information, the 

right people, the right time. 

Exclusively available to Document Manager readers 

Drive your digital evolution. Watch Hyland Summit on-demand >> 

Our recent UKI customer conference in London brought together 

400+ information management professionals to share best 

practices for connecting content, data and business processes 

across the enterprise. Access the speaker sessions including 

inspiring customer success stories from Amazon, Aviva and more 

on demand now.

Dm COMPANY UPDATE: FILESTREAM 

A winning formula 

Charles Hooker of 

Filestream shares an 

update on the company's 

recent successes, including 

another high profile win at 

the DM Awards 2023 

As we move into 2024, at 

Filestream we've been reflecting 

on a year of growth and 

positive change as well as celebrating 

award success for the third year in a 

row as we have recently won the Low 

Code/No Code Award at the 

prestigious Document Manager 

Awards. 

To win once again for our product 

File Stream 5 is the icing on the cake 

of 2023 and sets the tone for our aims 

this coming year. File Stream 5 is the 

latest iteration of our document 

management software system and this 

award proves that it's not only stood 

the test of time - it's maintained its 

excellence. 

This award has proven that our 

commitment to innovation and 

customer requirements has been 

justified. Our no-code product allows 

access to the program without any 

requirement for downloaded software 

on either a PC, Android or Apple 

device - similar to most bank 

applications. Our 'No Code' interface is 

much easier to use, manage and 

support. 

these key industry awards were: 

 

 

 

 

 

User-friendly - File Stream 5 is a 

clear, easily understood interface 

immediately useable with the 

minimum of training or fuss. 

Logical structure - its structure is 

easy to use with user-friendly 

features including workflow, digital 

mailroom and processing; the latter 

includes using AI for tasks such as 

invoicing. 

Scalability - it offers an unlimited 

number of users and documents. 

Easy licensing - All licences are 

concurrent enabling small systems 

to handle big projects. 

High security - it offers an 

exceptional level of security 

including 256 AES encryption at 

rest, and full RBAC (Roles 

Based Access 

Control). 

We believe that the reasons we 

stood out at 

28 




COMPANY UPDATE: FILESTREAM Dm 

"IN 2024, OUR CLOUD-BASED SYSTEM WILL CONTINUE TO ENABLE BUSINESSES OF ALL SIZES TO EFFECTIVELY 

MANAGE THEIR DOCUMENTATION IN THE MOST EFFICIENT AND SECURE WAY POSSIBLE, SAVING BOTH TIME 

AND MONEY AND ENABLING PAPER-FREE WORKING. IT IMPROVES EFFICIENCY AND WORKFLOW AND, MOST 

IMPORTANTLY, MEANS OUR CLIENTS CAN BE CONFIDENT THEIR DATA CONTINUES TO BE SAFE AND SECURE." 

 

Cost efficient - it's affordable. The 

following prices are based on a 

subscription model and INCLUDE 

cloud costs. With prices as low as 

£1.87 per person per day for five 

concurrent users to £1.02 per 

person per day for up to 15 

concurrent users. Of course bigger 

companies can look for bigger 

efficiencies in implementing our 

system. 

File Stream 4 and 5 users include some 

of the most well known companies, 

organisations and celebrities in the UK 

including worldwide cruise companies 

such as P&O and Cunard, Scania and 

logistics giant, the Culina Group. 

EFFICIENCY AND COST SAVINGS 

One of those clients is the Perthshirebased 

retail company House of Bruar 

which specialises in country fashion, 

particularly offering garments in Tweed 

and cashmere as well as homeware 

with a country feel. 

Prior to 2021, this independent 

established family-run business with an 

HQ and a distribution centre, was 

paper-based. This meant the team had 

to manage and store vast amounts of 

paperwork including orders and all of 

its necessary record-keeping. 

The management realised it was time 

to change and they needed to find a 

solution to take that paperwork to a 

paperless system which was secure and 

user-friendly. Given such a business 

stores personal data from its valuable 

customer base, security was a priority 

for them. 

Their research led to the team 

making contact with us at Filestream 

and we recommended File Stream 5 

alongside scanners supplied by PFU 

Scanners - one of our trusted 

collaborators in our sector. 

Working with the team at House of 

Bruar, we began the task of taking 

their paperwork systems online and 

we're truly grateful to the staff for 

embracing that change. This process 

took some weeks yet very quickly the 

benefits became apparent. 

Once this had been done, the team 

could all operate more efficiently and 

there were cost-savings too - though 

their priority was to help everyone 

work more efficiently and not waste 

time having to trawl through reams of 

physical paperwork. 

(Editor's note - DM actually covered 

the House of Bruar story as a case 

study in our Nov/Dec 2023 issue, see 

here for the full story: 

https://www.yumpu.com/en/document/ 

read/68571631/dm2311/16) 

FREEING UP OFFICE SPACE 

Another company we've worked with is 

Wales' leading independent food 

service wholesaler Castell Howell based 

in Carmarthenshire. 

This company, which was founded in 

the early 1970s, now has around 600 

staff and around 4,000 customers as 

well as several depots. Its management 

team had found that it was 

increasingly losing office space for 

document storage and that staff time 

was often spent looking for documents 

and then transferring them to various 

staff and locations. 

Given the amount of deliveries the 

company was involved with on a daily 

basis, the mountain of paperwork had 

already piled up. Also for reasons of 

compliance much of its paperwork had 

to be kept for six years. Given a recent 

office move, this meant the team faced 

more and more space being dedicated 

simply to the storage of physical 

documents in filing cabinets. 

Recognising the issue, the 

management team looked for a 

practical and user-friendly cloud-based 

solution and they found us at 

Filestream. 

We suggested a 40-user combined 

network and web version of File 

Stream 5 plus scanners to reduce this 

need to store physical paperwork and 

to reduce the need to physically 

transfer documents from one location 

to another. 

With this solution, appropriate staff 

could access essential documents via 

the cloud whenever they were required 

and where they were situated. 

This led to the outcome that was 

desired: the freeing up of valuable 

office space, more time for staff to 

spend on more productive tasks and 

also cost savings too. 

In 2024, our cloud-based system will 

continue to enable businesses of all 

sizes to effectively manage their 

documentation in the most efficient 

and secure way possible, saving both 

time and money and enabling paperfree 

working. It improves efficiency 

and workflow and, most importantly, 

means our clients can be confident 

their data continues to be safe and 

secure. 

This last year has also seen us move 

into our own premises on the 

Wellington Business Park in 

Crowthorne in Berkshire which has 

been a big advantage to us for 

expansion and growth. Look out for 

more stories from us across the next 

12 months! 

More info: 

www.filestreamsystems.co.uk 




29

Dm APPLICATION FOCUS: PROCUREMENT 

Buyer beware? 

Michelle Kermath, Head of Consultancy & Technical - ECM at Crown Records 

Management, breaks down the top five reasons to digitise the procurement process 

Procurement plays a vital role in 

keeping a business functioning. The 

buying team is not only responsible 

for acquiring the products and services 

an organisation needs to operate, but 

also for ensuring that spending is 

properly monitored. 

Currently, more than a third of 

organisations still rely on paper-based 

procurement that involves large amounts 

of manual processing 

(www.reutersevents.com/supplychain/tech 

nology/half-supply-chains-still-highlyreliant-manual-data-analysis). 

Copies of 

quotes and invoices must be shared with 

several team members, while suppliers 

need to be kept in the loop with phone 

calls and emails. 

This manual approach eats into your 

team's time and introduces room for 

errors to creep in. Many of these 

issues can be curtailed - and often 

completely removed - by instead 

moving to a digital system. 

Not only is a digital process faster 

than manual procurement, with 

research showing that digital 

procurement can slash the time 

spent on the procurement 

process by as much as 80%, 

the advantages it provides 

can also offer greater 

insights into spending 

and improve relations 

with suppliers. 

To explore this in 

more detail, we 

will look at five of 

the biggest 

reasons for 

digitising 

your 

procurement 

processes. 

1. Dispense with the paperwork 

Manual procurement involves a lot of 

paperwork and form-filling. It's been 

estimated that buyers spend as much as 

31% of their time on manual processes, 

representing a huge amount of time that 

purchasers could spend on more 

productive tasks. 

Moving the process to a digital 

platform can reduce these timeconsuming 

tasks to a handful of clicks. 

With efficient automation in place, it 

may not even require that. Documents 

can be dispatched to suppliers 

automatically, and approvals sent back to 

the relevant parties without the need for 

making phone calls or sending emails. 

2. Accelerate approvals 

According to the Chartered Institute of 

Procurement and Supply (CIPS), more 

than 90% of organisations eyeing 

digitalisation are primarily motivated by 

"decreased operational costs and 

increased efficiency". A move away from 

manually created contracts, RFPs, and 

other documents and toward an online 

platform can allow documents to be 

shared automatically throughout the 

approvals chain, cutting down on time 

spent waiting for sign-off. 

On top of this, an automated system 

can share information across the 

organisation without the need for 

employees to enter information 

manually. Several elements of the 

process can be handled automatically, 

allowing orders to quickly be placed 

and confirmed. 

Rapid approval doesn't just make life 

easier and more convenient for the 

employees making purchases, it can also 

help to boost the organisation's overall 

agility and responsiveness. 

30 




APPLICATION FOCUS: PROCUREMENT Dm 

"IT'S BEEN ESTIMATED THAT BUYERS SPEND AS MUCH AS 31% OF THEIR TIME ON MANUAL PROCESSES, 

REPRESENTING A HUGE AMOUNT OF TIME THAT PURCHASERS COULD SPEND ON MORE PRODUCTIVE TASKS. 

MOVING THE PROCESS TO A DIGITAL PLATFORM CAN REDUCE THESE TIME-CONSUMING TASKS TO A HANDFUL 

OF CLICKS. WITH EFFICIENT AUTOMATION IN PLACE, IT MAY NOT EVEN REQUIRE THAT. DOCUMENTS CAN BE 

DISPATCHED TO SUPPLIERS AUTOMATICALLY, AND APPROVALS SENT BACK TO THE RELEVANT PARTIES WITHOUT 

THE NEED FOR MAKING PHONE CALLS OR SENDING EMAILS." 

3. Eliminate errors 

Even the most highly skilled purchasing 

administrators aren't perfect and 

manually entered data can sometimes 

come with typos, missing information, 

or any number of minor mistakes. 

Researchers 

(www.datasciencecentral.com/automatio 

n-eliminates-expensive-data-entry-errors/) 

estimate that data entry errors in 

procurement and the supply chain cost 

businesses billions of dollars every year. 

A move to a digital procurement platform 

can reduce these errors, however. 

Documents can be automatically 

populated with the correct figures and 

information, without the risk of an errant 

keyboard stroke causing unnecessary 

delays. Digital procurement systems 

ensure that the system data is consistent 

and that all the necessary information is 

where it needs to be. 

4. Surface data 

The procurement process generates a 

vast amount of data, ranging from 

spending figures to the time spent on 

negotiation and delivery. This data is an 

invaluable tool in an organisation's efforts 

to find savings, but a paper procurement 

process can mean that the information is 

difficult to access. Research company IHS 

Markit has found that 63% of supplychain 

professionals "lack the necessary 

data" to make cost-saving decisions. 

However, when procurement is moved 

to a digital system, all this information is 

only ever a handful of clicks away. 

Everything from spending trends to order 

histories can be surfaced without the 

need for data entry or searching through 

old spreadsheets. Reports that once 

needed to be manually generated can be 

provided automatically. 

Easy access to this information via 

intuitive and interactive user dashboards 

can help organisations make sense of 

their spending and plan the most 

efficient way to purchase. 

5. Keep suppliers informed 

Maintaining positive relationships with 

suppliers is a key part of the procurement 

process, and this involves keeping them 

in the loop at all times. Suppliers want to 

know where your latest purchase stands 

in the approvals process, whether to 

expect more orders and when they're 

going to be paid. 

According to a survey carried out by 

supplier experience company HCIX, the 

top issue standing between suppliers and 

organisations is the time needed to 

resolve queries. Traditionally, this involves 

multiple phone calls and voicemails 

between suppliers and buyers. 

Organisations with a digital procurement 

process can automatically share 

information with their suppliers to reduce 

the strain and increase visibility into the 

process. Both supplier and procurer can 

easily stay up to date on the purchase 

status, and easily share information in the 

event of delays or other potential pitfalls. 

DIGITISATION: THE RIGHT MOVE 

Efficiency and accuracy lie at the heart of 

the procurement process, and both are 

aided by a move towards digitisation 

and automation. 

Embracing the ability to automate 

common procedures allows the 

procurement team to spend more time 

innovating and finding fresh ways to 

create value for the organisation, which is 

made easier by the ability to quickly 

access spending data. 

More info: www.crownrms.com/uk/ 




31

Dm STRATEGY: DATA MANAGEMENT 

Data management crucial to AI/HPC strategies 

Marco Pozzoni, EMEA 

Storage Sales Director at 

Lenovo, examines how 

data management is 

enabling organisations to 

reap the benefits of AI 

Every organisation today lives and 

breathes data, and the pressure to 

unlock value from this resource is 

growing with each passing year. By 2025, 

the world will produce 181 zettabytes of 

data each year, with online consumption 

having increased a staggering 30 percent 

in the past year. 

For business leaders, the challenge they 

face is more complex than simply 

keeping control of the data constantly 

being harvested from everything from IoT 

devices to medical scans: it's the ability to 

sift through this tide of information for 

useful insights at speed. Successful 

business leaders will be those who can 

act quickly to eliminate data silos, 

deploying technologies such as AI and 

machine learning at the edge to turn this 

data into business value in real time. 

Data management is increasingly 

important in allowing business leaders to 

monetise data at speed, bringing 

together data from the cloud, onpremises 

machines and at the edge, and 

enabling business leaders to run AI 

workloads. It's also powering innovative 

research around the world, helping 

unravel some of the thorniest issues 

facing the human race. Data 

management, high-performance 

computing and artificial intelligence are 

coming together to enable a new 

breed of data-driven start-up which 

is helping to break down 

boundaries in emerging fields 

such as personalised medicine. 

Choosing the right data 

management and storage 

solutions has become 

increasingly important for 

businesses looking to 

reap the benefits of 

technologies such as 

HPC and AI, with 

the right solutions 

offering the 

simplicity, speed 

and security which 

can enable business 

leaders to forge fearlessly into the future. 

UNRAVELLING COMPLEXITY 

The data management landscape which 

most companies face has become 

incredibly complex, with data coming 

from everything from cameras in 

warehouses to customer relationship 

management (CRM) systems, and existing 

across cloud and on-premises systems. 

Business leaders also need to consider 

the security of customer data. Despite 

crackdowns by law enforcement in 

Europe and the U.S., ransomware levels 

have hit all-time highs in 2023, with 81% 

of organisations saying they have been 

affected at least once, according to 

SpyCloud. The ability to secure data, and 

defend against ransomware attacks, is 

increasingly important. 

Simplicity is key to securely extracting 

value from data. Customers require data 

management solutions which are 

interoperable, so that vital insights are not 

marooned in siloed systems or left 

vulnerable. It's important to find solutions 

that combine the simplicity and flexibility 

of cloud with the security and high 

performance of on-premises solutions. 

Storage is becoming an increasingly 

important consideration for business 

leaders, having grown from being an 

afterthought in the world of IT to being 

an essential part of company 

infrastructure. As the data generated by 

businesses continues to grow, IT leaders 

need to ensure they choose the right 

storage technologies. 

Standard hard disks are increasingly too 

slow to deliver the performance required, 

particularly when it comes to deploying 

AI workloads at the edge. Flash solutions 

can offer customers a rapid way to 

deploy AI. Lenovo's solution includes 

storage based on software-defined 

storage principles. This concept enables 

customers with data-hungry AI 

workloads to scale up storage capacity 

without sacrificing performance. Such 

solutions will continue to grow in 



RICOH 

Scanning 

Solutions 

S1100i 

iX100 – Ideal for 


community workers 


S1100i 

* iX1300 – Premium 

personal desktop 

scanner 

S1300i 

* iX1400 iX1500/iX1600 – Beautifully – Intuitive 

simple, effortlessly 

scanning at your 

efficient fingertips 

fi-65F 

fi-800R– Great for 

customer facing ID capture 

fi Series 

fi-8040 – Market-leading image 

quality, versatile connectivity 

and an intuitive user experience 

Network Scanner 

fi-65F – Great for 

customer facing 

ID capture 

N7100E – Information 

sharing made easy 

fi-7030 – Ideal 

for GP surgeries 

fi-800R 

fi-7160 – Best selling 

scanner in the NHS 

fi-8150 – Redefines 

Business Scanning 

fi-7300NX – Web based 

document capture and 

network scanning 

fi Series 

N7100 – Information 

sharing made easy 

N7100 – Information SP-1120N / SP-1125N/ 

SP-1120N/SP-1125N/ 

fi-7260 / fi-7280 

fi-7140 – Document 

SV600 – Perfect sharing made easy 

* iX1600 – Intuitive SP-1130N 

management at it’s best fi-7460 / fi-7480scanning fi-7600 at your – A local 

SP-1130N 

fi-65F – Great for for the classroom 

government 

customer facing 

fingertips workhorse 

ID capture 

fi-7300NX – Web based document 

capture and network scanning 

SP Series 

fi-8170/fi-8190 – 

Reduced power consumption 

fi-7030 – Ideal 

for NEW GP surgeries 

fi-800R 

SP-1120N / SP-1125N/ 

SP-1130N 

S1100i 

fi-7800/ fi-7900 – Ideal 

for heavy duty scanning 

environments 



SP Series 

Day to day budget 

conscious scanning 

fi-8270/fi-8290 – 

Industry leading OCR 

accuracy rates 

fi-7160 – Best selling 

scanner in the NHS 

Fujitsu’s best-in-class scanner driver and document capturing software 

fi-8820/fi-8930/fi-8950 – 

Impressive performance, 

reliability and usability 

fi Series 

fi-7260 / fi-7280 

fi-7300NX – Web based document 

capture and network scanning 

fi-7800/fi-7900 – Ideal for 

heavy duty scanning 

environments 

SV600 – Perfect 

for the classroom 

fi-7700 fi-7140 – Document 

management at it’s best 

fi-7460/fi-7480 

fi-7800/ fi-7900 – Ideal 

for heavy duty scanning 

environments 

fi-7700 

For more information please email us at 

scannersales@uk.fujitsu.com or visit emea.fujitsu.com/scanners 

Fujitsu’s best-in-class scanner driver and document captur 

* End users can claim a free Leitz ® shredder with every purchase 

Streamlining processes, delivering Organisational Intelligence 

• Automate capture routines; scan, extract and release all at the touch of a button 

• Streamline operations by integrating captured data into business workflows 

S1300i 

SP Ser 

Day to day b 

conscious sca 

fi-7460 

For more information please email us at 

scannersales@uk.fujitsu.com or visit emea.fujitsu.com 

• Easily create searchable PDF‘s, or editable Word, Excel and PowerPoint files 

• Optimise scanning architecture - use any scanner from any PC 

www.pfu-emea.ricoh.com 

PaperStream IP 

A scanner driver that cleans and 

optimises image files for faster, 

lower-cost access and storage. 

PaperStream Capture 

Streamlines and automates capture 

into workflows. 

PaperStream ClickScan 

Ad-hoc scanning with a single touch 

PaperStream NX Manager 

For centralised, server-based capture.

Dm STRATEGY: DATA MANAGEMENT 

"FOR BUSINESS LEADERS, THE CHALLENGE THEY FACE IS MORE COMPLEX THAN SIMPLY KEEPING CONTROL OF 

THE DATA CONSTANTLY BEING HARVESTED FROM EVERYTHING FROM IOT DEVICES TO MEDICAL SCANS: IT'S THE 

ABILITY TO SIFT THROUGH THIS TIDE OF INFORMATION FOR USEFUL INSIGHTS AT SPEED. SUCCESSFUL BUSINESS 

LEADERS WILL BE THOSE WHO CAN ACT QUICKLY TO ELIMINATE DATA SILOS, DEPLOYING TECHNOLOGIES SUCH 

AS AI AND MACHINE LEARNING AT THE EDGE TO TURN THIS DATA INTO BUSINESS VALUE IN REAL TIME." 

importance in the coming years. 

A GAME-CHANGER FOR DATA 

MANAGEMENT 

Bringing AI to the data is increasingly 

vital for business leaders, enabling them 

to put data to work immediately. This 

difference is crucial: think of a video 

camera (to take one example), 

monitoring a stock room. In previous 

decades, the information would have 

been accessible to review on the 

camera, or would have been sent to a 

data centre for processing. By bringing 

AI to the edge, or even to the camera 

itself, decisions regarding re-stocking 

(for example) can be made instantly, 

helping business leaders to make the 

right decisions to boost the bottom line. 

The right storage solution enables 

business leaders to bring cutting-edge 

AI capabilities to the source of their 

data, enabling the sort of rapid-fire 

decisions which keep businesses ahead 

of the competition. Effective data 

management can deliver insights which 

enable business leaders to deploy new 

services quickly, scale existing services, 

and even lead to new business streams 

or whole new business models. 

To enable this, business leaders need 

the right technology, and require IT 

teams to work closely with the rest of 

the business, ensuring that data is 

ingested promptly, AI is deployed 

rapidly, and that business users receive 

the insights they need. 

POWERING BREAKTHROUGHS 

Powerful data management solutions 

are enabling new ways to harvest 

insights which can change businesses, 

and even change the world. Biotech 

start-up Novo Genomics is harnessing 

AI to unravel the mysteries of human 

genes via genomics, a field of biology 

focused on unravelling the human 

genome (the complete set of human 

DNA). Genomics provides us with a 

more in-depth understanding of the 

root causes of illness and infectious 

diseases, helping to shift towards a 

new era of medicine. Many of the 

innovations powering today's cuttingedge 

genomics would have been 

almost unimaginable 10 years ago, and 

rely on industry leading data 

management solutions. 

Novo Genomics is harnessing the 

power of AI and data management to 

develop personalised treatments 

through genomics and multi-omics, not 

just for humans but also for animals 

and plants (agrigenomics) as well. 

Doing so involves harnessing and 

processing vast amounts of data, as the 

researchers perform genomics 

sequences for entire populations. The 

huge volume of data is managed 

through two Lenovo Genomics 

Optimisation and Scalability Tool 

(GOAST) nodes, which can process a 

batch of 32 exomes (a specific part of 

the genome) in parallel in as little as 

three hours. 

The solution allows Novo Genomics to 

analyse an entire human genome in less 

than an hour. To put this achievement 

in context, doing so took up to 150 

hours just a few years ago. Accelerating 

genome sequencing to this level could 

unlock a future of precision medicine, 

personalised to the individual, where 

genomic analysis is paired with data 

from edge devices including wearables 

to deliver personalised prescriptions and 

treatments, tailored to the individual's 

specific needs and genetic make-up. 

Data management enables powerful 

combinations of HPC and artificial 

intelligence and machine learning, 

which are opening new frontiers of 

discovery around the world, and 

enabling humanity to deal with the 'big' 

questions from incurable diseases to 

climate change. 

WHY DATA MANAGEMENT 

MATTERS 

For any business, data management and 

storage will grow in importance in the 

coming years, as it becomes ever more 

crucial to be able to take advantage of 

data in real time. Deploying AI at the 

edge will become a key differentiator for 

forward-thinking businesses, as will the 

ability to navigate this increasingly 

complex data landscape while keeping 

customer data secure. Data 

requirements never shrink: they always 

grow. Business leaders must be able to 

guarantee to their users that this vital 

data is available quickly to employees 

and applications across the business. 

Cutting-edge storage solutions can 

help business leaders to cut through 

their data, eliminate siloed ways of 

working, and empower them to find 

business insights from edge to cloud. 

Storage and data management are 

growing in importance in the IT 

landscape, becoming something that 

will be central to powering the world's 

most innovative businesses. Effective 

data management will also spark 

breakthroughs in fields such as 

precision medicine that could redefine 

the future of humanity. 

More info: www.lenovo.com 



IM Tech Summit 

Europe 2024 

Brought to you by 

15th May 2024 

DoubleTree by Hilton Brighton Metropole (UK) 

#IMTECH24 

Explore the potential of Microsoft 365 through an Information 

Governance lens at our brand-new global event. 

Bringing together Information Governance professionals with leading technology experts 

from across the globe - hear from Microsoft specialists, enrich your knowledge and 

strengthen connections. 

Keynote speakers include 

Andrew Warland 

Senior Consultant, 

Andrew Warland 

Consulting 

Atle Skjekkeland CEO 

Infotechtion 

Erica Toelle 

Microsoft Purview Data 

Lifecycle Management & 

Records Management 

specialist, Microsoft 

Joanne C Klein 

Microsoft 365 Advanced 

Security and Compliance 

Specialist 

Key themes include 

Managing the 

Content Lifecycle 

AI in M365 

Data Security 

For more information, to register or enquire 

about sponsorship opportunities, please visit: 

imtech365summit.com

FULLY INTEGRATED DIGITAL 

DOCUMENT MANAGEMENT 

FROM RICOH, DOCUMENT LOGISTIX AND LEMMANA 

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BOOK A DEMONSTRATION 

WWW.DOCUMENT-LOGISTIX.COM 01908 366 388 INFO@DOCUMENT-LOGISTIX.COM

DM Jan-Feb 2024

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