DM Jul-Aug 2025

DOCUMENT

M A N A G E R

Dm

www.document-manager.com

DOCUMENT MANAGEMENT

IMAGING & CAPTURE

WORKFLOW/BPM

CONTENT MANAGEMENT

CASE STUDY:

PIQL ARCHIVING AT JAGUAR

DAIMLER HERITAGE TRUST

REVIEW:

KODAK S5000 SCANNER SERIES

AGENTIC AI:

HYLAND IN THE Q&A AI HOTSEAT

REVIEW:

PFU’s SCANSNAP iX2500

SCANNER

OPINIONS • REVIEWS • CASE STUDIES • INTERVIEWS

ISSN 1351-3222 Vol 33 No 4 July/August 2025

RICOH

Scanning

Solutions

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

• 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

iX100 – Ideal for

iX100 – Ideal for

community workers

community workers

S1100i

iX1300 – Premium

personal desktop

scanner

S1300i

iX1400 – Beautifully

iX1500/iX1600 – Intuitive

simple, effortlessly

scanning at your

efficient fingertips

iX100 – Ideal for

community workers

S1100i

iX1600 – Intuitive

scanning at your

fingertips

S1300i

fi Series

N7100 – Information

Network Scanner sharing made easy

fi-65F – Great for

customer facing

ID capture

fi Series

N7100 – Information

SP-1120N / SP-1125N/

sharing made easy

SP-1130N

fi-65F – Great for

customer facing

ID capture

SP Series

fi Series

SP Series

Day to day budget

conscious scanning SV600 – Perfect

for the classroom

SP-1120N / SP-1125N/

SP-1130N

SP Series

Day to day budget

conscious scanning

fi-70F

fi-7030 – Ideal

for GP surgeries

fi-800R

N7100E – Information fi-7260 / fi-7280

sharing made easy

Now with a

free* extended

fi-7160 – Best 3 selling Year

scanner in the NHS

Warranty

fi-8040 – Market-leading image

quality, versatile connectivity and

an intuitive user experience

*T&Cs apply

fi-7300NX – Web based document

capture and network scanning

fi-8150 – Redefines

Business Scanning

SP-1425 fi-7140 – Document SP-1120N/SP-1125N/

management at it’s best SP-1130N

fi-7460 / fi-7480

fi-7030 – Ideal

for GP surgeries

fi-7800/ fi-7900 – Ideal

for heavy duty scanning

environments

fi-800R

Now with a

fi-7160 free* – Best extended selling

scanner in 3 the Year NHS

Warranty

fi-8170 – Reduced power

consumption

fi-7260 / fi-7280

fi-7140 – Document

SV600 – Perfect

fi-7600 – A local

management at it’s best

for the classroom

government

workhorse

fi-7300NX *T&Cs apply – Web based document

capture fi-7700and network scanning

fi-7800/ fi-7900 – Ideal

for heavy duty scanning

environments

fi-8270/fi-8290 – Industry leading

OCR accuracy rates

fi-7460 / fi-7

Now with a

free* extended

3 Year

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

Fujitsu’s best-in-class

software

scanner driver and document Warranty capturing

*T&Cs apply

fi-800R– Great for

customer facing ID

capture

fi-7300NX – Web based fi-8820/fi-8930/fi-8950 –

fi-7700

fi-7460/fi-7480

document capture and Impressive performance,

network scanning For more information reliability please and usability email us at

For more information please email us at

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

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

Streamline digital workflows

with automated batch capture

Advanced automation

for any scanner

A major breakthrough in image

capture soft ware solution

Effortlessly scan unexpected items

to stay productive and on track

Enhanced security

and protection across

your business

Easily convert scanned

documents into exceptional

quality, optimised images

Efficiently manage multiple

scanners with flexible, innovative

admin software

COMMENT

Editor:

Sharon Munday

editor@document-manager.com

Sub Editor:

Mark Lyward

mark.lyward@btc.co.uk

Publishing Director:

John Jageurs

john.jageurs@btc.co.uk

Sales Manager:

Abby Penn

abby.penn@btc.co.uk

Lead Designer

Ian Collis

ian.collis@btc.co.uk

Circulation/Subscriptions:

Christina Willis

christina.willis@btc.co.uk

Managing Director:

John Jageurs

john.jageurs@btc.co.uk

Published by: Barrow &

Thompkins Connexion Ltd

Suite 2,

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Oxted. RH8 0QE

Tel: 01689 616000

Fax: 01689 826622

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Published 6 times a year.

Single copies can be bought

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©Copyright 2025 Barrow &

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Articles published reflect the

opinions of the authors and are

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publisher or his employees. While

every reasonable effort is made

to ensure that the contents of

articles, editorial and advertising

are accurate no responsibility can

be accepted by the publisher for

errors, misrepresentations or any

resulting effects

Dm

Comment

BY SHARON MUNDAY, EDITOR

Two big name analyst firms have recently

put a spotlight on something our readers

have instinctively known for years: good

AI fundamentally starts with good document

management. Earlier in August, in a

TechRadar Pro piece, Gartner pointed out that

the success of Retrieval-Augmented

Generation (RAG), where AI grounds its

responses in an organisation's own content,

depends on having relevant, high-quality and

secure information to draw from. That only

happens when documents are well organised, richly tagged and easy to find

in a solid document management system. Bain & Company, speaking at

NVIDIA's AI Developer Conference, approached it from a slightly different

angle, calling data "the biggest challenge and the biggest opportunity" for

AI, and stressing that clean, connected and well-governed information is the

real game-changer.

It's a point that ties neatly into the AI stories we are covering this issue,

including Kiteworks' deep dive into the growing problem of 'Shadow AI' in

the legal workplace, and the risks of data being channelled into

unsanctioned AI tools that cannot be recalled. Whether we are talking

about AI being starved of quality material or unsanctioned tools slipping

into daily workflows, the takeaway is the same: how we manage, secure

and govern our documents will determine whether AI becomes a trusted

productivity partner or just another source of risk and rework.

It is becoming such a pressing issue that this month's Q&A session, usually

called In the Hotseat, has been rebranded In the AI Hotseat. First up to take

the DM Ed's AI questions is Hyland's SVP, EMEA & APAC, Malte

Dieckelmann, who shares his deep insights into Agentic AI.

This is also a big launch review issue, and we have been out of the DM

office and into the sunshine for some hands-on time reviewing the latest kit

from your favourite manufacturers. We kicked things off with PFU (EMEA)

Limited, who unveiled their most connected and productivity-focused

ScanSnap yet, the iX2500, designed to bring a more personal touch to

document capture. From there, we moved north to the woodland office

surroundings of the Kodak Alaris Customer Experience Centre to put the

new KODAK S5000 Scanner Series production scanners through their paces.

Canon brings the launch excitement to a close with an unboxing experience

of their next-generation imageFORMULA DR-S350NW, a sleek, networkready

scanner built for the digital workplace.

So, stay cool enjoying the latest news and the remainder of the summer!


July/August 2025

tinyurl.com/DM-AWARDS

3

Dm CONTENTS

C O N T E N T S

JULY/AUGUST

6

12

22

26

32

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

Q&A: PRODUCT UNBOXING....................................................................………….6

Canon's Next-Gen scanner is ready for the Digital Generation

INTERVIEW: PHYGITAL INFORMATION MANAGEMENT..............................….10

Restore's Nigel Dews explains this optimal hybrid strategy to power digital

transformation projects

CASE STUDY: EPSON EXPRESSION 12000XL.............................................…..12

New botanical and conservation case study set in the Brazil's Atlantic Forest, shows the

innovative use of the scanner

REVIEW: KODAK S5000 SERIES SCANNERS................................................….16

DM's Launch Review of KODAK's S5000 Series Production Powerhouses

TECHNOLOGY: DOCUMENT AUTOMATION..........................................……..20

Jason Field, Document Logistix, describes how Document Management is the

cornerstone to digital transformation

INTERVIEW: KITEWORKS...............................................................................22

Camilo Artiga-Purcell, Kiteworks, warns on the hidden dangers of Shadow AI, especially

in legal settings

REVIEW: PFU'S SCANSNAP IX2500.........................................................……24

DM's Launch Review of PFU's ScanSnap iX2500 personal productivity scanner

CASE STUDY: DOCUWARE.................................................................……….26

Transforming HR with DocuWare Cloud at leading UK residential provider, Carebase

CASE STUDY: PIQL................................................................................…….28

Archiving Case Study at Jaguar Daimler Heritage Trust

Q&A: IN THE AI HOTSEAT........................................................................…..32

Hyland's Malte Dieckelmann talks all things Agentic AI from In The AI Hotseat

4 tinyurl.com/DM-AWARDS July/August 2025 www.document-manager.com

You won’t find the best

information management in a

choice between physical or digital files.

Instead, you’ll find it in bespoke solution unique

to you. Which is why we’ll use three decades

experience to help you identify what’s worth

digitising, store what’s not, and create a seamless

phygital library for your organisation.

Demand the best of both worlds for

better access, better security, and

reduced costs. Now that’s complete

information management

you can rely on.

Physical?

Digital?

Phygital

Rely on us to strike

inefficiency from

your records.

Dm Q&A: PRODUCT UNBOXING

Inside Canon's Next-Gen Scanner for the Digital

Generation: The imageFORMULA DR-S350NW

Document Manager unboxes the imageFORMULA DR-S350NW and sees that it isn't

simply another scanning product, it's a workflow experience with a smart user experience

(UX), powerful performance and built for hybrid working of today. We put our launch

questions to Luigi Bertino, Product Marketing Manager, Canon UK & Ireland

A UX THAT ACTUALLY GETS USED

DM: Let's start with what users notice

immediately, that 4.3" touchscreen.

Why did Canon go so big with the

display, and how does it change the way

people interact with the scanner?

LB: Canon has made the scanning process

more visual, more accessible and far more

user-friendly with its new display - without

the need of a PC. Whether you're in

healthcare managing patient documents; in

logistics processing orders; or in education

handling student records, the touchscreen

puts control directly in the user's hands,

simplifying workflows and reducing training

time. It's all about making scanning faster,

easier and more connected to how people

already work.

DM: We also spotted the

animated GIFs

combined with 2-

button simplicity on the

panel, very on focus.

What's the thinking

behind making the

scanner self-guided?

LB: The

imageFORMULA DR-S350NW is designed

to offer a modern user-friendly experience

that supports today's digital habits. These

features reduce training needs by guiding

users visually through tasks, making the

device intuitive even for first-time or nontechnical

users. This is especially effective

for digital natives and frontline staff or

users with minimum IT skills who expect

simple, touch-based interactions.

The self-guided interface boosts efficiency,

lowers onboarding time and supports

decentralised teams across departments.

From a marketing perspective, this design

reflects a shift toward accessible, smart

technology that empowers users to work

independently and with confidence, turning

a traditionally technical task into a smooth,

familiar experience aligned with current UX

market trends.

DM: You've taken scanning from a passive

device to a smart, interactive hub that

anyone can use. How does that play out in

daily office life, especially in coworking

spaces or hybrid setups?

LB: In today's fast-evolving work

environment - where coworking spaces and

hybrid setups are the norm - businesses

need tools that adapt effortlessly to new

ways of working. The imageFORMULA DR-

S350NW is a result of a clear innovation

process, reimagining scanning as a smart,

interactive experience rather than just a

passive function.

With a large touchscreen, animated GIF

guidance and a two-button interface, this

device is designed for simplicity and

inclusivity - ideal for environments with

rotating teams and non-technical users.

One of its most forward-thinking features is

the ability to scan a QR code directly from

the panel, enabling users to operate it via

their smartphone without needing drivers

or cables.

It's not just a scanner; it's a modern

workplace companion built for today's

digital transformation.

DM: The ability to preview, edit, and even

set up scan jobs on the scanner and on the

mobile without dragging in your PC, feels

super modern. How has this been received

in early deployments?

LB: From day one, early users have

strongly appreciated the imageFORMULA

DR-S350NW for its ease of use, flexibility,

and smart design - quickly making it a

favourite across a wide range of

industries. What's especially telling is the

diversity of the requests we've received

since launch, together with positive

feedbackon highlighting how intuitive

and easy it is to use. This feedback

enables us to be confident that

businesses, both large and small, have a

common need for fast, intuitive scanning

that doesn't require IT support.

The DR-S350NW delivers exactly that. Its

reception confirms that it meets a broad

spectrum of modern workplace needs,

offering a smart solution for organisations

navigating the shift toward more agile,

hybrid, and paper-light operations.

DM: Can we talk about the unboxing

moment? This isn't the usual driver

download marathon. What's the new setup

experience like, and how close is it to true

plug-and-scan?

LB: Unboxing the imageFORMULA DR-

S350NW feels less like a setup and more

6 tinyurl.com/DM-AWARDS

July/August 2025 www.document-manager.com

Q&A: PRODUCT UNBOXING Dm

like a seamless start. With just a power

cable in the box, it's ready to go. No

complicated installations or endless driver

downloads. That simplicity is one of its

strongest points.

Thanks to its flexible connectivity - USB,

LAN, and dual-band Wi-Fi (2.4GHz/5GHz),

you can start scanning straight away,

without needing to physically connect it to

a PC. Whether you're in a traditional office,

a hybrid setup, or a coworking space, the

scanner adapts to your environment. The

key requirement is that both the DR-

S350NW scanner and your smartphone

(whether iOS or Android) are connected to

the same Wi-Fi network. This is essential

for smooth operation and ensures the

devices can communicate seamlessly.

Being on the same network not only

enables functionality but also helps

maintain security by preventing access

from external, unauthorised users.

It's more than plug-and-play - it's poweron

and scan. Within minutes, you're up

and running, making it an ideal solution

for fast-moving businesses that value both

efficiency and ease of use.

Just enter the IP address into your web

browser or simply scan the QR code on

the scanner's display with your

smartphone to connect instantly and

launch the web app. The DR-S350NW isn't

just another scanner; it's a whole new way

of thinking about scanning.

DM: On performance: The spec sheet tells

us that the imageFORMULA DR-S350NW

can scan up to 100 images per minute

(colour) and up to 9000 scans per day,

that's intensive scanning. What are the

enhancements that make this possible?

LB: The DR-S350NW doesn't just scan fast,

it powers through serious workloads like a

pro. But what really makes it stand out is

how smooth and smart the whole

experience is.

Thanks to advanced image processing

tools like Active Threshold, even tricky

documents come out looking clean and

sharp. It saves time and takes the

pressure off.

And it's built tough, too. The feeder

handles everything from crumpled receipts

to passports and plastic ID cards.

Bottom line? It's faster, smarter, and

designed to keep up with the pace of

modern work without complicating your

day. The imageFORMULA

scanner range's mission is to

make your digital

transformation journey easier.

DM: With features like Optical

Character Recognition (OCR),

ultrasonic double feed

detection, auto-sizing, and even

passport scanning all happening in

real time, how does Canon still

maintain high performance and

exceptional image quality?

LB: Most people think of

scanners as quite simple devices.

You press a button, wait, and get a

PDF. But the imageFORMULADR-

S350NW totally flips that idea on its head.

It's doing so many other actions while it

scans such as detecting double feeds,

auto-sizing your documents, recognising

barcodes, and even handling passports - all

in real time, without slowing down or

messing up the image quality.

Behind the scenes, it's powered by

Canon's CaptureOnTouch free Pro

software. It's super easy to use but seriously

capable. Optical Character Recognition

(OCR) turns your scans into searchable text

or even editable Word and Excel files. It's

fast, sharp and knows how to slot perfectly

into any modern digital workflow.

CLOUD-NATIVE, DRIVER-FREE AND

READY FOR ANYTHING

DM: Driver-less web scanning still feels like

a new direction, even though in large

organisations it's becoming a default

expectation. For those new to it, how does

it work to reduce workflow bottlenecks

and what does it eliminate?

LB: Driver-less web scanning with the

Canon imageFORMULA DR-S350NW is all

about removing friction from document

workflows. There's no need for a PC,

drivers, or extra software - users simply

walk up, select a predefined job, and

send documents directly to network

folders, email, FTP, or even platforms like

Teams or Slack.

It eliminates common bottlenecks like

slow setup, user error, and manual file

handling. With built-in OCR, barcode

recognition, and multi-format support

via CaptureOnTouch Pro, it turns

scanned documents into usable,

searchable data instantly.

The real benefit? Fewer steps, mistakes

close to zero and a faster, more reliable

way to keep information flowing.

DM: We loved the QR code scan-toconnect

feature, making the scanning

experience with Canon feel like it's built

for a mobile-first world. Can you talk

about that?

LB: The QR code scan-to-connect feature

is a breakthrough that truly redefines the

user experience with the Canon

imageFORMULA DR-S350NW. In today's

mobile-first world, it removes traditional

setup barriers and allows users to

instantly connect to the scanner using

their smartphone - no drivers, no cables,

no delays.

What this delivers is speed, simplicity, and

a much closer connection between user

and device. It transforms scanning from a

static, IT-heavy process into something

intuitive, personal, and flexible. This feature

reflects Canon's commitment to designing

technology that not only performs but

adapts to how people work today.


July/August 2025


7

Dm Q&A: PRODUCT UNBOXING

It's a key differentiator, and one of the

reasons the DR-S350NW stands out in the

desktop and network scanner space.

SECURE BY DESIGN

DM: Even though users have this easy

mobile-first experience, IT still has controls.

How does the imageFORMULA DR-

S350NW balance flexibility for users with

access control for admins?

LB: The Canon DR-S350NW strikes the

perfect balance between user flexibility

and IT control - giving end users a

seamless, mobile-first experience while

keeping security and access firmly in the

hands of administrators.

With broad compatibility across devices

(including PC, MacBook, Chromebook, and

both Android and iOS) users can connect

and scan without installing drivers or apps.

The scanner is also Mopria® Scan certified,

enabling instant use with Chrome OS,

making it incredibly convenient in hybrid

and multi-device environments.

At the same time, Canon ensures that this

flexibility doesn't compromise security. IT

administrators can control access by setting

a dedicated scanner password, which is

only shared with authorised users. This

creates a secure, closed-loop environment

within the office, preventing any

unauthorised access or external disruption.

For added convenience and protection,

documents saved in XIP (extended Image

Package) format can also be passwordprotected.

A new feature easily activated

through CaptureOnTouch Lite Web, Canon's

free web-based scanning interface.

In short, the DR-S350NW empowers users

with freedom and speed, while giving IT the

tools they need to maintain control,

confidentiality, and compliance.

DM: Can you elaborate on the security

options?

LB: Security isn't just a feature - it's a

foundation, and with the Canon

imageFORMULA DR-S350NW it's built in

from the ground up to give both users and

IT teams total peace of mind.

The device fully supports WPA3, the latest

and most secure Wi-Fi standard, ensuring

strong encryption, enhanced performance,

and future-proof compatibility with evolving

network environments. Whether you're in a

large corporate network or a tightly

controlled environment, the

imageFORMULA DR-S350NW is designed

to keep your data safe while delivering fast,

reliable performance.

For more advanced network environments,

the scanner also complies with

IEEEM802.1x (Institute of Electrical and

Electronics Engineers) a key standard for

authenticating devices on secure networks.

This allows IT teams to tightly manage

which devices can connect - ideal for

organisations with strict security policies. To

make setup seamless, Canon includes an

802.1x configuration tool with the driver

installer. Through a simple USB connection,

administrators can easily import certificates

and configure settings directly to the device.

INTEGRATION & INDUSTRY IMPACT

DM: Canon's targeting healthcare, logistics

and with this scanning experience-why do

you think those verticals are adopting early?

LB: What makes the Canon

imageFORMULA DR-S350NW truly stand

out is its ability to flex and adapt across

different environments, supporting

professionals in healthcare, logistics, and

education with equal strength and

reliability. It's not just built for one

workflow; it's designed to fit seamlessly

into many, making it an ideal solution for

organisations that demand both

performance and versatility.

Imagine a healthcare setting where

digitising incoming GP referrals quickly and

accurately is critical. With the DR-S350NW,

staff can easily scan, archive, and retrieve

patient records - improving both

compliance and patient care. Now think of

that same device in a logistics hub, where

speed and accuracy are essential. Here, it

enables teams to scan inventory records,

delivery slips, and order documents straight

from a mobile device, ensuring systems stay

up to date in real time.

MORE INFO:

In education, the DR-S350NW also delivers

- helping administrators take control of

paperwork by digitising everything from

policy documents to inspection reports and

meeting agendas. The result is a more

organised, efficient and responsive

institution, without mentioning all the tasks

it supports on from the student side; from

assessments to notes and exam results.

SUSTAINABILITY & SMART

DEPLOYMENT

DM - How does the DR-S350NW support

Canon's broader commitment to

sustainability through reduced plastic use,

energy efficiency, and recycled materials?

LB: Sustainability is a core design principle

for the Canon imageFORMULA range, not

just an added feature. Like all Canon

products, these scanners are built for

durability, energy efficiency, and

environmental responsibility. Manufactured

to the highest standards, they combine

reduced power consumption with smart

material choices.

Packaging is carefully designed to

minimise waste, using reusable materials

and eliminating unnecessary plastics such

as discs and single-use inserts. The DR-

S350NW, for example, meets the

rigorous EPEAT Gold certification,

recognised globally for environmental

performance in electronics.

This commitment goes beyond

compliance. Canon leads by example,

delivering innovative, high-performing

products that actively reduce

environmental impact.

More info: www.canon.co.uk

Partners - Contact Ingram Micro and TD Synnex.

For qualified high-volume opportunities, Canon

are pleased to offer a free product demo. Factsheet: imageFORMULA DR-S350NW


DR-G2090

DR-G2110

DR-G2140

For customers that have significant scanning,

demands require production models that are

not just fast but deliver high-quality scanning

performance.

The imageFORMULA DR-G2 Series is perfect for

any demanding document-processing environment.

Productivity

Optimised for companies where the scanner is

constantly in use, the DR-G2 Series is ultra-fast,

outputting up to 290 images per minute. It also

boasts fast start-up speeds.

Innovation

No more hard-to-read scans due to light text and

wrinkled paper. Active Thresholding automatically

compensates for deficiencies to deliver high quality

scanned images.

Reliable and versatile feeding

Scan mixed documents together with pages being

reliably fed into the scanner.

Network connectivity and integration

DR-G2110 and DR-G2140 models can connect

directly to the network via a wired LAN connection.

The scanners include ISIS/TWAIN/WIA and Kofax

VRS Drivers supporting integration into various

scanning applications.

Ultra-Fast Scanner Highly efficient Durable Superior image quality

https://www.canon.co.

uk/business/products/

scanners/CaptureOnT

ouch PRO LAN Connectivity DR-G2090 DR-G2110 DR-G2140

Dm INTERVIEW: RESTORE

Phygital Information Management: The Hybrid

Strategy Powering Digital Transformation

Nigel Dews of Restore Information Management explains why a hybrid records strategy

offers a smarter, more secure path to digital transformation

As organisations across the UK

continue to advance their

digital transformation plans,

many are coming to an important

realisation: the most effective way

forward isn't purely digital, it's

phygital.

At Restore Information

Management, we've seen the

phygital approach gain significant

momentum and we covered the key

concepts in the last issue of

Document Manager magazine.

Phygital offers a secure, pragmatic,

and cost-effective strategy for

modernising how records and data

are handled. Rather than forcing a

binary choice between paper and

pixels, phygital enables

organisations to integrate physical

records with digital systems,

creating a unified, flexible ecosystem

that supports both.

This hybrid model is proving

particularly valuable for sectors with

complex compliance needs or legacy

infrastructure, where a wholesale

move to digital may be either

impractical or cost prohibitive.

A BRIDGE BETWEEN WORLDS

At its heart, phygital information

management is about striking the

right balance. It allows

organisations to digitise highpriority

documents while continuing

to store physical records that are

legally required or more costeffective

to retain in hard copy. The

result is a tailored transformation

journey, aligned with operational

needs, regulatory obligations, and

financial realities.

We've observed a noticeable shift in

mindset. More organisations are

recognising that transformation

doesn't have to be all or nothing.

Phygital offers the flexibility to

modernise at a pace that works

for them, without sacrificing

compliance or operational

continuity.

FROM AUDIT FAILURES

TO FULL CONFIDENCE

A good example comes

from a national UK law firm

that had previously faced

major issues with its records

provider. Missing files and a

failed ISO audit prompted the

firm to seek a more

dependable

solution.

By

10


July/August 2025


INTERVIEW: RESTORE Dm

"PHYGITAL INFORMATION MANAGEMENT IS ABOUT STRIKING THE RIGHT BALANCE. IT ALLOWS

ORGANISATIONS TO DIGITISE HIGH-PRIORITY DOCUMENTS WHILE CONTINUING TO STORE PHYSICAL RECORDS

THAT ARE LEGALLY REQUIRED OR MORE COST-EFFECTIVE TO RETAIN IN HARD COPY." NIGEL DEWS, RESTORE

INFORMATION MANAGEMENT

both physical and digital data. This

includes locked, access-controlled

storage facilities with 24/7 CCTV

monitoring, as well as encrypted

digital transfers, mobile device

protection, and continuous data

backups.

This layered security model ensures

sensitive information remains

protected throughout its entire

lifecycle, from the warehouse to the

cloud-based document management

system.

TECHNOLOGY AS THE ENABLER

Technology is the key enabler of

phygital information management.

Document Management Systems

(DMS) play a vital role in bridging the

gap between physical and digital

records. The right DMS supports secure

remote access, detailed audit trails,

retention policies, and integration with

existing enterprise platforms.

Our solutions are built to be scalable

and compliant with sector-specific

regulations, drawing on over 30 years

of experience working with customers

of all sizes in the public and private

sectors.

partnering with Restore Information

Management, the firm completed a

full inventory audit of over 80,000

boxes and implemented a phygital

solution combining secure physical

storage, online access, and scan-ondemand

services.

The result? A swift and effective

transformation. The firm now enjoys

reduced risk, lower storage costs, and

total confidence in its information

governance.

SECURITY AT EVERY LAYER

Security is fundamental to the phygital

model. At Restore Information

Management, our approach ensures

robust protection at every level, for

A BETTER WAY TO TRANSFORM

The benefits of a phygital approach are

clear: improved access to information,

enhanced compliance, reduced costs,

and greater resilience. But above all, it

offers a realistic and sustainable path

to digital maturity.

Phygital information management

isn't a compromise, it's a strategy. One

that enables organisations to move

forward confidently, with flexibility,

security, and long-term value in mind.

More Info: www.restore.co.uk


July/August 2025


11

Dm CASE STUDY: ADELE ROSSETTI

Botanical Scanning for Conservation Case Study

with Adele Rossetti and Epson Expression 12000XL

Botanical artist Adele Rossetti uses Epson's largeformat

flatbed scanner to digitise endangered flora

in Brazil's Atlantic Forest, preserving biodiversity

through stunning, high-resolution imaging

Botanical artist and U.S. Scholar

Adele Rossetti has dedicated her

life to capturing the intricate

beauty of plant life through illustration,

photography, and increasingly, through

digital scanning. Her work not only

bridges the gap between art and science

but also contributes significantly to

environmental conservation. At the

heart of her latest research efforts is the

Epson Expression® 12000XL largeformat

scanner, a professional-grade

imaging solution that has helped

document one of the world's most

endangered and unknown ecosystems,

Brazil's Atlantic Forest, with remarkable

clarity and fidelity.

A LIFE ROOTED IN NATURE

Rossetti's passion for tropical biodiversity

was nurtured from a young age.

Growing up in several Caribbean and

South American countries due to her

father's career in agronomy, she was

surrounded by rich and diverse plant

life. This early exposure instilled in her a

deep respect for nature, which later

manifested in her pursuit of botanical

illustration. "From sketching twigs,

bugs and flowers," she explains,

Rossetti found her calling in art

that serves both aesthetic and

scientific purposes.

After earning her Fine Arts

degree from the renowned

Pratt Institute in New York,

Rosetti went on to teach

drawing and painting at the

university until her

retirement in 2010. In

parallel, she shared her

expertise at the New York

Botanical Garden (NYBG),

where she still teaches

Botanical Art and

Illustration. Her

contributions to the field

have been recognised with


CASE STUDY: ADELE ROSSETTI Dm

prestigious awards, including the

American Society of Botanical

Artists Award for Excellence and

the Grenfells Science Medal from

the Royal Horticultural Society,

(RHS) UK.

DIGITISING THE UNDIGITISED

Rossetti was most recently

awarded two Fulbright U.S. Scholar

Grants for her work in Brazil's Atlantic

Forest, one in 2016-2017 and another in

2024-2025. Her most recent project

concentrated on one of the forest's rarest

and most ecologically significant areas,

where Araucaria trees dominate. These

are among the last remaining tracts of

truly undisturbed forest, with areas large

enough to be self-sustaining.

Unfortunately though, the Araucaria

trees are vanishing fast.

"Few never-disturbed areas of this

forest, that are large enough to be selfsustainable,

have survived," Rossetti said.

"For this reason, scientific evidence of the

species that compose the original forest,

in the form of herbarium specimens, is

important for reconstructing the

complete ecosystem."

In collaboration with local universities

and botanical institutions, Rossetti set

out to collect plant material from these

precious ecosystems, aiming to create

herbarium specimens for preservation

and study. But she also wanted to go

further - to capture not just the physical

form but the vibrant living colour and

structure of these plants. That's where

Epson's scanning technology came in.

FROM FIELD TO FLATBED: THE

EPSON ADVANTAGE

Rossetti had previously encountered the

Epson Expression scanner while working

at Pratt Institute, where it was used to

generate high-resolution prints of

artwork. Its exceptional image quality left

a lasting impression. "I've used other

scanners

before and there was

really no comparison to the

Epson scanner image quality," she said.

"Many printmakers, photographers and

botanical artists that I know also use the

same kind of scanner and printer

combination… Everyone agrees that the

Epson scanners and printers produce the

best image quality by far."

With the help of Epson, who provided

the Expression® 12000XL free for the

project, Rossetti implemented an

innovative digitisation workflow.

Working alongside taxonomists and

interns from the State University of Santa

Catarina (UESC), she scanned dozens of

specimens, both traditional pressed

samples and fresh, of unpressed plant

material, a rare practice in botanical

documentation.

CAPTURING THE UNSEEN

"I found a piece of an Araucaria branch

covered with miniature orchids that fell

from the very, very top of the trees,"

Rossetti recalled. "This was an incredible

opportunity to observe something that

lives at the top of the forest canopy,

which can reach heights of up to 160

feet. Once scanned, we were able to

magnify the image and see everything.

This was very exciting for us and we were

all gasping in awe."

Traditional microscopes couldn't match


July/August 2025


13

Dm CASE STUDY: ADELE ROSSETTI

"THE MAGNIFICATION WAS STUNNING… THE RANGE OF COLOURS AND

THE HIGH-RESOLUTION IMAGES THAT THE SCANNER CAPTURED WERE

ABSOLUTELY INCREDIBLE. WE WERE ALL GASPING IN AWE." ADELE

ROSSETTI.

the holistic view that the scanner offered.

"The UESC has a 3D microscope… but

only a tiny piece of the specimen would

fit… With the Epson scanner, we were

able to observe the 18-inch branch

segment in its entirety. The magnification

was stunning," she said. "The range of

colours and the high-resolution images

that the scanner captured were

absolutely incredible."

A SCIENTIFIC AND ARTISTIC

BREAKTHROUGH

The technology wasn't just useful for

capturing fine botanical detail, it also

addressed a major practical concern:

speed. "The speed with which plants can

be scanned is also important," said

Rossetti. "The scanner is amazing

because it does not heat or otherwise

stress the plant sample and scanning can

be done quickly."

Her work demonstrated that flatbed

scanning can produce images as useful,

and often more revealing, than

traditional photography. The scanner's

consistent lighting and depth of field

made it easier to reproduce

scientifically accurate representations of

botanical specimens.

SETTING A NEW STANDARD IN

CONSERVATION IMAGING

The results of Rossetti's scanning project

have already been incorporated into the

collections of UESC and the Rio de

Janeiro Botanical Garden, which sits

under Brazil's Ministry of the

Environment. The aim is to make these

high-resolution images globally accessible

to researchers and conservationists.

"Digital photographs of pressed

herbarium specimens are the images

posted on most virtual herbaria… It

occurred to me that scanned images…

would be just as useful," Rossetti

explained. To her surprise, UESC had

already been using an older Epson

Expression 11000XL scanner to digitise its

collection. This discovery further

confirmed her belief that high-resolution

scanning is an underused but highly

valuable tool in botany.

"Scanning pressed herbarium specimens

is an excellent alternative to

photographing them," she said. "It is less

expensive, occupies less room and is

simpler to install and use."

She adds: "The uniformity of lighting,

image context and depth of field is also

an improvement over the variability of

photography. I would like to publicise this

method more widely, as it would be

useful for many smaller institutions,

schools and public gardens."

LOOKING AHEAD

Rossetti now plans to continue her work

in U.S. National Parks such as

Minnewaska and the Adirondacks, using

the Epson scanner in a mobile setup. "I

hope to be able to make a portable setup

for the scanner so that I can operate it

in my car," she said. "That would allow

me to scan plants without the delay of

getting back to my studio."

She also aims to bring the technology

into classrooms, developing lesson plans

that bridge art and science. "This

technology effectively bypasses the need

for traditional skills to draw images of

plants," she noted. "It extends the

possibilities of art-making without

specialised training for children and

adults alike."

In doing so, Adele Rossetti is not only

preserving the world's fragile botanical

treasures - she's planting the seeds for

the next generation of artist-scientists.

More Info: www.epson.co.uk


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Dm PRODUCT REVIEW: KODAK ALARIS

REVIEW: KODAK S5000 Series Scanners

With over 30 years of digital

imaging expertise and more than

2 trillion (yes, trillion) scans

completed worldwide, Kodak Alaris has

long been at the forefront of document

capture innovation - recognising that for

many organisations, the first steps in

digital transformation begin at the scanner.

Yet successful digital capture goes far

beyond producing great image quality,

although that remains equally critical.

Kodak Alaris understands that true value

lies in intelligently extracting, validating,

augmenting, integrating, and classifying

scanned data to enable seamless digital

workflows that organisations can adopt

to gain a competitive edge with their

inbound data.

Kodak Alaris' long reputation is built on

precision, reliability, and solving realworld

business challenges, so

expectations were high when Document

Manager Magazine was invited to review

the new S5000 Series at the Kodak Alaris

Customer Experience Centre, shortly after

its official launch in late July.

What we discovered wasn't simply an

upgrade to the outgoing KODAK i5000

Series Scanners, which the KODAK S5000

Series Scanners replaces, it was a

refreshing, bold rethink of what a

production scanner should be, with user

experience, clever design features, and

integration at its core.

PRODUCTION POWERHOUSE,

REIMAGINED FOR OPTIMAL USAGE

The flagship KODAK 5120 Scanner was

on display for review, but the range also

includes the KODAK S5180 Scanner and

the KODAK S5160 Scanner. Each model

number corresponds to its page-perminute

speed - KODAK S5210 Scanner at

210 ppm, KODAK S5180 Scanner at 180

ppm, and KODAK S5160 Scanner at 160

ppm - all offering incredibly highthroughput

performance. With an

unlimited daily duty cycle, all KODAK

S5000 Scanners are engineered for 24/7

operation, making them ideal for service

bureaus, mailrooms, and large-scale

enterprise environments.

Visually, the first thing we noticed about

the KODAK S5210 Scanner was its solid,

confident presence. The matte black-andwhite

chassis is clean and modern,

anchored by a wide, illuminated

touchscreen control panel on the right,

more reminiscent of swiping through an

iPad than operating a typical fiddly

scanner. The interface is larger than most,

with a 235mm control panel housing a

crisp, high-contrast 190mm touchscreen

that's both intuitive and responsive.

On the left, a robust front-loading feeder

reinforces the sense that this machine is

built for serious, high-volume work.

Overall, the KODAK S5210 Scanner looks

the part to deliver solid high reliability and

industrial-grade performance.

So, with the aesthetics covered, let's

unbox the KODAK S5210 Scanner in more

detail - highlighting what's new on the

hardware side before exploring the

workflow technologies that complete the

16 July/August 2025 www.document-manager.com


PRODUCT REVIEW: KODAK ALARIS Dm

overall user experience.

PERFECT PAGE TECHNOLOGY:

ANYTHING, EVERYTHING,

ANYWHERE

Inside the scanner sits Kodak Alaris'

dynamic flow technology, which utilises

the KODAK S5210 Scanner’s powerful

inbuilt 32 core processors to process

higher resolution documents far faster

than ever before with advanced media

handling technologies that can handle

from the thinnest paper to card and

envelopes.

Kodak Alaris knows paper rarely behaves

perfectly, especially paper in big batches.

That's why the KODAK S5000 Scanners

feature adjustable urging roller pressure at

the front feed tray operated by the new

Feed Adjustment Tab, to increase media

flexibility to handle everything from

23gsm finest paper to 420gsm card. So,

whether you're scanning sleeved

documents, fragile documents like

receipts or delicate forms, or even filled

envelopes, the new feeder and tray

options serve well.

Sorting has been simplified with two

options. The integrated output tray sits

neatly to the front of the KODAK S5210

Scanner, while to the back, a rear exit tray

supports a new simple sorting function.

This simple sort lets operators

automatically route cheques, or patchcoded

documents with differing folder

destinations for differing work processes;

or 'Gone Away' envelopes into separate

trays, as they scan the batch.

We watched as the KODAK S5210

Scanner identified and sorted to the rear

exit tray, 3 gone away envelopes hidden in

a batch of 200 papers. This subtle shift

that could eliminate thousands of manual

sorting hours.

A new manual feed tray option has

also been added to the front in response

to customer requests. In fact, this was

one of several additions that has been

added by Kodak Alaris in response to

customer feedback.

BUILT-IN INTELLIGENCE: BUILT IN

MICROPHONES AND METAL

DETECTORS

The KODAK S5000 scanner doesn't just

scan, it literally listens before it scans. The

Intelligent Document Protection feature

uses acoustic sensors to detect the sound

of tearing or crumpling as it happens,

stopping the feed before damage occurs.

The microphone and speaker (through

soundwaves) can also detect when two

sheets are mistakenly scanned at the

same time.

Another truly impressive addition is the

inbuilt metal detection system. Unlike

conventional optical systems that only

catch attached staples but can miss

paperclips, Kodak Alaris combines

proximity sensors with microphones to

identify staples, paperclips, foil tags,

magnetic strips, and even loose

fragments - helping protect both scanner

and original.

TRI-STREAM IMAGING

The scanner also introduces Tri-Stream

Scanning, allowing up to three distinct

image profiles per side, so six images in

one double sided page - ideal for forms

processing where background colours

need to be dropped out to expose the

meta data on the first clean image, or

when organisations need both a fullcolour

image and a searchable black-andwhite

PDF.

FADGI READY

The scanners are also FADGI 3 star

compliant, delivering exact, true colour,

digital representations for archival

standards and public sector requirements

which require an exact digital replica. And

with FADGI dual-stream output, you can

produce both TIFFs archives and

searchable PDFs for business processes in

one scan - ideal for applications that need

both pristine visuals and long-term

preservation formats.


July/August 2025


17

Dm PRODUCT REVIEW: KODAK ALARIS

TOUCH-FRIENDLY UX

All of this is wrapped in a dramatically

improved user experience: the new 7.5"

high-contrast touchscreen is large,

intuitive and ideal for walk-up use without

prior knowledge of the scanner.

WORKFLOW-FIRST DESIGN

When it comes to user workflow, the

KODAK S5210 Scanner offers flexibility at

every level, from front-end capture to

back-end automation. KODAK Capture Pro

7.0 provides a powerful, 64-bit platform

for creating and managing scanning

workflows directly at the device. It's ideal

for organisations that need to streamline

document capture, apply consistent

metadata, and push content into content

management or line-of-business systems.

For more advanced requirements, Kodak

Alaris advise KODAK Info Input Solution

takes things further, using AI to classify

documents, extract and validate key data,

and automate downstream decisions.

Together, these applications turn the

KODAK S5210 Scanner from a high-speed

scanner into a full-scale intelligent capture

solution, equally suited to de-centralised

office scanning or centralised, highvolume

BPO environments.

We couldn't round off without noting

the little touches that, well, just make life

easier. Like the magnetic tray to properly

catch rogue staples, or the heightadjustable

stand on the S5210, and the

ability to connect directly to the wired

network via built-in 10/100/1000

Ethernet connectivity, all of which show

that Kodak Alaris has been listening to its

operator feedback just as much to its

MORE INFO:

own R&D engineers.

FINAL VERDICT

The KODAK S5000 Scanner Series isn't just

about higher speeds or sharper scans,

although it delivers both. It's a modern

capture platform designed with workflow,

integration, and human usability in mind.

Whether it's the Tri-Stream output,

networked scanning, inbuilt metal

detection, or automation, Kodak Alaris has

built a series in the S5000 range that

doesn't just match industry needs - it

anticipates them.

More Info: www.kodakalaris.com

Find out more at https://www.kodakalaris.com/en/power-up-kodak-s5000-

scanner-series

To book your demo, contact Mark Davies on +447385968671 or

mark.davies@kodakalaris.com

VERDICT

A refined, intelligent production scanner series that proves experience still counts, especially when it listens,

detects, and leads with advances in workflows and usage.


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Dm TECHNOLOGY: DOCUMENT AUTOMATION

Document Automation: The Foundation of

Digital Transformation

Jason Field, Integration Director, Document Logistix, tells us why smarter Document

Management is the cornerstone of digital transformation

In today's digital-first world, agility,

compliance and collaboration are no

longer nice to have; they're must-haves.

Yet the systems we rely on to manage

information are often fragmented,

outdated or unable to scale with growing

demands. That's why document

automation is the key to the digital

transformation journey.

"Document management" means many

things to many people, but the end goal

is the same: to streamline how

information flows through a business, so

it's secure, accessible, compliant and

usable. Document Logistix' flagship

product, Document Manager,

delivers that and more.

AN EXPERT'S VIEW OF THE

AUTOMATION LANDSCAPE

Jason Field, Integration Director at

Document Logistix, says: "Automation in

document management has always been

important; however, it has shifted in

recent times from basic digital storage

and workflow to intelligent systems

powered by artificial intelligence, machine

learning and RPA.

Companies are generating everincreasing

volumes of information which

makes the use of these tools a necessity

for efficiency, security and compliance.

In the future, we expect more

changes to be driven by deeper

process mining, broader

integrations and user-centric

automation."

BUILT FOR MODERN

BUSINESS

Document Manager is a leading

platform that solves real world

problems across departments. It

combines secure records

management, automated

workflows and seamless

integration with other business

critical systems. It can be fully

customised to fit an organisation's

processes, regulatory

requirements and unique

workflows.

A centralised

approach is at the heart of Document

Logistix' philosophy. In many businesses -

especially those going through mergers or

acquisitions - data is held across multiple

systems, local drives and cloud storage

solutions. Document Manager brings

everything under one roof to simplify

access and remove duplication and riskprone

silos.

This data centralisation is not just best

practice; it's essential for compliance and

to avoid operational inefficiencies caused

by inconsistent or inaccessible data.

CORE FEATURES THAT DELIVER

RESULTS

Document Manager has features to

support every stage of the document

lifecycle, from capture to storage,

processing and purge. Here are some of

the key benefits:

Intelligent Document Capture

The platform can capture scanned

documents using Optical Character

Recognition (OCR), import electronic files

and ingest unstructured data such as

email. Its AI and machine learning

capabilities improve both the accuracy and

speed of data recognition and routing.

Instant Access and Powerful Search

Once documents are centralised, they can

be searched and retrieved instantly using

metadata or content-based queries, which

is critical for business continuity,

regulatory response and day-to-day

operational efficiency.

User Centric Interface

The interface is customisable, clean and

intuitive. Colour coded indicators show

completed and pending tasks and

frequently used searches can be pinned to



TECHNOLOGY: DOCUMENT AUTOMATION Dm

the dashboard for quick access, which

keeps users focused and productive.

Compliance Made Easy

Managing document retention is

notoriously hard to do manually,

especially at scale. Document Manager

automates retention and deletion policies

according to industry and legal standards,

which is especially useful in HR, finance

and customer service departments. The

risk of non-compliance and data breaches

is greatly reduced.

Seamless Collaboration

The check-in/check-out functionality

ensures only the latest versions of

documents are in use, which supports

collaborative work and prevents

version conflicts.

DOCUMENT MANAGER:

AUTOMATION EVOLVED

Building on years of refinement and user

feedback, the latest Document Manager

release offers a major step up in speed,

usability and enterprise integration.

Developed to meet the needs of modern

business, it introduces a host of features

that make document automation smarter

and more secure than ever:

Angular v19 Interface

The new front end is built on Angular

v19, for faster performance, greater

responsiveness and increased security.

Users get a smoother, more modern

experience with improved navigation

and stability.

Batch Capture and OCR

The new version improves batch

document ingestion with intelligent

templating and stronger OCR, which

accelerates high volume capture

environments such as invoice processing,

employee onboarding or archiving when

accuracy and throughput are key.

Security: MFA & AD Sync

Security is front and centre with built-in

Multifactor Authentication (TOTP) and

Active Directory sync to give

administrators more control over user

access and simplify user provisioning

across complex organisations.

DLX Scan Application:

Introduces DLX Scan, a robust scanning

interface that works with most scanners

and is integrated with key ERP systems

like Sage 200 and Microsoft Business

Central to enable document ingestion at

source, which is especially useful

operations teams.

APIs

A set of upgraded APIs means Document

Manager remains a platform for

integration. Whether you're connecting

HR systems, finance software, CRM tools

or bespoke applications, Document

Manager enables deep integration

without redevelopment.

THE REALITY CHECK: DOCUMENT

MANAGEMENT TODAY

Despite the benefits of centralised and

automated document handling, many

organisations still use consumer grade

tools like Dropbox and Google Drive.

While suitable for basic file sharing, these

tools lack compliance automation,

workflow design, strict version controls,

system integration and robust security.

Legacy systems compound the issue as

businesses struggle to unify data and

processes across disconnected

platforms. Document

Manager's integration

capabilities are a key

differentiator

here. It

connects

seamlessly

to widely

used

business

systems like SAP, Microsoft Dynamics

and Outlook so you can build advanced

document functionality into your

existing environment.

Many users don't even realise they've

moved into a document management

workflow as Document Manager works

quietly in the background and delivers

automation while keeping the user

experience familiar and frictionless.

DOCUMENT AUTOMATION AS A

STRATEGIC IMPERATIVE

Document automation is no longer a nice

to have. It's the foundation of digital

transformation. It reduces costs, improves

productivity, ensures compliance and

helps teams use their time and

information better.

Document Logistix has raised the bar

again with a unified intelligent platform

that supports business agility, integrates

into daily workflows and scales for the

future. For any organisation looking to

modernise how they manage information

it's more than a solution - it's a strategy.

More info: https://document-logistix.com


July/August 2025


21

Dm INTERVIEW: KITEWORKS

The Legal Minefield Facing UK

Organisations in 2025

Camilo Artiga-Purcell, General Counsel, Kiteworks notes

the hidden dangers of Shadow AI in legal settings

Imagine a partner at a leading UK law

firm. Racing to finalise a high-stakes

merger, they turn to a free online AI

tool and upload sensitive deal

documents for rapid analysis. Success.

However, several months later, a rival

firm using the same AI platform receives

uncannily precise insights about the

merger's structure in an AI-generated

response. The fallout is swift: a

regulatory probe, eroded client trust, and

a legal battle over compromised

attorney-client privilege.

This scenario is far from hypothetical.

Legal departments and businesses are

embracing AI at an unprecedented rate.

However, this enthusiasm has birthed a

dangerous trend known as "Shadow AI,"

where employees use personal or

unapproved AI tools for work tasks

without oversight. According to a recent

survey, 83% of in-house counsel use AI

tools not provided by their organisations,

and 47% operate without any

governance policies. The Report

highlights a 56% rise in AI-related

incidents, with data leaks a primary

concern. In the UK, 57% of organisations

admit they cannot track sensitive data

exchanges involving AI, amplifying the

risk of breaches.

Kiteworks recent AI Data Security and

Compliance Risk Report reveals an even

starker reality: only 17% of organisations

have implemented automated controls

with data loss prevention capabilities,

while 83% rely on training sessions,

warning emails, or nothing at all. This

human-dependent approach creates a

gaping vulnerability that no amount of

policy documentation can close.

The UK's regulatory landscape

heightens these challenges. The UK

GDPR, aligned with the EU's GDPR,

imposes stringent obligations on data

processing, storage, and cross-border

transfers, with fines up to £17.5 million

or 4% of global annual turnover for

violations. The proposed UK AI Bill

signals increased scrutiny of AI

governance, while existing regulations

like the Network and Information

Systems (NIS2) Directive, demand robust

cybersecurity. For legal departments, a

single employee uploading client data to

an unapproved AI tool can expose

privileged communications, trade secrets,

or merger strategies to servers in

unknown jurisdictions, undermining the

foundations of legal practice.

The legal sector exemplifies this

dangerous contradiction. Despite

showing the highest concern about data

leaks at 31%, law firms demonstrate the

lowest implementation of technical

controls at just 15%. With 38% of legal

organisations admitting they expose

private data to AI tools, the profession

faces a crisis of its own making - one

where every client interaction potentially

breaches the very confidentiality

principles that underpin legal practice.

RISK OF NON-COMPLIANCE

The legal and compliance risks of

ungoverned AI use are profound. Data

protection violations top the list. When

lawyers upload client data to consumer

22


July/August 2025


INTERVIEW: KITEWORKS Dm

AI tools like ChatGPT or Claude, they

relinquish control over that information.

The data may be processed via thirdparty

APIs, stored on servers in multiple

jurisdictions, or used to train AI models,

all potentially breaching UK GDPR

requirements.

Confidentiality and privilege concerns

are equally grave. Solicitor-client

privilege, a bedrock of legal practice,

can be waived when communications

are shared with third-party AI providers.

The volume of exposed data defies

belief. According to recent industry

analysis, 27% of organisations report

that over 30% of their AI-bound data

contains private information, customer

records, employee data, and trade

secrets flowing freely into AI systems.

More alarming still, 17% of companies

have no visibility whatsoever into what

their employees share, operating in

complete darkness while claiming

compliance. Trade secrets and

intellectual property face similar risks, as

AI platforms may inadvertently expose

proprietary information through model

outputs or data breaches, violating

confidentiality agreements. Regulatory

compliance failures add further

complexity.

BUILDING A COMPLIANT

FRAMEWORK

AI data leaks can stem from technical

vulnerabilities or human error. When

lawyers upload documents to consumer

AI tools, the data can be used to train

the AI model, stored indefinitely on

external servers, or shared with thirdparty

APIs without transparency. These

platforms, not designed for the rigorous

security needs of legal work, make it

nearly impossible to retrieve or delete

data once uploaded. This is particularly

alarming for legal departments

handling privileged or sensitive

information.

To mitigate these risks, UK legal

departments must establish a robust AI

governance framework tailored to their

needs. Comprehensive AI usage policies

should outline acceptable tools, data

handling protocols, and consequences

for non-compliance, addressing

confidentiality, privilege, and data

security. Regular risk assessments are

vital to identify vulnerabilities, while a

formal approval process ensures only

secure, compliant AI platforms are used.

Technical controls are critical. Data

classification systems should identify

sensitive information before it is

processed by AI tools. Access controls,

such as role-based permissions and

monitoring, can prevent unauthorised

use of consumer AI platforms.

An approved list of enterprise-grade AI

tools, designed with legal and

compliance requirements in mind,

ensures efficiency without sacrificing

security. These tools must integrate with

existing cybersecurity infrastructure and

incorporate data loss prevention

measures to protect sensitive

information.

Training and awareness should then

be used to underpin effective

governance. Mandatory training for all

legal staff, from partners to associates,

should cover the technical and legal

risks of AI, including UK GDPR

obligations and SRA requirements.

Regular updates on emerging threats,

such as new data breach tactics or

regulatory changes, keep teams

informed. Clear reporting mechanisms

for AI-related incidents foster

transparency and enable swift

responses to potential breaches,

minimising damage.

PRACTICAL RECOMMENDATIONS

Legal teams must act swiftly to address

AI data risks, with immediate, mediumterm,

and long-term strategies. In the

short term, conducting a Shadow AI

audit is essential to uncover unapproved

tool usage. Emergency controls, such as

blocking access to consumer AI

platforms and providing approved

alternatives, can halt further risks.

In the medium term, comprehensive AI

policies should align with UK GDPR, SRA,

and FCA requirements. Vendor vetting

procedures are crucial, ensuring AI

providers meet stringent security and

compliance standards, with contracts

that protect client data and include audit

rights. An AI-specific incident response

plan prepares teams to act decisively in

case of a breach, minimising regulatory

and reputational fallout.

For the long term, investing in

enterprise-grade AI solutions designed

for legal work is vital. These tools

should integrate seamlessly with

existing compliance frameworks,

ensuring adherence to data protection

and cybersecurity standards. Annual

policy reviews will ensure governance

measures remain aligned with evolving

technology and regulations, embedding

AI governance into the broader

compliance strategy to maintain client

trust while leveraging AI's benefits.

AN EVOLVING REGULATORY

LANDSCAPE

The UK's regulatory landscape is

evolving at breakneck speed. Globally,

enforcement is accelerating. US

agencies alone issued 59 AI regulations

in 2024, more than double the previous

year. Yet only 12% of organisations list

compliance violations among their top

AI concerns, focusing instead on exotic

threats while ignoring the regulatory

tsunami bearing down on them.

With the proposed AI Bill, UK GDPR,

and NIS2 Directive signalling

heightened scrutiny, the UK's regulatory

landscape is evolving rapidly. Legal

departments that fail to act risk

becoming cautionary tales, facing fines,

client loss, and reputational damage.

Conversely, those that implement

robust governance demonstrate to

clients their commitment to security

and compliance.

The urgency of addressing AI data

leaks is undeniable. Legal teams must

act now to audit AI usage, implement

controls, and educate staff. By

balancing innovation with risk

management, they can ensure that they

can protect sensitive data, uphold client

trust, and navigate a complex

regulatory landscape. The legal

profession is built on trust and

diligence. In the AI era, these principles

demand proactive governance to ensure

technology serves as a tool for progress,

not a source of peril.

More info: https://www.kiteworks.com


July/August 2025


23

Dm PRODUCT REVIEW: SCANSNAP IX2500

Review: ScanSnap iX2500

PFU (EMEA) Limited, a RICOH

Company, has launched its most

connected and personal

productivity-focused scanner to date:

the ScanSnap iX2500 and Document

Manager Magazine was on-hand at the

UK launch in Uxbridge to watch it

being put through its paces.

First the fanfare intro: PFUE claim

that the ScanSnap iX2500 will become

the de-facto personal scanning

solution for the modern hybrid worker,

launching it at a time when 52% of

employees embrace hybrid working at

least once a week. Undoubtedly, such

hybrid workers demand intuitive, fast,

and flexible tools - and the iX2500

arrives as a smart extension of the

trusted ScanSnap line to fill that gap.

It outpaces the existing ScanSnap

iX1600 workhorse which has been

around since 2021, by balancing

speed, simplicity and real-world

workflow adaptability.

At the global launch, the iX2500 took

centre stage in sleek black and white

finishes, sitting confidently alongside

its ScanSnap siblings in their impressive

knowledge suite.

A FAST STREAMLINED EXPERIENCE

So what's new? From the moment you

power it on (unbelievably ready to scan

in under three seconds), you can see

that the iX2500 has been clearly

engineered for frictionless, fast,

familiar use. It has a separated large

back-illuminated Scan button aside a

large easy to use 5-inch LCD

touchscreen (the biggest yet) that

allows users to access quick jobs or

easily create custom scanning profiles

for recurring tasks. And that's good as

the PFUE team emphasise that in using

the iX2500, "You don't need to know IT

at all, you just need to know how to

push a button."

In practice this means whether you're

sending documents to email, the cloud,

or your business apps, the device

supports easy to use, familiar drag-anddrop

functionality. It also has

integration with a broad ecosystem of

tools including Dropbox, Google Drive,

OneDrive, SharePoint, Microsoft Teams,

Slack, QuickBooks and other accounting

tools. We saw it working with Google

Note and the scanning process is

indeed simple: Scan > Drag to

Destination > Attach for data linkage.

So, whatever the workflow, the iX2500

handles it in just three steps (compared

to five in previous models).

Connectivity is equally enhanced.

Users can connect via USB-C, Wi-Fi 6

(2.4 and 5GHz), and Bluetooth,

ensuring seamless integration across

laptops, tablets, and smart phones.

Setup is simplified through WPS and

mobile configuration, aligning perfectly

with increasingly decentralised work

setups. For today's workflows, where

rapid and efficient data transfer is

crucial, Wi-Fi 6 support stands out as a

key differentiating factor for document



PRODUCT REVIEW: SCANSNAP IX2500 Dm

scanners. This makes the iX2500 a truly

state-of-the-art device. We are told that

this is a platform that has been built to

evolve, with several new features being

slated for release in the coming months

- all of which will be available to

existing iX2500 owners.

COMPACT BUT CAPABLE

Despite its robust performance, the

iX2500's footprint is small (just 292 ×

161 mm (WxD) in use) so ideal for

space-conscious environments- like

reception counters or smaller home

spaces and hot desks. It offers a

scanning speed of up to 45 pages per

minute, supports duplex scanning at 90

images per minute, and has a 100-

sheet capacity which can handle mixed

paper types including business cards,

receipts, and folded A3 documents.

One feature Document Manager

particularly liked is the Paper Protection

Technology that flags skewed paper

and features image modelling to

handle corrupt and damaged items.

SMARTS WHERE IT MATTERS

Beyond hardware, the iX2500 comes

bundled with the ScanSnap Home

software suite, ABBYY FineReader, and

Kofax Power PDF, offering everything

from OCR to password-protected PDFs.

A standout feature is its ability to

extract actionable data from scans, e.g

clickable email addresses, phone

numbers and barcodes directly from

documents, saving users from timeconsuming

manual input.

More info: www.pfu-emea.ricoh.com

VERDICT

MORE INFO:

To access a wide range of enablement tools to help educate and raise awareness

of the ScanSnap iX2500 as well as getting involved in their incentive promotion,

visit their partner portal at - http://imaging-channel-program.com

For further information contact us on +44 (0)208 5734444 or

scannersales@pfu-emea.ricoh.com

Watch the YouTube ScanSnap iX2500 product video -

https://youtu.be/h2FI7s2ZWTE

The ScanSnap iX2500 is indeed a standout for those seeking a personal productivity scanner that combines speed,

usability, and intelligent connectivity in a sleek package. It's an ideal choice for anyone looking to simplify workflows

without compromising on performance. Whether in the office, at home, or somewhere in between, this model brings a

touch of enterprise-grade polish to everyday scanning with genuine intelligence under the black (or white) hood.


July/August 2025


25

Dm CASE STUDY: CAREBASE

Carebase - Transforming HR and Quality

Management with DocuWare Cloud for

leading UK residential care provider

Carebase streamlines cross-site data exchange and weekly reporting using

DocuWare Cloud, integrated with Make and Microsoft Power Automate

Carebase, a leading provider of

residential and nursing care in the

UK, is now using DocuWare Cloud

to overhaul its document-based

processes, and with it, is enjoying new

levels of automation, compliance, and

efficiency to both HR and quality

management operations.

With 15 care homes across the

country, Carebase places a strong

emphasis on creating a warm, homely

environment while delivering the

highest standard of care for residents.

That commitment to excellence starts

behind the scenes, with robust

recruitment practices and rigorous

quality control for staff.

THE CHALLENGES OF GROWTH

Staff selection is a crucial component of

Carebase's success, and that includes the

recruitment of nurses from overseas,

adding further complexity to the

onboarding process. Previously, each hire

would trigger a manual, paper-based

checklist of required documents, created

by the HR team and shared between

multiple homes.

Documents were scanned, printed, passed

around, and re-scanned, a process that not

only slowed everything down but

introduced errors, duplication, and version

control issues. Staff were often left unclear

on which documents were outstanding, or

which version was correct.

"As recruitment increased, more and

more problems within the process

became apparent," the team explains.

"Frequent scanning and printing made

retrieval difficult and increased the risk

of incorrect or older versions being

used." Carebase needed a better

solution, something secure, scalable,

and cloud-based.

DOCUWARE CLOUD STEPS IN

Following a competitive review process and

a compelling presentation from a

DocuWare partner, the company selected

DocuWare Cloud as its new document

management system (DMS).

"Thanks to the excellent presentation by



CASE STUDY: CAREBASE Dm

"PREVIOUSLY, OUR STAFF HAD TO REVIEW ALL COMPLIANCE DOCUMENTATION ON A DAILY BASIS AND

MANUALLY TRANSFER THE DATA INTO THE WEEKLY REPORT. THANKS TO OUR CLOUD DMS AND THE NEW

INTEGRATION TO MAKE, WE FULLY AUTOMATE REPORTING WHILE STILL ADHERING TO ALL COMPLIANCE RULES."

VASAN VELAYUTHAM, FINANCE DIRECTOR, CAREBASE, WIMBLEDON

the DocuWare partner, we were

already sure before signing the

contract that the DMS would fully

cover our current and future

requirements," said Vasan Velayutham,

Finance Director at Carebase.

In fact, implementation was so

efficient that the most critical HR

recruitment process was digitally

mapped and live within a single week.

"Previously, our staff had to review all

compliance documentation on a daily

basis and manually transfer the data

into the weekly report," Velayutham

explains. "Thanks to our cloud DMS and

the new integration to Make, we fully

automate reporting while still adhering

to all compliance rules."

DIGITISING THE HIRING PROCESS

The legacy HR checklist is now created

and stored digitally in DocuWare. A

fully automated workflow reminds both

new recruits and the HR department of

which documents are still required.

Authorised employees can access and

update these documents at any time,

without worrying about version

conflicts. Once a file is complete, HR

closes the process with a single click.

The entire personnel file is then

securely archived in an audit-proof

format, meeting all compliance and

legal requirements.

The move has significantly streamlined

the recruitment journey, particularly

vital in a sector where staffing directly

impacts quality of care.

"Our supporting sales partner fully

adhered to all the schedules defined for

the project," Velayutham notes. "As a

result, the DMS became by far the most

effective IT project of our company. We

would like to expand this cooperation

in the future."

SCALING UP TO QUALITY

ASSURANCE

Buoyed by its HR success, Carebase soon

extended the project to digitise other

paper-heavy processes, most notably in its

kitchens. Here, quality assurance staff

record critical daily metrics such as food

service details and fridge/freezer

temperatures via paper kitchen sheets.

These sheets were previously

consolidated manually into weekly reports,

a time-consuming task prone to oversight.

"It is not quite trivial to dynamically read

out the right content from a large number

of documents created on a daily basis and

to create weekly reporting from this.

Thanks to DocuWare Cloud and the

integration in Make, we succeeded in this

task in a surprisingly simple way and in a

very short time."

Now, when an employee submits a

kitchen sheet, DocuWare automatically

extracts the relevant data. Using Make (an

iPaaS platform), this data is sent directly

into a reporting workflow in Microsoft

Power Automate. Every Monday morning,

a complete, up-to-date Excel report for all

homes is generated, without anyone

lifting a finger.

AUTOMATION THAT DELIVERS

REAL RESULTS

The impact has been transformative.

Manual data entry and weekly report

preparation have been eliminated.

Compliance and data security have

been strengthened. And all of it was

achieved without expanding the

administrative headcount.

"Since the process optimisation, the

company has not had to hire any

additional administrative staff despite

increasing documentation requirements,"

the team confirms.

Instead, those freed-up resources are

now channelled into service delivery

and continuous improvement, areas

that directly benefit residents and

frontline staff.

At every step, DocuWare ensures secure

handling of confidential information, both

physical and digital. This includes auditproof

storage, encrypted transfers, accesscontrolled

cloud systems, and full

compliance with sector regulations.

A STRATEGIC FOUNDATION FOR

FUTURE GROWTH

Technology is a critical enabler in

Carebase's transformation journey.

DocuWare not only provides the central

DMS but also integrates flexibly with

cloud-based tools like Make and Power

Automate, futureproofing the

organisation's approach to workflow

automation.

"Our solutions are built to be scalable

and compliant with sector-specific

regulations," the team at DocuWare

notes. "The goal is to support

organisations of all sizes, across both

public and private sectors."

For Carebase, the partnership with

DocuWare has laid the groundwork for

more innovation and further digitisation.

With recruitment and kitchen reporting

already automated, other departments

are now evaluating how they too can

simplify document processes and unlock

new efficiencies.

The message is clear: when

implemented with care, cloud-based

document management can transform

even the most paper-heavy, compliancedriven

environments.

And in Carebase's case, it's not just

about saving time, it's about ensuring

every resident continues to receive the

best care possible.

More Info: https://start.docuware.com/


July/August 2025


27

Dm CASE STUDY: JAGUAR DAIMLER HERITAGE TRUST

Preserving the Legacy of Jaguar

Daimler Heritage Trust with Piql

A pioneering approach to digital preservation and

archiving for one of Britain's most iconic brands

To safeguard Jaguar's legacy of

British automotive excellence, the

Jaguar Daimler Heritage Trust

(JDHT) has partnered with Norwegian

company, Piql, to preserve its historic

archives using state of the art digital

preservation technology.

ABOUT JAGUAR DAIMLER

HERITAGE TRUST

Established in 1983, Jaguar Daimler

Heritage Trust is a charitable trust

dedicated to preserving Jaguar's legacy

through its extensive archives, artefacts,

artwork, and over 180 historic vehicles.

Working with Jaguar Land Rover,

Jaguar Daimler Heritage Trust ensures

these records-dating from the 1890sremain

authentic, secure, and

accessible for future generations.

THE CHALLENGE: SAFEGUARDING

DIGITAL RECORDS

While physical records are easily

preserved in the right conditions,

28


July/August 2025


WELCOME TO OUR

NEW WEBSITE

In our latest News item, we ask

CAN YOU AUTOMATE

COMPLIANCE?

The answer is simple:

Yes, No and Possibly!

Please click to explore

our FULL GUIDE

VISIT OUR WEBSITE

WWW.DOCUMENT-LOGISTIX.COM

T +44 (0)1908 366 388 E info@document-logistix.com

8 Copperhouse Court, Caldecotte, Milton Keynes MK7 8NL

Dm CASE STUDY: JAGUAR DAIMLER HERITAGE TRUST

BY DIGITISING AND PRESERVING ON PIQLFILM, JAGUAR DAIMLER HERITAGE TRUST HAS TAKEN A PROACTIVE

STEP TO ENSURE THE LONGEVITY OF ITS COLLECTIONS

digital records are more complex,

requiring more resources and facing

greater risks from technology failures,

disasters, and insecure storage.

As you would expect from a

technology-driven brand, Jaguar now

creates records digitally, from 3D CAD

designs to websites, apps, and emails -

reflecting modern workflows in its

corporate archive.

Digital storage and preservation

techniques are vastly different from

physical record keeping. With rapidly

evolving technology, data can lose

context if not properly preserved or

managed by a dedicated archivist.

Jaguar Daimler Heritage Trust

recognises that the right preservation

infrastructure is essential to keep

records authentic, secure, and

accessible for the future.

THE SOLUTION: PIQLFILM

The Jaguar Daimler Heritage Trust

sought a solution beyond conventional

digital storage to ensure the long-term

preservation of its priceless archives.

Collaborating with Piql, Jaguar Daimler

Heritage Trust took a significant step

toward safeguarding its heritage with

piqlFilm, a migration-free storage

medium that combines the best of

digital and analogue storage.

The process began with the careful

selection and preparation of Jaguar

Daimler Heritage Trust's most critical

archival materials for digitisation. These

were then encoded onto piqlFilm, a

medium engineered to resist

electromagnetic and radioactive

interference, effectively shielding the

archives from degradation and

preserving their integrity over time.

Unlike traditional digital storage, which

requires regular updates and poses

security risks, piqlFilm offers Jaguar

Daimler Heritage Trust unmatched

stability and protection.

To ensure future accessibility, the

archives were structured for optimal

retrieval. Thanks to Piql's open-source

framework, Jaguar Daimler Heritage

Trust's data remains readable without

reliance on proprietary hardware or

software-ensuring usability even as

technology changes. This innovative

approach guarantees that's Jaguar

Daimler Heritage Trust history will

remain preserved and accessible for

generations to come.

KEY ARCHIVES PRESERVED WITH

PIQL TECHNOLOGY

The Jaguar Daimler Heritage Trust has

selected a range of historically

significant documents and materials for

preservation using Piql's advanced

technology. These include:

The original 1922 partnership

agreement between William Lyons

and William Walmsley, which laid

the foundation for the Jaguar brand.

Documents outlining the company's

name change from SS Cars Ltd. to

Jaguar Cars Ltd. in 1945.

The 1960 agreement between Jaguar

Cars and the Birmingham Small

Arms Company (BSA) for the

purchase of Daimler.

Engineering drawings, production

records, and marketing materialsincluding

brochures, colour guides,

and sales literature.

Photographs, advertisements, and

moving footage documenting Jaguar

Cars' history and cultural impact.

By digitising and preserving these

records on piqlFilm, Jaguar Daimler

Heritage Trust has taken a proactive

step to ensure the longevity of its

collections, while maintaining both the

authenticity and accessibility of the

brand's legacy.

In the Active World Archive Vault,

Joanne Shortland, Head Archivist,

Jaguar Daimler Heritage Trust, and

Rune Bjerkestrand, Founder, MD Piql &

Arctic World Archive

A LEGACY SECURED FOR FUTURE

GENERATIONS

Piql's role in preserving Jaguar Daimler

Heritage Trust's archives goes beyond

securing digital records - it's about

safeguarding the essence of Jaguar's

legacy and its cultural contribution to

automotive history. As society evolves,

these archives will stand as a lasting

testament to the historical, industrial,

and cultural impact of the Jaguar brand.

By leveraging Piql's technology, Jaguar

Daimler Heritage Trust has firmly

established itself as the guardian of

Jaguar's rich heritage, ensuring that

future generations can not only study

but also experience the milestones and

innovations that define Jaguar as a

symbol of automotive excellence.

More info: https://piql.com



Dm Q&A: IN THE AI HOTSEAT

Q&A: In the AI Hotseat:

As AI becomes central to content services, we've renamed

our regular Q&A feature to 'Q&A - In the AI Hotseat'. First

up to take the DM Ed's AI questions is Hyland's SVP for

EMEA & APAC, Malte Dieckelmann

DM: First, let's start with the basics -

how does Hyland define "Agentic AI,"

and how does it differ from traditional

AI or basic automation processes typically

found within content services that we've all

come to rely on?

We define Agentic AI as the next evolution of

enterprise intelligence. Where traditional

automation tends to be reactive - waiting for

prompts or following rigid rules - Agentic AI is

designed to be proactive. It has the autonomy

to make informed decisions, adapt to

changes, and even anticipate business needs

before they arise.

That marks a significant shift from the

content services most organisations are used

to. Rather than simply routing documents,

we're talking about intelligent, content-aware

ecosystems that surface insights, minimise

manual effort, and orchestrate complex

workflows in real time. Agentic AI doesn't

just support processes; it acts like an

intelligent collaborator.

DM: On that, many organisations still rely on

static, rules-based workflows. What are the

limitations of that approach, and how does

use of Agentic AI in the Hyland Automate

platform overcome them?

Rules-based workflows are great until

something changes. Which, in most realworld

scenarios, is often. These systems

struggle with exceptions, unstructured data, or

evolving business conditions. As a result,

organisations often must intervene manually,

wasting time and increasing risk.

Agentic AI overcomes those limitations by

enabling real time, adaptive decision making.

Take invoice processing as an example. Our

agents can identify anomalies, prioritise urgent

items, or automatically escalate issues without

human input. The result is a smarter, more

resilient process that allows teams to focus less

on micromanaging tasks and more on

delivering value.

DM: Hyland's recent announcements point to

a shift toward outcome-driven automation

through the Hyland Automate AI platform.

How do you measure success when agents are

tasked with decision-making, not just

document routing?

With rules-based automation, success is often

measured by volume. That usually means

32 tinyurl.com/DM-AWARDS

July/August 2025 www.document-manager.com

Q&A: IN THE AI HOTSEAT Dm

asking questions like how many documents

were moved or how many steps were

completed. But when agents are making

decisions, the focus shifts from throughput

to outcomes. With Hyland Automate, we

measure success by looking at real impact.

Are decisions being made faster? Are

exceptions being resolved earlier? Are

employees spending less time on manual

oversight? More importantly, we look at

downstream business results: faster

approvals, fewer errors, improved

compliance, and higher customer

satisfaction. These are the outcomedriven

indicators that truly matter - and

they're exactly what our agents are

designed to deliver.

DM: What role does "Knowledge

Enrichment" play in unlocking the potential

of Agentic AI and powering content-aware

agents across Hyland's platforms?

Knowledge Enrichment is foundational to

the power of Agentic AI at Hyland. It's what

transforms raw, unstructured data into

meaningful context. Most enterprise

content, including contracts, emails, PDFs

or medical images, doesn't come in a clean,

structured format. On its own, it's difficult

for automation to work with or act on this

information. Enrichment changes that by

extracting key information, linking it to

related content, and understanding its

relevance within a process.

That's what enables true content-aware

agents. AI that not only processes

documents, but understands what they are,

why they matter, and what needs to

happen next. Without that contextual layer,

Agentic AI wouldn't have the needed data

to make the right decision, which would

lead to bad actions.

DM: Agentic AI introduces autonomous

multi-agent systems. Can you explain how

these agents coordinate tasks and learn

from each other across complex workflows

like claims, HR, or onboarding?

The power of multi-agent systems lies in

their ability to move beyond one-size-fits-all

automation and handle the complexity of

real-world business operations. Modern

business processes are often interconnected

and often span multiple departments,

systems, and data types. That's why our

approach to Agentic AI is built around

specialised agents that work together.

For example, in onboarding, one agent

might verify documents while another

ensures training compliance and another

manages system access. They operate

independently but communicate through a

shared orchestration layer. This multi-agent

collaboration is key. If a document is

missing, the verification agent can pause

the process and flag it before the next step

kicks in. Over time, these agents also feed

metadata and outcomes back into the

system, creating what we call collective

intelligence. The system continually adapts

and refines its actions by learning from realworld

performance, with multi-agent

collaboration ensuring robust, correct

outcomes even in exceptional cases.

DM: In practical terms, how do Hyland's AI

agents differ from large language model

integrations or basic automation bots?

That's a great question, and an important

distinction. Large Language Models are

excellent at understanding and generating

language, but they're not inherently process

aware. They don't know your business rules,

your systems, or your compliance needs

and requirements. They're powerful, but

ultimately general-purpose tools.

Automation bots, on the other hand, are

good at mimicking human actions,

whether that's clicks, keystrokes or repetitive

tasks. But they're rigid and fragile. When

things change, they often break.

Hyland's enterprise agents sit in a different

category. They're designed and built with

content, process, and business context at

their core. They understand unstructured

data, operate securely across systems, and

make decisions tied to real and specific

outcomes. More than simple 'task

executors', they function as intelligent

digital collaborators and orchestrators

within enterprise workflows. All while

ensuring that AI is deployed responsibly

and within governed ecosystems.

DM: Hyland state that Agentic AI is about

working with people, not replacing them,

so how much autonomy should we expect

from these agents, and where do humans

stay in the loop?

One of our core beliefs is that Agentic AI

should support people - not supplant them.

It's about removing repetitive, low-value

tasks so that humans can focus on what

they do best: strategic thinking, creativity,

and empathy. The degree of autonomy is

something each organisation can choose.

For straightforward, low-risk tasks, full

autonomy may be appropriate. But in more

complex or regulated environments, we

support human-in-the-loop decisionmaking,

where agents surface insights or

recommendations, but it's people, with the

experience, contextual understanding and

wider business knowledge, who make the

final call. Organisations can calibrate agent

autonomy according to risk and context -

balancing human oversight for complex

decisions with scalable supervision - so that

agents deliver insights and

recommendations, while ultimate authority

remains with people whose expertise and

judgement ensure trustworthy outcomes.

Crucially, our agents are transparent. They

show their reasoning, so users can both


July/August 2025


33

Dm Q&A: IN THE AI HOTSEAT

trust the process and the outcome.

DM: What controls and governance

mechanisms are in place to ensure

transparency, traceability, and regulatory

compliance when using AI agents in

sensitive workflows?

Trust is non-negotiable, especially when AI is

operating in sectors like healthcare, finance,

or the public sector. That's why Hyland

Automate is designed with governance at its

core. Every action that an agent takes is

logged and timestamped, with full

monitoring capabilities. Organisations can

set autonomy thresholds, define escalation

rules, and assign decision rights based on

roles. Just as importantly, our agents are

explainable - they don't just act, they show

you why. |

This level of auditability is essential for

demonstrating compliance with regulations

like GDPR or HIPAA, and for giving internal

stakeholders confidence that automation is

happening responsibly. Our governance

framework is grounded in the principle of AI

guardrails. This ensures that autonomy

never comes at the expense of control,

compliance, or transparency.

DM: Building trust in AI isn't easy,

especially in regulated environments. How

does Hyland ensure that AI-powered

decisions are transparent and accountable

to all stakeholders?

Trust isn't something that can be bolted on

after the fact. It has to be built into every

layer of the system. Hyland's Agentic AI

systems are designed to make every agent

decision transparent, explainable, and

controllable. Business users, compliance

teams, and IT all have full visibility into

how and why decisions are made. At the

same time, they have tools to set clear

boundaries, defining when agents can act

autonomously, when escalation is

required, and what governance checks

must be in place.

But trust isn't a one-time achievement, it's a

continuous commitment. That's why we've

integrated monitoring, performance

tracking, and feedback loops into every

deployment. It's not just about delivering

responsible AI, it's about enabling our

customers to prove that their AI decisions

are transparent, compliant and trustworthy.

DM: Can you share a real-world example

where Agentic AI has delivered measurable

impact?

Agentic AI is beginning to drive measurable

gains in operational efficiency, decision

accuracy and staff productivity. While we're

still in the early stages of rolling out Agentic

AI under that name, we're already seeing

tangible process improvements in sectors

like healthcare and insurance. In those

environments, speed, accuracy, compliance

and staff productivity are critical. It's already

clear how powerful this shift can be. Not

just automating tasks but orchestrating

entire workflows end-to-end. That means

reducing friction between systems, closing

decision gaps faster and freeing up staff to

focus on higher-value work. The result is

smarter operations, more resilient processes

and better outcomes for everyone involved.

DM: How flexible is Hyland's Agent Builder

platform? Can users develop domainspecific

agents or extend workflows without

needing deep coding skills?

Flexibility is a core design principle, and a

core strength of our Agent Builder platform.

It's built in a natural language environment,

meaning process owners and business

analysts, not just developers, can create and

configure agents. That's what truly sets it

apart. Users can define agent logic, map

workflows, and set up collaboration

between agents using intuitive visual tools.

And for teams that require deeper

customisation, the platform also includes

advanced scripting capabilities, API

integrations, and extension hooks so that

developers can build agents that align with

complex enterprise architecture or industryspecific

requirements. Ultimately, our goal is

to democratise AI-driven automation. We

want building and deploying intelligent

agents to become a capability embedded

across the organisation, not just something

owned by the IT team.

DM: When it comes to the adoption

journey, what's the first step for

organisations interested in deploying

Agentic AI to take?

Businesses looking to explore Agentic AI,

should start by focusing on a process where

outcomes will be most immediate. Think

high-impact, document-heavy processes like

claims, onboarding, or compliance reporting

where inefficiencies are already well known.

From there, we work closely with

customers to assess the structure and

accessibility of their content. This is

essential, because Agentic AI thrives on

context. It's also important to define the

right level of autonomy, risk tolerance, and

human involvement from the outset.

Getting those parameters right early on

really makes a difference.

Ultimately, this isn't about replacing

everything overnight. It's about starting with

a strategic use case, proving value quickly,

and building confidence as adoption

expands. That's the model we've seen

succeeding, time and time again.

DM: How does Hyland approach

interoperability across multiple agents,

content platforms, and third-party LLMs -

especially in large, hybrid environments?

Interoperability is essential to the way that

Hyland approaches Agentic AI. That's

especially true in large enterprises with

hybrid ecosystems spanning on-prem

systems, cloud services, and legacy

platforms. Agentic AI needs to operate

across all of it.

Hyland's platforms are built with openness

in mind. Our content services framework

supports federated data access, allowing

agents to act on content wherever it resides.

We also provide APIs, connectors, and

orchestration capabilities to integrate

seamlessly with third-party LLMs, business

systems, and external services.

Additionally, we prioritise strong

governance around those integrations.

Organisations can decide how agents

interact, what policies apply, and what data

can be shared or restricted. That balance of

flexibility and control is critical in real-world

enterprise environments.

In businesses today, no single platform

can, or should, do everything. That's why

Hyland is focused on making Agentic AI

intelligent, integrated and adaptable within

the broader ecosystem, not just within its

own stack.

More Info: www.hyland.com


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