DM Nov-Dec 2022

DOCUMENT 

M A N A G E R 

Dm 

www.document-manager.com 

DOCUMENT MANAGEMENT 

IMAGING & CAPTURE 

WORKFLOW/BPM 

CONTENT MANAGEMENT 

A night to remember: 

DM Awards 2022 in full 

Healthcare focus: 

Digitising patient records 

Cloud print: 

The future of hybrid working 

Strategy: 

Intelligent content automation 

NEWS • PRODUCT FOCUS • USER PROFILE • INTERVIEWS 

ISSN 1351-3222 Vol 30 No 6 November/December 2022

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2020, 2018, 2017, 2015, 2014 & 2013 

Compliance Product of the Year – FreeDocs Document 

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Records Management Product of the Year 2019 

London, Manchester, Birmingham, Newcastle and Hull.

Dm 

COMMENT 

Editor: 

Dave Tyler 

david.tyler@btc.co.uk 

Sub Editor: 

Mark Lyward 

mark.lyward@btc.co.uk 

The 2022 DM Awards night was one that 

Publishing Director: 

John Jageurs 

no-one who was there will forget in a 

john.jageurs@btc.co.uk 

Sales Manager: 

hurry - from the first glass of 

Abby Penn 

champagne to the last man standing on the 

abby.penn@btc.co.uk 

Lead Designer 

after-party dance floor, the whole evening 

Ian Collis 

went down extraordinarily well with everyone 

ian.collis@btc.co.uk 

Circulation/Subscriptions: 

in attendance. There was a 'Let's make this a 

Christina Willis 

night to remember' atmosphere throughout 

christina.willis@btc.co.uk 

Managing Director: 

the room and it made for a memorable and 

John Jageurs 

hugely enjoyable night for all concerned. 

john.jageurs@btc.co.uk 

Over 200 of the 'great and good' from across the document 

Published by: Barrow & 

management industry were very glad of a reason to be cheerful in 

Thompkins Connexion Ltd 

35 Station Square, 

these still uncertain times. Opera singers Alex Wall and Damien 

Petts Wood 

Carter were making their third appearance at the awards, but this 

Kent BR5 1LZ 

Tel: 01689 616000 

year was the first time that their spirited renditions have got large 

Fax: 01689 826622 

swathes of the crowd up and dancing - and we're sure that wasn't 

Subscriptions: 

just due to the free-flowing pre-Christmas booze, honestly! 

UK: £35/year, £60/two years, 

£80/three years 

I'd like to thank all of the sponsors again for supporting the 

Europe: £48/year, £85 two 

Awards: Chief Event Sponsor Crown Records Management, 

years, £127 three years. 

ROW:£62/year, £115/two 

Northamber who sponsored the Champagne Reception, as well as 

years, £168/three years 

Canon, Document Logistix, Dyanix, I.R.I.S, OASIS, PFU, Storetec, 

Published 6 times a year. 

Single copies can be bought 

Yooz, ABBYY, DocuWare, e-ImageData, iText, Joisto, Kodak Alaris 

for £8.50 (includes postage & 

and OPEX. 

packaging). No part of this 

magazine may be reproduced 

The 2022 Awards saw some of the highest numbers of both 

without prior consent, in writing, 

from the publisher. 

nominations and votes that we've had in some 15 years of running 

©Copyright 2022 Barrow & 

the event. To win in such a competitive field shows not only that 

Thompkins 

these companies are offering innovative products and solutions year 

Connexion Ltd 

after year, but also that their customers - who are the ones casting 

Articles published reflect the 

the votes, after all - are seeing genuine real world benefits from 

opinions of the authors and are 

not necessarily those of the 

these technologies. It is a very exciting time for the sector. 

publisher or his employees. While 

every reasonable effort is made 

Among the winners this year were Northamber who took away 

to ensure that the contents of 

the Company of the Year trophy, PFU who won the Hardware 

articles, editorial and advertising 

are accurate no responsibility can 

Product of the Year, and OASIS who won Software Product of the 

be accepted by the publisher for 

errors, misrepresentations or any 

Year. One of the biggest cheers of the night came when 

resulting effects 

Scansation's Sid Sutherland collected the - highly deserved - 

Service/Support Company of the Year award. 

As always, we here at Document Manager magazine are hugely 

grateful for the support of everyone across the sector, from those in 

attendance to those who took the time to cast their all-important 

votes. You can find a full list of all the winners and runners-up 

starting on page 6 of this issue. 

Dave Tyler 

Editor 

david.tyler@btc.co.uk 


November/December 

@DMMagAndAwards 

3

Dm CONTENTS 

C O N T E N T S 

NOVEMBER/DECEMBER 

12 

22 

24 

30 

34 

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

EVENT: DM AWARDS 2022…………..........................................................……….6 

The 2022 DM Awards night was one that no-one who was there will forget in a hurry - 

find out all the winners here 

INTERVIEW: HYLAND SOFTWARE……….........................................................…..10 

While DM editor David Tyler was at October's Hyland Summit event in London, he caught 

up with recently-appointed Chief Revenue Officer Chris McLaughlin and Vice President, 

EMEA and APAC, Tim Hood 

STRATEGY: DIGITAL MAILROOM……….........................................................……12 

An inbound digital mailroom solution can save your organisation time and resources, 

explains Storetec's Grace Schneider 

CASE STUDY: PAYDASHBOARD…...................................................................……14 

This solution, which won Private Sector Project of the Year at this year's DM Awards, allows 

PayDashboard's interactive digital payslip platform to process PDF output from legacy 

payroll software to extract the necessary data and present it in their web application 

ANALYSIS: CLOUD PRINT……........................................................................……16 

Rod Tonna-Barthet, President & CEO at Kyocera Document Solutions UK, explains how 

cloud print solutions enhance the hybrid working model 

OPINION: SCANNERS…………….............................................................……….18 

Aaron Hopkinson of Brother UK explains how scanning solutions can help firms to drive 

productivity, enhance security and embed their hybrid working models, as they continue to 

build resilience stepping into 2023 

MARKET FOCUS: HEALTHCARE……...........................................................………20 

Robert Arendt of iDocs discusses Lloyd George patient records digitisation, and warns that 

many purported solutions are simply not fit for purpose 

MANAGEMENT: SCANNING……...............................................................………22 

Document digitisation doesn't need to be a time-consuming and tedious task, says Scott 

Maurer, President OPEX International. Next generation solutions from OPEX are creating 

new opportunities for businesses to achieve more in less time 

OPINION: INTELLIGENT DOCUMENT PROCESSING………..........................………24 

Jason Field, Integration Manager at Document Logistix, explains how to reap the benefits 

of intelligent document data processing 

COMPANY UPDATE: OASIS GROUP……......................................................……..26 

Steve Townley, Chief Information Officer at OASIS Group, shares an update on one of the 

company's most popular digital solutions 

RESEARCH: CLOUD PRINT MANAGEMENT….........................................................28 

A new survey finds the benefits of moving print to the cloud are now clearer than ever in IT 

leaders' minds 

STRATEGY: INTELLIGENT CONTENT AUTOMATION………….................................30 

Next-generation platforms can apply AI in more human-like ways to enrich content 

holistically over time and automatically link it to all kinds of different business processes, 

explains Dr John Bates, CEO of SER Group 

STRATEGY: AUTOMATION………....................................................................…..34 

Can automation help to eradicate human error in the workplace? Colin Dean, Major 

Accounts Director at M-Files, believes it might 

4 @DMMagAndAwards November/December 2022 www.document-manager.com

Dm DM AWARDS 2022 

A night to remember 

The 2022 DM Awards night was one that no-one who was there will forget in a 

hurry - find out all the winners below 

https://flic.kr/s/aHBqjAfCPz 

This year's DM Awards ceremony took 

place in Central London on November 

17th and looks set to enter the history 

books as perhaps our most successful 

awards night yet - from the first glass of 

champagne to the last man standing on the 

after-party dance floor, the whole evening 

went down extraordinarily well with 

everyone in attendance. There was a 'Let's 

make this a night to remember' atmosphere 

throughout the room and it made for a 

memorable and hugely enjoyable night for 

all concerned. 

Over 200 of the 'great and good' from 

across the document management industry 

were very glad of a reason to be cheerful in 

these still uncertain times. Opera singers Alex 

Wall and Damien Carter were making their 

third appearance at the awards, but this year 

was the first time that their spirited 

renditions have got large swathes of the 

crowd up and dancing - and we're sure that 

wasn't just due to the free-flowing pre- 

Christmas booze, honestly! 

We'd like to thank all of the sponsors one 

last time of course: Chief Event Sponsor 

Crown Records Management, Northamber 

who sponsored the Champagne Reception, 

Canon, Document Logistix, Dyanix, I.R.I.S, 

OASIS, PFU, Storetec, Yooz, ABBYY, 

DocuWare, e-ImageData, iText, Joisto, Kodak 

Alaris, and OPEX. 

Document Manager editor Dave Tyler 

commented after the ceremony : "The 2022 

Awards has seen some of the highest 

numbers of both nominations and votes that 

we've had in over 15 years of running the 

event. To win in such a competitive field 

shows not only that these companies are 

offering innovative products and solutions 

year after year, but also that their customers - 

who are the ones casting the votes, after all - 

are seeing genuine real world benefits from 

these technologies. It is a very exciting time 

for the sector." 

Among the winners this year were 

Northamber who took away the Company 

of the Year trophy, PFU who won the 

Hardware Product of the Year, and OASIS 

who won Software Product of the Year. 

One of the biggest cheers of the night came 

when Scansation's Sid Sutherland collected 

the highly deserved Service/Support 

Company of the Year award. As always, we 

are hugely grateful for the support of 

everyone across the sector, from those in 

attendance to those who took the time to 

cast their all-important votes. 

You can find a full list of all the winners and 

runners-up on the following pages. 

More info: www.dmawards.com 


DM AWARDS 2022 Dm 

ONE TO WATCH: COMPANY OF THE YEAR 

Winner: EDM Healthcare Consulting Ltd 

Runner-up: Scanhouse 

ONE TO WATCH: PRODUCT OF THE YEAR 

Winner: Anota - Vertosuite Line Items 

Runner-up: Dyanix - Apty 

ACCOUNTS PAYABLE/INVOICING PRODUCT OF THE YEAR 

Winner: Yooz - Yooz Rising 

Runner-up: I.R.I.S. - IRISXTract 

WORKFLOW/BPM PRODUCT OF THE YEAR 

Winner: DocuWare - DocuWare for Employee Management 

Runner-up: Kofax - TotalAgility 

ENTERPRISE CMS PRODUCT OF THE YEAR 

Winner: Hyland Software - OnBase 

Runner-up: Docufree - DocumentCloud 

Victoria Hughes REAKT: 

What a great night it was!! 

A proud moment for Karen Edwards & I to 

be present at the DM awards, not only 

representing our own company REAKT 

Recruitment Ltd but meeting longstanding 

clients & making connections 

with new. 

Well done to all those nominated & 

winning their awards! 

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

Document Logistix: 

Thank you to the customers who voted 

and our staff who made this possible. 

TWO awards last night at the Document 

Manager Magazine annual awards event - 

Records Management and Product of the 

Year. Amazing! Congratulations to 

everyone involved in a great night and 

best wishes for the rest of the year. 

OPEN SOURCE DOCUMENT MANAGEMENT SOFTWARE OF THE YEAR 

Winner: Dokmee - Dokmee ECM 

Runner-up: Xerox - Docushare 

LOW-CODE/NO-CODE PRODUCT OF THE YEAR 

Winner: Dyanix - Triggre 

Runner-up: Filestream - File Stream 5 

PRINT FLEET MANAGEMENT SOLUTION OF THE YEAR 

Winner: Canon - uniFLOW Online 

Runner-up: Kodak Alaris - Scanner Management Solutions 

BPO/OUTSOURCING/BUREAU BUSINESS OF THE YEAR 

Winner: Storetec Services 

Runner-up: Crown Records Management 

DATA CAPTURE/RECOGNITION PRODUCT OF THE YEAR 

Winner: I.R.I.S. - IRISXtract 

Runner-up: PFU - PaperStream Capture Pro 

RECORDS MANAGEMENT PRODUCT OF THE YEAR 

Winner: Document Logistix - Document Manager 5 

Runner-up: Docuware - DocuWare for Smart Document Control 


November/December 2022 


7

Dm DM AWARDS 2022 

Dyanix: 

We are proud to have won the award for 

Low-Code/ No-Code Product of the year. 

Thank you, Abby Penn and team 

Document Manager Magazine for 

organising a wonderful event! 

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

PFU: 

Oh what a night! Last night we attended 

the Document Manager Magazine & 

Awards in London to celebrate the 

industry and pick up a few awards! It was 

great to mingle with old friends and meet 

some new ones too, as well as winning 

Channel Partner of the Year and Hardware 

Product of the Year! Thank you to 

everyone who nominated and voted for us, 

and a huge congratulations to everyone 

who won! See you next year! 

AI PRODUCT OF THE YEAR 

Winner: ABBYY - Vantage 2.2 

Runner-up: Aluma Technologies - Aluma 

RPA PRODUCT OF THE YEAR 

Winner: Kodak Alaris & UiPath - Patient Intake Processing 

Runner-up: Laserfiche - Laserfiche RPA 

SERVICE/SUPPORT COMPANY OF THE YEAR 

Winner: Scansation 

Runner-up: Response Technical Services 

STORAGE PRODUCT OF THE YEAR 

Winner: Joisto Group - Joisto Digital Archive 

Runner-up: Storetec Services - iTrac 

COMPLIANCE PRODUCT OF THE YEAR 

Winner: Lemmana - Lemmana Content Services 

Runner up:iText Software - iText 7 

CHANNEL PARTNER OF THE YEAR 

Winner: PFU a Ricoh Company 

Runner-up: Midwich 

IMAGING PRODUCT OF THE YEAR: HIGH VOLUME 

Winner: OPEX - OPEX Gemini 

Runner-up: ibml - FUSiON 

IMAGING PRODUCT OF THE YEAR: DESKTOP/PORTABLE/OTHER 

Winner: ibml - DS1085 

Runner-up: e-ImageData - ScanPro All-In-One 

IMAGING PRODUCT OF THE YEAR: WORKGROUP/DEPARTMENTAL 

Winner: Epson - DS-530 II 

Runner-up: PFU - fi-8170 

MOBILE CAPTURE PRODUCT OF THE YEAR 

Winner: Brother - DS-940DW 

Runner-up: Canon - imageFORMULA R10 

SOFTWARE PRODUCT OF THE YEAR 

Winner: OASIS Group - Omnidox 5 

Runner-up: I.R.I.S. - IRISXtract 


DM AWARDS 2022 Dm 

HARDWARE PRODUCT OF THE YEAR 

Winner: PFU a Ricoh Company - fi-8170 

Runner-up: Kodak Alaris - S3000 Max Series Scanner 

MARKETING TEAM OF THE YEAR 

Winner: Storetec Services 

Runner-up: PFU a Ricoh Company 

PROJECT OF THE YEAR: PUBLIC SECTOR 

Winner: Crown Records Management - Scots Police Force 

Runner-up: iDocs - Thorndike Medical Centre 

PROJECT OF THE YEAR: PRIVATE SECTOR 

Winner: iText - PayDashboard 

Runner-up: ABBYY - Bosch Group 

EDITOR'S CHOICE 

Winner: Parseq 

Runner-up: Records Transformation 

Storetec: 

We’re delighted to announce that we 

have won BPO/Outsourcing/Bureau 

Business of the Year again at the DM 

Awards 2022, as well as winning 

Marketing Team of the Year for the 

second year in a row! 

Thank you to everyone who voted for us; 

we appreciate your support and thank you 

to Abby Penn, Dave Tyler and Document 

Manager Magazine & Awards for an 

amazing evening. 

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

EDM Healthcare Consulting: 

A fantastic achievement for the #team - 

Document Manager Magazine & Awards 

and all our customers who voted, a BIG 

thank-you for your votes and continued 

support. 

PRODUCT OF THE YEAR 

Winner: Document Logistix - Document Manager 5 

Runner-up: DocuWare - DocuWare Cloud 

COMPANY OF THE YEAR 

Winner: Northamber 

Runner-up: I.R.I.S. 

More info: www.dmawards.com 




9

Dm INTERVIEW: HYLAND 

Powering the customer experience 

While DM editor David Tyler was at October's Hyland Summit event in London, he 

caught up with recently-appointed Chief Revenue Officer Chris McLaughlin and Vice 

President, EMEA and APAC, Tim Hood 

Hyland's stated vision as outlined 

at the company's recent 

partner/customer event at 

London's County Hall is to be 'the 

number one provider of content services 

in the world'. It is doubtless an 

ambitious aim, but recent growth 

would suggest that they are well on 

their way: global customer share has 

increased from 3% to 16% over the last 

5 years, alongside a ten-fold growth in 

employee numbers outside of North 

America and a similar growth in the 

number of products in their portfolio. 

Noone can have missed Hyland's many 

and varied acquisitions over recent 

years, which has of course contributed 

significantly to the company's growth - 

but it has also helped the business to 

strengthen its executive teams with 

expertise from right across the industry. 

EMEA VP Tim Hood has been with 

Hyland for five years now and has been 

a regular contributor to DM Magazine, 

having previously worked at Version 

One, Lexmark and Kofax. Chris 

McLaughlin has only been CRO at 

Hyland for a few months, with the likes 

of Nuxeo, EMC Documentum and 

FileNet in his history. I asked them about 

the almost incestuous nature of the 

DM/ECM sector. 

"I feel almost like an outsider," 

commented Tim. "I've been at Hyland 

five years but I wasn't from that whole 

ECM world before that - I started in 

capture originally. It's been interesting 

for me to see the different perspectives - 

it's funny how many members of my 

team have known each other for 20- 

plus years." 

"This space has always been about 

10 November/December 2022 www.document-manager.com 

@DMMagAndAwards

INTERVIEW: HYLAND Dm 

"AN INSURANCE COMPANY WANTS TO INSURE PEOPLE - THEY DON'T WANT TO BE AN IT OPERATION. AND 

COVID ACCELERATED THAT: CUSTOMERS ARE TELLING US THAT THEIR FOCUS IS LESS ON A PURE RETURN ON 

INVESTMENT - DOING IT CHEAPER, WITH LESS PEOPLE - AND MORE ABOUT THE FACT THAT THE WAY 

BUSINESSES ARE BEING RUN HAS CHANGED. WE ALL NEED TO BE ABLE TO REACT TO CIRCUMSTANCES WE 

COULD NEVER HAVE IMAGINED EVEN 2 OR 3 YEARS AGO." 

respectful competition, I think," added 

Chris. "It's great to see where people 

pop up - this is a unique segment of 

the market." 

I asked how they see the market 

developing in terms of maturity and 

recognition among buyers. Tim 

explained: "Things are changing - 

people are starting to realise that the 

content they've got is a vital part of 

their business, and also trying to work 

out how to make it more effective, how 

to unlock the value held in their data. 

The biggest change that I'm seeing 

right now is a recognition of the 

requirement to serve content more 

effectively to our customers' customers, 

rather than simply to our customers - 

and in a way that is consumable by 

everybody." 

Chris expanded on Tim's point: "We're 

seeing a move from what has 

traditionally been a back-office focus 

('put the documents here, ensure 

they're safe, ensure we've got the 

governance taken care of') to more and 

more front-office applications, whereby 

we now have customers' customers 

who are accessing documents and data 

instantaneously. As that adds more 

value it is also making it even more of a 

business critical application." 

The other major market change is the 

need for consolidation, as Tim explained: 

"You've heard it already today in our 

customer presentations: they want to 

move away from having seven different 

systems doing seven different things, to 

having everything centralised, in a 

modern open architecture. It is blurring 

the lines somewhat between ECM, BPM, 

integration - and moving away from 

what we might think of as traditional 

document management, and into a true 

enterprise level content store." 

I was interested to hear how Tim and 

Chris felt the pandemic had changed, 

or accelerated change, in their market. 

"Customers increasingly tell us they 

want to focus on their core business," 

said Tim. "An insurance company wants 

to insure people - they don't want to be 

an IT operation. And Covid accelerated 

that: customers are telling us that their 

focus is less on a pure return on 

investment - doing it cheaper, with less 

people - and more about the fact that 

the way businesses are being run has 

changed. We all need to be able to 

react to circumstances we could never 

have imagined even 2 or 3 years ago. 

It's about the right content going to the 

right person at the right time to help 

them make an informed business 

decision - and also it's about getting 

that to the 'end end user', if you like." 

We've occasionally argued in the 

pages of DM that what is needed for 

wider uptake of content management 

solutions is a shift in buyer behaviour 

such that IT purchasing decisions are 

made by people closer to the business, 

rather than the IT department. Tim was 

only partly in agreement: "Interestingly, 

looking at the acquisitions that we've 

made at Hyland, I think it varies almost 

by application. For those people looking 

to consolidate and move away from the 

older monolithic platforms, that tends 

to still be quite an IT-driven sale - 

because they have to look at what APIs 

will talk to what, how it will scale, how 

to make database management 

effective so that users can search 

instantaneously. 

"All of those things will mean that has 

to be an IT-driven decision to a large 

extent. At the same time we are also 

seeing a separate set of buyers who are 

much more business-centric." 

Chris built on Tim's point: "We're 

seeing how this business-centric 

approach changes the value proposition 

as well, from 'Can we do this cheaper?', 

to 'What is the business outcome that 

we're seeking to achieve?' That means 

we're having different kinds of 

customer conversations. And while 

cloud is pushing a lot of these changes 

along, it's important to recognise that 

different markets and geographies have 

differing maturities when it comes to 

cloud. This is particularly true here in 

Europe in different territories, and even 

company to company in terms of how 

they interpret different local regulations 

about data location, privacy, 

sovereignty and the like. 

"One of the real plus points of our 

cloud technology is that it doesn't 

necessarily have to run in our cloud. 

That choice of running on-premise if 

you want to, or in your own private 

cloud, gives our customers the flexibility 

they demand." 

Chris went on: "Another point is that 

users don't always necessarily know that 

they're using our technology because it 

sits within a larger business process for 

them. One of the directions Hyland is 

going in is this idea of content as a 

service. The context may be that for 

instance a user is in a loan application 

process: of course I need to provide 

proof of ID, proof of income, any other 

documents that process demands, and 

there is an underlying service providing 

all those capabilities, but it's not 

specifically Hyland, or Nuxeo, or 

Alfresco that is exposed to the user in 

that circumstance. So we may not 

always be the experience layer, but we 

are absolutely the services that are 

helping to power that experience." 

More info: www.hyland.com 




11

Dm STRATEGY: DIGITAL MAILROOM 

Winning post 

An inbound digital mailroom solution can save your 

organisation time and resources, explains Storetec's 

Grace Schneider 

During a recent meeting, a client told 

us they wanted to look for a solution 

to save money and resources on their 

current mailroom solution. This company 

received considerable and increasing 

numbers of inbound mail. Birmingham's 

designated central admin office was the 

receiving hub for all company mail, handled 

by a team of five employees and a team 

leader, who sorted, opened, scanned, and 

distributed the mail via email to the relevant 

individuals and departments. 

With the cost of office space, increases in 

salary, equipment and software, and the 

prospect of adding more staff, they costed 

their internal mailroom operation at around 

£180,000 per annum. The decision was 

made to find a trusted partner who could 

take on the job of running their inbound 

mail operations. 

You may be asking, what exactly is an 

inbound digital mailroom? Put simply, a 

digital mailroom is the use of electronic 

documents for your inbound mail. The 

outsourced provider will collect from the 

Royal Mail, or have delivered, your inbound 

mail items each day. They will pre-sort, open, 

prepare, and digitise each mail item before 

delivering it back, usually in PDF form. Digital 

mailroom eliminates the need for your 



STRATEGY: DIGITAL MAILROOM Dm 

"DIGITAL MAILROOM ELIMINATES THE NEED FOR YOUR COMPANY TO HANDLE INCOMING PHYSICAL MAIL SO 

THAT YOU CAN FOCUS TIME AND RESOURCES ON ESSENTIAL ACTIVITIES. A DEDICATED PROJECT TEAM WILL 

HANDLE ALL ASPECTS OF YOUR ONGOING DIGITAL MAILROOM SERVICE, FROM SETTING UP A REDIRECT OR PO 

BOX TO HOSTING YOUR SCANNED MAIL ON A SECURE DOCUMENT MANAGEMENT SYSTEM OR RETURNING IT 

TO YOU ELECTRONICALLY." 

company to handle incoming physical mail 

so that you can focus time and resources 

on essential activities. 

A dedicated project team will handle all 

aspects of your ongoing digital mailroom 

service, from setting up a redirect or PO box 

to hosting your scanned mail on a secure 

document management system or 

returning it to you electronically. 

You can decide whether you redirect mail 

short or long-term, set up a dedicated PO 

box or receive email attachments to a 

central inbox, e.g., 

yourcompany@storetec.net. 

SORTING INCOMING MAIL 

Mail can come from a number of sources: 

PO boxes, email attachments to a central 

inbox, or redirected mail - short and/or 

long term. 

A pre-open sort will then take place to 

distinguish: 

Spam 

Suspect 

White mail 

- Unstructured letter 

- Completed forms usually in a preprinted 

return envelope. 

Any SLA's are prioritised, e.g., returned 

forms over unstructured mail. 

PREPARATION & SCANNING 

Once the mail is opened, it is assessed to 

determine the quality and whether it can be 

scanned. We have a wide range of specialist 

scanning equipment and a large team of 

trained operatives who can handle all types 

of documents. 

Mail will be prepared by removing staples 

and paperclips and checking for small 

documents and Post-It Notes that need to 

be photocopied before scanning. We insert 

patch codes to show where to split the 

documents electronically. 

Cherished documents, such as marriage 

certificates, death certificates etc. are 

scanned and returned to the sender if 

required. Cheques can also be banked if 

needed. Quality Assurance checks are 

performed throughout the whole 

digitisation process. 

CLASSIFICATION 

Visual classification logic will then look at 

the mail structure and decide what to 

classify it as. Some examples are: 

Invoice 

Contracts 

HR documentation 

Forms 

Letter 

Not every document can be classified by 

its visual characteristics. OCR can be 

applied to look for keywords in the mail to 

push it through a specific workflow, e.g. 

change of address or complaints. We will 

push any exceptions into a workflow for 

manual intervention. AI is used to make 

our software learn from each exception, 

reducing the need for manual intervention 

with some mail items. SLA's will be applied 

after all documents are classified to make 

sure this mail is prioritised. 

DATA EXTRACTION 

The key data from documents can be 

captured if required using OCR, ICR, or 

OMR. Information such as client name, 

invoice number, PO number, etc. can be 

extracted from the mail and automatically 

added to databases. This saves time as 

your team does not have to do this 

manually. 

AUTOMATED DATA VALIDATION 

Our validation software learns from 

manual interventions to prevent them from 

happening in future. 

It can also validate against a current data 

set, e.g. matching an address from a letter 

to an address already on your system or 

matching against Purchase Order values. 

WORKFLOW AND AUTOMATION 

Scanned mail will be pushed either onto 

your internal systems or a document 

management system like Storetec's 

FreeDocs document management portal. 

Automatic routing or workflow can ensure 

the correct documents are delivered to the 

right member of your team. 

Information can be extracted and 

uploaded into your internal system. For 

example, a document classified as an 

invoice can be matched to a PO within the 

Accounts Payable system, and the invoice 

details will be extracted and added to the 

system. This can also work with CRM 

systems, e.g. an address change. 

No matter how bespoke your 

requirement, your supplier will work with 

you to understand your needs and put 

workflows in place to meet these. One of 

our clients needed to email scanned mail 

items to the relevant insurance company. 

Storetec created a bespoke workflow 

within FreeDocs document management 

system with a drop-down of all required 

email addresses. Whenever they were 

notified that the mail had been scanned 

for the day, all they had to do was select 

the relevant insurance company from the 

menu and the PDF was sent from FreeDocs 

with a pre-written email template. 

If you would like further information or 

advice on digital mailroom and how this 

could benefit your business, please 

contact our expert team today. We'd be 

more than happy to arrange a conference 

call on Microsoft Teams, Zoom or any 

other preferred platform to discuss a 

potential project. 

More info: www.storetec.net 




13

Dm CASE STUDY: PAYDASHBOARD 

Making PDF pay 

This solution, which won Private Sector Project of the Year at this year's DM Awards, 

allows PayDashboard's interactive digital payslip platform to process PDF output 

from legacy payroll software to extract the necessary data and present it in their 

web application 

PayDashboard is a UK-based company 

offering digital payslip solutions. 

They have developed a platform that 

allows employees to access their pay data 

through a user-friendly, secure online 

portal. PayDashboard's solution integrates 

with existing payroll software to deliver 

their SmartSlip online payslips and other 

payroll data such as PAYE forms, P60, 

P45, and P11d documents, in a more 

modern way. 

Fully accessible on mobile devices, 

PayDashboard provides intelligent 

dashboards to display workforce and pay 

analytics and graphs in an attractive and 

easy to read way. By offering modular 

functionality, their clients can pick and 

choose the features they need to make 

PayDashboard work better for their 

business, whether they require a 

standalone payslip portal or want to 

integrate digital payslips into their existing 

HR platform. 

By repurposing and reimagining simple 

payroll data into a slick, responsive and 

modern interface, its portal enables much 

more than simply numbers on a screen or 

a piece of paper. Though digital payslips 

of some form are now common in the 

UK and other countries, you often get 

little more than a simple representation 

of your pay data. 

Even when you have a PDF payslip, its 

rarely the case that whatever system 

created the payslip took advantage of 

the advanced capabilities offered by the 

PDF format. Frequently, the best-case 

scenario for such payslips is that the 

data is machine-readable, while at worst 

it is just a scanned image embedded in a 

PDF container. By contrast, 

PayDashboard's payslip portal offers 

multiple ways to visualise pay data, 

allowing employees to better understand 

their pay and their payslip, while giving 

greater access to payroll insights with 

interactive dashboards. 

For some time, PayDashboard had been 

looking at ways to intelligently extract 

data from PDF in a structured and easily 

digestible form. When talking to 

prospective clients, they were often using 

payroll systems which for various reasons 

could not connect to PayDashboard's API. 

As Luke Hopton, the Engineering Manager 

at PayDashboard notes "We'd already built 

a number of different CSV and XML 

formats into our API to understand and 

ingest the data from payroll systems. 

However, sometimes this simply wasn't 

possible and we kept finding that the 



CASE STUDY: PAYDASHBOARD Dm 

"ONE THING THAT REALLY STOOD OUT TO THE PAYDASHBOARD TEAM WAS ITEXT PDF2DATA'S TEMPLATE 

EDITOR. DURING THEIR RESEARCH THEY HAD FOUND VARIOUS TOOLS TO SCRAPE DATA FROM PDFS. HOWEVER, 

BEING CODE-BASED, THESE TOOLS TENDED TO SIMPLY OUTPUT DATA AS AN UNSTRUCTURED JSON DUMP FOR 

EXAMPLE. IN CONTRAST, BEING ABLE TO SIMPLY DRAW THE REQUIRED SELECTORS ONTO A PDF WAS A BIG 

SELLING POINT." 

common denominator of all these 

systems was that they produced PDF 

payslips. So, being able to get the data 

out of those PDF payslips and into our 

platform to do all the interesting things 

we can do with it was essential". 

THE RISE OF ELECTRONIC PAYSLIPS 

Over the last few years, electronic 

payslips have become commonplace, and 

many employees receive their payslips as 

a PDF. Many of PayDashboard's larger 

customers are accounting firms or payroll 

outsourcers who run payrolls for 

potentially thousands of separate 

employers. As such, they may be using 

advanced payroll software which can 

connect directly with the PayDashboard 

platform's API. However, many smaller 

businesses do not have the technology or 

resources available to achieve this, and 

even larger companies and payroll 

providers may only be able to generate 

PDF payslips. 

As Luke explains, "Big payroll companies 

weren't interested in writing one-off 

custom CSV or XML export functionality 

for us, so until we started using iText 

pdf2Data we had no way to solve the 

problem of getting the data out of PDFs." 

In order to allow such companies and 

their employees to benefit from the value 

proposition PayDashboard offers, the 

development team at PayDashboard 

began looking into solutions that would 

enable them to extract the required data 

directly from a PDF payslip. 

After looking at a number of options 

they came across iText pdf2Data, which 

allows the intelligent recognition and 

extraction of data from PDFs using a 

predefined template, which can be 

configured using its intuitive browserbased 

template editor. Since PDF 

documents like payslips have a consistent 

structure and appearance, with the only 

changes from document to document 

being the actual data they contain - the 

employee's name, National Insurance 

number, and of course the pay data itself 

- PayDashboard's team could use an 

example payslip to define a template for 

each of their clients, and then 

automatically process each subsequent 

payslip using the iText pdf2Data SDK. 

Such a solution had to be performant, 

and able to handle large amounts of 

data, as the PDF they receive from a client 

may contain the pay data for many 

thousands of employees. What initially 

attracted PayDashboard to iText pdf2Data 

was Luke's prior experience with the iText 

PDF library. 

One thing that really stood out to the 

PayDashboard team was iText pdf2Data's 

template editor. During their research 

they had found various tools to scrape 

data from PDFs. However, being codebased, 

these tools tended to simply 

output data as an unstructured JSON 

dump for example. In contrast, being 

able to simply draw the required selectors 

onto a PDF was a big selling point. As 

Luke puts it, "Having the template editor 

was I think the big selling point for us to 

take to the proof-of-concept stage, as we 

could actually just draw the selectors 

onto a PDF and say "Give me that, that's 

the bit I'm looking for". 

HOW IT WORKS 

iText pdf2Data's template editor lets you 

define areas and rules in a template 

which correspond to the content you 

want to extract. The template can then 

be visually validated with other 

documents to confirm data is recognised 

correctly, before being parsed by the 

pdf2Data SDK to process all subsequent 

documents matching that template. 

iText pdf2Data offers a wide range of 

different selectors which can recognise 

things like dates, fonts, paragraphs, 

tables and much more, meaning it can 

be used for all kinds of PDF documents 

which use consistent structure and 

formatting, like payslips, invoices, forms 

etc. When you want to create a template 

from a PDF, you simply draw a box 

around the data you want to extract, and 

then use one of the available selectors to 

define what the data is so it can be 

extracted correctly. 

Once the rules for a template have been 

defined, the data from the subsequent 

documents is extracted in XML format 

which can be quickly and easily processed 

and repurposed as required. 

QUICK RESULTS 

Moving to using iText pdf2Data in a 

production environment was achieved 

remarkably quickly, with the team 

implementing the initial proof-ofconcept 

within a single three-week 

development sprint. Luke explains: "We 

built up an example mapping of data 

from a payslip generated from one of 

the main payroll systems many of our 

clients use, just to prove we could work 

out the basics. From that, we simply did 

some fine-tuning to handle more 

complex parts of the document and 

make it production-ready". 

Since beginning to work with iText 

pdf2Data in 2019, PayDashboard's team 

have been very happy with its PDF data 

extraction prowess, the support from 

iText with their implementation, and its 

regular updates with new or improved 

functionality. 

More info: www.itextpdf.com 




15

Dm ANALYSIS: CLOUD PRINT 

Cloud print: the future of hybrid working 

Rod Tonna-Barthet, President & CEO at Kyocera Document Solutions UK, explains 

how cloud print solutions enhance the hybrid working model 

According to Gartner as much as 

3% of a company's revenue is 

spent on paper, printing, and 

other associated costs. This can easily 

become inefficient over time, 

compromised by ad-hoc expansion, 

obsolete or mismatched technology 

and lapsed servicing contracts. 

Unmanaged print networks cost 

businesses hundreds of thousands of 

pounds or more a year in server space, 

network bandwidth, IT support, 

hardware maintenance, toner, ink, and 

energy. 

Alongside the financial costs, poor 

print performance is a threat to 

commercial agility, user satisfaction, 

network security and progressive 

business policy. An organisation may 

also be exposed to breaches and cyberattacks, 

leading to hefty fines and a 

damaged brand reputation. 

A managed print service hosted in the 

cloud is a true outsourced solution, 

providing the tools to deploy a 

seamless hybrid print working model. 

All you need to do is allocate the 

devices to your workgroups, with the 

benefits speaking for themselves as 

shown below. 

SAFE & SECURE 

Employees can maintain peace of mind 

with access to 24/7 unified security 

management across hybrid cloud 

networks. Cloud print solutions include 

audit trails that provide visibility into 

who printed what, where, and when 

for a detailed information tracking 

record. Communication is encrypted 

between clients and service, endpoint 

authenticity validation, data protection 

at rest, and data communication 

encryption allowing hybrid workers to 

operate within a secure framework. 

Overall, a secure multi-tenant cloud 

platform can extend zero trust security 

to hybrid workers. 

COST SAVINGS & FLEXIBLE 

EXPENDITURE 

Businesses gain benefits from scaling 

in the cloud as they don't need 

to add physical infrastructure 

to scale and can increase or 

decrease the level of service to 

mirror their exact 

requirements. 

Cloud print management 

systems benefit central 

administration and 

management as printers 

can be deployed from 

any location at any 

time, easing the 

burden on IT. 

Automatic version 

updates give peace of mind as software 

and drivers are continuously updated. 

Employees can update drivers from a 

central management location, making 

it easier for IT to maximise printer 

security, while alleviating concerns 

carried by hybrid workers. 

DISASTER RECOVERY 

With cyber-security and risk 

management at the forefront of IT and 

business, disaster recovery is key for 

cloud services. Should a device fault 

occur, it can be quickly diagnosed on 

the end of the solution provider, who 

will quickly dispatch an engineer to 

rectify the problem. In some cases, 

faults may even be solved remotely. 

Furthermore, virtual print servers have 

automatic fail-over for networks in the 

event of a hardware fault. 

ENHANCED USER EXPERIENCE 

Upgraded cloud print management 

systems enable employees to 

automatically discover print networks, 

with intelligent print driver selection 

and automatic print queue installation. 

Employees can print from anywhere on 

corporate networks or home printers 

with security and tracking removing 

any delays or interruptions. Overall, the 

correct solution can provide greater 

business continuity and better 

integration of data and workflows. 

With the majority opting to follow the 

hybrid working model, organisations 

must adapt and implement efficient 

cloud print management systems. From 

improving productivity and efficiency to 

aiding management and advancing 

security, cloud print management 

systems are the future of hybrid 

working, enabling a streamlined 

working environment. 

More info: 

www.kyoceradocumentsolutions.co.uk/ 

en.html 


Dm OPINION: SCANNERS 

Giving businesses a 'scan-do attitude' in 2023 

Aaron Hopkinson, product manager at Brother UK, explains how scanning solutions can 

help firms to drive productivity, enhance security and embed their hybrid working 

models, as they continue to build resilience stepping into 2023 

Businesses operate in an almost 

entirely different environment 

compared to two years ago. And 

just as businesses have got to grips with 

new hybrid working models and the 

optimism of a post-pandemic bounce 

back, they have been plunged into a 

melting pot of uncertainty - grappling 

with everything from skills shortages to 

steep inflation. 

Building resilience, a key theme of the 

last two years, is unlikely to fall from IT 

leads' priorities in 2023, with many facing 

the prospect of an extended recession. 

More focus on resilience means we'll see 

further efforts to minimise security and 

data vulnerabilities, boost productivity, 

and perfect hybrid strategies for efficiency 

and talent retention. And advanced 

scanning technology, like our newly 

launched ADS4 range, has a huge role to 

play in these three vital areas. 

CLOSING SECURITY VULNERABILITIES 

Security is the biggest concern for IT leads 

managing a decentralised workforce, with 

39% saying home network security and 

36% saying secure remote access leading 

the way, according to IDC. 

This is because compliance is a crucial 

part of everyday activity, especially for 

those operating in areas such as law and 

healthcare, where confidential 

information is on almost every document. 

As well as driving efficiencies, scanning 

devices and solutions are essential to 

keeping data secure. 

Manual scanning processes create more 

room for human error - such as 

misplacing documents or sending them 

to the wrong person - that can be costly 

and even cause reputational damage. 

Automating these processes and 

implementing Secure Document 

Management is therefore a vital 

consideration to make to ensure digital 

documents end up in the correct location. 

This means that documents aren't 'lost' 

after being sent into the wrong file, or 

that they never get into the wrong hands. 

Many of the devices in Brother's new 

ADS4 range are also compatible with 

Barcode Utility, which allows users to scan 

documents that are earmarked with 

barcodes and automatically route scanned 

files to secure folders. Once the marked 

document is scanned, it's automatically 

filtered and sent to the intended recipient 

along a secure network, preventing 

interception and error. 

This is particularly useful in areas such as 

legal, healthcare and logistics, where 

associates and admin staff will need to 

add scanned documents directly into 

secure case files, without losing important 

information. 

PRODUCTIVITY FROM ANYWHERE 

Alongside security, improving worker 

productivity remains high on IT leads' 

agendas. Helping workers to operate 

more quickly is one piece of the 

productivity puzzle. 

For colleagues that handle large 

volumes of documents and paperwork, 

our ADS4 range is capable of delivering 

scan speeds of up to 60 pages a minute, 

one of the fastest speeds on the market. 

It also has the capacity to scan up to 100 

sheets at a time. 

Yet, working smarter is a big part of 

18 



www.document-manager.com

OPINION: SCANNERS Dm 

"MANUAL SCANNING PROCESSES CREATE MORE ROOM FOR HUMAN ERROR - SUCH AS MISPLACING 

DOCUMENTS OR SENDING THEM TO THE WRONG PERSON - THAT CAN BE COSTLY AND EVEN CAUSE 

REPUTATIONAL DAMAGE. AUTOMATING THESE PROCESSES AND IMPLEMENTING SECURE DOCUMENT 

MANAGEMENT IS THEREFORE A VITAL CONSIDERATION TO MAKE TO ENSURE DIGITAL DOCUMENTS END UP IN 

THE CORRECT LOCATION. THIS MEANS THAT DOCUMENTS AREN'T 'LOST' AFTER BEING SENT INTO THE WRONG 

FILE, OR THAT THEY NEVER GET INTO THE WRONG HANDS." 

improving productivity too. 

Our new scanners come equipped with 

Brother ScanEssentials - a comprehensive 

software suite designed to bring hard 

copies of documents to life, unlocking 

information and streamlining workflow. 

Brother ScanEssentials software offers 

dedicated scan workflow configuration 

for everyday tasks, produces pristine and 

reproduceable articles for reading, and 

allows users to edit or export text on a 

scanned document. These are crucial 

features for users that need greater 

control of documents, particularly when 

working remotely. 

Before software like ScanEssentials, the 

manual labour involved in scanning 

documents, saving them with the correct 

reference and storing them in the correct 

location will have significantly slowed 

daily processes. 

Now, tasks that once took back-office 

staff many hours of hard work, such as 

handling the paperwork for high 

volumes of lease agreements or 

searching for confidential medical 

records, can be completed quickly. 

Ultimately, this drives productivity as the 

automatic processes free-up workers' 

time to dedicate to other tasks around 

the business, potentially unlocking new 

routes and capacity for growth. 

ENABLING SUCCESSFUL AND COST- 

EFFECTIVE HYBRID WORKING 

The jury may still out on whether hybrid 

working is conducive to supporting 

productivity, but many firms have stuck 

with the practice in the interests of talent 

retention, which is vital with today's 

widespread skills shortages. IDC research 

found that 94% of employees say having 

the option to work on a hybrid basis was 

important to them. 

With the right technology 

infrastructure, firms can make hybrid a 

success with regards to boosting 

productivity. For example, the process of 

automatic filtering from modern 

scanners into firms' networks directly 

supports hybrid working. 

Files that are automatically scanned and 

uploaded accessibly to the cloud 

represent a significant first step to 

making workers as productive at home 

as they are in the office. However, 

greater productivity gains come when 

PDFs can be edited from anywhere as 

well, with software enabling scanned 

information to be exported to an index 

file in TEXT, CSV or XML format. 

With documents not only accessible 

but editable from anywhere, it 

demonstrates how scanning, software 

and image capture optimisation have the 

capacity to deliver the productivity gains 

that firms crave in the current business 

environment. 

Our ADS4 range is also longer lasting, 

with a daily duty cycle of up to 9,000 

pages, up from 5,000 a day from the 

previous range. This enhanced cycle 

means that the machines last longer, 

making them more sustainable and 

removing the hassle for businesses 

needing to buy replacement devices more 

often. That's important to IT leads who 

are under more pressure to answer to 

firms' sustainability objectives, while also 

minimising unnecessary expenditure. 

ADS4 FOR DIGITALISATION AND 

RESILIENCE 

The ADS4 range, from the standard 

ADS-4100 to the high-end ADS-4900W, 

are built for high volume applications 

where speed and accuracy are vital, from 

healthcare to retail and legal - the areas 

that have needed to take the longest 

strides towards to digitalisation over the 

last two years. 

For most businesses, this digitalisation 

journey is likely to be under way, and IT 

suppliers will need to identify what 

stage they're at in order to provide the 

right solution. Some will have software 

already implemented across the 

business, so it's crucial that any new 

models they acquire are able to 

integrate effectively. 

That's why each model in our ADS4 

range is fitted with adaptive TWAIN print 

drivers, enabling the hardware to be 

incorporated seamlessly across most 

existing print and scan infrastructure 

within an organisation, helping to 

remove the headache for partners 

making sure they have round pegs for 

round holes. 

The new faster and more durable 

devices are enhancing IT infrastructure 

and day-to-day operations, capturing 

images and documents quickly and 

accurately. But key to unearthing the 

true benefits of digitalisation is 

employing the software solutions that 

deliver image capture optimisation. 

The year ahead may be uncertain, but 

businesses can shore-up their confidence 

by implementing the right technology 

that's conducive to productive and 

secure working by enabling all-important 

hybrid models. At the same time it's 

essential that as part of any conversation 

on IT infrastructure, firms consider how 

scanners can assist their broader 

document management strategies. 

More info: www.brother.co.uk/desktopscanners 




19

Dm MARKET FOCUS: HEALTHCARE 

Digitising patient records: choose your 

partners carefully 

Robert Arendt of iDocs discusses Lloyd George patient 

records digitisation, and warns that many purported 

solutions are simply not fit for purpose 

The next level of AI automation has 

been described by some as 'the art of 

what's possible' but what exactly is 

possible, especially in the context of 

digitising Lloyd George patient records? 

Actually, using the latest developments in 

Machine Learning (ML), a subset of Artificial 

Intelligence (AI), quite a lot. 

But let's not get ahead of ourselves, and 

first get a perspective on what is actually 

possible. Just think that a little over a 

decade ago ML was at a level similar to a 

five-year-old child. Today, a dozen or so 

years later it's at the level of a 15-year-old 

teenager. The advances have, to say the 

least, been quite phenomenal. 

However, despite all the advances, we're 

still dealing with machines. Machines can't 

quite think for themselves yet and are a 

long way from the point where we can 

think about them achieving any sort of 

sentience. Panic over, let us swiftly get back 

down to Earth! 

WHAT ACTUALLY WORKS? 

If ML is so advanced one can be forgiven 

for asking, what's the issue then? Well there 

are quite a few, actually. Mostly perpetrated 

by that pesky breed of homo sapiens, still 

hanging on the lower branches of the 

evolutionary tree, AKA 'the Sales Executive'. 

Or for that matter, solutions designed for 

other industries that require human 

intervention to shoehorn them for the NHS. 

Essentially systems that are "not fit for 

purpose" - sadly the exact phrase used by 

clinicians, administrators and managers at 

one major London NHS Trust hospital after 

the implementation of a new EPR system 

from across the pond. 

In a nutshell, there are literally dozens of 

AI/ML solutions out there vying for our 

attention, promising the earth and 

the blue sky above. However, there 

are fewer solutions than there are 

fingers on one hand, that actually 

deliver what's really required, in 

Primary or Secondary Care. 

MORE COMPLEX THAN IT 

LOOKS 

One might be forgiven for 

thinking that scanning Patient 

Records is a simple process. 

Whereas one couldn't be 

more wrong. It is not 

until one has a good 

look at the quality, 

or rather lack of 

it, of the paper 

records inside a 

Lloyd George 

envelope that one 

discovers the magnitude 

of the task at hand. 

There are numerous 

aspects to consider, 

outside the scope of this 

article to list here. Suffice 

to say the ones mentioned 

should be giving one 

pause to think and choose 

their vendors carefully. So 

where does one go from 

here? Thankfully there is a 

choice, albeit very limited! 

Firstly, let's handle the issue 

of poor quality of the medium that 

Lloyd George records are in, i.e. paper, as 

well as the decision as to the best hardware 

to use. Here your biggest challenge and 

cost will be prep: preparation of paper 

records before scanning can even begin. 

That requires a lot of skill and experience, 

an often forgotten, just assumed, 

trait required of professional operators. 

Then comes vendor selection of the right, 

fit for purpose equipment. Some say that 

speed is king: well it isn't. Just try pushing 

20 




MARKET FOCUS: HEALTHCARE Dm 

Lloyd George records at 500 pages a 

minute and watch them shred right in 

front of your eyes. You need a scanning 

device with unrivalled feeding 

mechanisms and the ability to capture the 

best image first time. For this reason at 

iDocs we partner with the best in the 

industry, including PFU scanners and 

Azets Document Solutions for 

BPO/bureau services. 

HEALTHCARE FOCUSED 

AUTOMATION 

Secondly, let's talk about automation, using 

the usual run-of-the-mill software solutions 

available. Yes, there are a plethora of 

extremely proficient systems using ML, NLP, 

RPA, Computer Vision out there, but - and 

here's the rub - almost none of them focus 

specifically on healthcare. 

So how do you choose and decide on 

the best fit-for-purpose solution fulfilling 

the requirements of healthcare 

professionals? Fortuitously we've done all 

the research, development, testing and 

proof of concept in healthcare, so you 

don't have to. 

You'll have to forgive me if I don't 

publicly share what in effect is our Unique 

Value Proposition. But if you're genuinely 

interested whether as an end-user or to 

resell, then do, please get in touch to learn 

more; email us at 

healthcare@idocs365.com and find out if 

we're a good fit for each other! 

Here's a summary of the usual run-ofthe-mill 

benefits that every vendor out 

there will be offering you. They might just 

use different more up to date acronyms - 

that essentially mean exactly what they did 

50 years ago. 

Patient information available digitally - 

More informed care 

Reduced Risk - Safer electronic storage, 

improved business continuity 

More productive use of space - reassign 

space to patient care 

Improved security from - Loss, damage, 

unauthorised access of records 

Time and cost savings - records 

storage, search and retrieval 

Compliance - mitigate against costly 

compliance violations 

So, what's different with iDocs, you ask? 

Quite simply, we've taken Lloyd George & 

Medical Records digitisation to the next 

level. Or for the latest in process 

diagramming, see the above diagram - 

but what a shame the creators have 

omitted two critical steps! 

Are you curious what those two critical 

steps are? The answer is only an email 

away, at healthcare@idocs365.com. 

More info: www.idocs365.com 

"SOME SAY THAT SPEED IS KING: 

WELL IT ISN'T. JUST TRY PUSHING 

LLOYD GEORGE RECORDS AT 500 

PAGES A MINUTE AND WATCH 

THEM SHRED RIGHT IN FRONT OF 

YOUR EYES. YOU NEED A SCANNING 

DEVICE WITH UNRIVALLED FEEDING 

MECHANISMS AND THE ABILITY TO 

CAPTURE THE BEST IMAGE FIRST 

TIME." 




21

Dm MANAGEMENT: SCANNING 

Three ways to improve your document 

digitisation and scanning operation 

Document digitisation doesn't need to be a time-consuming and tedious task, says 

Scott Maurer, President OPEX International. Next generation solutions from OPEX 

are creating new opportunities for businesses to achieve more in less time 

When was the last time you 

examined your scanning 

operations? There are three 

key areas you should review to maximise 

your output - workflow, labour needs 

and efficiency. 

Let's first look at common scanning 

workflow. Proper preparation of documents 

and financial records, to facilitate quick and 

accurate scanning and recording into 

electronic document images, cannot be 

overemphasised. This time-consuming and 

monotonous prepping process has been 

widely accepted in the banking, mortgage, 

and insurance industries as a necessary cost 

of doing business. 

Paper documents from mortgage, 

insurance or legal files are quite diverse in 

size, format, and condition, inhibiting 

scanning throughput. The considerable 

volume of variable-sized and multipleformatted 

items that require manual 

preparation prior to scanning presents a 

time-consuming and tedious activity for 

document processors. Examples include 

letter and legal sized documents paper 

clipped and stapled, envelopes of varying 

sizes, business cards, post-it notes, torn and 

tattered sheets, carbon copies and 

carbonless NCR forms, historic documents 

printed on onion skin-type paper and 

critical original documents like cheques, 

deeds, titles, and surveys - many of which 

have been tri-folded to be sent by mail. 

These odd-sized, unusual-formatted, and 

critical documents cannot automatically 

be passed through a scanner without 

significant manual pre-scanning 

document prep. 

PREP NEEDN'T BE TEDIOUS OR 

LABOUR-INTENSIVE 

When carried out manually, the documentprep 

process can be a tedious and timeconsuming 

task: removing staples and 

22 




MANAGEMENT: SCANNING Dm 

paper-clips, taping torn documents, 

photocopying delicate and important 

papers, securing small or odd-shaped 

notes and papers onto larger sheets for 

photocopying, opening envelopes, 

unfolding, and removing creases from 

pages to ensure documents are presented 

correctly to be fed through a scanner. 

This process requires an enormous 

amount of labour. If you are lucky enough 

to find quality employees, there is the 

ever-increasing expense of entry-level 

employees and retention strategies to 

ensure you have enough employees on 

hand to manage workflow and increase 

output. However, many operations teams 

report that prepping teams cannot keep 

up with the speeds of the scanner, 

resulting in a valuable piece of equipment 

sitting idle for most of the working day. 

Many companies assess the performance 

of document scanning equipment based 

on the number of documents that can be 

scanned per hour (DPH) as the primary 

criterion. A system capable of scanning 

6,000 DPH (100 documents per minute) is 

generally considered to be acceptable for 

high-speed document scanning purposes, 

and 12,000 DPH (200 documents per 

minute) would be considered an 

exceptionally high-speed system. 

It would appear that with a faster 

scanner, a higher volume throughput of 

documents could be processed. This 

would hold true in industries with 

normalised document sizes and formats 

but considering the diversity of 

documents within a typical mortgage, 

insurance, medical or legal file, this is 

clearly not the case. Throughput efficiency 

is dictated by the amount of manual prep 

work your employees invest to clean up 

the media so it can be scanned. 

NEXT GENERATION SOLUTIONS FOR 

IMPROVED EFFICIENCY 

Businesses and business process 

outsourcers are continually looking for 

faster and more cost-efficient ways to 

convert paper documents to digitised files. 

The most efficient high-speed document 

scanning systems have successfully 

squeezed every second out of the 

scanning cycle itself to arrive at 

exceptionally high-speed document 

scanning. But when the scanner must 

stop and wait for the document prep to 

catch up, it becomes a stop-and-go 

process. 

The high-speed scanning throughput of 

prepped normalised documents might be 

at a fast rate of 200 pages per minute. 

But whenever the scanner is stopped and 

waiting for more doc-prep to be 

completed, its throughput of pages is 

essentially zero. This start-and-stop 

sequence occurs repeatedly in the 

scanning of mortgage, financial, 

insurance, medical and legal documents. 

Although automated options do exist to 

reduce the high labour expense and 

excessive time associated with the 

document scanning process, there has not 

been a one-source solution for efficiently 

handling both clean documents at high 

speeds and messy documents requiring 

prep work. 

In the processing of documents, the 

throughput capability of a scanner should 

not be focused solely on how fast a 

scanner can scan pages, but rather on the 

scanning speed combined with the 

scanner downtime while waiting for 

documents to be prepped. 

A very fast mortgage or insurance 

document prepper can handle 750 to 

1,000 documents per hour, but this is no 

match for high-speed scanners operating 

at 6,000 to 12,000 DPH. For most 

scanning work a prepper generally 

handles less than 500 documents per 

hour. Therefore, a more accurate estimate 

of scanning throughput would need to 

also include the prep time involved with 

preparing the documents for scanning. 

Only in this way can companies 

realistically assess the true performance of 

their document scanning operation. 

The latest evolution in systems providing 

integration of document prep and 

scanning represent a significant game 

changer for document processors. Such a 

system has been introduced by us at 

OPEX Corporation, a manufacturer of 

high-speed automated sortation and 

scanning systems for mail and document 

handling. Our recently released OPEX 

Gemini scanner not only streamlines 

prepping of the widest range of 

document types, sizes, and conditions, 

but also provides a level of system speed 

flexibility beyond any prior system's 

capability. This latest revolutionary OPEX 

Gemini scanner has, indeed, ushered in a 

new paradigm in document scanning 

technology. 

IMPROVED WORKFLOW AT THE 

TOUCH OF A BUTTON 

Documents bypass traditional prep 

stations, and go directly to the scanner, 

where the operator performs minimal 

prep using OPEX Gemini's CertainScan 

software for image clean-up, 

recognition/indexing, and quality control. 

Where a conventional document and 

prepping cycle might take 4 hours, for 

example, now document prepping plus 

scanning can be accomplished in 2-1/2 

hours, realising a 300 to 400 percent 

increase in productivity. 

The OPEX Gemini scanner can handle 

both clean documents at high speeds, as 

well as messy documents at slower but 

optimised throughput speeds. The 

scanner seamlessly transitions its speed to 

handle workloads with different 

document types, adjusting to the right 

speed for scanning at maximum 

throughput. For example, operators can 

run clean stacks at high-speed rates up to 

240 pages per minute (60 inches per 

second), or difficult to prep, damaged or 

delicate documents at slower speeds. 

A dual-feeder capability permits 

operators to continuously stack-feed 

documents at high speeds up to three 

stacks deep, while drop-feeding messy 

single sheets without the need to stop. 

OPEX provides Next Generation 

Automation, including warehouse, 

document, and mail automation 

solutions, to customers around the globe. 

With headquarters in America, France, 

Germany, Switzerland, and the United 

Kingdom, OPEX has more than 1,600 

employees committed to reimagining and 

delivering innovative, scalable, unique 

technology solutions to solve the business 

challenges of today. 

More info: 

www.digitiseyourdocuments.co.uk 




23

Dm OPINION: INTELLIGENT DOCUMENT PROCESSING 

Toasting the end of knowledge bottlenecks 

Jason Field, Integration Manager at Document Logistix, explains how to reap the 

benefits of intelligent document data processing 

Data has become the cornerstone of 

the majority of businesses. However, 

the proliferation of data and 

communication formats have made it 

increasingly difficult to capture data 

effectively, whether to achieve business 

process efficiency or for analysis. However, 

our integrated solution enables 

organisations to side-step data processing 

challenges and embrace digital 

transformation. 

HOW TO BECOME MORE INTELLIGENT 

Intelligent document processing enables 

organisations to identify and extract data in 

paper and electronic documents, and to 

introduce automation throughout the 

information life-cycle. The Fujitsu fi-7300NX 

scanner enables you to capture documents 

or images via touchscreen, web or mobile 

interface, or to scan via the Lemmana Web 

UI. Subsequently, you are able to extract or 

redact data from structured documents 

(such as forms) and unstructured 

documents (such as letters and emails). 

The system employs Machine Learning, AI, 

NLP, LSTM and Computer Vision, which 

means there are no complex rules to 

configure. Once data is centrally housed in 

Document Logistix' Document Manager, it 

can be routed accurately, accessed from 

any location, and managed for optimum 

productivity, collaboration and compliance. 

WHAT BENEFITS DO 

EXECUTIVES WANT FROM 

AI? 

In a Harvard Business Review 

entitled "Artificial Intelligence for 

the Real World", more than a 

third of 250 executives familiar 

with cognitive technologies 

reported that their aspirations 

for AI include optimising business 

applications (36%), freeing workers to be 

more creative by automating tasks (36%), 

and facilitating better decisions (35%). Our 

own experience suggests that these 

percentages and the demand for process 

efficiencies have increased dramatically in 

the past two years. 

The benefits of intelligent document 

processing over manual and hybrid 

systems include: 

Faster document processing: Save more 

than 90% time on data extraction; extract 

in seconds. 

Improved accuracy: Up to 99.99% accurate 

regardless of document type or complexity. 

Improved productivity: Automation 

liberates employees for higher value tasks. 

Process any document: Transform any 

document type into sharable, auditable 

digital assets. 

Cost efficiency: Eliminate manual processes 

and human error to reduce costs by 70%. 

Scalability: Integration enables thousands of 

documents to be processed concurrently. 

WHO BENEFITS FROM AUTOMATION? 

The benefits of document data 

automation have been 

embraced fully in 

most finance 

departments and are being adopted in 

more departments facing document data 

complexities, such as HR. The advent of AI 

in document data management also means 

that more industry sectors are able to 

implement systems to simplify and manage 

complex document processes. 

Notably, the banking sector can automate 

mailroom activity and applications; while 

the insurance sector is automating claims 

management, fraud detection and policy 

administration. In logistics, we are helping 

international businesses to digitise every 

aspect of operations from PODs and 

invoicing to data retention and purge. In 

the housing sector, automation facilitates 

measurable benefits in estate management 

and procurement, while helping to deliver 

on sector objectives such as tenant 

engagement and green agendas. 

In the legal sector, digitisation helps to 

generate easier case reviews, while in the 

medical sector automation is helping 

administrators to achieve more with slim 

budgets to improve patient records 

management and streamline admissions. 

NO MORE DATA SILOS 

The lack of data insights and process 

inefficiency are caused by bottlenecks in 

the flow of information. While 

knowledge exists in organisations, it 

must be distributed optimally. 

Accurate data extraction, centralised 

storage and automated information 

routing ends data silos and 

workflow bottlenecks. 

More info: www.documentlogistix.com 


Enabling partners with our 

innovative cloud solutions 

What challenges do you face when choosing software 

to support your organisation’s Digital Transformation? 

Our solutions help businesses with digital adoption, intelligent 

automation, collaboration, automated crowd-sourcing, and 

document management. 

We enable you to help your customers increase productivity 

and spend less time on mundane tasks so that they can focus 

on growing their businesses. We regularly expand our software 

portfolio to add solutions reflecting the ever-changing market 

and evolving business processes. 

Visit our website to book a demo: www.dyanix.com

Dm COMPANY UPDATE: OASIS GROUP 

Helping on the 

digital journey 

Steve Townley, Chief 

Information Officer at 

OASIS Group, shares an 

update on one of the 

company's most popular 

digital solutions 

OASIS have decades of experience 

working with clients to aid them 

on their journey from physical to 

digital information management, with a 

reputation for innovative solutions, 

professional team members and quick 

turnarounds ensuring a strong return on 

investment. 

Our list of satisfied Clients includes local 

and central government, education, 

healthcare, legal, manufacturing, retail, 

large corporations and SMEs to name a few. 

WINNING WAYS 

As your partner for information 

management, we continue to create and 

build upon tried and tested solutions, 

increasing our capabilities and enhancing 

our suite of services. 

Our Omnidox 5 suite is testament to this 

continuous improvement, being named 

Software Product of the Year for the 

fourth year in a row at the recent 2022 

DM Awards. 

Omnidox, our electronic document and 

records management system (EDRMS), 

provides businesses of any size with cost 

effective access to industry-leading 

software, including our popular 

workflow function. 

As a cloud-based solution, Omnidox 

allows authorised users access to 

information contained in and associated 

with business-critical documents, on 

multiple different appliances, around the 

clock from anywhere in the world. 

The software hosts documents in a 

secure, resilient and scalable environment, 

backed up by thorough recovery processes. 

Business-critical information is securely 

safeguarded, and only authorised users 

issued with permissions-based roles can 

view information. 

While we're proud of the level of security 

we provide, some of the best feedback we 

get for Omnidox is thanks to its intuitive 

and user-friendly workflow function, which 

gives our clients the power to automate 

back-office processes. 

POWER IN THE HANDS OF THE USER 

Using Omnidox, users can quickly and 

easily set up all aspects of document 

management, including document types, 

metadata, workflow and retention policies, 

without involving IT resource. Putting this 

power in the hands of the user significantly 

reduces costs, and allows departments, 

divisions and entire companies to switch 

from paper to digital-based processes 

26 




COMPANY UPDATE: OASIS GROUP Dm 

"WHILE WE'RE PROUD OF THE LEVEL OF SECURITY WE PROVIDE, SOME OF 

THE BEST FEEDBACK WE GET FOR OMNIDOX IS THANKS TO ITS INTUITIVE 

AND USER-FRIENDLY WORKFLOW FUNCTION, WHICH GIVES OUR CLIENTS 

THE POWER TO AUTOMATE BACK-OFFICE PROCESSES. USING OMNIDOX, 

USERS CAN QUICKLY AND EASILY SET UP ALL ASPECTS OF DOCUMENT 

MANAGEMENT, INCLUDING DOCUMENT TYPES, METADATA, WORKFLOW 

AND RETENTION POLICIES, WITHOUT INVOLVING IT RESOURCE." 

Steve Townley, CIO, OASIS Group 

FOCUS ON OASIS GROUP SOLUTION OFFERINGS 

Digital Mailroom 

Our digital mailroom solution enables organisations to process documents from 

multiple sources in both physical and digital format. Mail is processed in a specialist 

OASIS facility, categorised and forwarded to the appropriate recipient, all within an 

agreed time period. Furthermore, documents can easily be shared between 

departments through intelligent workflow. 

Unlike other systems we give you the power to add, amend or remove business 

processes, through our user-friendly workflow module. 

Omnidox HR 

OASIS' solution for HR is suitable for organisations of all sizes and quickly provides a 

demonstrable return on investment. We have helped countless organisations to 

reduce the costs associated with their HR administration. 

Omnidox utilises the latest AI technology to automatically classify and extract key 

data for managing retentions as well as facilitating fast search capability. 

Omnidox AP 

Omnidox AP gives one single 'centralised' view of your invoices allowing you to 

manage them online, in a way that requires minimal input. The solution is proven to 

reduce supplier invoice processing costs, in some cases by over 60%. 

Content on invoices can be automatically matched with other information 

sources such as purchase orders and supplier information results, before being 

approved for payment. 

Omnidox AP's security tools and protocols give administrators greater control and 

tracking capabilities. Administrators can restrict user access, view a full audit trail of 

activity and create authorisation work-queues for invoices which require 1st or 2nd 

level sign-off. 

quicker than ever before. 

These automatic workflows, 

combined with strict user permissions, 

mean collaboration couldn't be easier. 

Documents can be assigned to teams 

or individuals to complete actions 

based on automated criteria, so you 

don't have to worry about missing a 

thing. 

Teamwork and sharing are 

strengthened through the use of tags 

and comments, and users can upload 

from desktop so digital documents are 

shareable at the click of a button. 

With global search functionality, users 

can search across the entire archive of 

permitted documents to locate 

information using a single word, a 

phrase or more complex search criteria 

such as proximity searching. 

Thanks to fantastic features like this, 

we're helping clients of all industries 

and all sizes to embrace digital ways of 

working, to the benefit of their teams, 

and their cashflows. 

So no matter where you are in your 

digital transformation journey, our 

experts will be able to help you find the 

right solution for your organisation. 

More info: www.OASISGroup.com 




27

Dm RESEARCH: CLOUD PRINT MANAGEMENT 

Print features heavily in 

organisational cloud strategies 

A new survey finds the benefits of moving print to the 

cloud are now clearer than ever in IT leaders' minds 

The Digital Workspace Ecosystem 

Alliance (DWEA), a consortium of 

technology leaders dedicated to 

helping organisations enable secure 

productivity for all of their people, has 

released the results of its 2023 'State of the 

Digital Workspace' survey. 

The study, which surveyed 2,660 digital 

workspace professionals globally, suggests 

that the benefits of moving print to the 

cloud are now clearer than ever in IT 

leaders' minds. The findings clearly show 

that the 'cloudification' of print is an 

integral part of organisations' digital 

workspace strategies. An overwhelming 

majority (93.1%), of respondents said that 

their cloud strategy involved cloud printing. 

David Jenkins (pictured), CEO at 

directprint.io, a founding member of the 

Digital Workspace Ecosystem Alliance 

(DWEA) commented on the findings: "It's 

clear that print remains an indispensable 

part of many workflows. 97% of the 

organisations surveyed said they manage 

printing/scanning in-house. So, it's 

reassuring to see that moving print to the 

cloud now features heavily in organisations' 

overall cloud strategies." 

Hybrid working is here to stay for 58% 

of organisations, which brings the issue of 

how best to support a hybrid and remote 

workforce to the fore. In remote and 

hybrid environments, the complexity of 

network printing increases exponentially 

so it's not surprising that managing 

printing/scanning at remote locations 

because of a hybrid workforce was cited 

as the top challenge for over half (53.5%), 

of respondents. 

"People want to print wherever they are - 

and from multiple devices - and that's 

where cloud print management comes into 

its own," Jenkins added. "With features 

such as Edge Print, end-users can print on 

their phone, tablet, Chromebook, PC and 

any other web-connected device - whether 

they're at home, on a guest network, or 

even between offices." 

Driver management (31.1%) and 

supporting end-users' (22.1%) printing and 

scanning needs in the digital workspace 

are two further challenges survey 

participants ranked highly. 

The commitment to long-term hybrid 

work has accelerated the need to move 

print management to the cloud and it's 

clear that organisations are reaping the 

reward. After making the switch to cloud 

print management, 54.6% of survey 

respondents said their IT teams were either 

spending less time on print-related 

support or enjoying a combination of a 

superior print experience, lower costs and 

less time investment. 

Jenkins continued: "The business case for 

migrating print management to the cloud 

is compelling. IT teams spend less time 

supporting print; end-users benefit from a 

better print experience; and organisations 

save money on print-related costs. Cloud 

services are billed and consumed as-aservice 

- freeing up CapEx budgets to be 

allocated elsewhere. Plus, a subscriptionbased 

pricing model is predictable and 

flexible, allowing organisations to scale up 

or down in line with their business needs." 

To download the DWEA report in full, visit 

https://www.digitalworkspacealliance.com/ 

state-of-the-digital-workspace-2023. 

More info: www.directprint.io 


Dm STRATEGY: INTELLIGENT CONTENT AUTOMATION 

Intelligent & context-aware: 

the future of content automation 

Next-generation platforms can apply AI in more human-like ways to enrich content 

holistically over time and automatically link it to all kinds of different business 

processes, explains Dr John Bates, CEO of SER Group 

Even the most digitally advanced 

businesses are struggling to automate 

processes in ways that make a tangible 

difference to outcomes. That's because too 

much associated knowledge remains out of 

reach or hard to find. Despite investing 

heavily in the latest technology, many 

companies are not seeing the returns they 

expected and the majority of knowledge 

workers continue to manually consolidate 

information from a multitude of different 

systems to do their jobs. 

That's because best-of-breed business 

ecosystems (e.g. SAP, Salesforce.com, 

Workday, Service Now, MS Office 365) 

have created new silos; a wealth of 

information remains hidden away in emails 

and other places that are hard to 

determine; and, where process automation 

exists, it is only partial. 

This isn't the digital dream that anyone 

wanted. It does little to boost productivity; 

nor to delight customers; highlight new 

business opportunities; reduce risk; nor 

improve process efficiency. 

But all is not lost: the solution is to bring 

unstructured data into the light, and link 

associated insights with existing structured 

data, to create a more complete narrative 

that teams can keep adding to - to drive 

more informed decision-making and enable 

more sophisticated process automation. 

IMBUING CONTENT AUTOMATION 

WITH HUMAN UNDERSTANDING 

Future platforms or systems will understand 

content, so that they are able to intelligently 

and automatically take the appropriate 

actions in a complex enterprise 

environment, relieving the pressure on 

overstretched teams. They will employ more 

human-like understanding and contextual 

memory of what that information is, what it 

means, how it adds to the story, and how 

this knowledge could be applied in smarter 

ways across different use cases, expedite 

next courses of action, and deliver a broader 

range of business benefits. 

Take the example of invoice and financial 

management, and the potential for the 

optimum combination of AI-enabled tools 

to 'read' and make sense of incoming 

documents and intelligently trigger next 

actions, in the context of wider enterprise 

services like ERP, CRM, contract 

management, and so on. 

Pattern-matching AI such as deep learning 

is ideal for ingesting and processing invoices 

automatically to identify the type of 

document and its constituent parts, for 

instance, while 'contextual AI' can recall how 

documents of that class are usually handled 

- rather like a human's contextual memory. 

30 




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Built-in image processing and networking capability help you transform your data capture 

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Dm STRATEGY: INTELLIGENT CONTENT AUTOMATION 

"BEFORE COMPANIES CAN HARNESS AI TO FULL EFFECT, THEY MUST BE ABLE TO OVERCOME CONTENT SILOS. 

WHERE A COMPANY IS USING THE SAP APPLICATION ECOSYSTEM FOR ERP; SALESFORCE FOR CRM; WORKDAY 

FOR HR; SERVICENOW FOR CUSTOMER SERVICE; AND THE MICROSOFT SUITE FOR EVERYTHING IN BETWEEN, 

TEAMS ARE GENERALLY UNABLE TO FULLY UNDERSTAND AND ADDRESS A SITUATION OR OPPORTUNITY, 

BECAUSE THEY CAN’T SEE THE 360-DEGREE PICTURE. CONTENT-RICH INTEGRATION, AT A PROCESS LEVEL, 

ALLEVIATES THIS PROBLEM." 

But before companies can harness AI to full 

effect, they must be able to overcome 

content silos. 

CONTENT BRIDGING & CONTEXTUAL 

DECISION-MAKING 

Where a company is using the SAP 

application ecosystem for ERP; Salesforce for 

CRM; Workday for HR; ServiceNow for 

customer service; and the Microsoft suite for 

everything in between, teams are generally 

unable to fully understand and address a 

situation or opportunity, because they can't 

see the 360-degree picture. 

Content-rich integration, at a process level, 

alleviates this problem. Given the 

accelerating pace of change, few 

organisations can afford to wait until they 

have deployed a whole new enterprise 

content management system to enjoy the 

tangible business outcomes. A more 

practical option is to 'snap together' solution 

suites making it possible to leverage 

contextual AI across a growing repository of 

shared wisdom, accelerating workflow and 

business outcomes. 

An example of this might be a 

healthcare application suite for 

onboarding patients and storing 

their information, that can be 

readily linked to a Finance purchaseto-pay 

suite for analysing invoices 

and order confirmations - which in 

turn also connects into the hospital 

SAP system for patient billing. 

Another might be a Finance suite that 

is able to link and share insights with 

Sales and Legal, and vice versa. 

This offers the organisation the 

best of both worlds. Each 

specialist solution continues to 

do its given task well, while 

also contributing to the 

broader enterprise knowledge 

- enriching the 360-degree 

view of a customer, supplier, 

patient or business 

opportunity. 

It's this vision - of delivering 

more tangible impact and 

timely ROI at a functional level, 

while contributing to a shared 

higher purpose - that is driving 

the convergence of a number 

of adjacent technology fields. 

These include ECM for 

managing content; robotic process 

automation (RPA) and business process 

management (BPM), for orchestrating 

processes; intelligent document processing, 

for understanding incoming content; and 

enterprise content integration, for bridging 

the content silos and content automation 

applications. 

INTELLIGENT CONTENT AUTOMATION 

- HARNESSING ANY AI 

The new, advanced scenario is defined as 

intelligent content automation (ICA), 

combining AI intelligence with content and 

process automation. 

It requires an intelligent content bridging 

mechanism that supports knowledge 

sharing between different software 

ecosystems - so that workflows can 

transcend software ecosystem boundaries. 

A layer of contextual AI then promotes 

'institutional wisdom' that is continuously 

enriched over time - via access to every piece 

of content, and the ability to remember 

how it was used previously. 

The key to how these insights are 

leveraged is the way that different AI 

capabilities are called into play. A 

'composable AI' architecture makes it 

possible to field any combination of AI 

frameworks, current or future - meaning 

that companies are never locked into using 

a particular toolset. 

As enterprises become more ambitious in 

their process automation and content 

management plans, and look to drive nextlevel 

ROI from their latest tech investments, 

cross-enterprise knowledge integration and 

contextualisation becomes critical. 

Composable, embedded, contextual AI use 

will drive next, more ambitious waves of 

content-centric process automation - and 

the opportunities are unlimited. 

More info: www.sergroup.com 



Dm STRATEGY: AUTOMATION 

We all make mistakes 

Can automation help to eradicate human error in the workplace? Colin Dean, Major 

Accounts Director at M-Files, believes it might 

Each day, businesses across the 

country handle countless 

transactions and obtain vast 

amounts of data. Unfortunately, while 

processing and utilising this data, the 

opportunity for human error is high. 

These mistakes can be costly. 

When it comes to obtaining data, 

human error has the potential to have 

financially damning results for a business. 

Gartner research placed the average yearly 

cost of poor data at $12.9 million in 

2021. That year in the UK, organisations 

likely spent between 10% and 30% of 

their total revenues responding to data 

quality problems. 

Whilst data has been labelled as 

overtaking oil as the world's most valuable 

commodity, bad data can in fact prove 

costly to not only business operations, but 

its coffers as well. 

Consider a manual process such as 

financial controller; your business services 

its clients and at the end of each month, 

invoices them for the work you delivered - 

as agreed upon. However, the presence of 

human error will always be lingering if 

automation is not placed at the centre of 

processes such as credit control. The 

financial controller may send a late 

invoice, fill out incorrect details, or simply 

forget altogether. The reality is that these 

errors will happen so long as human 

beings are undertaking these tasks. The 

power of automation can help provide 

seamless and efficient processes - saving 

businesses precious time and money - at a 

time when they are facing strong financial 

headwinds. 

Being open to new technologies is a 

cornerstone to entrepreneurial success, 

and those businesses who are more 

resistant to new offerings are leaving 

themselves vulnerable to lagging 

behind the competition. New 

technological solutions can catalyse a 

dramatic improvement of productivity, 

staff and customer satisfaction, and 

any other factor that can impact a 

business's growth. 

At a time when businesses slowly recover 

from the economic-bashing inflicted by 

Covid-19, coupled with the deepening 

cost of living crisis, businesses simply can 

no longer afford to remain exposed to the 

threats posed by costly human errors. 

The importance of offerings such as 

innovative information management 

solutions can now be seen as priceless to 

business operations. Applying 

digitalisation to your business' document 

management - at a time where hybrid 

work is set to become a permanent 

fixture for many - will only add value to 

your business operations and eradicate 

human error. 

You can increase the efficiency of your 

business by creating a holistic view of all 

your data. Giving employees access to all 

relevant information to support decisionmaking 

is vital to a company's success. 

Businesses cannot afford to leave 

themselves exposed to the threat of siloes; 

employees need easy access to relevant 

information when they need it. 

Automation is vitally important to 

ensuring employees are able to access 

correct workflow and information. 

The use - and archiving - of information 

can be more efficient by automating user 

and access rights, information 

categorisation, version control and 

archival. Additionally, the inefficiency of 

manual processes can be removed by 

automating information workflows that 

support business processes. Manual work 

takes time, creates costs and is prone to 

human error. 

Automating workflow and information 

management ensures that documents will 

always be correctly shared from the 

correct user to the next, allowing workers 

to gain easy access to correct information 

on demand. The alternative being the 

manual processing of information 

management typically leaves businesses 

vulnerable to human error through the 

creation of data silos or even sharing 

incorrect information. 

Cost-effective automation solutions are 

on-hand to help businesses navigate these 

challenging times. Gone are the days of 

automation being solely reserved for the 

deep pockets of larger businesses. Now, 

businesses of all sizes can automate key 

processes - saving time and money during 

a time when every penny matters. 

More info: www.m-files.com 


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