DM Jan-Feb 2024
Create successful ePaper yourself
Turn your PDF publications into a flip-book with our unique Google optimized e-Paper software.
DOCUMENT<br />
M A N A G E R<br />
Dm<br />
www.document-manager.com<br />
DOCUMENT MANAGEMENT<br />
IMAGING & CAPTURE<br />
WORKFLOW/BPM<br />
CONTENT MANAGEMENT<br />
Research:<br />
Bridging the AI divide<br />
Technology:<br />
Content sentience is coming<br />
Strategy:<br />
Breaking our attachment to paper<br />
Market focus:<br />
Navigating public sector challenges<br />
OPINIONS • REVIEWS • CASE STUDIES • INTERVIEWS<br />
ISSN 1351-3222 Vol 32 No 1 <strong>Jan</strong>uary/<strong>Feb</strong>ruary <strong>2024</strong>
ELO Business Partnership<br />
Shape the Digital<br />
Future with Us<br />
rive digitalisation forward with us: More than 1 million<br />
Dsatisfied users worldwide already benefit from ELO solutions.<br />
We help you to acquire customers and generate new<br />
revenue streams. As an ELO Business Partner, you get advice<br />
from a personal consultant and have access to a team of<br />
experts who can answer your questions about enterprise<br />
content management.<br />
Additional benefits:<br />
Tailored offers thanks to flexible licensing models<br />
Active project support<br />
Impressive presentation environment<br />
Comprehensive training offering<br />
Knowledge-sharing platform<br />
Interested? Contact us at www.elo.com/partnership<br />
www.elo.com
Dm<br />
COMMENT<br />
Editor:<br />
Dave Tyler<br />
david.tyler@btc.co.uk<br />
Sub Editor:<br />
Mark Lyward<br />
mark.lyward@btc.co.uk<br />
Our first <strong>DM</strong> of <strong>2024</strong> carries on to some<br />
Publishing Director:<br />
John Jageurs<br />
extent where the last issue of 2023 left<br />
john.jageurs@btc.co.uk<br />
Sales Manager:<br />
off - with much heated discussion<br />
Abby Penn<br />
around the topic of AI and how it is likely to<br />
abby.penn@btc.co.uk<br />
Lead Designer<br />
influence information management. We look<br />
Ian Collis<br />
at new research findings from Quocirca that<br />
ian.collis@btc.co.uk<br />
Circulation/Subscriptions:<br />
suggests a difference in perception of AI<br />
Christina Willis<br />
depending on whether you are an IT decision<br />
christina.willis@btc.co.uk<br />
Managing Director:<br />
maker looking to deploy the technology, or a<br />
John Jageurs<br />
knowledge worker expected to use it. It appears that knowledge<br />
john.jageurs@btc.co.uk<br />
workers are far more concerned about the potential risk of losing<br />
Published by: Barrow &<br />
their jobs, as well as 'losing control over decision making'. It is hard to<br />
Thompkins Connexion Ltd<br />
35 Station Square,<br />
argue with any of those concerns at present, and it will be up to<br />
Petts Wood<br />
vendors to reassure potential users.<br />
Kent BR5 1LZ<br />
Tel: 01689 616000<br />
Elsewhere in this issue we examine document fraud, and here again<br />
Fax: 01689 826622<br />
AI is front and centre - not just as a potential solution to fraud<br />
Subscriptions:<br />
problems, but also as a likely contributor to future issues. AI has<br />
UK: £35/year, £60/two years,<br />
£80/three years<br />
invaluable potential to streamline document processing, but it also<br />
Europe: £48/year, £85 two<br />
can be used to falsify paperwork and perpetrate fraud. The best way<br />
years, £127 three years.<br />
ROW:£62/year, £115/two<br />
to combat AI-generated fraud is with better AI tools embedded in<br />
years, £168/three years<br />
document processing to identify the fakes.<br />
Published 6 times a year.<br />
Single copies can be bought<br />
As Attestiv's Nicos Verkiardes says: "Like any emerging technology,<br />
for £8.50 (includes postage &<br />
AI can be harnessed for many applications, including criminal<br />
packaging). No part of this<br />
magazine may be reproduced<br />
activity. Using AI to falsify documents makes it harder to detect<br />
without prior consent, in writing,<br />
from the publisher.<br />
forgeries. Fortunately, AI technology can be used for digitisation and<br />
©Copyright <strong>2024</strong> Barrow &<br />
authentication, detecting forged documents before they are<br />
Thompkins<br />
processed."<br />
Connexion Ltd<br />
There is little doubt that automation and AI technologies are<br />
Articles published reflect the<br />
revolutionising document management by reducing human errors,<br />
opinions of the authors and are<br />
not necessarily those of the<br />
enhancing efficiency, and ensuring compliance, as Storetec's Grace<br />
publisher or his employees. While<br />
every reasonable effort is made<br />
Schneider argues in her article on the subject: "… the integration of<br />
to ensure that the contents of<br />
AI amplifies the benefits (of automation) by providing intelligent<br />
articles, editorial and advertising<br />
are accurate no responsibility can<br />
classification, retention policy enforcement, compliance<br />
be accepted by the publisher for<br />
errors, misrepresentations or any<br />
management, structured data extraction, data quality enhancement,<br />
resulting effects<br />
and predictive insights."<br />
It is in these step-change improvements to the quality of document<br />
automation processes that AI is likely to find its feet, at least initially.<br />
To most of the concerned users quoted in the Quocirca research,<br />
such enhancements might be almost invisible in terms of how they<br />
work on a day-to-day basis, despite having huge impact on the<br />
effectiveness of the systems they are using.<br />
And eventually, in much the same way that our phones have simply<br />
got smarter over time to the point where we barely consider how<br />
much they can actually do, and how much we rely on them, it is<br />
likely that AI will simply be there in the background, powering the<br />
vast majority of the processes we are only beginning to think of as<br />
'automatable' at the moment.<br />
Dave Tyler<br />
Editor<br />
david.tyler@btc.co.uk<br />
www.document-manager.com<br />
<strong>Jan</strong>uary/<strong>Feb</strong>ruary <strong>2024</strong><br />
@<strong>DM</strong>MagAndAwards<br />
3
Dm CONTENTS<br />
C O N T E N T S<br />
JANUARY/FEBRUARY<br />
10<br />
12<br />
16<br />
18<br />
20<br />
.....................................................................................................................................................................................................<br />
OPINION: INDUSTRY TRENDS……….......................................................………….6<br />
Nigel Dews, Managing Director, Restore Records Management, shares his thoughts on the<br />
nine key trends he sees emerging in the sector in <strong>2024</strong><br />
MANAGEMENT: DOCUMENT FRAUD…...................................................…………8<br />
Nicos Verkiardes, founder and CEO of Attestiv, examines the growth in document fraud<br />
and explains how AI is being used by both sides in the fight for document security<br />
MARKET FOCUS: HEALTHCARE……….......................................................………10<br />
Technical and semantic standardisation is crucial to the optimisation of digital patient<br />
records, argues Manfred Traeger of IRIS, a Canon company<br />
STRATEGY: GOING PAPERLESS……...............................................................…….12<br />
While digital is increasingly the first choice for cost savings, people retain a cultural<br />
attachment to paper, argues Jason Field, Integration Director at Document Logistix<br />
COMPANY UPDATE: ELO DIGITAL OFFICE……...................................................…14<br />
Pierre Himmelmann, VP Channel International & Strategic Operations, ELO, explains what<br />
makes ELO the ideal business partner<br />
RESEARCH: AI STRATEGIES…….....................................................................……16<br />
84% of businesses plan to increase AI investment in the coming year, but differing views on<br />
AI may affect workplace adoption, according to new research from Quocirca<br />
MANAGEMENT: AUTOMATION…………....................................................……..18<br />
Grace Schneider of Storetec describes some of the ways in which automation and AI can<br />
enhance document management processes<br />
CASE STUDY: SAILPOST……….......................................................................……20<br />
Italian postal operator Sailpost is relying on PFU (EMEA) solutions to assist with a reliable<br />
and accurate returns digitisation process<br />
RESEARCH: PAPER USAGE……...................................................................………22<br />
New research findings from Hyland sees UK workers heavily critical of their employers' overreliance<br />
on paper-based systems and processes<br />
MARKET FOCUS: PUBLIC SECTOR………......................................................……..24<br />
Luigi Bertino, Product Marketing Manager at Canon, explains how the company's<br />
imageFORMULA scanners can help navigate public sector challenges<br />
TECHNOLOGY: CONTENT SENTIENCE……...................................................……..26<br />
Deep-learning expert Dr John Bates of SER asserts that the technology is already close to<br />
taking over the chore of reading documents, handling emails and more<br />
COMPANY UPDATE: FILESTREAM………....................................................………28<br />
Charles Hooker of Filestream shares an update on the company's recent successes,<br />
including another high profile win at the <strong>DM</strong> Awards 2023<br />
APPLICATION FOCUS: PROCUREMENT…..................................................………..30<br />
Michelle Kermath, Head of Consultancy & Technical - ECM at Crown Records Management,<br />
breaks down the top five reasons to digitise the procurement process<br />
STRATEGY: DATA MANAGEMENT…….........................................................……..32<br />
Marco Pozzoni, EMEA Storage Sales Director at Lenovo, examines how data management<br />
is enabling organisations to reap the benefits of AI<br />
4 @<strong>DM</strong>MagAndAwards <strong>Jan</strong>uary/<strong>Feb</strong>ruary <strong>2024</strong> www.document-manager.com
Knowledge is power.<br />
Document Scanning<br />
Digital Workflow Solutions<br />
FreeDocs Cloud Document Management<br />
Automated AI Technology<br />
Microfilm and Microfiche Scanning<br />
Consultancy Services<br />
Secure Document Destruction<br />
Call 0800 612 4065<br />
or email sales@storetec.net<br />
www.storetec.net
Dm OPINION: INDUSTRY TRENDS<br />
A finger on the pulse<br />
Nigel Dews, Managing Director, Restore Records Management, shares his thoughts<br />
on the nine key trends he sees emerging in the sector in <strong>2024</strong><br />
From the rise of 'paper-lite' instead of<br />
'paperless', to data protection getting<br />
new teeth - as well as an ongoing<br />
need to reduce costs, of course - <strong>2024</strong><br />
has a lot in store for records<br />
management. We have our finger on the<br />
pulse here and see a range of trends<br />
emerging. So, here are Restore Records<br />
Management's predictions for the<br />
industry in <strong>2024</strong>:<br />
1. An extra focus on compliance as GDPR<br />
returns to the spotlight<br />
Data protection regulation is going to be<br />
under the spotlight in <strong>2024</strong> and that<br />
could push the topic back into the<br />
boardrooms of UK businesses.<br />
The European Data Protection Board<br />
(EDPB) will be reviewing data protection<br />
regulation during the first quarter of<br />
<strong>2024</strong>, focusing on how entities are<br />
implementing the 'right of access'. That's<br />
not an easy issue for businesses which<br />
don't have a full vision of what data they<br />
are storing or where it is held.<br />
We often hear that Subject Access<br />
Requests are time-consuming, costly<br />
and complex for many businesses with<br />
a physical inventory. So, finding a way<br />
to make the process easier will be a<br />
trend - especially as the volume of<br />
requests is increasing.<br />
The focus will be on improving and<br />
speeding up access to inventories,<br />
ensuring all documents are properly<br />
catalogued and having a process in<br />
place. These are the kinds of strategic<br />
targets which often lead<br />
organisations to outsource their<br />
inventory to hit deadlines.<br />
In addition, UK data protection<br />
reforms following Brexit are<br />
expected to move forward in <strong>2024</strong><br />
as the government seeks to<br />
complete its Data Protection and<br />
Digital Information Bill, designed<br />
to mimic, but also tweak<br />
European law.<br />
2 More businesses backing up<br />
data on tape - to mitigate rising<br />
ransomware attacks<br />
As cybercrime continues to rise,<br />
especially ransomware, expect<br />
businesses to consider a return to<br />
physical backups.<br />
One cyber report in December 2023<br />
(https://www.corvusinsurance.com/blog/q<br />
3-ransomware-report) suggested that<br />
ransomware attacks were up 95%<br />
compared to the previous year. The Cyber<br />
Crime Security Breaches Survey of 2023<br />
also reported that 32% of businesses<br />
suffered a cyberattack during the previous<br />
year. The figure was much higher (69%)<br />
for large businesses and for medium sized<br />
businesses (59%).<br />
A good way to mitigate the impact of<br />
such attacks is to regularly backup key<br />
data on tape and add it to your physical<br />
inventory.<br />
3 Reacting to the sheer volume of data<br />
The amount of data being generated is a<br />
big issue for businesses - creating<br />
concerns around storage, access and<br />
security. More than 120 zettabytes of<br />
data are predicted to have been created<br />
in 2023. That's approximately 328.77<br />
million terabytes every single day. This is<br />
partly driven by a desire from businesses<br />
to make more data-driven decisions. To<br />
achieve that, you need to create more<br />
data in the first place - and you need that<br />
data to be accurate and compliant.<br />
We live in a different and more<br />
questioning world, and data is increasingly<br />
seen as the definitive answer to a problem<br />
or an argument. Businesses which can<br />
'prove' or back up their statements and<br />
decisions through data feel stronger for it.<br />
How does that relate to the world of<br />
physical documents?<br />
Well, not all data is digital. Many<br />
businesses seeking 10 years of data to<br />
analyse trends will need to incorporate<br />
physical data into the mix. In fact, even<br />
businesses wanting to analyse recent data<br />
may find a need to look further back than<br />
normal. The pandemic period is not seen<br />
as representative of a 'normal' financial<br />
6 <strong>Jan</strong>uary/<strong>Feb</strong>ruary <strong>2024</strong> www.document-manager.com<br />
@<strong>DM</strong>MagAndAwards
OPINION: INDUSTRY TRENDS Dm<br />
expect to see a new conversation<br />
about destruction. ICB teams are now<br />
taking an increasing lead on data<br />
compliance and focusing on what<br />
records they have, to ensure they are<br />
being stored and managed in a<br />
regulatory-compliant manner.<br />
Expect to see increased activity around<br />
the digitisation and destruction of<br />
records, including scan on demand.<br />
year, meaning many businesses are<br />
searching pre-2020 - including through<br />
physical documents. Expect to see a rise<br />
in digitisation of the most requested<br />
records and, again, an increased focus<br />
on compliance for this reason, too.<br />
4 The continued rise of paper-lite rather<br />
than paperless<br />
Businesses are finding that it is far more<br />
cost efficient, and effective, to move<br />
away from a dream to digitise all<br />
physical data - and to seek a solution<br />
which sees paper and digital work<br />
alongside each other. That's especially<br />
important when we have been living<br />
through a cost-of-living crisis in the UK.<br />
So, going 'paper-lite' rather than<br />
'paperless' is a trend we see growing in<br />
<strong>2024</strong> as economic growth remains slow<br />
and interest rates remain high.<br />
The big benefit? Well, it's an awful lot<br />
cheaper than digitising every single<br />
record in your inventory, and the reality<br />
is you don't need to do that. By only<br />
digitising records which are required or<br />
requested most often, businesses can<br />
save money but still achieve their<br />
strategic goals - especially as modern<br />
technology means that documents left in<br />
physical storage can now be scanned on<br />
demand, viewed on an internet portal,<br />
or delivered quickly.<br />
5 A greater desire from businesses to<br />
have an overview of ALL their data<br />
Even businesses which outsource their<br />
records management retain records onsite<br />
in some form or another. So, they<br />
may have physical records safely and<br />
compliantly stored with Restore Records<br />
Management, all tagged, indexed and<br />
given a retention policy.<br />
But they also have multiple documents<br />
at their own site - stored in filing<br />
cabinets, in desk drawers and on servers<br />
- which are not as well managed.<br />
Having oversight of all documents is<br />
going to become even more important<br />
if you want to be fully compliant and<br />
make the most of your data.<br />
We already see a trend of businesses<br />
taking greater interest in their overall<br />
data flow, and requiring systems that<br />
provide end-to-end solutions for data<br />
and documents across all sites.<br />
6 Reducing costs<br />
Rising inflation hit businesses hard in<br />
2023 and the impact is still being felt<br />
going into <strong>2024</strong> with rates proving<br />
stubborn to reduce. Expect to see<br />
businesses search for ways to make<br />
savings and reduce costs.<br />
Moving to offsite can achieve exactly<br />
that, and we are already seeing more<br />
businesses take that route.<br />
7 Retention policy reviews and secure<br />
destruction in the NHS<br />
The NHS has been unable to securely<br />
destroy data in recent years because of<br />
inquiries taking place following the<br />
pandemic. As those inquiries end, we<br />
8 Responding to remote working - now<br />
we know it's here to stay<br />
A lot of businesses have delayed<br />
decisions around what to do with their<br />
data as they waited to see if people<br />
would come back to work. Now we are<br />
pretty sure that remote working is here<br />
to stay. The balance may change and<br />
flex over time, but it's hard to see a time<br />
when everybody works 9am-5pm in the<br />
office every day again.<br />
Adapting to a hybrid working model<br />
means many businesses will need to<br />
make decisions on how they store data.<br />
They know that homeworkers need<br />
access to documents, but they don't<br />
need access to ALL documents.<br />
Again, we see a 'paper-lite' vision<br />
playing a big part in the solution to<br />
this problem.<br />
9 The continued rise of sustainability<br />
The sustainability of records<br />
management is a growing focus in a<br />
world where ESG is so important to<br />
businesses of all sizes.<br />
What's important is that sustainability<br />
is considered in everything a business<br />
does - and that includes how you look<br />
after your inventory. So, choosing a<br />
records management partner that<br />
shares your environmental goals is<br />
important. At Restore Records<br />
Management we are holders of the of<br />
The Planet Mark for Business<br />
Sustainability Certification. This is a<br />
programme that recognises continuous<br />
improvement in sustainability.<br />
There can be no doubt, <strong>2024</strong> promises<br />
to bring significant changes in the field<br />
of records management.<br />
More info: www.restore.co.uk/records<br />
www.document-manager.com<br />
<strong>Jan</strong>uary/<strong>Feb</strong>ruary <strong>2024</strong><br />
@<strong>DM</strong>MagAndAwards<br />
7
Dm MANAGEMENT: DOCUMENT FRAUD<br />
Combatting document fraud with AI-enabled IDP<br />
Nicos Vekiarides, founder<br />
and CEO of Attestiv,<br />
examines the growth in<br />
document fraud and<br />
explains how AI is being<br />
used by both sides in the<br />
fight for document security<br />
Document fraud is as old as the<br />
written word. The ancient<br />
Romans had laws as early as 80<br />
B.C. prohibiting forgery and falsification<br />
of documents in land transfers. We still<br />
deal with forged documents and fraud<br />
today, but technology makes identifying<br />
fraudulent documents and paperwork<br />
harder. The solution is to apply more<br />
sophisticated technology, such as fraudresilient<br />
intelligent document<br />
processing (IDP), to identify altered and<br />
bogus documents.<br />
Artificial intelligence has made it easier<br />
for criminals to generate credible<br />
forgeries. News stories about deepfakes -<br />
high-fidelity forgeries of audio and video<br />
images used to embarrass a politician or<br />
public figure - involve the same AI<br />
technology being used to counterfeit<br />
documents. AI algorithms can imitate<br />
details of documents such as<br />
watermarks, holograms, microprinting,<br />
signatures and images, making detection<br />
increasingly tricky.<br />
AI has invaluable potential to streamline<br />
document processing, but it also can be<br />
used to falsify paperwork and perpetrate<br />
fraud. The best way to combat AIgenerated<br />
fraud is with better AI tools<br />
embedded in document processing to<br />
identify the fakes.<br />
THE COST OF DOCUMENT FRAUD<br />
The losses from fraud and forged<br />
documents continue to mount as criminals<br />
become more sophisticated. According to<br />
the US Department of Justice, settlements<br />
for false claims adjudicated under the<br />
False Claims Act exceeded $2.2 billion in<br />
2022. The Federal Trade Commission (FTC)<br />
also reports that consumers lost nearly<br />
$8.8 billion to fraud in 2022, a 30%<br />
increase over the previous year. Most of<br />
that money was lost to investment scams<br />
($3.8 billion), and $2.6 billion was lost to<br />
imposter fraud.<br />
Insurance fraud costs American<br />
consumers $308.6 billion each year.<br />
More than 20% of property-casualty<br />
losses are because of fraud, and $60<br />
billion yearly is lost to Medicare fraud.<br />
Home loans are another common target<br />
for fraud. In the second quarter of 2022,<br />
an estimated 0.76% of mortgage<br />
applications contained fraudulent<br />
paperwork. That represents one in 131<br />
mortgage applications.<br />
There has also been a rise in income<br />
fraud, such as doctored pay stubs and W-<br />
2 forms. These types of documents are<br />
often used to create false identities. The<br />
IRS reported $5.7 billion in tax fraud in<br />
2022, making tax fraud the third mostreported<br />
form of fraud reported in 2022.<br />
Any transaction that relies on<br />
documentation can be a target for fraud.<br />
The right AI and IDP technology could<br />
prevent most of these losses.<br />
THE RISE IN IDENTITY THEFT<br />
Identity theft is a growing problem that is<br />
contributing to document fraud. The FTC<br />
reports that there were nearly 560,000<br />
identity theft cases in the United States in<br />
the first half of 2023 and estimated that<br />
reported identity theft cases would exceed<br />
1 million by the end of 2023, which is<br />
higher than any pre-pandemic year.<br />
Identity theft cases spiked in 2020 and<br />
2021, reaching unprecedented levels of<br />
1.4 million complaints per year.<br />
Identity theft is most commonly used for<br />
fraudulent online purchases, loan<br />
applications, and applications for<br />
government benefits. When the U.S.<br />
government issued relief cheques during<br />
the pandemic, many criminals used<br />
identity theft to steal the funds.<br />
Credit card fraud remains the biggest<br />
problem stemming from identity theft. By<br />
the third quarter of 2023, Americans had<br />
filed more than 220,000 credit card fraud<br />
complaints, representing 4 out of every 10<br />
identity theft complaints.<br />
Adopting AI-powered document<br />
validation as part of IDP can head off most<br />
of these fraudulent transactions,<br />
identifying forged applications and<br />
documents before they are processed.<br />
8<br />
@<strong>DM</strong>MagAndAwards<br />
<strong>Jan</strong>uary/<strong>Feb</strong>ruary <strong>2024</strong><br />
www.document-manager.com
MANAGEMENT: DOCUMENT FRAUD Dm<br />
"INCORPORATING FRAUD DETECTION INTO IDP SCALES MUCH BETTER THAN HUMAN REVIEW, AUTHENTICATING<br />
DOCUMENTS AND IMAGES AS PART OF DATA INTAKE. AI ALGORITHMS ARE MORE PRECISE AND MORE<br />
ACCURATE IN DETECTING FRAUD, AND THE SYSTEM USES ML TO BECOME MORE SOPHISTICATED, TRAINING THE<br />
SYSTEM TO RECOGNISE NEW ANOMALIES AND POTENTIAL FORGERIES. AUTOMATED FRAUD DETECTION IN IDP IS<br />
FASTER AND MORE EFFICIENT AND CAN DETECT FORGERIES THAT OTHER PROCEDURES WOULD MISS."<br />
THE MOVE TO DOCUMENT<br />
AUTOMATION<br />
Artificial intelligence is increasingly used<br />
by businesses to improve operations,<br />
especially when processing paperwork.<br />
Sixty-four percent of companies believe<br />
AI will help improve productivity. As a<br />
result, AI is expected to see an annual<br />
growth rate of 37.3% through 2030.<br />
Businesses are seeing an immediate<br />
impact from the use of AI in back-office<br />
processes. Paper documents can be<br />
scanned and converted into a digital<br />
format that business software can readily<br />
ingest. IDP handles data extraction,<br />
identifying unstructured and semistructured<br />
data from paper documents<br />
and converting it into usable data. Using<br />
AI and machine learning (ML) streamlines<br />
paper processes, extracting data with a<br />
high degree of accuracy.<br />
With the move to automated<br />
document processing, human inspection<br />
is no longer needed. As a result,<br />
fraudulent data and documents often go<br />
undetected and are processed<br />
automatically.<br />
Incorporating fraud detection into IDP<br />
scales much better than human review,<br />
authenticating documents and images as<br />
part of data intake. AI algorithms are<br />
more precise and more accurate in<br />
detecting fraud, and the system uses ML<br />
to become more sophisticated, training<br />
the system to recognise new anomalies<br />
and potential forgeries. Automated fraud<br />
detection in IDP is faster and more<br />
efficient and can detect forgeries that<br />
other procedures would miss.<br />
MOST COMMON TYPES OF<br />
DOCUMENT FRAUD<br />
AI-enabled fraud detection in IDP can<br />
identify almost any type of document<br />
fraud. The four most common types of<br />
document fraud are:<br />
<br />
<br />
<br />
<br />
Image fraud - Falsifying or<br />
substituting an image is an easy<br />
way to forge an ID. For example, a<br />
photo or image can be<br />
superimposed on a legitimate ID, or<br />
a computer-generated passport or<br />
driver's license can be used to falsify<br />
a loan application or for other<br />
fraud. This trend is a growing<br />
concern since lenders and others<br />
are accepting scanned ID files for<br />
online applications.<br />
Falsified documents - One of the<br />
more sophisticated forms of identity<br />
theft is creating false documents<br />
using stolen information. Creating a<br />
phony birth certificate, driver's<br />
license or passport makes it easier<br />
to falsify a bank account or loan<br />
application or impersonate<br />
someone to access their<br />
investments and accounts.<br />
Modified documents - A common<br />
form of fraud is changing legitimate<br />
documents by manipulating<br />
information, such as modifying<br />
names, dates, ID numbers, etc. With<br />
computer technology, it's easy to<br />
modify genuine documents to open<br />
a line of credit, apply for a credit<br />
card, or commit a similar crime.<br />
Illegitimate documents - Rather<br />
than falsifying legitimate<br />
documents, criminals can create<br />
fake documents such as cheques,<br />
invoices, or money orders that look<br />
legitimate.<br />
Using fraud-resilient IDP technology<br />
can identify anomalies such as<br />
doctored pixels and spot phony<br />
documents immediately, either<br />
rejecting them or tagging them for<br />
additional scrutiny.<br />
USING AI TO DETECT FRAUDULENT<br />
DOCUMENTS<br />
Detecting fraudulent documents isn't easy.<br />
Close visual scrutiny can reveal falsifications<br />
such as watermarks or holograms, but it<br />
takes a trained eye to know what to look<br />
for. Manual inspection is far from accurate<br />
and is slow, especially if you need to<br />
inspect thousands of documents.<br />
IDP simplifies document digitisation -<br />
converting paper to a machine-readable<br />
format while automated fraud detection<br />
analyses the documents simultaneously.<br />
IDP is not optical character recognition<br />
(OCR) but uses AI/ML to analyse,<br />
contextualise, and categorise all the<br />
document data. Fraud detection AI<br />
analyses the document for anomalies,<br />
authenticating the data and ensuring the<br />
original documents are genuine and<br />
haven't been altered.<br />
IDP with AI fraud detection eliminates<br />
document fraud and prevents losses for<br />
consumers and businesses. Financial service<br />
companies, healthcare providers, insurance<br />
companies, lenders, and government<br />
agencies are saving time and money with<br />
digital transformation and improving<br />
security by incorporating AI fraud detection<br />
into digital document processing. AI saves<br />
time and improves the accuracy of<br />
document conversion.<br />
Like any emerging technology, AI can be<br />
harnessed for many applications, including<br />
criminal activity. Using AI to falsify<br />
documents makes it harder to detect<br />
forgeries. Fortunately, AI technology can<br />
be used for digitisation and<br />
authentication, detecting forged<br />
documents before they are processed.<br />
Introducing AI/ML safeguards as part of<br />
IDP fights fire with fire, providing<br />
automated tools to prevent fraud.<br />
More info: www.attestiv.com<br />
www.document-manager.com<br />
<strong>Jan</strong>uary/<strong>Feb</strong>ruary <strong>2024</strong><br />
@<strong>DM</strong>MagAndAwards<br />
9
Dm MARKET FOCUS: HEALTHCARE<br />
Transforming healthcare<br />
Technical and semantic standardisation is crucial to the optimisation of digital<br />
patient records, argues Manfred Traeger of IRIS, a Canon company<br />
Digital transformation is<br />
revolutionising industries<br />
worldwide, and healthcare is no<br />
exception. The healthcare sector faces the<br />
challenge of managing increasing patient<br />
care complexity while controlling rising<br />
costs. Here, digital patient records based<br />
on modern document management<br />
concepts being part of E-Health-Strategies<br />
offer a transformative approach. They<br />
enable more efficient management of<br />
health data and contribute to cost<br />
reduction by eliminating manual processes<br />
and significantly improving access to and<br />
distribution of information.<br />
Following on the insightful article by Grace<br />
Schneider from Storetec in a recent issue of<br />
Document Manager Magazine, which<br />
highlighted the benefits of dental records in<br />
paperless dental practices, this article<br />
extends the dialogue to hospitals and<br />
illustrates the comprehensive benefits of<br />
this technological approach. Particular<br />
attention is paid to the importance of<br />
technical and semantic standards in the<br />
digitisation of patient records to provide<br />
uniformity to all stakeholders.<br />
KEY TO DIGITISATION: TECHNICAL<br />
INTEROPERABILITY<br />
A central aspect of digitisation in<br />
healthcare is interoperability - the ability to<br />
effectively exchange information between<br />
different organisations and systems.<br />
Technical interoperability is the ability of<br />
systems to work together seamlessly and<br />
exchange data smoothly. This includes<br />
communication between very different IT<br />
systems, such as the hospital information<br />
system (HIS), the radiology information<br />
system (RIS) or the document<br />
management system (<strong>DM</strong>S).<br />
In order to enable cross-sector<br />
communication, a so-called<br />
communication standard is required. Such<br />
an international standard was introduced<br />
back in 1987 by the Health Level Seven<br />
International organisation: HL7. Technical<br />
standards such as HL7 and DICOM, a<br />
standard to process medical imaging<br />
information, play a crucial role as they<br />
provide predefined structures for the digital<br />
exchange of health information.<br />
These standards are supported by<br />
responsible government institutions, such<br />
as the NHS in the UK, other key<br />
organisations in healthcare and all relevant<br />
market participants. This comprehensive<br />
support is crucial for creating a seamless,<br />
integrated digital health system.<br />
THE IMPORTANCE OF SEMANTIC<br />
STANDARDS<br />
However, the technical standards essentially<br />
define only how information is exchanged.<br />
Semantic standards complement these<br />
technical provisions by providing uniform<br />
professional content terminologies across<br />
organisations, so that information can be<br />
consistently used in different systems.<br />
A Semantic standard refers to a guideline<br />
that defines how data and information<br />
should be unambiguously interpreted and<br />
used - particularly important in areas<br />
where data is exchanged between<br />
10 <strong>Jan</strong>uary/<strong>Feb</strong>ruary <strong>2024</strong> www.document-manager.com<br />
@<strong>DM</strong>MagAndAwards
MARKET FOCUS: HEALTHCARE Dm<br />
"THE INTEGRATION OF BOTH TECHNICAL AND SEMANTIC STANDARDS IS OBVIOUSLY DECISIVE IN IMPLEMENTING<br />
EFFICIENT AND EFFECTIVE DIGITAL PATIENT RECORDS. IN THIS CONTEXT, ANOTHER VERY PROMINENT EXAMPLE FOR<br />
SEMANTIC STANDARDS IS THE CATEGORISATION OR NAMING OF MEDICAL DOCUMENTS IN PATIENT RECORDS;<br />
THIS IS CRUCIAL FOR CLARITY AND CONSISTENCY IN RECORD-KEEPING AND IMPROVES CROSS-ORGANISATIONAL<br />
DATA QUALITY AND USAGE. BY UTILISING SUCH SEMANTIC BEST PRACTICES ACROSS THE BOARD, THE<br />
HEALTHCARE SECTOR CAN BENEFIT FROM SIGNIFICANTLY IMPROVED INTEROPERABILITY AND EFFICIENCY IN DATA<br />
EXCHANGE. "<br />
different systems, organisations, or<br />
sectors. Semantic standards ensure that<br />
the meaning of data is consistent and<br />
unambiguous for all parties involved,<br />
regardless of who is using it or in what<br />
context. SNOMED CT (Systematised<br />
Nomenclature of Medicine - Clinical<br />
Terms) is an example of such a<br />
comprehensive, multilingual clinical health<br />
terminology system that enables accurate<br />
and comprehensive coding of clinical<br />
specialist terms.<br />
The integration of both technical and<br />
semantic standards is obviously decisive in<br />
implementing efficient and effective digital<br />
patient records. In this context, another<br />
very prominent example for semantic<br />
standards is the categorisation or naming<br />
of medical documents in patient records;<br />
this is crucial for clarity and consistency in<br />
record-keeping and improves crossorganisational<br />
data quality and usage.<br />
By utilising such semantic best practices<br />
across the board, the healthcare sector<br />
can benefit from significantly improved<br />
interoperability and efficiency in data<br />
exchange. As the example from Germany<br />
(see boxout below) demonstrates,<br />
professional document management<br />
based on modern software solutions for<br />
automated classification and indexing of<br />
documents can make a very convincing<br />
contribution to making healthcare more<br />
efficient, cost-effective, and ultimately<br />
more patient-oriented.<br />
POSITIVE OUTLOOK<br />
The future of healthcare lies in the further<br />
integration of digital systems and the<br />
continued use of technologies like<br />
Artificial Intelligence and Big Data. The<br />
ongoing development and adaptation of<br />
standards will continue to play a central<br />
role in improving the efficiency, safety,<br />
and quality of patient care. Other positive<br />
effects should not be underestimated,<br />
such as improving the education and<br />
training of medical and technical staff or<br />
simplifying the introduction of<br />
Governance strategies.<br />
More info: www.iriscorporate.com<br />
STANDARDISATION IN PRACTICE<br />
One outstanding example of the practical and very successful application of the standardisation of unambiguous document<br />
categories is a project in Germany lasting several years, in which a service company digitised and automatically classified physical<br />
patient files of several hundred hospitals using pre-labelled examples.<br />
The project initially began with individual and manually determined document categories of each hospital. The sample documents<br />
were trained by an advanced document capture software platform for automated self-learning classification and indexing of<br />
documents, thereby transforming document classification into a highly efficient automated digitisation process.<br />
However, it was gradually discovered that despite clearly comparable medical services and treatment processes, the specialist<br />
clinics of the hospitals had nevertheless implemented different concepts for categorising the corresponding medical documentation<br />
in patient records. The patient records of different hospitals apparently had similar content and structure, but there were still<br />
relevant differences in the categorisation of documents and particularly a large variety of different names for similar or even<br />
congenial categories.<br />
In the subsequent exploratory phase of the project, a comprehensive analysis of the highly complex data situation was carried out,<br />
with the document classification software being the crucial tool. It enabled the medical documents to be compared in terms of<br />
content and the document categories to be consolidated. Eventually, several thousand seemingly different document classes could<br />
be reduced to a few hundred unambiguous document classes across all hospitals.<br />
In the conclusive phase of the project, the knowledge gained about possible standardisation of document categories was<br />
transferred into a broader professional discussion with relevant stakeholders in healthcare. The wide-ranging benefits of<br />
comprehensive content wise standardisation were quickly recognised by hospitals, health insurance companies, and system<br />
manufacturers, with the strong practical relevance of the concept being very convincing. This approach resulted in a new, now<br />
nationally recommended semantic standard for the categorisation of medical documents in Germany, known as the "Clinical<br />
Documentation List" which significantly improves the efficiency and quality of patient record management.<br />
www.document-manager.com<br />
<strong>Jan</strong>uary/<strong>Feb</strong>ruary <strong>2024</strong><br />
@<strong>DM</strong>MagAndAwards<br />
11
Dm STRATEGY: GOING PAPERLESS<br />
Digital saves money,<br />
but paper persists<br />
While digital is increasingly the first choice for cost savings,<br />
people retain a cultural attachment to paper, observes<br />
Jason Field, Integration Director at Document Logistix<br />
There has been talk of achieving<br />
paperless business processes for forty<br />
years. In the world of document<br />
management, we talk about the advantages<br />
of paperless processes in terms of process<br />
efficiency, productivity, collaboration, cost<br />
savings, and environmental friendliness.<br />
The workflow benefits of digitisation<br />
seem obvious, so it may come as a<br />
surprise that 50% of organisations are still<br />
heavy users of paper.<br />
PAPER OFFERS A DIFFERENT<br />
EXPERIENCE<br />
The number of people consuming<br />
newspapers and magazines online<br />
outweighs the number of people who buy<br />
print versions. However, the margin is not as<br />
wide as we might expect.<br />
According to a 2022 YouGov survey, 54%<br />
of people in the UK prefer reading news<br />
content online, and 60% in the USA, which<br />
means that 40%-plus still opt for print.<br />
When it comes to magazines, 58% of UK<br />
readers prefer hard copy magazines, and<br />
print retains a strong following among<br />
young adults.<br />
Print revenues have declined over the past<br />
20 years, but there remains an enduring<br />
fondness for print because, for some, paper<br />
is a cultural preference.<br />
WHO STILL OPTS FOR PAPER FILING?<br />
In the November 2023 issue of Document<br />
Manager Magazine, research from Crown<br />
revealed that almost half (49%) of UK<br />
businesses still operate a physical paper filing<br />
system, despite half (48%) of businesses<br />
acknowledging that they make it difficult to<br />
find information quickly, and 46%<br />
struggling to find physical storage space.<br />
One of the underlying reasons for staying<br />
with print-based processes is the very fact<br />
that they are 'known'. Digital transformation<br />
Is difficult when there is not a culture fit.<br />
We know that moving away from the<br />
familiar is not always easy. A significant<br />
number of business owners have not used<br />
digital records management or workflow<br />
systems, and perceive digital systems as<br />
too expensive.<br />
ASTONISHING FIGURES ON PAPER<br />
CONSUMPTION<br />
Worldwide paper consumption has<br />
increased by about 400% in 40 years. As<br />
someone who works in a paperless, or<br />
extremely paper-light environment, the 2023<br />
statistics for paper use in the USA come as<br />
big surprise.<br />
Apparently, 93% of business information<br />
continues to be produced on paper, and it is<br />
claimed that an average office worker prints<br />
in the region of 31 pages per day. Paper<br />
waste in professional environments runs to<br />
tens of millions of tons.<br />
WHERE IS PAPER USE STILL EMBEDDED?<br />
The education, legal, real estate, finance<br />
and medical sectors are the biggest<br />
12<br />
@<strong>DM</strong>MagAndAwards<br />
<strong>Jan</strong>uary/<strong>Feb</strong>ruary <strong>2024</strong><br />
www.document-manager.com
STRATEGY: GOING PAPERLESS Dm<br />
"WORLDWIDE PAPER CONSUMPTION HAS INCREASED BY ABOUT 400%<br />
IN 40 YEARS. AS SOMEONE WHO WORKS IN A PAPERLESS, OR<br />
EXTREMELY PAPER-LIGHT ENVIRONMENT, THE 2023 STATISTICS FOR<br />
PAPER USE IN THE USA COME AS BIG SURPRISE. APPARENTLY, 93% OF<br />
BUSINESS INFORMATION CONTINUES TO BE PRODUCED ON PAPER, AND<br />
IT IS CLAIMED THAT AN AVERAGE OFFICE WORKER PRINTS IN THE<br />
REGION OF 31 PAGES PER DAY. PAPER WASTE IN PROFESSIONAL<br />
ENVRIONMENTS RUNS TO TENS OF MILLIONS OF TONS."<br />
consumers of paper. The legal sector, in<br />
particular, is wedded to paper for legal<br />
documents. Printed documents and<br />
evidence remain mainstays of litigation<br />
and court cases.<br />
Although online banking has become<br />
popular, financial bodies rely heavily on<br />
paper for high-value transactions,<br />
mergers, acquisitions and contracts.<br />
Medical institutions remain a heavy<br />
paper user across hospital information<br />
forms, records keeping and patient<br />
instructions.<br />
There are also a considerable number<br />
of legacy documents that remain<br />
paper-based, many of which require a<br />
'wet' signature. They include: wills,<br />
setting up a trust, mortgage<br />
documents, marriage, divorce and<br />
adoption papers, and court orders.<br />
IS DIGITAL GREENER?<br />
We touch a lot of products made from<br />
wood pulp every day: paper cups,<br />
receipts, tickets, newspapers, books<br />
and magazines. Many commentators<br />
argue that deforestation carried out to<br />
satisfy our need for paper goods<br />
contributes to global warming and<br />
threatens biodiversity.<br />
In a business context, there is not a<br />
straightforward formula to calculate<br />
digital carbon footprints. I am mindful<br />
of the way in which the paper industry<br />
challenged the assumption that digital<br />
communication is more<br />
environmentally friendly than paper.<br />
Banks, telecommunication and utilities<br />
companies urge us to "Go paperless,<br />
save trees."<br />
However, the paper industry pushed<br />
companies to remove their claims<br />
about environmental friendliness,<br />
which it argues misled consumers. At<br />
least 20 major US companies were<br />
persuaded to remove their "anti-paper"<br />
green claims when promoting e-billing<br />
as more environmentally friendly than<br />
paper by presenting its case for<br />
sustainable forestry practices.<br />
PIXEL OR PAPER?<br />
On first consideration, digital media<br />
appears more sustainable. Electronic<br />
products such as phones and laptops<br />
are used repeatedly, which make them<br />
a renewable resource of sorts. But<br />
product manufacturing has a carbon<br />
footprint, consumes energy and<br />
generates e-waste. There is no<br />
standardised environmental footprint<br />
for e-media.<br />
I would argue that, in a business context,<br />
there is a very strong case for minimising<br />
the use of paper in order to support your<br />
company's green policy. One easily<br />
quantifiable measure is the elimination of<br />
waste that results from the emails and<br />
documents that are printed but never<br />
read. Apparently, 6-7% of documents go<br />
directly from printer to bin!<br />
DIGITISATION REDUCES COSTS<br />
In business, the compelling reason to<br />
go paperless or paper-light is cost<br />
savings. Few companies invest money<br />
solely in order to be green, but all<br />
businesses have an obligation to<br />
operate as efficiently as possible.<br />
There are many extended advantages<br />
of digital automation that are hard to<br />
achieve using traditional paper-based<br />
processes, including:<br />
Centralised document access with<br />
immediate retrieval<br />
File versioning with Check-in and<br />
Check-out functionality<br />
Improved security and access<br />
control with full audit trails<br />
Automated data retention for GDPR<br />
compliance<br />
Automated reporting<br />
Enhanced disaster recovery<br />
The business rewards of digitisation are<br />
measurable. Document Logistix begins<br />
every potential implementation with a<br />
review in order to generate a business<br />
case that includes projected ROI.<br />
The biggest benefits of digitisation are<br />
the leaps forward in workflow efficiency,<br />
elimination of paper waste and the<br />
reduced need for physical storage.<br />
More info: www.document-logistix.com<br />
www.document-manager.com<br />
<strong>Jan</strong>uary/<strong>Feb</strong>ruary <strong>2024</strong><br />
@<strong>DM</strong>MagAndAwards<br />
13
Dm COMPANY UPDATE: ELO DIGITAL OFFICE<br />
ELO Business Partnership:<br />
Shape the Digital Future with Us<br />
Pierre Himmelmann,<br />
VP Channel International &<br />
Strategic Operations, ELO,<br />
explains what makes ELO the<br />
ideal business partner<br />
Drive digitalisation forward with ELO<br />
Digital Office: as part of our global<br />
network, we offer you innovative<br />
enterprise content management (ECM)<br />
solutions and help you to acquire new<br />
customers and generate additional revenue<br />
streams.<br />
ECM lays the foundation for the digitisation<br />
of business processes in the corporate<br />
landscape. Unlike any other field of business,<br />
it offers double-digit growth rates. From<br />
managing contracts, personnel files,<br />
meetings, visitors, or e-mails, to optimising<br />
remote collaboration and workflows, business<br />
requirements are varied and ever-growing.<br />
THE RIGHT PARTNER BY YOUR SIDE<br />
With over 25 years of experience in the<br />
market, ELO Digital Office is one of the<br />
leading providers in the ECM sector. Our<br />
leading technological solutions have earned<br />
us numerous international awards. In<br />
addition, our high quality and service<br />
standards ensure that our partners are<br />
guaranteed successful projects and a satisfied<br />
customer base.<br />
14 <strong>Jan</strong>uary/<strong>Feb</strong>ruary <strong>2024</strong> www.document-manager.com<br />
@<strong>DM</strong>MagAndAwards
COMPANY UPDATE: ELO DIGITAL OFFICE Dm<br />
YOUR BENEFITS AS AN ELO<br />
BUSINESS PARTNER<br />
ECM is a business with a sustainable<br />
future, and we are committed to<br />
walking this path together with our<br />
partners. As an ELO Business Partner,<br />
you benefit from numerous<br />
advantages:<br />
More revenue thanks to new<br />
solutions<br />
Expansion of your service portfolio<br />
Acquisition of new customers<br />
through innovative products in a<br />
growth market<br />
New business with high customer<br />
loyalty<br />
Optimum employee utilisation<br />
Indirect vendor sales<br />
Excellent partner sales support<br />
UNIQUE SALES MODEL<br />
ELO Digital Office is the only ECM<br />
provider with an exclusively partnerbased<br />
sales model. We deliver proven<br />
strategies and solutions to help you<br />
make a profitable start in a new<br />
business. ELO offers scalable digital<br />
solutions for customers and<br />
stakeholders in all sectors and sizes of<br />
business - from small and mediumsized<br />
enterprises to large corporations<br />
and public administration.<br />
THE BEST BACKING FOR YOUR<br />
SUCCESS<br />
One-on-one support for our ELO<br />
Business Partners is something we<br />
value highly. Besides providing access<br />
to our experts, a personal consultant is<br />
on hand during the entire partnership<br />
WINNING WAYS<br />
to address any questions and guide<br />
you on all aspects of the new business.<br />
In the initial phase, we also help you<br />
to put together tenders.<br />
TOWARDS SHARED GOALS<br />
Our collaboration with ELO Business<br />
Partners goes beyond a mere<br />
partnership:<br />
1. Profitable start in a new business<br />
We subsidise your first project. This<br />
gives you an immediate ROI on<br />
projects with ten licenses or more. Our<br />
goal is to ensure that your initial<br />
investment pays off quickly.<br />
2. Tailored offers thanks to flexible<br />
licensing models<br />
We offer attractive licensing models<br />
and needs-based pricing that will<br />
empower you to drive successful,<br />
customer-focused projects.<br />
3. Active project support<br />
A highly specialised team actively<br />
supports you with expert knowledge<br />
during project implementation. You<br />
also have the option to book ELO<br />
consulting employees to bring<br />
additional expertise to your project<br />
team.<br />
4. Make the most of the partner<br />
network<br />
Members of the ELO Business Partner<br />
community provide mutual support to<br />
one another with in-depth knowledge<br />
and industry solutions in response to<br />
any customer challenge.<br />
At the 2023 <strong>DM</strong> Awards, ELO won first place in the Workflow/BPM<br />
Product of the Year category with its ELO ECM Suite digitalisation<br />
platform in recognition of the company's innovative capacity and<br />
commitment.<br />
With this award, ELO Digital Office earned the <strong>DM</strong> readers'<br />
accolades for its long-standing focus on the digital transformation<br />
of business processes.<br />
5. Targeted marketing activities<br />
We conduct campaigns and events in<br />
conjunction with our partners, both<br />
hosting shared stands at leading<br />
national and international industry<br />
fairs as well as numerous own events<br />
and conferences. Our intense<br />
marketing efforts increase the<br />
visibility of our partners in the ECM<br />
market.<br />
6. Online presence on our website<br />
Online marketing is a critical<br />
component of success in today's<br />
world. We give you the option to<br />
present your company profile,<br />
qualifications, and customer<br />
references within our ELO digital<br />
marketing environment. For example,<br />
the ELO PartnerFinder actively<br />
matches prospective customers with<br />
your partner profile to initiate new<br />
business relations.<br />
7. More visibility with references<br />
We provide active support for writing<br />
customer references for the ELO<br />
ReferenceFinder. This way your<br />
successful projects are visible on our<br />
website and show that your<br />
customers are satisfied with the<br />
solution they implemented. In<br />
addition, references are a testament<br />
to your credibility and experience in<br />
the field as well as your ability to<br />
cater to different customer<br />
requirements. References arouse the<br />
interest of prospects and support your<br />
sales and marketing efforts.<br />
TRUST IN OUR VAST EXPERIENCE<br />
AND HIGH-PERFORMANCE<br />
SOLUTIONS<br />
A partnership with ELO Digital Office<br />
can open up new and lucrative<br />
business opportunities. Be a part of<br />
the digital transformation. We'd be<br />
delighted to welcome you as a<br />
partner.<br />
Contact us here.<br />
www.document-manager.com<br />
<strong>Jan</strong>uary/<strong>Feb</strong>ruary <strong>2024</strong><br />
@<strong>DM</strong>MagAndAwards<br />
15
Dm RESEARCH: AI STRATEGIES<br />
Bridging the AI divide<br />
84% of businesses plan to increase AI<br />
investment in the coming year, but differing<br />
views on AI may affect workplace adoption,<br />
according to new research from Quocirca<br />
Anew study by Quocirca suggests that<br />
while 70% of organisations are using<br />
artificial intelligence in their business,<br />
there are significant differences in how<br />
knowledge workers and IT decision-makers<br />
(IT<strong>DM</strong>s) perceive and approach AI adoption.<br />
The study, which surveyed 800<br />
respondents from a variety of industries<br />
across the UK, France, Germany and the US,<br />
found that knowledge workers are less<br />
positive about the use of AI than IT<strong>DM</strong>s,<br />
with 21% of IT<strong>DM</strong>s saying their AI projects<br />
have exceeded expectations, compared to<br />
only 8% of knowledge workers. More than<br />
one third (36%) of knowledge workers<br />
believe the top driver for AI adoption is cost<br />
reduction, compared to 25% of IT<strong>DM</strong>s.<br />
Knowledge workers are more concerned<br />
about the risks of AI, such as job<br />
displacement, where 31% say it is a concern<br />
compared to just 19% of IT<strong>DM</strong>s. They also<br />
show greater concern about losing control<br />
over decision-making, the accuracy of AI,<br />
and have more ethical concerns than IT<strong>DM</strong>s.<br />
"This research reveals a considerable gap in<br />
understanding and perception of AI<br />
between different stakeholders," says Louella<br />
Fernandes, CEO, Quocirca. "Businesses and<br />
vendors must work together to bridge this<br />
gap if AI is to be adopted in ways that<br />
unlock its immense potential."<br />
The study's findings show the need for<br />
better communications between<br />
knowledge workers and IT<strong>DM</strong>s about AI.<br />
IT<strong>DM</strong>s need to be aware of AI's broader<br />
potential beyond the standard goals of<br />
cost reduction, efficiency. and increased<br />
productivity, while knowledge workers<br />
need to be assured that AI will not lead to<br />
job losses or other organisational risks.<br />
Key takeaways from the study include:<br />
The AI genie is already out of the bottle.<br />
Overall, 70% of respondents state that<br />
some form of AI is already used within<br />
their organisation, with 30% indicating<br />
that AI will be in use within 12 months.<br />
Generative AI tops the AI priority list for<br />
investment (40%), followed by machine<br />
learning (32%) and RPA (31%).<br />
AI investment is set to increase over the<br />
coming year. Over the next year, 84% of<br />
organisations report that AI investment<br />
will either increase significantly (33%) or<br />
increase somewhat (51%).<br />
79% say their AI deployments have met<br />
or exceeded expectations. This rises to<br />
88% of IT decision makers and drops to<br />
70% among knowledge workers.<br />
Cost reduction (31%), improved<br />
customer service (29%), and automation<br />
of repetitive tasks (27%) are the top<br />
drivers for AI adoption. Knowledge<br />
workers place more emphasis on cost<br />
reduction (36% compared to 25% of IT<br />
Decision Makers) and repetitive task<br />
automation (29%).<br />
IT automation (34%), cybersecurity<br />
(30%), quality control, and customer<br />
service (both 29%) are the primary use<br />
cases for AI.<br />
IT operations staff are the most likely to<br />
be using AI (48%) followed by IT<br />
developers (46%) and managers (34%).<br />
Security and privacy are the dominant<br />
concerns (31%).<br />
Concern about AI-powered decisions<br />
being wrong (28%) is the second most<br />
common concern.<br />
Cost is the biggest barrier to AI<br />
implementation (23%) followed by<br />
regulatory concern (22%) and a lack of<br />
skilled staff (22%).<br />
One quarter of respondents are worried<br />
about job displacement. This is felt<br />
particularly strongly among knowledge<br />
workers, with 31% listing this as a major<br />
concern compared with just 19% of<br />
IT<strong>DM</strong>s.<br />
Fernandes concludes: "Knowledge Workers<br />
are typically more closely involved in day-today<br />
operations and are therefore more likely<br />
to be aware of the potential cost savings<br />
achievable from specific task automation<br />
than their counterparts in IT. However,<br />
overall IT is leading the AI adoption drive,<br />
with IT automation and cybersecurity the<br />
leading use cases, and operations and<br />
development teams most likely to be using<br />
AI already. Organisations should foster a<br />
culture of collaboration between IT<strong>DM</strong>s and<br />
knowledge workers so they can harness the<br />
power of AI while mitigating the potential<br />
negative impact."<br />
More info: print2025.com/reports/aiadoption-trends-<strong>2024</strong>/<br />
16 @<strong>DM</strong>MagAndAwards <strong>Jan</strong>uary/<strong>Feb</strong>ruary <strong>2024</strong> www.document-manager.com
DR-G2090<br />
DR-G2110<br />
DR-G2140<br />
For customers that have significant scanning,<br />
demands require production models that are<br />
not just fast but deliver high-quality scanning<br />
performance.<br />
The imageFORMULA DR-G2 Series is perfect for<br />
any demanding document-processing environment.<br />
Productivity<br />
Optimised for companies where the scanner is<br />
constantly in use, the DR-G2 Series is ultra-fast,<br />
outputting up to 290 images per minute. It also<br />
boasts fast start-up speeds.<br />
Innovation<br />
No more hard-to-read scans due to light text and<br />
wrinkled paper. Active Thresholding automatically<br />
compensates for deficiencies to deliver high quality<br />
scanned images.<br />
Reliable and versatile feeding<br />
Scan mixed documents together with pages being<br />
reliably fed into the scanner.<br />
Network connectivity and integration<br />
DR-G2110 and DR-G2140 models can connect<br />
directly to the network via a wired LAN connection.<br />
The scanners include ISIS/TWAIN/WIA and Kofax<br />
VRS Drivers supporting integration into various<br />
scanning applications.<br />
Ultra-Fast Scanner<br />
Highly efficient<br />
Durable<br />
Superior image quality<br />
https://www.canon.co.<br />
uk/business/products/<br />
scanners/CaptureOnT<br />
ouch PRO<br />
LAN Connectivity<br />
DR-G2090 DR-G2110 DR-G2140<br />
For more details visit: www.canon.co.uk/imageFORMULA
Dm MANAGEMENT: AUTOMATION<br />
Automated and intelligent<br />
Grace Schneider of Storetec describes some of the ways in<br />
which automation and AI can enhance document<br />
management processes<br />
Efficient document management is<br />
essential for organisations to maintain<br />
competitiveness and ensure<br />
compliance with regulatory requirements.<br />
However, human errors in document<br />
management processes have been a<br />
longstanding challenge, leading to issues<br />
such as misplaced documents, outdated<br />
information, and incorrect data entry.<br />
Fortunately, the integration of automation<br />
and Artificial Intelligence (AI) technologies<br />
into information management has<br />
emerged as a powerful solution to mitigate<br />
these errors and streamline operations.<br />
AUTOMATION: A GAME-CHANGER IN<br />
DOCUMENT CAPTURE<br />
One of the primary sources of human error<br />
in document management is manual data<br />
entry. Whether it's transcribing handwritten<br />
notes or manually inputting information<br />
from paper documents into digital systems,<br />
this process is prone to mistakes. Enter<br />
automation, specifically Optical Character<br />
Recognition (OCR) technology.<br />
OCR is a cutting-edge automation tool<br />
that can swiftly and accurately extract text<br />
from scanned documents. By<br />
implementing OCR in document<br />
management processes, organisations can<br />
significantly reduce the risk of errors caused<br />
by manual data entry. OCR not only boosts<br />
accuracy but also enhances efficiency,<br />
enabling large volumes of documents to be<br />
processed rapidly with minimal human<br />
intervention.<br />
STREAMLINING DOCUMENT ROUTING<br />
Another common pitfall in document<br />
management is routing errors. Documents<br />
frequently need to be directed to specific<br />
individuals or departments, and when this<br />
process is handled manually, it's susceptible<br />
to errors such as sending documents to the<br />
wrong recipient or department. Automation<br />
offers an easy solution by establishing<br />
automated workflows for document<br />
routing.<br />
Automated document routing ensures that<br />
documents are seamlessly directed to the<br />
appropriate recipients, eliminating the<br />
possibility of routing errors. Workflow<br />
automation systems can intelligently route<br />
documents based on predefined criteria,<br />
ensuring that sensitive information reaches<br />
only authorised personnel, all while<br />
improving overall efficiency and reducing the<br />
risk of bottlenecks.<br />
EFFORTLESS DOCUMENT RETRIEVAL<br />
Locating documents promptly when needed<br />
is vital for efficient business operations.<br />
Misplaced or lost documents can lead to<br />
costly delays and disrupt workflow. To<br />
address this challenge, organisations can<br />
implement automated document retrieval<br />
systems.<br />
Document management solutions like<br />
Storetec's proprietary system, FreeDocs, offer<br />
automated document retrieval features.<br />
Authorised personnel can effortlessly access<br />
documents through a user-friendly interface<br />
using OCR content search, reducing the<br />
likelihood of errors due to misplaced or lost<br />
documents. Automated indexing and<br />
tagging further enhance document<br />
searchability, ensuring documents are always<br />
at your fingertips.<br />
DOCUMENT REVIEW & APPROVAL<br />
Timely document review and approval are<br />
crucial to prevent bottlenecks and ensure<br />
compliance with deadlines. Human errors<br />
can lead to delays and missed opportunities.<br />
Automation can streamline the document<br />
review and approval process.<br />
With tools like FreeDocs, automated<br />
workflows can be set up to route<br />
documents to the appropriate personnel for<br />
review and approval. Automated reminders<br />
can be sent to ensure that deadlines are<br />
met, minimising the risk of delays due to<br />
oversight or human error. This not only<br />
improves efficiency but also enhances<br />
accuracy in the review and approval process.<br />
PRECISION IN ARCHIVING & RETENTION<br />
Properly storing and retaining documents<br />
according to predefined policies is essential<br />
for regulatory compliance. Failure to adhere<br />
to these policies can result in legal issues and<br />
financial penalties.<br />
Automation can play a pivotal role in<br />
ensuring the correct archiving and retention<br />
of documents. Through automated<br />
workflows within document management<br />
systems, documents can be automatically<br />
archived and retained based on<br />
predetermined retention policies. This<br />
18 <strong>Jan</strong>uary/<strong>Feb</strong>ruary <strong>2024</strong> www.document-manager.com<br />
@<strong>DM</strong>MagAndAwards
MANAGEMENT: AUTOMATION Dm<br />
eliminates the risk of human error in<br />
managing document lifecycles and ensures<br />
that organisations remain compliant with<br />
regulatory requirements.<br />
EMPOWERING <strong>DM</strong> WITH AI<br />
While automation addresses many aspects<br />
of document management, Artificial<br />
Intelligence takes information<br />
management to the next level by<br />
introducing intelligent decision-making<br />
capabilities. Here's how AI can positively<br />
impact information management:<br />
CLASSIFICATION OF LARGE<br />
DOCUMENT SETS<br />
Managing large sets of documents can be<br />
overwhelming and error-prone. AI-driven<br />
document classification systems excel at<br />
analysing and categorising documents<br />
efficiently and accurately. These systems<br />
can automatically identify document types,<br />
extract relevant metadata, and assign<br />
appropriate tags. By doing so, they reduce<br />
the risk of misclassification and speed up<br />
document retrieval.<br />
RETENTION POLICY APPLICATION<br />
AI can assist in enforcing document<br />
retention policies by continuously<br />
monitoring documents and flagging those<br />
that require action, such as archiving or<br />
disposal. This ensures compliance with<br />
both industry-specific regulations and<br />
internal policies, reducing the chances of<br />
legal issues stemming from improperly<br />
managed documents.<br />
COMPLIANCE MANAGEMENT<br />
AI provides a robust tool for managing<br />
compliance by monitoring documents and<br />
data for adherence to regulatory<br />
standards. With the ability to identify<br />
deviations and inconsistencies, AI helps<br />
organisations maintain compliance more<br />
effectively, reducing the risk of noncompliance<br />
penalties.<br />
STRUCTURED DATA FOR THE FUTURE<br />
AI-driven information management<br />
enables organisations to extract structured<br />
data from unstructured documents. This<br />
structured data is essential for advanced<br />
analytics, reporting, and decision-making.<br />
AI systems can automatically process<br />
documents to extract valuable information,<br />
making it readily available for future use.<br />
DATA QUALITY ENHANCEMENT<br />
Errors in documents, such as typos or<br />
inconsistencies, can compromise data<br />
integrity. AI-powered data validation and<br />
cleansing processes identify and rectify<br />
these errors, ensuring that the data<br />
remains accurate and reliable.<br />
PREDICTIVE INSIGHTS<br />
AI leverages historical data to provide<br />
predictive insights into document<br />
management trends and patterns. By<br />
analysing past document behaviour,<br />
organisations can make informed decisions<br />
about document handling, storage, and<br />
archiving strategies.<br />
THE FURURE OF DOCUMENT<br />
MANAGEMENT<br />
Automation and AI technologies are<br />
revolutionising document management by<br />
reducing human errors, enhancing<br />
efficiency, and ensuring compliance.<br />
Implementing automation tools like OCR,<br />
automated workflows, and document<br />
retrieval systems can streamline operations<br />
and eliminate many common errors in<br />
document management processes.<br />
Moreover, the integration of AI amplifies<br />
the benefits by providing intelligent<br />
classification, retention policy enforcement,<br />
compliance management, structured data<br />
extraction, data quality enhancement, and<br />
predictive insights.<br />
For organisations like Storetec, specialised<br />
in document scanning, storage, and<br />
management, embracing automation and<br />
AI is not just a means to improve their<br />
internal processes but also a way to offer<br />
clients more accurate, efficient, and costeffective<br />
document management<br />
solutions.<br />
As technology continues to advance, the<br />
future of document management looks<br />
increasingly promising, with FreeDocs<br />
leading the way in eliminating errors and<br />
driving operational excellence. Get in touch<br />
today to learn how FreeDocs can redefine<br />
your document management experience.<br />
More info: www.storetec.net<br />
www.document-manager.com<br />
<strong>Jan</strong>uary/<strong>Feb</strong>ruary <strong>2024</strong><br />
@<strong>DM</strong>MagAndAwards<br />
19
Dm CASE STUDY: SAILPOST<br />
Pushing the envelope<br />
Italian postal operator Sailpost is relying on PFU (EMEA) solutions to assist with a<br />
reliable and accurate returns digitisation process<br />
Sailpost is an Italian company that has<br />
been operating in the postal and<br />
logistics sector for more than 20 years.<br />
The company boasts widespread coverage<br />
of the territory, with more than 140 post<br />
offices and more than 300 mail points<br />
within businesses throughout Italy. In July<br />
2018, Sailpost acquired 100 percent of the<br />
national courier Hermes Italia, now HR<br />
Parcel, with the aim of expanding its<br />
distribution network and increasing<br />
opportunities in the logistics and e-<br />
commerce sectors.<br />
Thanks to the two networks, today<br />
Sailpost can boast a distribution network<br />
capable of covering the entire country,<br />
offering both postal and courier service.<br />
Sailpost, moreover, was the first private<br />
postal operator to obtain a special national<br />
licence for the delivery of court documents<br />
and fines, attesting itself as the only<br />
concrete alternative to Poste Italiane for this<br />
type of communication.<br />
THE CHALLENGE OF RETURNS<br />
In the complex processing cycle that<br />
characterises this type of activity, a critical<br />
component is the need to define and<br />
implement proper management of returns<br />
while trying to find the right balance<br />
between practicality and ease of handling.<br />
If all returns are sent to the CSR (Regional<br />
Service Centre) where they are digitised<br />
and made available, an additional level of<br />
complexity in the operation is the format<br />
of the envelopes.<br />
In fact, the envelopes that are received<br />
and digitised are of a myriad of different<br />
formats, from the classic AR coupon to<br />
envelopes with ad hoc formats for different<br />
postal products, which is why Sailpost was<br />
looking for a scanning solution that could<br />
quickly digitise items while offering great<br />
flexibility in both formats and thicknesses.<br />
Before implementing PFU (EMEA)<br />
Limited's solutions, Sailpost was using<br />
other scanners, but they had a significant<br />
limitation related to envelope thickness. In<br />
fact, when they had to handle particularly<br />
thick envelopes, the scanners ran into<br />
great difficulty and the scanning<br />
procedure was thus particularly<br />
cumbersome and time-consuming.<br />
Sailpost then turned to PFU (EMEA)<br />
Limited to find the ideal solution to<br />
properly, quickly, and easily manage the<br />
digitisation of returns. After an initial<br />
implementation of the Ricoh fi-7700 and<br />
Ricoh fi-7600 models (with Ricoh fi-760prb<br />
endorser), the company also installed the<br />
new Ricoh fi-8190 and Ricoh fi-8290.<br />
UNPARALLELED PRODUCTIVITY<br />
With a 100-sheet ADF (Automatic<br />
Document Feeder) and a duplex scanning<br />
speed of 90 ppm, the Ricoh fi-8290 and<br />
Ricoh fi-8190 scanners offer unparalleled<br />
productivity, easily scanning documents<br />
that vary widely in size - from 20gsm to<br />
465gsm, papers or booklets up to 7mm<br />
thick - responding perfectly to Sailpost's<br />
requirements.<br />
On all Ricoh fi-8000 devices, PFU's new<br />
Clear Image Capture technology ensures<br />
exceptional image quality, far exceeding<br />
the capabilities of current CIS or CCDs.<br />
Aiming to set new standards, PFU Clear<br />
Image Capture ensures the best levels of<br />
OCR accuracy in the industry, as well as<br />
the ability to capture the widest range of<br />
documents.<br />
PFU (EMEA) Limited's scanners have<br />
enabled Sailpost to define and implement a<br />
reliable and accurate returns digitisation<br />
process that ensures significant time savings<br />
as well as the ability to offer faster and<br />
more accurate feedback to customers.<br />
"All this translates into ease of use of the<br />
tool by our employees and, consequently,<br />
an increase in productivity. The time savings<br />
are really significant, we are happy to be<br />
able to count on such high-performance<br />
devices," enthused Caterina Castelli,<br />
marketing manager of Sailpost.<br />
"For a future implementation we are<br />
looking with interest at the Ricoh fi-8040,<br />
which thanks to its 10.9-cm touch screen<br />
and large working buttons, guarantees a<br />
simple and intuitive user experience, but<br />
above all, the sensitivity of the paper takeup<br />
roller, which even allows scanning of<br />
documents less than 80 gsm thick, is of<br />
great interest to us."<br />
More info: www.pfu-emea.ricoh.com/engb/case-studies/<br />
20 @<strong>DM</strong>MagAndAwards <strong>Jan</strong>uary/<strong>Feb</strong>ruary <strong>2024</strong> www.document-manager.com
Now available with more scanners!<br />
Claim a Premium<br />
Shredder with<br />
selected ScanSnaps*<br />
Buy the ScanSnap iX1300, iX1400<br />
or iX1600 and get a free<br />
Leitz® IQ P4 Premium Shredder<br />
New Production Scanners just launched:<br />
RICOH fi-8820<br />
• Speed: 120ppm / 240ipm<br />
• ADF capacity: 500 sheets<br />
RICOH fi-8930<br />
• Speed: 130ppm / 260ipm<br />
• ADF capacity: 750 sheets<br />
RICOH fi-8950<br />
• Speed: 150ppm / 300ipm<br />
• ADF capacity: 750 sheets<br />
Our RICOH Public Sector Champions:<br />
Ideal for GP<br />
Ideal for hospital<br />
Perfect for centralised<br />
surgeries<br />
receptions<br />
scanning<br />
RICOH SP-1120N RICOH fi-8170 RICOH fi-7700<br />
Talk to the experts<br />
020 8296 7010<br />
northamber.com/ricoh |<br />
©Northamber <strong>2024</strong> E and O.E. <strong>Feb</strong>ruary ‘24. *End-user Shredder offer ends 30/04/24. Terms & conditions apply.
Dm RESEARCH: PAPER USAGE<br />
Paper use is 'unnecessary' and 'ridiculous'<br />
New research findings from Hyland sees UK workers heavily critical of their employers'<br />
over-reliance on paper-based systems and processes<br />
Over half (52%) of UK workers<br />
consider their company's overreliance<br />
on paper "ridiculous",<br />
with more than two thirds (70%)<br />
wanting their company to be more<br />
conscious about the impact this has on<br />
the environment. That's according to<br />
new research from content services<br />
provider Hyland.<br />
With the vast majority of UK<br />
businesses (92%) still relying on paper<br />
documents, the study of 1,000 full-time<br />
UK workers shows that half (50%) of<br />
professionals actively feel guilty about<br />
their company's paper usage, with a<br />
further 55% deeming their company's<br />
current volume of paper consumption<br />
"unnecessary." Additionally, 69%<br />
specifically want their organisation to<br />
offset the amount of paper it uses<br />
through tree planting initiatives.<br />
For the majority of workers, the<br />
solution is digital. Nearly three quarters<br />
of respondents (73%) believe that<br />
transitioning to a digital document<br />
management system would significantly<br />
enhance their company's sustainability.<br />
With more than half (58%) reporting<br />
that their company's existing document<br />
management system is not up to<br />
scratch, it appears that the limitations of<br />
legacy technologies are partially<br />
perpetuating the paper problem.<br />
Speaking about the findings of the<br />
research, Tim Hood, VP for EMEA &<br />
APAC, Hyland, said: "The majority of<br />
British workers agree that the volume of<br />
paper usage in this country is<br />
unreasonable. The demand to change<br />
things is high, driven by a conscientious<br />
desire to operate more sustainably -<br />
there are genuine moral grounds to<br />
consider technological solutions to the<br />
UK's paper problem."<br />
The 'Paper problem' research survey<br />
covered over 1,000 full-time UK office<br />
workers across a variety of industries<br />
including finance, healthcare, IT,<br />
and the public sector. The<br />
research itself was conducted<br />
in late 2023 by Censuswide.<br />
"Addressing both paper usage<br />
problems and a wider<br />
dissatisfaction with existing<br />
digital management system<br />
requires digital solutions that<br />
offer better interoperability,<br />
improved efficiency, and true<br />
ease of use," added Tim Hood.<br />
"These qualities aren't just<br />
about efficiency any more; it's<br />
about aligning progress with<br />
planetary responsibility."<br />
More info: www.hyland.com<br />
22 @<strong>DM</strong>MagAndAwards <strong>Jan</strong>uary/<strong>Feb</strong>ruary <strong>2024</strong> www.document-manager.com
Dm MARKET FOCUS: PUBLIC SECTOR<br />
Unlocking efficiencies<br />
Luigi Bertino, Product<br />
Marketing Manager at<br />
Canon, explains how the<br />
company's<br />
imageFORMULA scanners<br />
can help navigate public<br />
sector challenges<br />
In the challenging landscape of the<br />
public sector where efficiency, digital<br />
transformation and sustainability are<br />
paramount, Canon's imageFORMULA<br />
scanners emerge as the best go-to<br />
solution, offering high performance<br />
products with a 6-month competitive<br />
pricing through its distributors.<br />
The imageFORMULA range, with an<br />
optical resolution guaranteed of 600<br />
dpi, a feeder capacity up to 500 sheets,<br />
and the ability to scan more than 250<br />
images per minute can fit seamlessly<br />
into schools, medium to large city<br />
councils, local authorities, and<br />
hospitals. Its G-series scanner was<br />
recently voted 'hardware product of the<br />
year' at the 2023 <strong>DM</strong> Awards, a<br />
demonstration of its superiority in<br />
terms of performance and adaptability.<br />
If you're looking for an A3 scanner<br />
that's fast and user-friendly, look no<br />
further than the Canon<br />
imageFORMULA DR-G2 series.<br />
The imageFORMULA DR-G2 range is<br />
also best in class for ultra-low energy<br />
consumption, with instant startup and<br />
an automated sleep function.<br />
Furthermore, the DR-G2 series aims to<br />
support your business goals of<br />
increasing productivity, accelerating<br />
digital transformation and inspiring a<br />
better and more sustainable work<br />
environment. The G-2 Series allows you<br />
to scan, store and send quickly thanks<br />
to the embedded software<br />
CaptureOnTouch. The software is fully<br />
compatible with OS Windows 11<br />
allowing to connect easily for seamless<br />
integration into a wider workflow.<br />
A few other features of the DR-G2<br />
series include:<br />
One-touch buttons that create more<br />
efficient scanning processes,<br />
thereby reducing operating costs<br />
24 <strong>Jan</strong>uary/<strong>Feb</strong>ruary <strong>2024</strong> www.document-manager.com<br />
@<strong>DM</strong>MagAndAwards
MARKET FOCUS: PUBLIC SECTOR Dm<br />
Wired Local Access Network (LAN)<br />
function on DR-G2110 & DR-2140<br />
Productive scanning - up to<br />
290ipm<br />
Reliable scanning - up to 70,000<br />
scans per day<br />
Versatile media handling, with a<br />
feeder capacity up to 500 sheets<br />
To further support its customers'<br />
needs, imageFORMULA scanners offer<br />
a departmental range of products,<br />
particularly the compact design of the<br />
DR-M260 and DR M160II devices,<br />
which are ideal for organisations<br />
looking to maximise their scanning<br />
capability while making the most of<br />
limited office space.<br />
Equipped with cutting-edge<br />
processing features, the<br />
imageFORMULA departmental range<br />
delivers high-speed performance and<br />
faultless image quality. The<br />
departmental segments on average<br />
can scan up to 60 pages per minute<br />
and are embedded with an 80-sheet<br />
document feeder which improves their<br />
capacity, while their double-feed<br />
detection keeps everything running<br />
smoothly.<br />
The production and departmental<br />
segments of the imageFORMULA have<br />
embedded software; CaptureOnTouch.<br />
This is an easy and versatile software<br />
product that guarantees efficient<br />
scanning workflows with multiple<br />
functionalities that allow you to scan<br />
directly to platforms such as Teams<br />
and Slack. It also allows the customer<br />
to save in multiple formats from small<br />
JPEGs to large TIFFs including large<br />
Excel formats. Its intuitive interface<br />
also helps to seamlessly carry out<br />
tasks, with the ability to customise<br />
icons and use pre-set scan modes for<br />
quick and easy scanning.<br />
In a sector where budget constraints<br />
are a constant concern,<br />
imageFORMULA addresses the<br />
financial needs of the public sector<br />
with a fixed-price guarantee. This<br />
commitment ensures that the cost of<br />
the scanners remain consistent over<br />
time, allowing government bodies,<br />
city councils etc. to plan their<br />
investments with confidence and<br />
stability.<br />
Beyond the fixed-price guarantee,<br />
Canon's partnership with the public<br />
sector enables it to tailor solutions<br />
monthly with requested quotes at any<br />
time, recognising the diverse needs of<br />
its customers. This flexibility allows its<br />
customers to explore tailored solutions<br />
that align precisely with their<br />
requirements. The ability to adapt and<br />
customise ensures that the<br />
imageFORMULA scanner seamlessly<br />
integrates into various workflows,<br />
optimising efficiency across different<br />
sectors.<br />
To assist with making the purchase<br />
decision, Canon offers hands-on<br />
experience with free demo units to<br />
enable customers to experience the<br />
capabilities of the imageFORMULA<br />
scanners first-hand. This risk-free trial<br />
allows government agencies small,<br />
medium, and large to witness the<br />
transformative capabilities of Canon's<br />
scanners before committing, ensuring<br />
that the investment aligns with its<br />
operational needs. It also has a<br />
dedicated team that offers an<br />
immersive experience at its London<br />
Customer Experience Centre which<br />
customers can visit to touch and try<br />
the devices.<br />
Beyond the Customer Experience<br />
Centre, Canon offers dedicated<br />
training sessions and live<br />
demonstrations with Account<br />
Managers, Rachael Preston and Eddie<br />
Hahn (see boxout for contact details)<br />
who have over two decades of<br />
experience in supporting customers<br />
with tailored solutions to improve<br />
efficiency and productivity in their<br />
businesses.<br />
Canon is not only committed to<br />
delivering high performance but also<br />
supporting a more sustainable future<br />
by integrating sustainable practices<br />
from the ground up with the<br />
establishment of the new<br />
imageFORMULA production facility in<br />
Japan. This eco-friendly facility is<br />
powered by solar technology and is a<br />
lean and efficient production flow<br />
aimed at further reducing the facility's<br />
C02 output, thereby moving Canon<br />
towards its pledge of becoming<br />
carbon net zero by 2050.<br />
Furthermore, imageFORMULA<br />
scanners are committed to meeting<br />
customers' needs without<br />
compromising the ability of future<br />
generations and ensure that at every<br />
stage of the imageFORMULA lifecycle -<br />
from using recycled materials in the<br />
manufacturing process to energy<br />
consumption being as low as 10KW<br />
on some devices.<br />
Canon's imageFORMULA scanners<br />
have the ability to deliver tailored<br />
solutions for all, thanks to the G-series<br />
and departmental products. These two<br />
ranges can cater to the diverse needs<br />
of any customer regardless of size or<br />
complexity. While the G-series in the<br />
Production segment, with its highperformance<br />
capabilities, meets the<br />
demands of large-scale document<br />
processing; the scanners in the<br />
departmental segment provide a<br />
versatile solution that can be<br />
customised to support the unique<br />
requirements of city councils and<br />
healthcare institutions.<br />
Canon's award-winning<br />
imageFORMULA with fixed-price<br />
stability, offers immersive trial<br />
experiences, expert guidance and<br />
versatile solutions able to best fit the<br />
needs of the UK public sector.<br />
More info: www.canon.co.uk<br />
CONTACT OUR EXPERTS NOW:<br />
For more information on Canon's<br />
public sector offerings, contact:<br />
Rachael Preston, Account manager<br />
Email:<br />
rachael.preston@cuk.canon.co.uk<br />
Eddie Hahn, Account manager<br />
Email: edward.hahn@cuk.canon.co.uk<br />
www.document-manager.com<br />
<strong>Jan</strong>uary/<strong>Feb</strong>ruary <strong>2024</strong><br />
@<strong>DM</strong>MagAndAwards<br />
25
Dm TECHNOLOGY: CONTENT SENTIENCE<br />
Content sentience:<br />
the natural next evolution of enterprise AI<br />
Deep-learning expert Dr John Bates of SER asserts that the technology is already close to<br />
taking over the chore of reading documents, handling emails and more<br />
It's only a matter of time before<br />
documents and content more broadly<br />
develop 'consciousness'. ChatGPT and<br />
other Generative AI tools have already<br />
made it much more intuitive to interact<br />
with large banks of knowledge, as deep<br />
learning algorithms distil key points with<br />
increasing accuracy and present them to<br />
users via the medium and format of<br />
their choosing.<br />
The next obvious step is for enterprise<br />
documents to carry a built-in understanding<br />
of what they are and what they contain, so<br />
they can 'speak' directly to recipients or<br />
processing teams (or their automated<br />
proxies). They could even file themselves<br />
based on their identified properties, telling<br />
relevant IT systems about themselves.<br />
Already on the near horizon, this<br />
development could arguably become the<br />
most important advance in the automation<br />
of documents since the invention of the<br />
printing press. That's thanks to the potential<br />
to revolutionise enterprises' comprehension<br />
of content in all of its available forms, and<br />
the knowledge it contains.<br />
Consider the potential for visual<br />
walkthroughs of entire company<br />
information libraries. Language, meanwhile,<br />
will become seamless. Very soon, teams will<br />
be able to ask English questions of a<br />
German document, for example, and the<br />
same in reverse.<br />
ENDING ENTERPRISE EMAIL<br />
TEDIUM<br />
As content becomes more 'conscious'<br />
and able to relay information about<br />
itself, the need for overstretched human<br />
professionals to visually scan,<br />
respond/address, or discard individual<br />
email messages will go away.<br />
Business email is already on a sharp<br />
downward trend, having been<br />
superseded for many exchanges by<br />
more spontaneous and collaborative<br />
chat and content exchange platforms<br />
such as MS Teams. In due course, for<br />
still-entrenched triggers of email<br />
communications, including requests<br />
for information or actions, or<br />
attached invoices, contracts, or<br />
applications, those items will simply<br />
announce and identify their<br />
presence and file themselves or trigger<br />
automated processing, according to their<br />
type and priority level.<br />
BOTS AS HUMAN PROXIES AT<br />
MEETINGS<br />
Next-gen AI also promises to remove the<br />
pain of attending meetings. Just as virtual<br />
meetings were boosted by the pandemic,<br />
the obvious next development is for teams<br />
to send bots to these sessions - to witness<br />
what's being said, take notes and inject<br />
points to consider.<br />
In the new paradigm tools will only<br />
bother people when their expert input<br />
or a next-level decision is needed. In<br />
the meantime, AI/deep learning tools<br />
will do the heavy lifting, freeing up<br />
people's valuable time for higher-level<br />
tasks and decisions.<br />
Certainly, algorithms are improving all<br />
the time and as long as teams devote the<br />
time to training their bots, the results will<br />
be swiftly honed, steadily lightening the<br />
manual workload. We might say we've<br />
entered an era of "institutional memory";<br />
of content collaboration - where AI draws<br />
all the findings together and reports the<br />
lay of the land, while humans focus more<br />
on the implications.<br />
SUPERFICIAL RPA WILL BE RETIRED<br />
AI is likely to see off robotic process<br />
automation (RPA) too. Although RPA tools<br />
can accomplish routine tasks very well, this<br />
value is now being surpassed by that of<br />
real, adaptive machine intelligence.<br />
This is about discerning new and better<br />
ways of doing things, rather than merely<br />
replacing a human-based set-up with one<br />
managed by technology. Again, nextgeneration<br />
AI provides the key here -<br />
learning from and responding to the data<br />
being fed back from current processes and<br />
their outcomes.<br />
More info: www.sergroup.com<br />
26 @<strong>DM</strong>MagAndAwards <strong>Jan</strong>uary/<strong>Feb</strong>ruary <strong>2024</strong> www.document-manager.com
The right information, the<br />
right people, the right time.<br />
Exclusively available to Document Manager readers<br />
Drive your digital evolution. Watch Hyland Summit on-demand >><br />
Our recent UKI customer conference in London brought together<br />
400+ information management professionals to share best<br />
practices for connecting content, data and business processes<br />
across the enterprise. Access the speaker sessions including<br />
inspiring customer success stories from Amazon, Aviva and more<br />
on demand now.
Dm COMPANY UPDATE: FILESTREAM<br />
A winning formula<br />
Charles Hooker of<br />
Filestream shares an<br />
update on the company's<br />
recent successes, including<br />
another high profile win at<br />
the <strong>DM</strong> Awards 2023<br />
As we move into <strong>2024</strong>, at<br />
Filestream we've been reflecting<br />
on a year of growth and<br />
positive change as well as celebrating<br />
award success for the third year in a<br />
row as we have recently won the Low<br />
Code/No Code Award at the<br />
prestigious Document Manager<br />
Awards.<br />
To win once again for our product<br />
File Stream 5 is the icing on the cake<br />
of 2023 and sets the tone for our aims<br />
this coming year. File Stream 5 is the<br />
latest iteration of our document<br />
management software system and this<br />
award proves that it's not only stood<br />
the test of time - it's maintained its<br />
excellence.<br />
This award has proven that our<br />
commitment to innovation and<br />
customer requirements has been<br />
justified. Our no-code product allows<br />
access to the program without any<br />
requirement for downloaded software<br />
on either a PC, Android or Apple<br />
device - similar to most bank<br />
applications. Our 'No Code' interface is<br />
much easier to use, manage and<br />
support.<br />
these key industry awards were:<br />
<br />
<br />
<br />
<br />
<br />
User-friendly - File Stream 5 is a<br />
clear, easily understood interface<br />
immediately useable with the<br />
minimum of training or fuss.<br />
Logical structure - its structure is<br />
easy to use with user-friendly<br />
features including workflow, digital<br />
mailroom and processing; the latter<br />
includes using AI for tasks such as<br />
invoicing.<br />
Scalability - it offers an unlimited<br />
number of users and documents.<br />
Easy licensing - All licences are<br />
concurrent enabling small systems<br />
to handle big projects.<br />
High security - it offers an<br />
exceptional level of security<br />
including 256 AES encryption at<br />
rest, and full RBAC (Roles<br />
Based Access<br />
Control).<br />
We believe that the reasons we<br />
stood out at<br />
28<br />
@<strong>DM</strong>MagAndAwards<br />
<strong>Jan</strong>uary/<strong>Feb</strong>ruary <strong>2024</strong><br />
www.document-manager.com
COMPANY UPDATE: FILESTREAM Dm<br />
"IN <strong>2024</strong>, OUR CLOUD-BASED SYSTEM WILL CONTINUE TO ENABLE BUSINESSES OF ALL SIZES TO EFFECTIVELY<br />
MANAGE THEIR DOCUMENTATION IN THE MOST EFFICIENT AND SECURE WAY POSSIBLE, SAVING BOTH TIME<br />
AND MONEY AND ENABLING PAPER-FREE WORKING. IT IMPROVES EFFICIENCY AND WORKFLOW AND, MOST<br />
IMPORTANTLY, MEANS OUR CLIENTS CAN BE CONFIDENT THEIR DATA CONTINUES TO BE SAFE AND SECURE."<br />
<br />
Cost efficient - it's affordable. The<br />
following prices are based on a<br />
subscription model and INCLUDE<br />
cloud costs. With prices as low as<br />
£1.87 per person per day for five<br />
concurrent users to £1.02 per<br />
person per day for up to 15<br />
concurrent users. Of course bigger<br />
companies can look for bigger<br />
efficiencies in implementing our<br />
system.<br />
File Stream 4 and 5 users include some<br />
of the most well known companies,<br />
organisations and celebrities in the UK<br />
including worldwide cruise companies<br />
such as P&O and Cunard, Scania and<br />
logistics giant, the Culina Group.<br />
EFFICIENCY AND COST SAVINGS<br />
One of those clients is the Perthshirebased<br />
retail company House of Bruar<br />
which specialises in country fashion,<br />
particularly offering garments in Tweed<br />
and cashmere as well as homeware<br />
with a country feel.<br />
Prior to 2021, this independent<br />
established family-run business with an<br />
HQ and a distribution centre, was<br />
paper-based. This meant the team had<br />
to manage and store vast amounts of<br />
paperwork including orders and all of<br />
its necessary record-keeping.<br />
The management realised it was time<br />
to change and they needed to find a<br />
solution to take that paperwork to a<br />
paperless system which was secure and<br />
user-friendly. Given such a business<br />
stores personal data from its valuable<br />
customer base, security was a priority<br />
for them.<br />
Their research led to the team<br />
making contact with us at Filestream<br />
and we recommended File Stream 5<br />
alongside scanners supplied by PFU<br />
Scanners - one of our trusted<br />
collaborators in our sector.<br />
Working with the team at House of<br />
Bruar, we began the task of taking<br />
their paperwork systems online and<br />
we're truly grateful to the staff for<br />
embracing that change. This process<br />
took some weeks yet very quickly the<br />
benefits became apparent.<br />
Once this had been done, the team<br />
could all operate more efficiently and<br />
there were cost-savings too - though<br />
their priority was to help everyone<br />
work more efficiently and not waste<br />
time having to trawl through reams of<br />
physical paperwork.<br />
(Editor's note - <strong>DM</strong> actually covered<br />
the House of Bruar story as a case<br />
study in our Nov/Dec 2023 issue, see<br />
here for the full story:<br />
https://www.yumpu.com/en/document/<br />
read/68571631/dm2311/16)<br />
FREEING UP OFFICE SPACE<br />
Another company we've worked with is<br />
Wales' leading independent food<br />
service wholesaler Castell Howell based<br />
in Carmarthenshire.<br />
This company, which was founded in<br />
the early 1970s, now has around 600<br />
staff and around 4,000 customers as<br />
well as several depots. Its management<br />
team had found that it was<br />
increasingly losing office space for<br />
document storage and that staff time<br />
was often spent looking for documents<br />
and then transferring them to various<br />
staff and locations.<br />
Given the amount of deliveries the<br />
company was involved with on a daily<br />
basis, the mountain of paperwork had<br />
already piled up. Also for reasons of<br />
compliance much of its paperwork had<br />
to be kept for six years. Given a recent<br />
office move, this meant the team faced<br />
more and more space being dedicated<br />
simply to the storage of physical<br />
documents in filing cabinets.<br />
Recognising the issue, the<br />
management team looked for a<br />
practical and user-friendly cloud-based<br />
solution and they found us at<br />
Filestream.<br />
We suggested a 40-user combined<br />
network and web version of File<br />
Stream 5 plus scanners to reduce this<br />
need to store physical paperwork and<br />
to reduce the need to physically<br />
transfer documents from one location<br />
to another.<br />
With this solution, appropriate staff<br />
could access essential documents via<br />
the cloud whenever they were required<br />
and where they were situated.<br />
This led to the outcome that was<br />
desired: the freeing up of valuable<br />
office space, more time for staff to<br />
spend on more productive tasks and<br />
also cost savings too.<br />
In <strong>2024</strong>, our cloud-based system will<br />
continue to enable businesses of all<br />
sizes to effectively manage their<br />
documentation in the most efficient<br />
and secure way possible, saving both<br />
time and money and enabling paperfree<br />
working. It improves efficiency<br />
and workflow and, most importantly,<br />
means our clients can be confident<br />
their data continues to be safe and<br />
secure.<br />
This last year has also seen us move<br />
into our own premises on the<br />
Wellington Business Park in<br />
Crowthorne in Berkshire which has<br />
been a big advantage to us for<br />
expansion and growth. Look out for<br />
more stories from us across the next<br />
12 months!<br />
More info:<br />
www.filestreamsystems.co.uk<br />
www.document-manager.com<br />
<strong>Jan</strong>uary/<strong>Feb</strong>ruary <strong>2024</strong><br />
@<strong>DM</strong>MagAndAwards<br />
29
Dm APPLICATION FOCUS: PROCUREMENT<br />
Buyer beware?<br />
Michelle Kermath, Head of Consultancy & Technical - ECM at Crown Records<br />
Management, breaks down the top five reasons to digitise the procurement process<br />
Procurement plays a vital role in<br />
keeping a business functioning. The<br />
buying team is not only responsible<br />
for acquiring the products and services<br />
an organisation needs to operate, but<br />
also for ensuring that spending is<br />
properly monitored.<br />
Currently, more than a third of<br />
organisations still rely on paper-based<br />
procurement that involves large amounts<br />
of manual processing<br />
(www.reutersevents.com/supplychain/tech<br />
nology/half-supply-chains-still-highlyreliant-manual-data-analysis).<br />
Copies of<br />
quotes and invoices must be shared with<br />
several team members, while suppliers<br />
need to be kept in the loop with phone<br />
calls and emails.<br />
This manual approach eats into your<br />
team's time and introduces room for<br />
errors to creep in. Many of these<br />
issues can be curtailed - and often<br />
completely removed - by instead<br />
moving to a digital system.<br />
Not only is a digital process faster<br />
than manual procurement, with<br />
research showing that digital<br />
procurement can slash the time<br />
spent on the procurement<br />
process by as much as 80%,<br />
the advantages it provides<br />
can also offer greater<br />
insights into spending<br />
and improve relations<br />
with suppliers.<br />
To explore this in<br />
more detail, we<br />
will look at five of<br />
the biggest<br />
reasons for<br />
digitising<br />
your<br />
procurement<br />
processes.<br />
1. Dispense with the paperwork<br />
Manual procurement involves a lot of<br />
paperwork and form-filling. It's been<br />
estimated that buyers spend as much as<br />
31% of their time on manual processes,<br />
representing a huge amount of time that<br />
purchasers could spend on more<br />
productive tasks.<br />
Moving the process to a digital<br />
platform can reduce these timeconsuming<br />
tasks to a handful of clicks.<br />
With efficient automation in place, it<br />
may not even require that. Documents<br />
can be dispatched to suppliers<br />
automatically, and approvals sent back to<br />
the relevant parties without the need for<br />
making phone calls or sending emails.<br />
2. Accelerate approvals<br />
According to the Chartered Institute of<br />
Procurement and Supply (CIPS), more<br />
than 90% of organisations eyeing<br />
digitalisation are primarily motivated by<br />
"decreased operational costs and<br />
increased efficiency". A move away from<br />
manually created contracts, RFPs, and<br />
other documents and toward an online<br />
platform can allow documents to be<br />
shared automatically throughout the<br />
approvals chain, cutting down on time<br />
spent waiting for sign-off.<br />
On top of this, an automated system<br />
can share information across the<br />
organisation without the need for<br />
employees to enter information<br />
manually. Several elements of the<br />
process can be handled automatically,<br />
allowing orders to quickly be placed<br />
and confirmed.<br />
Rapid approval doesn't just make life<br />
easier and more convenient for the<br />
employees making purchases, it can also<br />
help to boost the organisation's overall<br />
agility and responsiveness.<br />
30<br />
@<strong>DM</strong>MagAndAwards<br />
<strong>Jan</strong>uary/<strong>Feb</strong>ruary <strong>2024</strong><br />
www.document-manager.com
APPLICATION FOCUS: PROCUREMENT Dm<br />
"IT'S BEEN ESTIMATED THAT BUYERS SPEND AS MUCH AS 31% OF THEIR TIME ON MANUAL PROCESSES,<br />
REPRESENTING A HUGE AMOUNT OF TIME THAT PURCHASERS COULD SPEND ON MORE PRODUCTIVE TASKS.<br />
MOVING THE PROCESS TO A DIGITAL PLATFORM CAN REDUCE THESE TIME-CONSUMING TASKS TO A HANDFUL<br />
OF CLICKS. WITH EFFICIENT AUTOMATION IN PLACE, IT MAY NOT EVEN REQUIRE THAT. DOCUMENTS CAN BE<br />
DISPATCHED TO SUPPLIERS AUTOMATICALLY, AND APPROVALS SENT BACK TO THE RELEVANT PARTIES WITHOUT<br />
THE NEED FOR MAKING PHONE CALLS OR SENDING EMAILS."<br />
3. Eliminate errors<br />
Even the most highly skilled purchasing<br />
administrators aren't perfect and<br />
manually entered data can sometimes<br />
come with typos, missing information,<br />
or any number of minor mistakes.<br />
Researchers<br />
(www.datasciencecentral.com/automatio<br />
n-eliminates-expensive-data-entry-errors/)<br />
estimate that data entry errors in<br />
procurement and the supply chain cost<br />
businesses billions of dollars every year.<br />
A move to a digital procurement platform<br />
can reduce these errors, however.<br />
Documents can be automatically<br />
populated with the correct figures and<br />
information, without the risk of an errant<br />
keyboard stroke causing unnecessary<br />
delays. Digital procurement systems<br />
ensure that the system data is consistent<br />
and that all the necessary information is<br />
where it needs to be.<br />
4. Surface data<br />
The procurement process generates a<br />
vast amount of data, ranging from<br />
spending figures to the time spent on<br />
negotiation and delivery. This data is an<br />
invaluable tool in an organisation's efforts<br />
to find savings, but a paper procurement<br />
process can mean that the information is<br />
difficult to access. Research company IHS<br />
Markit has found that 63% of supplychain<br />
professionals "lack the necessary<br />
data" to make cost-saving decisions.<br />
However, when procurement is moved<br />
to a digital system, all this information is<br />
only ever a handful of clicks away.<br />
Everything from spending trends to order<br />
histories can be surfaced without the<br />
need for data entry or searching through<br />
old spreadsheets. Reports that once<br />
needed to be manually generated can be<br />
provided automatically.<br />
Easy access to this information via<br />
intuitive and interactive user dashboards<br />
can help organisations make sense of<br />
their spending and plan the most<br />
efficient way to purchase.<br />
5. Keep suppliers informed<br />
Maintaining positive relationships with<br />
suppliers is a key part of the procurement<br />
process, and this involves keeping them<br />
in the loop at all times. Suppliers want to<br />
know where your latest purchase stands<br />
in the approvals process, whether to<br />
expect more orders and when they're<br />
going to be paid.<br />
According to a survey carried out by<br />
supplier experience company HCIX, the<br />
top issue standing between suppliers and<br />
organisations is the time needed to<br />
resolve queries. Traditionally, this involves<br />
multiple phone calls and voicemails<br />
between suppliers and buyers.<br />
Organisations with a digital procurement<br />
process can automatically share<br />
information with their suppliers to reduce<br />
the strain and increase visibility into the<br />
process. Both supplier and procurer can<br />
easily stay up to date on the purchase<br />
status, and easily share information in the<br />
event of delays or other potential pitfalls.<br />
DIGITISATION: THE RIGHT MOVE<br />
Efficiency and accuracy lie at the heart of<br />
the procurement process, and both are<br />
aided by a move towards digitisation<br />
and automation.<br />
Embracing the ability to automate<br />
common procedures allows the<br />
procurement team to spend more time<br />
innovating and finding fresh ways to<br />
create value for the organisation, which is<br />
made easier by the ability to quickly<br />
access spending data.<br />
More info: www.crownrms.com/uk/<br />
www.document-manager.com<br />
<strong>Jan</strong>uary/<strong>Feb</strong>ruary <strong>2024</strong><br />
@<strong>DM</strong>MagAndAwards<br />
31
Dm STRATEGY: DATA MANAGEMENT<br />
Data management crucial to AI/HPC strategies<br />
Marco Pozzoni, EMEA<br />
Storage Sales Director at<br />
Lenovo, examines how<br />
data management is<br />
enabling organisations to<br />
reap the benefits of AI<br />
Every organisation today lives and<br />
breathes data, and the pressure to<br />
unlock value from this resource is<br />
growing with each passing year. By 2025,<br />
the world will produce 181 zettabytes of<br />
data each year, with online consumption<br />
having increased a staggering 30 percent<br />
in the past year.<br />
For business leaders, the challenge they<br />
face is more complex than simply<br />
keeping control of the data constantly<br />
being harvested from everything from IoT<br />
devices to medical scans: it's the ability to<br />
sift through this tide of information for<br />
useful insights at speed. Successful<br />
business leaders will be those who can<br />
act quickly to eliminate data silos,<br />
deploying technologies such as AI and<br />
machine learning at the edge to turn this<br />
data into business value in real time.<br />
Data management is increasingly<br />
important in allowing business leaders to<br />
monetise data at speed, bringing<br />
together data from the cloud, onpremises<br />
machines and at the edge, and<br />
enabling business leaders to run AI<br />
workloads. It's also powering innovative<br />
research around the world, helping<br />
unravel some of the thorniest issues<br />
facing the human race. Data<br />
management, high-performance<br />
computing and artificial intelligence are<br />
coming together to enable a new<br />
breed of data-driven start-up which<br />
is helping to break down<br />
boundaries in emerging fields<br />
such as personalised medicine.<br />
Choosing the right data<br />
management and storage<br />
solutions has become<br />
increasingly important for<br />
businesses looking to<br />
reap the benefits of<br />
technologies such as<br />
HPC and AI, with<br />
the right solutions<br />
offering the<br />
simplicity, speed<br />
and security which<br />
can enable business<br />
leaders to forge fearlessly into the future.<br />
UNRAVELLING COMPLEXITY<br />
The data management landscape which<br />
most companies face has become<br />
incredibly complex, with data coming<br />
from everything from cameras in<br />
warehouses to customer relationship<br />
management (CRM) systems, and existing<br />
across cloud and on-premises systems.<br />
Business leaders also need to consider<br />
the security of customer data. Despite<br />
crackdowns by law enforcement in<br />
Europe and the U.S., ransomware levels<br />
have hit all-time highs in 2023, with 81%<br />
of organisations saying they have been<br />
affected at least once, according to<br />
SpyCloud. The ability to secure data, and<br />
defend against ransomware attacks, is<br />
increasingly important.<br />
Simplicity is key to securely extracting<br />
value from data. Customers require data<br />
management solutions which are<br />
interoperable, so that vital insights are not<br />
marooned in siloed systems or left<br />
vulnerable. It's important to find solutions<br />
that combine the simplicity and flexibility<br />
of cloud with the security and high<br />
performance of on-premises solutions.<br />
Storage is becoming an increasingly<br />
important consideration for business<br />
leaders, having grown from being an<br />
afterthought in the world of IT to being<br />
an essential part of company<br />
infrastructure. As the data generated by<br />
businesses continues to grow, IT leaders<br />
need to ensure they choose the right<br />
storage technologies.<br />
Standard hard disks are increasingly too<br />
slow to deliver the performance required,<br />
particularly when it comes to deploying<br />
AI workloads at the edge. Flash solutions<br />
can offer customers a rapid way to<br />
deploy AI. Lenovo's solution includes<br />
storage based on software-defined<br />
storage principles. This concept enables<br />
customers with data-hungry AI<br />
workloads to scale up storage capacity<br />
without sacrificing performance. Such<br />
solutions will continue to grow in<br />
32 <strong>Jan</strong>uary/<strong>Feb</strong>ruary <strong>2024</strong> www.document-manager.com<br />
@<strong>DM</strong>MagAndAwards
RICOH<br />
Scanning<br />
Solutions<br />
S1100i<br />
iX100 – Ideal for<br />
iX100 – Ideal for<br />
community workers<br />
community workers<br />
S1100i<br />
* iX1300 – Premium<br />
personal desktop<br />
scanner<br />
S1300i<br />
* iX1400 iX1500/iX1600 – Beautifully – Intuitive<br />
simple, effortlessly<br />
scanning at your<br />
efficient fingertips<br />
fi-65F<br />
fi-800R– Great for<br />
customer facing ID capture<br />
fi Series<br />
fi-8040 – Market-leading image<br />
quality, versatile connectivity<br />
and an intuitive user experience<br />
Network Scanner<br />
fi-65F – Great for<br />
customer facing<br />
ID capture<br />
N7100E – Information<br />
sharing made easy<br />
fi-7030 – Ideal<br />
for GP surgeries<br />
fi-800R<br />
fi-7160 – Best selling<br />
scanner in the NHS<br />
fi-8150 – Redefines<br />
Business Scanning<br />
fi-7300NX – Web based<br />
document capture and<br />
network scanning<br />
fi Series<br />
N7100 – Information<br />
sharing made easy<br />
N7100 – Information SP-1120N / SP-1125N/<br />
SP-1120N/SP-1125N/<br />
fi-7260 / fi-7280<br />
fi-7140 – Document<br />
SV600 – Perfect sharing made easy<br />
* iX1600 – Intuitive SP-1130N<br />
management at it’s best fi-7460 / fi-7480scanning fi-7600 at your – A local<br />
SP-1130N<br />
fi-65F – Great for for the classroom<br />
government<br />
customer facing<br />
fingertips workhorse<br />
ID capture<br />
fi-7300NX – Web based document<br />
capture and network scanning<br />
SP Series<br />
fi-8170/fi-8190 –<br />
Reduced power consumption<br />
fi-7030 – Ideal<br />
for NEW GP surgeries<br />
fi-800R<br />
SP-1120N / SP-1125N/<br />
SP-1130N<br />
S1100i<br />
fi-7800/ fi-7900 – Ideal<br />
for heavy duty scanning<br />
environments<br />
iX100 – Ideal for<br />
community workers<br />
SP Series<br />
Day to day budget<br />
conscious scanning<br />
fi-8270/fi-8290 –<br />
Industry leading OCR<br />
accuracy rates<br />
fi-7160 – Best selling<br />
scanner in the NHS<br />
Fujitsu’s best-in-class scanner driver and document capturing software<br />
fi-8820/fi-8930/fi-8950 –<br />
Impressive performance,<br />
reliability and usability<br />
fi Series<br />
fi-7260 / fi-7280<br />
fi-7300NX – Web based document<br />
capture and network scanning<br />
fi-7800/fi-7900 – Ideal for<br />
heavy duty scanning<br />
environments<br />
SV600 – Perfect<br />
for the classroom<br />
fi-7700 fi-7140 – Document<br />
management at it’s best<br />
fi-7460/fi-7480<br />
fi-7800/ fi-7900 – Ideal<br />
for heavy duty scanning<br />
environments<br />
fi-7700<br />
For more information please email us at<br />
scannersales@uk.fujitsu.com or visit emea.fujitsu.com/scanners<br />
Fujitsu’s best-in-class scanner driver and document captur<br />
* End users can claim a free Leitz ® shredder with every purchase<br />
Streamlining processes, delivering Organisational Intelligence<br />
• Automate capture routines; scan, extract and release all at the touch of a button<br />
• Streamline operations by integrating captured data into business workflows<br />
S1300i<br />
SP Ser<br />
Day to day b<br />
conscious sca<br />
fi-7460<br />
For more information please email us at<br />
scannersales@uk.fujitsu.com or visit emea.fujitsu.com<br />
• Easily create searchable PDF‘s, or editable Word, Excel and PowerPoint files<br />
• Optimise scanning architecture - use any scanner from any PC<br />
www.pfu-emea.ricoh.com<br />
PaperStream IP<br />
A scanner driver that cleans and<br />
optimises image files for faster,<br />
lower-cost access and storage.<br />
PaperStream Capture<br />
Streamlines and automates capture<br />
into workflows.<br />
PaperStream ClickScan<br />
Ad-hoc scanning with a single touch<br />
PaperStream NX Manager<br />
For centralised, server-based capture.
Dm STRATEGY: DATA MANAGEMENT<br />
"FOR BUSINESS LEADERS, THE CHALLENGE THEY FACE IS MORE COMPLEX THAN SIMPLY KEEPING CONTROL OF<br />
THE DATA CONSTANTLY BEING HARVESTED FROM EVERYTHING FROM IOT DEVICES TO MEDICAL SCANS: IT'S THE<br />
ABILITY TO SIFT THROUGH THIS TIDE OF INFORMATION FOR USEFUL INSIGHTS AT SPEED. SUCCESSFUL BUSINESS<br />
LEADERS WILL BE THOSE WHO CAN ACT QUICKLY TO ELIMINATE DATA SILOS, DEPLOYING TECHNOLOGIES SUCH<br />
AS AI AND MACHINE LEARNING AT THE EDGE TO TURN THIS DATA INTO BUSINESS VALUE IN REAL TIME."<br />
importance in the coming years.<br />
A GAME-CHANGER FOR DATA<br />
MANAGEMENT<br />
Bringing AI to the data is increasingly<br />
vital for business leaders, enabling them<br />
to put data to work immediately. This<br />
difference is crucial: think of a video<br />
camera (to take one example),<br />
monitoring a stock room. In previous<br />
decades, the information would have<br />
been accessible to review on the<br />
camera, or would have been sent to a<br />
data centre for processing. By bringing<br />
AI to the edge, or even to the camera<br />
itself, decisions regarding re-stocking<br />
(for example) can be made instantly,<br />
helping business leaders to make the<br />
right decisions to boost the bottom line.<br />
The right storage solution enables<br />
business leaders to bring cutting-edge<br />
AI capabilities to the source of their<br />
data, enabling the sort of rapid-fire<br />
decisions which keep businesses ahead<br />
of the competition. Effective data<br />
management can deliver insights which<br />
enable business leaders to deploy new<br />
services quickly, scale existing services,<br />
and even lead to new business streams<br />
or whole new business models.<br />
To enable this, business leaders need<br />
the right technology, and require IT<br />
teams to work closely with the rest of<br />
the business, ensuring that data is<br />
ingested promptly, AI is deployed<br />
rapidly, and that business users receive<br />
the insights they need.<br />
POWERING BREAKTHROUGHS<br />
Powerful data management solutions<br />
are enabling new ways to harvest<br />
insights which can change businesses,<br />
and even change the world. Biotech<br />
start-up Novo Genomics is harnessing<br />
AI to unravel the mysteries of human<br />
genes via genomics, a field of biology<br />
focused on unravelling the human<br />
genome (the complete set of human<br />
DNA). Genomics provides us with a<br />
more in-depth understanding of the<br />
root causes of illness and infectious<br />
diseases, helping to shift towards a<br />
new era of medicine. Many of the<br />
innovations powering today's cuttingedge<br />
genomics would have been<br />
almost unimaginable 10 years ago, and<br />
rely on industry leading data<br />
management solutions.<br />
Novo Genomics is harnessing the<br />
power of AI and data management to<br />
develop personalised treatments<br />
through genomics and multi-omics, not<br />
just for humans but also for animals<br />
and plants (agrigenomics) as well.<br />
Doing so involves harnessing and<br />
processing vast amounts of data, as the<br />
researchers perform genomics<br />
sequences for entire populations. The<br />
huge volume of data is managed<br />
through two Lenovo Genomics<br />
Optimisation and Scalability Tool<br />
(GOAST) nodes, which can process a<br />
batch of 32 exomes (a specific part of<br />
the genome) in parallel in as little as<br />
three hours.<br />
The solution allows Novo Genomics to<br />
analyse an entire human genome in less<br />
than an hour. To put this achievement<br />
in context, doing so took up to 150<br />
hours just a few years ago. Accelerating<br />
genome sequencing to this level could<br />
unlock a future of precision medicine,<br />
personalised to the individual, where<br />
genomic analysis is paired with data<br />
from edge devices including wearables<br />
to deliver personalised prescriptions and<br />
treatments, tailored to the individual's<br />
specific needs and genetic make-up.<br />
Data management enables powerful<br />
combinations of HPC and artificial<br />
intelligence and machine learning,<br />
which are opening new frontiers of<br />
discovery around the world, and<br />
enabling humanity to deal with the 'big'<br />
questions from incurable diseases to<br />
climate change.<br />
WHY DATA MANAGEMENT<br />
MATTERS<br />
For any business, data management and<br />
storage will grow in importance in the<br />
coming years, as it becomes ever more<br />
crucial to be able to take advantage of<br />
data in real time. Deploying AI at the<br />
edge will become a key differentiator for<br />
forward-thinking businesses, as will the<br />
ability to navigate this increasingly<br />
complex data landscape while keeping<br />
customer data secure. Data<br />
requirements never shrink: they always<br />
grow. Business leaders must be able to<br />
guarantee to their users that this vital<br />
data is available quickly to employees<br />
and applications across the business.<br />
Cutting-edge storage solutions can<br />
help business leaders to cut through<br />
their data, eliminate siloed ways of<br />
working, and empower them to find<br />
business insights from edge to cloud.<br />
Storage and data management are<br />
growing in importance in the IT<br />
landscape, becoming something that<br />
will be central to powering the world's<br />
most innovative businesses. Effective<br />
data management will also spark<br />
breakthroughs in fields such as<br />
precision medicine that could redefine<br />
the future of humanity.<br />
More info: www.lenovo.com<br />
34 <strong>Jan</strong>uary/<strong>Feb</strong>ruary <strong>2024</strong> www.document-manager.com<br />
@<strong>DM</strong>MagAndAwards
IM Tech Summit<br />
Europe <strong>2024</strong><br />
Brought to you by<br />
15th May <strong>2024</strong><br />
DoubleTree by Hilton Brighton Metropole (UK)<br />
#IMTECH24<br />
Explore the potential of Microsoft 365 through an Information<br />
Governance lens at our brand-new global event.<br />
Bringing together Information Governance professionals with leading technology experts<br />
from across the globe - hear from Microsoft specialists, enrich your knowledge and<br />
strengthen connections.<br />
Keynote speakers include<br />
Andrew Warland<br />
Senior Consultant,<br />
Andrew Warland<br />
Consulting<br />
Atle Skjekkeland CEO<br />
Infotechtion<br />
Erica Toelle<br />
Microsoft Purview Data<br />
Lifecycle Management &<br />
Records Management<br />
specialist, Microsoft<br />
Joanne C Klein<br />
Microsoft 365 Advanced<br />
Security and Compliance<br />
Specialist<br />
Key themes include<br />
Managing the<br />
Content Lifecycle<br />
AI in M365<br />
Data Security<br />
For more information, to register or enquire<br />
about sponsorship opportunities, please visit:<br />
imtech365summit.com
FULLY INTEGRATED DIGITAL<br />
DOCUMENT MANAGEMENT<br />
FROM RICOH, DOCUMENT LOGISTIX AND LEMMANA<br />
… POWERED BY ARTIFICIAL INTELLIGENCE.<br />
AUTOMATION<br />
TO MAKE<br />
WORKING<br />
LIVES BETTER!<br />
BOOK A DEMONSTRATION<br />
WWW.DOCUMENT-LOGISTIX.COM 01908 366 388 INFO@DOCUMENT-LOGISTIX.COM