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January/February 2008

Issue 48

greensheetmedia.com

Lo ★ Br oki Pr itis ng od h b uc Lib ac t r ra k & ev ry ie fe ahe w at a s ur d e

Co Or mp of de li r an Ch o c ao ut e. .. s?

The foremost authority on the Information Management industry, the Green Sheet provides news, views and technical reviews from around the world


in this issue

A glance ahead to 2008 Coincidentally, two of the features in this issue gel together rather well. Looking back at the past few years one of the most powerful influences on the Document Management industry has been the need to comply with all the latest legislation. Tim Nixon - Editor Each January we look back over the past year and try to foresee what is likely to occur in the future. This is a feature that is usually put together by our US editor, Mitch Badler, but unfortunately he has not been enjoying the best of health lately, so I have tried to put it together myself. We wish him well.

Directory

to me, Gerald Baker at ggbaker@ctv.es or John Possibly the biggest single Baker to ensure your change will be on the Green presence. Sheet Directory as it is going international. This means Magazine that any company anywhere The magazine has already in the world involved in the changed quite radically over Management of Information the past couple of years, but will be entitled to a free entry there is still more to come. in the Directory. From March 2008 onwards This will create the most the main contact will be John Looking ahead, 2008 looks comprehensive directory of Baker as I will be taking early like being a year of yet more suppliers/manufacturesers in retirement at the end of change for Green Sheet our trade on the planet. Be February. part of it! Email your details MEDIA products.

JAN/FEB

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2007 - 2008

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Compliance

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British Library

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Product Reviews

Magazine Advertising Rate Card 2007 (Hard Copy & PDF) Double Page Spread Outside Cover Inside Cover Full Page Half Page Third Page Quarter Page Eighth Page Large Banner Small Banner Per SCC

Type Area (H x W mm) 275 x 400 275 x 190 275 x 190 275 x 190 138 x 190 or 275 x 93 90 x 190 or 275 x 63 138 x 93 or 69 x 190 69 x 93 or 93 x 69 24 x 190 12 x 190 10 x 60

Cost (GBP) £1200.00 £ 800.00 £ 750.00 £ 650.00 £ 400.00 £ 325.00 £ 250.00 £ 150.00 £ 115.00 £ 75.00 £ 27.00

Cost (US$) $2340.00 $1560.00 $1463.00 $1268.00 $ 780.00 $ 634.00 $ 488.00 $ 293.00 $ 224.00 $ 146.00 $ 53.00

Discounts for multiple insertions on same order - 5% for 2x, 10% for 3x and 20% for 6x issues (Whole year) Additional Discounts - Agency, 10% and Pre-payment, 15%.

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Bureau Investment

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Trade News

Other advertising options available. i.e. Mailer cover, insert, cover cards, etc. Please Email/Call for details & quote. For GSM Online and GSM Directory Advertising please see www.greensheetmedia.com/advertising.htm Green Sheet Magazine is published by Green Sheet MEDIA, and is registered with the UK Post Office as a newspaper. ISSN 1476-3842 Printed by Stones the Printers, of Banbury (UK) www.stonestheprinters.co.uk, on to 100gsm Regency paper stock, by a Heidelberg 10 colour Speedmaster. www.uk.heidelberg.com

No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form by any means, electronic, mechanical, photocopying, scanning, recording or otherwise without the express permission of the publishers Green Sheet MEDIA. All material © Green Sheet MEDIA 2007 (except where otherwise indicated)

Look out for . . . 3 - Editor’s Comments 18 - Formscan 28 - AIIM Preview

Green Sheet MEDIA • South Lodge • Stradbroke Road • Fressingfield • IP21 5PP • UK Tel: +44 (0)24 7638 2328 Fax: +44 (0)24 7638 2319 Email: gsinfo@greensheetmedia.com Web: www.greensheetmedia.com

28 - CeBIT Preview 30 - Tale Piece

ADVERTISERS’ INDEX Box No. 022 (Recruitment) . . . . . . . . . . . . . . . . . . . . . .29 CC Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2 e-image Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .27 Fujitsu Europe . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15 Genus Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9 IBML . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29 MISL . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19

MicroVue . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .24 nextScan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7 OITUK . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11 Scanning Resources . . . . . . . . . . . . . . . . . . . . . . . . . . .12 Solar Imaging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29 Wicks & Wilson . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32

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As we, at the Green Sheet, do at the beginning of each year, we have solicited the opinions of some of the industry’s “Movers and Shakers” on the state of imaging trchnology. In order prompt the sort of information we were looking for I posed the following 3 questions:1) What do you see as the most significant events of 2007? 2) What do you see ahead that will affect the imaging business and its various segments in 2008? 3) What type of information management systems and technologies do you foresee? There follows some interesting observations, in no particular order.

Industry has been waiting for many years for a robust solution to long term electronic storage of office and other documents. ISO 19005 gives a solution to the file format longevity issues, reducing the need for future wholesale format conversions and assisting with legal admissibility challenges. Software tools are now available to take advantage of this technology. With increasing quantities of information being archived in an electronic form, pressure on IT systems to provide reliable (24/7) access to authentic information will mount. Current national press exposure of security issues with personal data will result in improvements in compliance with the Data Protection Act. Imaging systems will need to upgrade their security measures to deal with these compliance issues. In particular, the ability to remove information from systems for which there is no longer a business need will become a normal requirement. Some organisations will begin to address the need for off-line preservation of documents – where long retention periods are required, but frequent access is not a business need. The need to store information away from their computer systems will result in third party bureau services offering this functionality. Long term storage (>100 years) combined with “almost never” access requirements will lead to an increasing use of microfilm

solutions – using direct write to film from the electronic document. The need for robust business continuity arrangements will also result in an increase in microfilm usage. One of the major inhibitors to the successful take up of information management systems are the users. Information management systems that easily integrate into the normal office environment without the user being aware will be improved. The ability to integrate e-mail with these systems (including more reliable auto-classification) will become the ‘norm’. Significant improvements will be made to search engines, enabling a gradual trend away from classification schemes and file plans to facilitate the location of information. The huge data stores of corporate e-mail will begin to be tackled, using improved ‘search and classify’ tools.

Alan Shipman, Director Group 5 Training Limited www.group5.co.uk

2007 - 2008

of business life are governed by data protection , perhaps senior management will finally wake up and be proactive about the system and service requirements that staff have been saying for many years were required. Suddenly budget requests for systems will progress and become available. The very same ideas put forward by staff, will suddenly become managements' idea and, because they are legally responsible, the money will appear from somewhere.

John Baker, Executive Editor, Green Sheet MEDIA www.greensheetmedia.com

Noticeable in 2007 was the willingness of organisations to embrace EDM & Workflow to create business efficiencies, a significant increase in uptake. Expect more mergers and takeovers within the market. Less competition but larger organisations – consolidation in the market. MOSS will change the way people approach projects in 2008 and will create a mixture of opportunity and confusion as MS SIs start to focus more on this market segment. In future organisations will not put up with 6 or 7 different/ disconnected systems within their business. The shared services model will be influential in the public sector.

The resounding success of shows and seminars is evidence (to me) that the entire IM industry is going through a burgeoning period of growth and consolidation. Every month there is news of technology, services, or innovation that closes the few gaps remaining in the entire document life cycle. Key to the UK was the announcement by the BSi that Malcolm Wilkes, Director there is a standard for CRM. Avanquest Solutions Now that so many aspects www.avanquest.co.uk

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In 2007 the UK witnessed a number of high profile national events that have significantly raised the importance for organisations to have a disaster recovery plan, improved data security policies and service levels and procedures to ensure business continuity. The floods that struck large parts of the UK in June affected over 7,000 businesses and highlighted the need for us all to have a disaster recovery plan in place, and specifically one which includes making sure essential paper documents are digitally backed up and stored off site. The Government’s widely publicised gaffe in November showed that it’s not just natural disaster that puts data at risk, but human error too, as personal details of 25 million families were lost in the post. The incident provided a stark reminder to businesses to enforce stringent data security policies and procedures. Predictions from IDC that content from different communication mediums (i.e. social networking sites, blackberries, smart phones) will increase six-fold by 2010 should mean that companies will have huge scope to improve the way they capture, manage and store data in future and regulatory activity should help drive this.

Colour Microfilm not only opens up the whole digital preservation market to scanned colour images but it starts the ball rolling in terms of microfilm being used as the digital preservation medium of choice. The standards already exist, it has been in general commercial use for over 40 years, you can scan microfilm in seconds and now you can archive any digital information to microfilm. The only step microfilm now needs to make is to become the new “magnetic tape” i.e microfilm becomes a machine readable media rather than just a superb storage medium for analogue images. When you scan microfilm, 100% of the machine readable code on the film needs to be translated. When this happens microfilm will see a reverse in its fortunes. The main driver for new sales will continue to be legislation. I hope the approaching down turn in the economy will have the normal effect of making organisations look at ways of reducing costs by investing in imaging and Document Management systems. As a very general rule our industry tends to do well in times of recession. Paul Negus, Managing Director, The Genus Group www.genusit.com

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Tracey Fielden, Head Marketing, Canon UK www.canon.co.uk

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The increase in the Life Expectancy of Colour Microfilm to 500 years and the introduction of new equipment capable of writing images to

Working primarily in the government sector, I see the increasing tightening of purse strings and the increasing focus on risk rather than just governance and compliance. There has been a growing awareness of the relationship between governance, risk and compliance (GRC) and an increasing number of solution suppliers addressing this lucrative but complex marketplace. The market is moving from managing risk as a transaction or compliance activity, to adding business value by improving operational decision making and strategic planning. Imaging of conventional paper and microfilm records will

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continue to be a healthy business for some years yet but, as we move to more electronic/web-based transactions the amount of original documents generated is likely to ease off, but I still don’t expect to see the paperless office in my lifetime! The biggest area of change is in the range of capture devices. There has been a huge growth in the use of an established technology - RFID tags – for library books and in logistics operations. We have also seen growth in chip based charge and access cards. Not to mention the multitude of CCTV cameras with number plate recognition. Even when we fill the car with fuel we are operating a computer. Expect to see more and more less obvious systems of data capture.

David Aspinall, Datum Solutions

in the forward progression of the imaging and capture marketplace for next year. I see the convergence of multiple digital formats such as digitally created documents, digitised paper and film, voice and video, all imported into and managed from one main information system.

Ernesto Pinal, VP Sales and Marketing, nextScan www.nextscan.com

The flow of industry consolidation, presumed to continue rapidly in ‘08. Economics (companies’ haves and havenots regarding technologies and capitalisation) is the facilitator bringing entities together. Small businesses of 1-20 staff adopting complete document management systems; affordable, easy-use automated hardware/software tandems reaching this previously overlooked market. Web-based document management for workflow with small business’s colleagues in any location. It’s recently become relevant, accessible and cost-effective for this category.

The evolution and dissemination of powerful internet search engines are making data in a digital format a necessity. The combination of data storage costs dropping every year and faster internet and transmission technologies is making the internet a heavy consumer of digital data. Data capture and image enhancement technologies have evolved and continue to evolve so that they are making the dissemination of data possible in a cost effective form. The advances in these capture technologies are allowing many to digitise information and make information available online. The risk of the economy Tim Nissen, Director slowing down too much next Marketing, DocuLex, Inc. year may be a prohibiting force www.doculex-usa.com

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Dorset County Council ensures remote site recovery with EVault Dorset County in the South West of the UK is renowned for its stunning coastline and beautiful countryside, captured in the works of writer Thomas Hardy. Local government in Dorset is divided into six district or borough councils, two unitary authorities - responsible for local government in the towns of Poole and Bournemouth - and the Dorset County Council. Dorset’s “...stunning coastline”

The Dorset CC provides education, social care and health services, highways management, trading standards, and local services such as libraries for all of Dorset. These require a significant level of administration, and Dorset CC also provides IT support to many of the satellite sites that are at the frontline of service delivery. Ready for Faster Recovery “Data volumes were increasing of course, but our two main problems were the time it was taking to back up to tape and the fact that many of our remote sites had their own tape backup

COMPLIANCE

systems but were often recording over the same tape every day - making recovery of information older than 24 hours impossible,” says Gary Phipps, ICT Analyst at Dorset County Council.

“The EVault technology was the deciding factor, and the online capability offered a very costeffective way of tackling the issuing of backing up data from our remote sites,” says Phipps.

At the time Dorset was relying on tape storage, and backup windows were becoming so large that they impinged on normal business activity. Remote sites relied on IT support and admin from Dorset County Council’s IT team based in Dorchester to some extent, but many had their own tape systems. Unfortunately, without Gary Phipps onsite IT support these tapes were not managed and “Added to this, TriSys has local changed regularly. offices and a strong track record “We wanted to move to a in data management solutions, centrally managed disk-to-disk and after considering many backup solution, both to options we felt the EVault improve our data management system was the best solution capabilities and processes, and for us.” also for long term cost reasons. Dorset, supported by TriSys Disk backup is faster and more and EVault, installed a vault cost-effective than tape storage (server) for storage of the data for what we required,” explains and the EVault InfoStage online Phipps. backup software at the Discovering the Value of Dorchester central offices. EVault Phipps continues: “Originally Dorset’s team considered we planned on putting 30 to 35 several options and as part of of our servers onto the EVault the process invited EVault InfoStage system to backup to partner TriSys a leading value- the vault, but it proved really added reseller specialising in successful. Now we have 67 on the system. storage management, in to servers Everything including mail meet them.

servers, Oracle servers, Notes and Excel files are being backed up using EVault InfoStage.” Rapid Recovery and Better Backups with EVault InfoStage With this increase in servers being backed up to disk using Evault InfoStage, a second vault has been installed at one of the County Council’s sites in the North of the county. Already between seven and seven-anda-half terabytes are stored on the larger vault using Evault InfoStage. Phipps concludes: “We are really pleased with the EVault solution, it has worked extremely well for us. Dorset County Council remote sites can be backed up quickly and their data is protected as we can now recover older data and we can do so very quickly. The overall cost-effectiveness of moving to a disk-based system and the increased level of automation offered by Evault InfoStage means that backup and recovery have been transformed into pretty straightforward activities, leaving us free to focus on delivering better services in other areas.” ■ Visit www.trisys.co.uk

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An Overview of WebSearch Security

WebSearch is a web-based, electronic document management system (DMS) that is part of the Archive Studio family of document acquisition, control and retrieval family of products offered by DocuLex. Modern regulatory and business needs have resulted in security becoming a primary consideration for modern DMS users. To address these needs a number of sophisticated security features have been incorporated into WebSearch. The purpose of this document is to relate the six fundamental principles of information security to the corresponding WebSearch security features, and to provide some detail into how WebSearch addresses these principles. The basic principles of modern administer their organization hierarchy similar to the day information security are: -specific settings, users, normal folder structures with ★ Authentication – confirming communities, security level which most computer users definitions, document status are familiar. In WebSearch the user’s identity before codes, etc. Site adminis these are known as virtual they can access the system. trators log into a single site folders. Documents retrieved ★ Confidentiality – protection admin login page, while by user searches may be from electronic eavesdroppers. members of individual added to the branches of the ★ Authorization – controlling organisations (including their organisation’s virtual folders who has access to administrators) log in to allow for quick access and documents managed by through a separate page. sharing among selected WebSearch, and how they ★ Users and communities in users. can operate on those ★ The SOAP interface and WebSearch documents. – WebSearch allows File Gateway ★ Non-repudiation – having individual users to be – all applications that the ability to know who has associated with one or more communicate with performed key operations communities. System WebSearch (including other within the system. permissions can be assigned Archive Studio applications ★ Integrity – the assurance not only at the user level, but such as Goby Monitor) do so that data is not tampered also at the community level. through a .NET SOAP with. interface. This interface ★ Availability – the assurance ★ Meta data and the role of provides a logical interface meta data in WebSearch that an IT system will be to WebSearch which has – WebSearch stores not only available any time or place much of the functionality as individual documents, but that it is needed. the web-based interface, associated meta data as well Before proceeding with a including the ability to (e.g. name, number, discussion of these basic search for an retrieve keywords, document date, principles the reader should individual documents. The document type, from, to, first be aware of some basic SOAP interface features the subject, etc). WebSearch WebSearch concepts: same authentication as the can process any meta data ★ Single install support for normal Web interface. Both that is associated within multiple organisations the SOAP and web documents entering the – WebSearch supports the interfaces utilised a system. ASP model – which is to say ★ Automatic organisation of common, master class for that a single install of the the storage and retrieval of documents into file rooms product can provide services documents, as well as the – WebSearch allows a valid for multiple organisations. enforcement of security administrator for an organisation These organisations can be policy. This class is the o define file rooms into which separate departments within WebSearch file gateway, and WebSearch automatically a large organisation, or it provides WebSearch users organizes documents for separate companies hosted with the assurance of quick access. These file by a third party service ironclad enforcement of rooms take the form of a tree provider. document access hierarchy that is organized ★ Separate logins for site restrictions. according to meta data. For admin and organizations example, one branch of the ★ Mandatory and Discretionary – Because a single Access Controls (MAC and file room may contain the WebSearch install can DAC) names of client, patient or service multiple clients there – Stated simply, discretionary vender, and branches within are necessarily two levels of access control means that each client may be defined administration. The site users can set the permissions for each document type, administrators have the for files they own, while activity date, etc. ability to manage site-wide mandatory access control ★ Organisation of documents resources such as clients, means that the system into virtual folders document libraries, etc, automatically enforces – WebSearch allows each while the administrators for security based on document organisation to define a individual clients can and user security levels. familiar tree-structured folder

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Most modern document management systems provide for discretionary access control but not for mandatory access control. WebSearch supports both concurrently. We will now discuss how the basic security principles are addressed within WebSearch and/or the environment in which it is installed. AUTHENTICATION WebSearch may be configured, on a site-wide basis, to support one of three authentication mechanisms: ★ Classic authentication – the user must explicitly log into WebSearch providing a login ID and password. ★ Active Directory authentication – users already logged into Windows and who belong to the WebSearch user group in Active Directory may link directly into WebSearch from a web link. If the user is not currently logged into the Active Directory domain, then (e.g. they are accessing the service from a remote location) they are presented by IIS with a Windows login prompt prior to successfully accessing the site. ★ x.509v2 Digital Certificate Authentication – users may configure WebSearch to accept browser-configured digital certificates from a specific certification authority. Receipt of a valid digital, un-revoked certificate for an enabled user account allows the user to access WebSearch without the need to explicitly log in. CONFIDENTIALITY The WebSearch site configuration file Settings.config must

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be configured to specify which TCP/IP port is allowed to access the service. In order to provide total assurance of confidentiality this parameter can be configured to constrain WebSearch to accepting connections from ports that utilise industry-accepted strong SSL encryption to assure the confidentiality of all data transferred to and from WebSearch. Additionally, WebSearch does not require that content under management be stored in folders that are directly accessible from the Web. This helps to eliminate the possibility that content can be accessed without being subject to WebSearch access controls. AUTHORISATION All documents maintained under WebSearch are owned by specific WebSearch users, who always has full access to the document. Additionally, each user and each document is associated with an organi-

sation-specific security level. When executing searches WebSearch only presents the user with those documents that are at the user’s security level or lower. This is mandatory access control. In addition to access control through security levels, WebSearch maintains an access control list (ACL) that allows other users and user communities to be granted permissions to read, write and/or delete documents (by the client administrator or the document owner). Documents presented to users must not only be validated against security levels, but also against the user’s access rights conveyed through the ACL. In addition to security at the document level, WebSearch also controls user access to virtual folders through the ACL. This means that document compilations may be separately secured and protected against unauthorised access.

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NON-REPUDIATION

system level such that only authorised users have access WebSearch maintains, within its to documents under storage. internal database, an audit trail of all critical actions taken by AVAILABILITY users while using the product. Availability of web-based This audit log can be queried services is typically controlled and purged by client adminisoutside the application level trators. This feature allows through such measures as WebSearch administrators to redundant servers and control know with confidence the of Internet domain name – to – history of operations (document address translations. retrievals, deletions, etc) performed by users on the CONCLUSION system. WebSearch has been designed from the ground up to meet the INTEGRITY security needs of the most The integrity of information demanding environments, and flowing between users and to incorporate security mechanisms WebSearch is assured by which are already widely configuring WebSearch, as accepted within government described in Section 2 , to and industry. As a result, it is accept only SSL-protected expected that WebSearch can, connections. Data that is secured and will, meet the security through SSL encryption cannot needs of any current legislation be tampered with in transit. or potential user base. ■ Additionally, WebSearch stores all documents it maintains in it’s Contact: DocuLex, Inc. own internal ‘staging directories’. Winter Haven, FL33881, USA These directories can be Tel: 863 297 3691 configured at the operating Fax: 863 297 5709

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How disk-to-disk backup saves time and money By Ray Ganong, Chief Technology Officer at EVault, Inc. Information technology (IT) administrators in small and medium-sized businesses (SMBs) face unrelenting data growth, as they work to ensure the availability of important applications such as accounting, document management and email. IT staff must also deal with shrinking windows of time to backup data, and recover quickly from a simple drive failure or a more catastrophic data loss. Today’s IT staffs also now have the added responsibility of adhering to more recent legislation governing the storage and access of electronic records. Laws like Gramm Leach Bliley Act (GLBA) and more recently, the Sarbanes-Oxley Act, are direct results of ensuring the integrity and privacy of electronic records. The GLBA mandates privacy requirements for companies that provide services to the financial services industry. SarbanesOxley, enacted in July 2002 and enforced by the federal Securities and Exchange commission (SEC), creates more corporate oversight and protects shareholders from future Enron and WorldComlike problems. Among its mandates, Sarbanes specifies how long certain records must be retained and sets penalties for destroying records (physical or electronic).

smallest doctors’ offices must comply with HIPAA),” said Peter Gerr, an analyst with Enterprise Storage Group, in a recent interview with Search Storage.com. “Compliance regulations already cross the boundaries between our corporate, government and personal lives. Wherever there is information, there will be a compliance regulation close behind to protect the security of or avoid the misuse of those valuable assets.”

4. Increasing rate of recovery failure – Every day in every organisation, business continuity is jeopardised by viruses, accidental data deletion, and data corruption (hardware or software). Systems grow more complex, increasing the likelihood of failure. Many users and system administrators have not implemented proper backup procedures and, as a result, spend too much time either restoring data or recreating While meeting compliance or data from scratch. headline-grabbing disasters tend to be credited for 5. IT department turnover and reductions – IT increased spending in business cost departments are under continuity, the truth remains that IT staffs must mitigate increasing pressure to reduce these difficult, everyday issues costs and achieve more results if they are going to maintain with static resources. They are also experiencing a higheroptimum business continuity. than-average rate of turnover These issues include: compared to other corporate 1. Shrinking backup windows disciplines. This combination of – This is caused by the prolif- factors creates a difficult eration of data-intensive, high- situation for IT management, availability applications such as forcing them to seek assistance Web-based services (email, from tools, utilities or third party order processing) and other services. applications now being required 6. Human error – At the end of to be available around-the- the day, IT staffs need to clock. mitigate human error, the most

2. Fast-growing data volumes – The amount of data being created and stored continues to be staggering. It is reality, not a trend. If the amount of data wasn’t growing so quickly, backup windows would not be an issue. These Web-based Heightened awareness around applications are generally the business continuity and likely culprits. regulatory compliance has 3. Lack of control over caused IT administrators to distributed systems – IT staff invest in a new or improved managing backup processes data protection and recovery for offsite offices frequently process. Industry analysts, must trust often untrained cowhile acknowledging parallels workers to conduct backup to the Y2K phenomenon, activities such as swapping out believe that compliance will and replacing tape media. This instead affect businesses of all lack of control and having sizes that collectively need to redundant hardware and implement data protection software components in policies that adhere to multiple offices as opposed to a oncoming regulations or face centralised backup process is substantial penalties. cost-prohibitive. Being unable “A key to understanding the to adequately monitor remote impact compliance will have is processes also makes it difficult seeing that it affects all to set up data protection industries [and] affects organi- processes required when sations large and small (the implementing a business biggest hospitals and the continuity plan.

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term retention of data placed on less expensive media. Typically, the information is stored offsite and is held for years if mandated to do so by regulations. If regulations apply, older data is deleted based on company policy and the media is rotated for re-use. When data access demands were not as high, backup and archive previously were one in the same. However, today data maintains different characteristics as it ages. For example, its corporate importance may be just as high once it ages a year or two, but access requirements may not be quite as high in terms of recall. Subsequently, companies need to evaluate and match the data protection technologies that best suit the needs of the company to access the data. Traditional data protection suited for today’s archive After 50 years, tape-based storage remains the traditional and most often used method to backup digital information. Diverse organisations use tape as a stable means to ensure they have complete and portable copies of their data. Tape drives, much like magnetic hard drives, have continued to make consistent advancements in access speeds, capacity and smaller footprints.

common cause of data loss within an organisation. Whether it’s accidentally deleting an email or file or overfilling a disk drive that caused a server crash, these are daily occurrences, and data Tape plays an important role at protection methods and the end of a data lifecycle in schemes must take this into storing information not account. requiring frequent access. It As companies consider the would not cause significant data protection portion of its problems to the organisation if business continuity it took several hours or days to programme, IT staff and their restore this type of data. Tape is managers with budgetary optimally utilised as a costauthority must streamline effective way to archive data processes that contribute to that still needs to be retained human error and challenges just for corporate or regulatory laid forth. purposes. IT staff can also leverage its portability Data stages emerge advantages where they can Compliance has also brought to store archives at a secure, offlight the difference between the site facility. backup and archive of data, Disk-to-disk backup and the varying characteristics approaches that these data stages typify. Simply put, backup ensures a Industry analysts have longed readily available data copy is predicted the fall of disk prices available for rapid restore, if as an economic driver to move necessary. Archive is a long- away from traditional, tapeVisit the GSM Directory at www.greensheetmedia.com/directory


based backup. However, a more wide-scale convergence of regulatory and economic drivers and technical innovations have made companies consider implementing disk-based, online data protection and recovery solutions. While traditional backup’s merits are rooted in low costs and portability, its downsides do not play well for companies looking to streamline process and deliver must faster recovery of information. ★ Backup Speed - Because tape uses a linear recording format it takes more time to write backup data vs. disk. Tradi- tional tape backup strategies including full, incremental and differential methods that require significant bandwidth to meet short backup windows. ★ Ability to audit backup With distributed systems, it is difficult to verify that tapes are properly written to each daily backup. intervention for Without manual

backup appliances have certainly taken an admirable step toward differentiating the differences between backup and archive. They can provide more immediate recovery than tape, yet provide a smooth transition to tape once the data ages and is not accessed as often. Software-Centric Disk

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Disk-to-

Utilising tape devices or backup appliances requires a mandatory hardware investment to ensure effective data lifecycle management. However, well-established software architectures are available that can offer up disk’s inherent benefits, but still leverage a user’s existing infrastructure. Disk-based data protection and recovery software refers to the movement of electronic data over private or public communication lines from a local (primary) storage device to a remote (secondary) storage device for the purpose of being able to restore the data in the event the primary copy is lost. Disk-based backup

★ Manual safety -

intervention, backup tapes before migrating to tape-based remain in the tape drive, leaving technology in due time. the data vulnerable to physical Backup Appliances events. In the past 18 months, storage ★ Verification of backup data vendors have introduced - Most people do not turn on backup appliances to the the option to “verify after write” marketplace. These appliances on their tape drives because specifically offer a near-line this adds 30-50 percent to the storage option for companies time required to complete the that have more immediate backup process. recovery requirements and may ★ 24x7 access to data for already have a tape-based recovery - If tapes are removed storage system in place. from the drives to be sent offsite Backup appliances leverage backup and (the recommended method), disk-based there is a significant delay in recovery speeds and in some those tapes returning for cases utilise content-addressed storage (CAS) which, instead of recovery purposes. employing a centralised index For these reasons, disk-based or database to find files, backup is designed specifically identifies each file with a for those companies who content address to directly require immediate recovery of locate the file. lost or deleted information, yet don’t have a lot of time to deal Backup appliances provide disk with the processes associated drive speed and faster, randomwith tape. Beyond its perceived access capability; however, higher cost, disk-based backup many of the devices have the has its own barriers to gaining inherent limitations of tape acceptance, however some backup, such as having to technology developments have conduct full and incremental brought viability to the medium cycles every week. Ultimately, as a primary method to this can result in more data to protecting data that needs manage and then migrate. more immediate recovery From a technology perspective,

Isn’t it time you found out about

OIT UK’s Total Solution for Content Management? The C-Cube solutions from OITUK, based on the award-winning software from Optical Image Technology Inc., have been installed in the UK since 1995. We have provided many solutions ranging from small departmental systems to enterprise-wide systems with full electronic document management (EDM) and workflow. The C-Cube solutions are installed across several industry sectors including finance, local government and health.

OITUK provides: Migration to web-based and portal based business Improvement and enhancement to current business streams Scalability to address corporate/enterprise information needs Electronic Forms Processing Compliance with legislation

The product suite to meet all aspects of Enterprise with: Assured service levels Operational efficiency Standardisation

Our implementation approach is to develop close partnerships with customers to design, install and support integrated EDM and workflow. Costsaving and revenue-enhancing technologies make information more manageable, people more productive and organisations more successful.

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User benefits include: Dramatic cost savings, Increased productivity, Disaster recovery, Increased audit and control, Reduced reliance on paper handling Process efficiencies

Hammond Close • Nuneaton • Warwickshire • CV11 6RY • U.K. Telephone (024) 7625 4940 • Facsimile (024) 7638 2319 E-mail sales@oituk.com • Web-Site www.oituk.com

COMPLIANCE


12

Disk-to-disk backup (continued)

software is provisioned in two independent platform that can ways: operate on a commodity RAID device. 1) As an online data protection and recovery service offered by Efficient an outsourced provider; or Online data protection and 2) Sold as a suite of products recovery software can efficiently enabling a customer to manage backup and restore data without their own internal data simply mirroring the data from protection and recovery one device to another. Innovative process. delta-block, adaptive differUtilising software that facilitates encing and other related disk-to-disk data protection and scanning techniques enable only recovery continues to build changed blocks of data to be momentum as technologies backed up, encrypted and mature and business conditions moved to hard disk for of the enterprise permeate into protection. Specialised, deltathe SMB space. Managing processing techniques result in growing data volumes across minimal data travelling across distributed sites have made IT the network to effectively staff more closely consider the recreate a full backup of the economic viability of leveraging protected data. The best can hard drives for the following recreate a full backup by transmitting as little as one to reasons: two percent of the total Streamlined Process uncompressed data across the Limited IT resources mean communication line each night. SMBs do not want to manage a For example, if the client’s server 100GB of storage cumbersome data backup and has migration process with multiple designated for backup each vendors. Automated, online data night, then the amount of data protection and recovery transferred is typically 2GB or software enables IT adminis- less. If that data were trators to set up policies that transmitted over a network with bandwidth of eliminate manual processes available associated with tape-based 1.5MB/sec (offered by a T1 or backup such as swapping tapes DSL type connection) then the for backups and having to backup window would be less retrieve them in a restore than two hours on a typical situation. Innovative back-end night. Using these techniques architectures built into online puts less data on the backup backup solutions today allow devices, which also enable more data from servers running retentions of the individual multiple OS to backup to and backup in a smaller storage restore from a system- footprint. Cost-Effective The efficiency of having physically less data backed up to a device equates to having to buy capacity less frequently. By leveraging private or public communication lines, each remote site or office for an SMB does not have to buy their own backup device and the backup data can be centrally managed. This advantage also holds true for SMBs

COMPLIANCE

considering backup appliances; however, this may require a mandatory hardware investment. IT staff, by deploying an online data protection and recovery solution instead of tape for its primary backup, will also see considerable cost savings by not spending as much time on backup administration, offsite storage, emergency retrieval costs and tape inventory. Resource Centralisation By leveraging the Internet, online, disk-to-disk backup affords companies the luxury of automating and centralising their backup tasks. Instead of assigning a tape drive or more to each remotely installed server, software agents can be installed on these devices and the backed up data can be sent to a central storage device. This technique alleviates reliance on remote staff and removes the possibility of human error being the cause for information not being protected properly. The dollars and sense of diskbased data protection

Hard Costs ★ Off-site administration ★ Tape handling and labelling ★ Backup monitoring and troubleshooting ★ Off-site costs of tapes and storage charges ★ Additional emergency recall service charges ★ Software license and maintenance costs are a constant per year for tape backup software. ★ Maintenance of tape drives are continually being improved so people want the latest technology for speed and reliability. Soft Cost ★ Cost of remote staff conducting or managing backup tasks Disk-based backup technologies historically have been designed so that companies do not have to have as much manual intervention and have to pay for services such as tape handling and restoration. With manpower costs often exceeding those of equipment, organisations need to consider technologies that streamline backup processes that cost-effectively manage capital expenditures.

When a company is considering a disk-to-disk backup software solution, an IT manager must look at the costs to make the business case. The costs incurred by companies for the Conclusion backup task will vary depending on an organisation’s unique The IT staff, or in many cases, the IT person, faces many environment. daunting issues as they struggle Depending on the soft cost to ensure that the company’s savings that a company can data is reliably managed, backed attribute to an online backup up and retrievable. Whether it’s solution, it is typical for a dealing with compliance company to save significant mandates or inefficient backup dollars using online data processes, companies of all protection while improving the sizes need to take a personal level of service for the data inventory of data backup issues protection function. By referring being experienced and evaluate to the detailed assumptions new approaches. below for the business case, one can generate their own Disk-to-disk backup has arrived customised business case by as a cost-effective option that substituting numbers based on can replace or complement traditional backup methods. Its local factors. If a company is using traditional ability to centralise and manage processes bring backup methods, before backup significant cost-saving opportuevaluating any disk-to-disk solution, they should determine nities by reducing redundant the costs and evaluate the equipment procurement and efficiency of the following hard lowering manpower costs. ■ and soft costs: Visit the GSM Directory at www.greensheetmedia.com/directory


13

The Enterprise Document Lifecycle:

Integration from Data to Delivery By Jeff Mills, Managing Director Xenos EMEA

Just a few years ago our expectations of customer-facing business critical documents were far different than today. The typically batch-driven process involved merging pre-formatted data with a document template that could handle a basic level of customisation, then sending the file to a fulfilment house for printing and postal distribution. A change to the template would often mean waiting weeks or even months as it moved slowly up the ‘to do’ list of the IT department - hardly a personalised document and certainly not real-time. In today’s highly competitive environment, more is expected from those we do business with, making the capture and retention of customers a challenge for any organisation, but especially in financial services and insurance. If a supplier doesn’t answer their telephone we will immediately try their mobile and when we send an email we expect an instant and informed reply. We are happy to embrace customer self-service, but if we can’t access our statement when and how we want, or get the information we require then we will quickly look elsewhere. Reduce total cost of ownership and make it personal Never has document management had such a key role to play in the fortunes of the business. Consequently the pressure has never been greater to rise to the occasion. However, for the vast majority of businesses there is a constant pressure to reduce operating costs across the enterprise, while speeding up the way tasks are accomplished. There are also increasing competitive pressures to improve the customer experience. Many organisations are seeking realtime, interactive customer correspondence solutions providing the right tools at the right time that can be easily integrated together and with their existing back end systems. In response to these challenges, the next generation of data and document management innovation has entered the spotlight - the Integrated Document Solution.

Integrated Document Solutions Integrated Document Solutions (IDS) have been specifically engineered to remove the barriers that those involved with document management continually strive to surmount; the uncertainty and risk associated with lack of control over document creation; the dependence on a single vendor for print fulfilment; slow response times, coupled with the inability to react quickly to change, as well as the often costly juggling of multiple software products that don’t always integrate as well as the vendor would have you believe.

while retaining tight control over any regulatory issues and ensuring the consistency of brand and layout.

Changes in the business that might require demands for new document types or the rebranding of existing lines can be accommodated quickly and easily. New documents can be visualised in formats such as PDF for submission and approval at each part of the design stage. This approach allows the business to immediately realise the wider operational benefits of an investment in this technology. It also helps to ensure consistency in document IDS solutions are end-to-end data production processes across and document processing suites disparate application that enable businesses to quickly environments at an early stage. In and efficiently create, format, addition, a single solution control, transform, store and approach means that a common present critical business skill set can be used for the documents (e.g. statements, design and deployment of future invoices, policy documents and documents, avoiding the ‘silos of credit reports) in a cost effective knowledge’ trap inherent in many way. They are able to manage other document composition multiple output formats, ensure systems. brand consistency across documents and enable self-service Three components deliver one channels (e.g. via a web portal) innovative solution for document presentment. An IDS can offer fast integration with An IDS will typically include three minimum impact on existing key components. The first back-office applications, by provides comprehensive connecleveraging the existing tivity, data translation, process investments in infrastructure to flow and control functionality. keep the initial outlay costs down. This allows the solution to be quickly and easily integrated with the process of document Integration from data to automation and with enterprise delivery: How IDS works application environments. The The leading IDS solutions arriving system is able to process any file on the market have selected output from any system, or best-of-breed technologies that access any database without give power back to the business changes to existing systems. On user who can now control the receipt of this data it is ready to enterprise document life cycle map, re-format and verify the raw from data to delivery. Rather than data to a common XML-based providing one design tool for all, standard for ingestion into the document production they use industry-accepted core design tools such as Adobe engine. InDesign, Adobe DreamWeaver and Microsoft Word to enable The production engine is the different parts of the business to second component, which can implement their document design transform and repurpose the requirements without extensive input data and documents to training and knowledge handover generate output in any industry or worse -reliance on an already standard print format including overstretched IT department. This IBM AFP, Xerox Metacode, HP enables users to quickly and PCL, Adobe PDF and TIFF and effectively create highly person- electronic formats, such as alised documents that use Adobe PDF, PNG, HTML and variable data and complex XML for web access and delivery. business rules to determine It is able to create, for example, content and look of a document, indexed documents for long-term

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archive or indexed PDFs for ingestion into the third component, which publishes the documents for secure access by the appropriate user or customer via a web-based portal. IDS solutions are built using common, open, industry standards such as XML, Java and J2EE and designed to run on almost any platform. Scalability to easily manage very large batch volumes, as well as more dynamic and ad-hoc document creation processes is critical. Compatibility with common application server environments such as WebSphere, JBoss and BEA enable deployment within Service Oriented Architectures (SOAs) resulting in easier, more cost-effective management, both locally and remotely within a common application framework. Benefits of IDS implementation Organisations adopting this bestof-breed approach can experience significant financial and resource benefits that include reduced development costs, improved time-to-revenue and an enhanced overall customer experience with highly effective one-to-one communications. One such example is an investment company based in Illinois that replaced its internally developed system with an IDS. In doing so it was able to streamline workflows and enable highly personalised statements to be designed, while reducing production costs by an estimated 70%, equating to nearly $3 million worth of savings over five years.

A similar ROI was achieved by one of the world’s leading financial services institutions. It was able to significantly lower TCO by retiring disparate systems and standardise on a single IDS platform, reducing customer communication costs by 90%. The cost per piece was cut from $0.43 to $0.04, resulting in annual cost savings of $10 million. ■

COMPLIANCE


14 Market Harborough Building Society case study

Compliance AND Storage Savings with Email Archiving SOLUTION SUMMARY Challenges ★ Recovery of one email took up to four hours and required recovery of all users’ mailboxes ★ Email retention and deletion was unreliable ★ Compliance officer needed to alleviate information risk and ensure compliance with regulations ★ Exchange server was over taxed with volume of email Solution Deploy email archiving to: ★ Ensure retention of all emails ★ Ensure compliance with Data Protection Act and other forthcoming regulations ★ Reduce recovery time and cost ★ Reduce volumes of email data and gain storage capacity on Exchange server Results ★ Full compliance with Data Protection Act ★ Enormous reduction in mailbox space taken on Exchange database ★ Despite two years of additional archived email, an actual reduction in overall storage space was realised and only recently has surpassed the original Exchange size ★ Single email recovery time reduced to minutes; back up times of Exchange server reduced significantly ★ Retrieval of archived data with sub-second response times Convergence of Improved Operational Processes and Compliance Up until eight years ago, Market Harborough Building Society (MHBS) was a traditional building society that served the community around its main branch in Market Harborough, Leics., with mortgages and saving accounts. But in the late nineties, MHBS broadened its base of customers significantly with the introduction of online mortgage applications and an online customer system. Now employees are as likely to

COMPLIANCE

communicate with customers via retrieval times and the size of the email as they are to see them in Exchange database,” said the branch. Williams. “But it was our compliance officer who was With six branches, three really driving the process; he agencies and assets of £350 wanted to ensure we were million, MHBS is a small regional compliant with the wide array of building society. Yet exponential regulations and policies being growth in email volume in the developed." past six years and major regulations since 2000 have A Flexible and Easy to Use made MHBS think big about Partner compliance and information risk. Neil Williams and his team chose “We were very concerned with Zantaz Enterprise Archive the recovery times of emails, the Solution (EAS) because of its retention of email and the need to ease of use, simple integration be compliant with a growing with Outlook and Exchange and number of regulations,” said Neil ease of deployment. He also Williams, assistant general liked the ability to have multiple manager of IT at MHBS. email policies with EAS. “I liked In the first four years of all users the flexibility that we didn’t have having email, the size of MHBS’ to have a global email policy—we Exchange database grew to 4.5 could actually have a policy per gigabytes, with mailboxes user if we chose,” said Williams. accounting for 3.0 gigabytes and Zantaz EAS, the industry’s public folders for 1.5 gigabytes. leading email archiving solution, To retrieve a deleted email, the IT is a suite of software products staff needed to retrieve all users’ that enables organisations to mailboxes and disrupt work: It create an archive of their was a labour-intensive, four-hour corporate information process. including email messages More importantly, MHBS did not and files. The archive provides control which emails were two fundamental benefits. retained and which were deleted. Operationally it allows for file and “Users treat email informally and email servers weighed down with often do not keep an email like large volumes of information to they would a letter in their box,” be off-loaded in a centrally said Williams. “We relied on controlled and fully automated users to put their emails in the fashion, dramatically increasing right place, and we did not have performance and stability. a clear view of all digital Storage optimisation also plays a correspondence with key role with EAS’ Single customers.” Instance Storage (SIS) algorithm applied across the entire archive MHBS’ compliance officer was at the message and attachment concerned with the UK Data levels and compression of all Protection Act, which gives archived objects. individuals the right to request In addition, Zantaz EAS data that is held about them and preserves and protects corporate to be told how that data is used. information assets for As a lender, MHBS must retain compliance with industry data on its customers and cannot information regulations and for purge the data as others do supporting litigation events. With under the act. Other regulations EAS, organisations can retain also concerned the compliance their email and file records for as officer, including Basel II, the long as regulations stipulate and upcoming EU banking regulation can rapidly and reliably search that requires banks to minimise for information required for operational risk; legal admissiregulators and/or litigators. bility, which allows digital information to be admissible in Implementation and Results court; and, contract laws. During implementation of Zantaz “We knew an email archiving EAS, users did not need training system would help us to use the software since they operationally by reducing were already comfortable with

Microsoft Exchange; the EAS system is transparent to the end user. But for the IT department and compliance officer, the difference is measurable. The IT department has taken control of information retention and eliminated concerns of deleted information. “We now believe we are compliant with current regulations and are ready to deal with future requirements,” said Williams. Even with an all-encompassing email archiving policy, in which one copy of every email is archived, MHBS has drastically reduced storage size in the Exchange database, and for nearly two years - combined with the EAS archive server - the database was at a lower storage capacity than prior to archiving. Before Zantaz EAS was installed, mailboxes and public folders accounted for 4.5 gigabytes of space on the Exchange database - despite two more years of email, that size has only in the past year surpassed the original size of Exchange. “We attribute the reduction in used storage capacity to the single-instance storage and compression features of ZANTAZ EAS,” said Williams. “Even keeping a record of every email, we are not at capacity in the Exchange database or EAS archive server. Our storage will grow, but we have a lot of space back and can manage the growth much better now." Williams’ concerns about email retrieval have also been alleviated. The time to retrieve a deleted email has been reduced from four hours to less than five minutes, and the process is not invasive to users at all. He sums up the impact of the email archiving system: “At the end of the day, we are a small player, but we are set apart by having a fully implemented email archiving system that improves our operational processes and ensures compliance. I do feel that any organisation that uses email needs a solution like this.” ■ Visit www.zantaz.com

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BRITISH LIBRARY

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BRITISH LIBRARY


18

Trapped in the System Chris Haden, Managing Director of Formscan, highlights the financial burden of late payment on UK business – and discusses how better document management processes could help free up the cash

We recently commissioned research to investigate the true impact of late payment on UK business, one of the banes of our business life. We found that an eye-watering £64 billion lies "trapped" in the business sector, which could be freed up through better management of invoice payments (Accounts Receivable). Furthermore, the vast majority (82%) was found to be frozen in the accounts of SMEs – those who can least afford to shoulder this burden. As the credit crunch pushes up the price of business credit for many organisations, as well as limiting the availability of liquidity for some, financial managers face pressure to combat late payment over the coming year in a bid to release the trapped cash and improve working capital management. Our research is based on a highly conservative, achievable target for average invoice payment timing (Days Sales Outstanding, or DSO) of 45 days. Larger businesses (defined as having over 250 employees) have a DSO of just under 50 days; whereas average DSO for a Small to Medium-sized Enterprise

(defined as having between 11249 employees) is closer to 70 days. These figures serve as a reminder that late payment is not just a problem for the SME sector. It is the popular conception that large firms can afford to collect on time and pay late, but there have been many well-documented cases of essential suppliers being forced into business failure through poor payment history, to the extreme detriment of large firms buying their goods or services. For large firms, a healthy supply chain has become a prerequisite for stable business.

central system. There are certainly a multitude of software and service solutions available for this function. For organisations with a wide range of suppliers, there is considerable scope for saving on staff costs by automating the process of generating copy statements, remittance advices and allowing suppliers to ‘self-serve’ over the internet in terms of their queries about where an invoice is in the purchase-to-pay cycle. The major current development in this area is the creation of centralised ‘shared service centres’ for branch-based, franchised or otherwise In fact, successful cash fragmented organisations, in management is a careful order to find additional balancing act between effective economies. collection of outstanding invoices (Accounts Receivable) But few organisations have yet and controlled timing of suppliers invested in combined AP/AR invoice satisfaction (Accounts solutions, despite the fact that Payable). In many cases, a large the underlying technology part of the effectiveness of support is essentially the same, AR/AP workflows concerns the combining workflow, data underlying documentary management and document evidence, especially for smaller management. In the debt firms trying to improve their collection process, organisations payment record from larger that can offer the buyer reliable customers. proofs of delivery, signed purchase authority, authorisation The need to capture documents, of staff attendance, confiras well as data, in the Accounts mations of receipt, certificates of Payable process is self-evident. good condition, etc, are most Most businesses, particularly likely to receive prompt payment. SMEs, receive invoices in paper The buyer’s Accounts Payable form from their suppliers and, to department will almost always implement an efficient and prioritise invoices which come effective AP operation, these with good documentary support, need to be scanned, indexed so having this capability is likely and stored for easy retrieval in a

to have a major impact in reducing average DSO, and freeing up trapped cash. Systems that combine workflow, documents and data are now offering web-based presentment of invoices plus supporting documents. Hybrid systems will deliver paper invoices, but quote a web-link where the supporting documentation is to be found. In conclusion, UK business is in a position – on a conservative estimate - to free up vast amounts of cash flow annually through better Accounts Receivable process management. Pressure to release some or all of this working capital is particularly topical in the current financial climate, as the price of credit is rising whilst availability is falling. FDs and CFOs will be paying particular attention to working capital management in the coming year in the search for new cash sources. But this needs to be done in a way that is sensitive to the importance of maintaining health in the supply chain. Document, data and workflow automation are critical to improving the efficiency and effectiveness of AR/AP processes. Moreover, both applications use fundamentally the same underlying technology and services – presenting companies with an opportunity to improve both functions using the same solution. ■ www.formscan.com

Haden buys Formscan’s document solutions business Chris Haden, a well-known entrepreneur, has re-appeared on the scene heading up a document solutions business newly acquired from Formscan, and with serious ambitions for the company's future. An Investor Group, led by Chris, has taken over the Document Solutions International Ltd division of Formscan plc. In addition to acquiring the DSIL business, the agreement also states that the newly

TRADE NEWS

independent DSIL business will retain the rights to the Formscan name in the UK and most European countries. The Group now plans to use Formscan as a platform upon which to build a significant Document Solutions business throughout Europe. Formscan’s established data capture services will be extended to encompass outsourced hosted solutions, archive and retrieval services, along with compliance

and disaster recovery solutions, under the spotlight. all based on Haden's track “Few firms are offering the kind of record in this field and that of his flexibility, client service and new team. attention to detail that we. The Commenting on the acquisition, new team at Formscan have all Chris Haden remarked, “The the experience that the market current situation in the US, UK could now wish for in finding an and Europe regarding issues outsource partner to whom such as security, disaster critical document archives can be recovery, customer service safely entrusted. We are all very standards and regulatory excited to be in the marketplace compliance, have all thrown at such a vibrant time of demand document storage and and opportunity.” ■ management processes firmly Visit the GSM Directory at www.greensheetmedia.com/directory


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25

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SPOTLIGHT Bureau Investment


26

TRADE NEWS Keeping abreast with what your colleagues and competitors are doing can be vital to deciding your next move

Snowbound Software partners with UBTC Partnership provides expanded Asian market for Snowbound’s high-speed imaging, viewing and collaboration technology and technical support, with UBTC’s proven industry expertise Snowbound to offer our clients imaging solutions that deliver the speed and reliability Snowbound is known for within the industry. Our customers expect us to supply top of the range applications to enhance their productivity and remain competitive in their respective marketplaces. Combining our solutions and expertise with technology offered by partners such as Snowbound enables us to continue to meet these expectations.”

UBTC is headquartered in Tokyo

Snowbound Software, a leading provider of powerful, flexible, and reliable imaging technology, has announced that it has formed a partnership with Universal Business Technologies Corporation (UBTC) to further expand its presence in Japan.

deliver Snowbound’s high-speed imaging technology, including its RasterMaster Imaging SDK and Web-based FlexSnap Viewing and Collaboration application to its clients. In addition, UBTC will also be offering local technical support.

Headquartered in Tokyo, UBTC provides businesses with the software and services that address imaging and archiving, database marketing, and visualisation requirements. The partnership will enable UBTC to

“Snowbound’s technology delivers critical functionality for the content management, imaging, and archiving solutions available in the marketplace,” stated Kazuo Kato, CEO, UBTC. “We are pleased to partner with

Snowbound Software’s Director of Business Development, William Martin commented “UBTC’s expertise in content management and visualisation applications is a great fit with Snowbound’s core offerings. Partnering with UBTC will extend Snowbound Software’s global reach and further meet the needs of our customers in Japan.”

capabilities, enabling users to process documents more efficiently. RasterMaster is Snowbound’s flagship imaging SDK and Library that provides automated document imaging functions that decrease application development time. Its user-friendly API enables developers with limited or no imaging knowledge to include robust imaging capabilities, expert functionality and features such as conversion, annotation, and image manipulation into their applications.

For more than a decade, Snowbound has been developing highly-efficient imaging solutions for document management and records management developers, managers, and integrators worldwide. Snowbound’s global customer base includes thousands of developers and millions of installations spanning a variety of industries, including banking and financial, insurance, Snowbound’s FlexSnap Webgovernment, healthcare, and based viewer and collaboration manufacturing. ■ application delivers high-speed viewing combined with flexible Visit www.snowbound.com document and image handling or www.ubtc.jp

Ricoh Partner of the Year DocuLex Awarded as Ricoh Technology Alliance Partner of the Year DocuLex provides Instant Document Access with Archive Studio 4, comprised of Goby Capture, Office Capture and WebSearch. Archive Studio provides users with easy to use, automated, networked and Web enabled document management capabilities. The software was created specifically for use by businesses seeking affordable, thorough organisation and management of must-keep

TRADE NEWS

information. Archive Studio features secure Web 2.0 based document access from any location via the Internet, including permission assigning and Active Directory integration.

partner program provides exceptional technologies and solutions that benefit Ricoh customers and we are pleased to be working with all of them. I salute all our winners for their excellent achievements and for “Ricoh is very proud of all its standing out above very tough partners that participate in the competition.” Ricoh Alliance Program,” said Hede Nonaka, senior vice Ricoh Alliance Program president of the Document encourages leading hardware Solutions and Services Division and software companies, content of Ricoh Americas Corporation. management systems “Each and every member of our integrators and consulting

companies to work together with Ricoh to provide innovative and effective hardware, software, digital imaging and content/document management solutions for the business community. The Alliance Program was created for companies whose products and technologies can integrate with and support the competitive stance of Ricoh products and solutions in the marketplace. ■ Visit: www.doculex-usa.com

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27

adopts new image New look for DeepStore reflects its enhanced, secure, second-to-none service DeepStore Records Management, a Compass Minerals Company, is today launching its new corporate identity following recent acquisition of London based, IRM (Interactive Records Management). Both companies will operate under the same new identity which includes a new logo, redesigned sales and marketing collateral and an updated website (www.deepstore.co.uk) all created by integrated marketing agency Ambition Communications. The re-design comes hot-onthe-heels of the company’s strategic acquisition of IRM which has enhanced and expanded the companies overall offering. The more contemporary and unifying look now reflects the company’s comprehensive, countrywide, active, end to end document management service.

was a really exciting development for us and has significantly enhanced the service we are able to offer customers. We wanted to develop an identity which reflected our new strengths and Steve Holmes, Managing would unite both companies. Director at DeepStore com- Ambition has come up with an mented; “The acquisition of IRM identity for us of which we are

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The new DeepStore literature has been launched.

extremely proud and hope will currently available. help us attract new customers.” DeepStore works with many UK DeepStore provides document wide organisations, including management and storage The National Archives, The facilities to private and public Bodleian Library, police forces, companies with unlimited hospitals, local authorities and potential for long-term archive numerous large and small expansion with over 20 million private businesses. ■ cubic metres of void space Visit www.deepstore.com

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SHOW PREVIEWS

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OPPORTUNITIES Sales & Development Manager An excellent opportunity for a sales professional, to develop new and existing sales opportunities within a progressive Data Management Company. Selling document scanning, scanners & software, along with other associated document management solutions.

EASY MULTIMEDIA SCANNERS

Good basic, with no upper earnings limit for the right candidate.

Bureau or Assistant Bureau Manager Due to continued expansion, our scanning bureau requires an experienced scanning bureau Supervisor/Assistant Bureau Manager, to join our Management Team to help the success story continue throughout 2008. A good knowledge of bureau practices and operations is essential. Realistic salary and generous, profit based, bonus scheme. For either of these London based positions, please apply in confidence to BOX 022 c/o Green Sheet MEDIA 65 Winchester Drive, Burbage, Leics. LE10 2BA or email tim@greensheetmedia.com

Universal Microfilm Scanner


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We look forward to seeing you at CeBIT and AIIM

GSM Issue 48  

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