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INCORPORATING THE MICROGRAPHICS MARKET PLACE AND THE MICROGRAPHICS NEWSLETTER

Issue No. 29

ISSN 1476-3842

SEPTEMBER/OCTOBER 2004

PAGE 16

FblA looks back on 2004 and plans for 2005

PAGE 8

A STORAGE FACILITV LIKE NOTHING ON EARTH

BUSH gy t. *

ADVERTISERS RATES 2004 Advertising Data (U K

T H E G R E EN S H E E T

& Europe)

Editor Cost

Type Area (mm)

Tim Nixon

Double page spread

275x400

£1200.00

Outside back cover

2 7 5 x 190

£ 800.00

Full page

2 7 5 x 190

£ 650.00

Half page

138 x 190 or 2 7 5 x 9 3

£ 400.00

Design

138 x 93 or 6 9 x 190

£ 250.00

Paul Ensor

Quarter page Eighth page

69x93

£

Double page spread

Cost

10 v‘ x 13 v‘

Carole Nixon

MICROGRAPHICS MARKETING LTD.

65 Winchester Drive, Burbage, Leicestershire LE10 2BA, United Kingdom Tel: +44 ( 0 ) 24 7638 2328 Fax: +44 ( 0) 24 7638 2319 Mobile: 07970 248146 U.K. E-mail: gsinfo@green-sheet.net U.S. E-mail: MNgreensheet@aol.com Visit our Web Site at: www.green-sheet.net

US $2016.00

ADVERTISERS’ INDEX Anacomp........................

10

v' x 7

U S $ 1 1 2 0 .0 0

Cardamation...................

Full page

1 0 ‘u x 7 ' h

U S $ 910.00

Dass Laboratories............

U S $ 560.00

DSS UK...........................

U S $ 350.00

Genus Group...................

GG B ak e r.......................

Gloscan............................

5

Quarter page

1/1x

7

5 ' x 3

Eighth page

2

Colour rates: A ll

or 10 v- x 3 y* or 2 ' x 7 ’ - x 3 5/>

U S $ 210.00

above rates are for full colour advertising.

Artwork should be supplied as 3 0 0 dpi images on CD or Z ip Disk as TIFF, EPS, JPEG, PDF, Quark Xpress, Photoshop or Illustrator files.

Discounts Series discount

- (4

or more insertions on one order)

Pre-payment discount - (payment

must be

10 % discount

made on or

before copy deadline) does not include classified Agency discount

15 % discount 10% discount

A bove discounts cannot be combined A ll above rates are subject to V .A .T . in the UK at the current rate.

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■

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'A t

FO R S U B S C R IP T IO N D E T A IL S P L E A S E CO NT A C T

Outside back cover Half page

’A "

150.00

Advertising Data (U S & C anada)

Type Area (inches)

Administration

K

inalphabeticalorder .........23 .........23 .........23 .........21 4 , 13 , 17 .........19 .......... 2

Graphic D a ta...................

Indus...............................

Kodak.............................

................... 9

Mercury Visuals...............

Microform G m bH .............

......... 23 ......... 11

MicroVue Products...........

M STC.............................. nextScan........................

Penny Imaging................

............ 5

Solar Microfilm Equipment

.............7

Trans Media Technology...

Western Micrographics....

......... 15 ......... 23

WWW.GLOSCAN.COM WWW. X-RAY-SCANNING.CO.UK

www.transparency -scanning .c o .uk WWW. APERTURE-CARD-PLOTTING.CO.UK WWW. LARGE-FORMAT-SCANNING.CO.UK

.............. 4 ................ 2 4

......... 23 ........... 3 ......... 23

W h a t's new and hot?

- Internet archiving!

The document management alternative is in the rise.

by Mitch Badler, US Editor Although many imaging - and especially film-based - service providers are seeing the microfilm, and even digital, storage segments of their businesses decline because of technological change, almost universally the same companies also note the growth of another part of their businesses - internet archiving.

Where quarterly financial reports of the national US outsourcing giants often show declines from COM and other traditional document preservation and storage services, they also demonstrate surges for internet solutions.

Data Transmission Server at the customer site. For smaller data volumes, clients send data to a shared ftp server. Most standard file formats are supported for input - all intelligent print streams, ASCII, text and 3211 data - and all documents are transformed to PDF or HTML for viewing.

As a result these companies have broadened their business ( approaches and become document outsourcing providers in the fullest sense of the phrase.

If clients also want the security of long-term document storage, Anacomp can create CDs or output to microfiche. The analogue microfilm option creates a secure, non-electronic technology dependent, long-term, deep archive.

Anacomp cites clients in a variety of fields around the world as well as in the US who are benefiting from docHarbor document solutions. Included are:

How it works Typically providers host software applications on their own servers at their own facilities. These applications are available to clients via the internet or private lines. Clients electronically transmit actual documents or print streams to the provider who stores the information. However, it is accessible by the clients on a 24 hour, 7 days a week basis (24/7). The viewable information is usually indexed and searchable through a number of criteria and available to be printed, e-mailed or faxed.

Anacomp is a prime example of the new trend. On the financial front it consistently reports quarterly growth for its docHarbor internet solution. That helps compensate for declines in more traditional businesses like COM and CD services. docHarbor is a centralised, web-based archive that presents a single, unified view of stored documents for all authorised client users. Working with standard web browsers, the docHarbor system offers 24/7 retrieval. Retrieval authorisation is by password.

Inexpensive access is available from virtually any location via public or private networks. In effect, the system leverages the largest wide area network (the internet) for free.

•

a clearing firm (a data processing house for brokerage houses) that stores statements, trade confirmations, fax statements and e-mails. Users have access via their companies’ web sites using special Anacomp API software; • a private label credit card company that uses the system for card applications and payment “cheque” processing.

The system reduces research time and personnel needed and provides universal access for applications. At the same time it improves customer service and creates a central archive.

These are just two among hosts of applications and clients cited by Anacomp.

A worldwide solution

ImageMax, another US-based firm offers ImageMaxOnline (IOL), which it proudly describes as “the ultimate imaging solution”. Like Anacomp’s docHarbor, it gives designated users For large volumes of data, Anacomp will install and support a secure access to stored documents and images through a standard web browser and internet and/or private WAN connectivity.

ImageMax promotes IOL as an “economical imaging solution" that can be used on an “as needed” basis with the cost based on the volume of images and data nextScan Scanners for Rollfilm or Microfiche stored.

Eclipse: Lightning fa st production level rollfilm scanning at 300 pages per minute.

Mercury: Rollfilm scanning at 120 pages per m inute fo r conversion on a tight budget.

As an example of IOL usage, ImageMax cites Ericsson, the Phoenix: A product designed to f i t within the Iwusing o f older SunRise scanners.

Swedish manufacturer which Rollfihn at 220 pages per m inute and Microfiche at 125 pages per minute. has major operations in the US Get the superior performance you've always wanted in a scanner instead of the and around the globe. technology you have been forced to accept!

ImageMax had been processing Ericsson’s US accounts payable "We are sure nextScan scanners will play a key role in our continued growth in the market" documents and providing Spencer Woolley, MyFamily.com scanned images on CDs. These The largest provider ofgenealogical data over the Web. were a good solution for supporting document retrieval The Next Generation in Film Scanning Technology from a singe location, but the 208-5144000 • www.nextscan.com system was not positioned to Different variations, including a microfilm option

Quality, Speed, Reliability

nextScan

nextScan, Eclipse, Mercury an d Phoenix a re trademarks of nextScan. All other com pany an d product nam es are trademarks or registered trademarks of their respective holders.

3

support global distribution and access when Ericsson needed employees throughout the company to have dependable 24/7 access to invoices and import/export documents.

Because Ericsson changed its information reporting structure throughout the company, it created a need for information, including imaged documents to be available on-demand anywhere in the world. CDs could not do the job. Ericsson looked at various alternatives and what they involved before opting for ImageMaxOnline. By doing so it eliminated the need for the various components of an internal system, including a relational database, servers, jukeboxes, application and network software. IOL provided all of these at a lower operating cost and without any upfront capital investment.

Adding DNA to internet archiving Lason’s externally-hosted solution for internet document storage, retrieval and delivery is called document DNA. It includes three offerings. Active DNA is for those who need documents on a daily basis. Archive DNA is for those who access files monthly or quarterly. Recover DNA is for disaster recovery solutions.

As under other systems, the information Lason hosts for its clients can be retrieved through passwords by clients anywhere who have access to the internet and then automatically and instantly be distributed over the web to any location.

Internal retrieval of documents and data is available 24/7 through a common web browser. A wide variety of input formats is available with the ability to output documents through fax, print, and e-mail to be saved to a local drive.

Customised, user-defined business rules help automate document distribution and workflow.

Other national US providers ACS refers to its internet archiving offering, which it provides to clients as part of total business process outsourcing services, as e-solutions. ACS notes e-solutions “solve the complexities associated with many aspects of e-business and government”. A special - but not exclusive - interest area of internet archiving services for ACS is clients in financial services. These are clients who are banks, credit unions, insurance and real estate companies, brokerage and investment firms.

In promoting its array of services, including the internet archiving option, ACS says business process outsourcing allows clients to focus on their core competencies and business operations, leaving information storage to specialty firms who can do it better and more economically.

SourceCorp is another major business process solution provider that includes internet archiving among the document and information capture and conversion services it offers.

Claiming to be one of the US’ largest and most experienced document management and conversion service organisations in the country, it stresses its ability to electronically store and retrieve information “on site at one of our national centres or provide the staff and management to run a dedicated operation in your facility”.

Like other providers, SourceCorp goes after the public sector, health, transportation, and financial segments. As an example, it developed a system for a major mortgage lender where 300,000 or more images are scanned each day and then stored and made available to users at the mortgage company’s facilities nationwide, via a secure Intranet connection.

Local as well national It has to be noted that internet archiving isn’t exclusively the province of national providers. There also are major regional and local service firms that offer clients such services. In some instances they have their own servers and write their own software. In others they rent space on other servers to provide the system and, in some, a local firm may act as a sub­ contractor for a larger firm.

No matter how it’s done, internet archiving is a segment of the document management industry that’s on the rise.

Contact: Mitch Badler on MNgreensheet@aol.com

Brand new formatted Web Site from The Microfilm Shop

www.microfilm.com including a T16W comprehensive equipment section 4

You 'd b e tte r save those e-m ails l Whether it's in-house or outsourced, e-mail archiving is a business in which virtually every organisation has to be.

For many business organisations, e-mail has become the preferred communication choice, more popular even than the telephone. Coupled with the fact that courts have determined e-mail is a legal “document”, this has created new challenges for records managers and legal officers in both the public and private sectors.

Solution (EAS). Still another is Information Management Research’s Alchemy MailStore product. Accutrac, EDUCOM, ZipLip and Information Management Research are just some of the many providers of e-mail management systems offered to companies who feel capable of doing and want to do the job on their own.

In the US, the Sarbanes-Oxley Act has increased the mandated records and documents that must be retained and, on request, be made available to regulatory agencies. As a result, all public companies are subject to scrutiny of their e-mail documents. The numbers of those documents is staggering.

Companies ranging in size from having 2,500 to 5,000 e-mail “mail boxes” can easily account for up to 1 million e-mails per day, according to Steve Chan, co-founder of ZipLip, Inc., a developer of e-mail management softwaret. Projected over six years, which is the federal compliance period for securities records for securities records, there could be more than 2 billion e-mail messages an organisation is required to keep accessible. Multiply that by the thousands of companies and the numbers quickly go into the trillions and higher.

For organisations who fear that doing it in-house will become too costly, as more storage and backup is added and trained personnel are needed, there are outside providers such as those noted in the article on internet archiving in this issue.

Priscilla Emery, president and founder of e-Nterprise Advisors, a consultancy to Fortune 1000 companies, says organisations debating going to an outside provider should ask themselves how much time the organization has to invest in implementation of e-mail management. What infrastructure investment will the organisation have to make? The answers can have a significant impact on an ‘in-house-software’ versus ‘outsourced-service’ decision.

Not having requested e-mails available, may subject companies to heavy penalties. For example, recently a federal judge ordered Philip Morris USA to pay US $2.75 million in sanctions for destroying (inadvertently or deliberately) emails sought by the US Department of Justice in its suite against the tobacco giant.

As legal documents, e-mails are, in effect, an archive available to attorneys for evidence discovered in a law suit.

This archive is either a gold mine or a mine field to the originating organisation, depending on what’s been saved and how it can be accessed.

In-house or service firm?

Organisations have a choice of self-storage systems using a variety of available software, or going outside to providers offering an external solution, invariably internet archiving.

In the self-storage model, large organisations can create email records repositories using software such as that available from Acccutrac. This captures and manages all e-mails, regardless of format, in a single repository. They are classified and managed from the point of creation through retention and ultimately, if allowed because of the nature of the record, to destruction. Another major provider of e-mail management software is EDUCOM, which offers its Exchange Archive

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For further information, please contact:

MicroVue Products Tel: +972-4-6062171 Fax: +972-4-6062168 e-mail: info@microvue.co.il web: www.microvue.co.il

An outside provider, following preset criteria, can capture and store e-mails in an unalterable version to meet compliance regulations. These e-mails can be sorted and organized for retrieval according to index specifications. Retrieval can be instant for authorized users via standard web browsers. Using industry-standard internet protocols, e-mail attachments can be displayed in primary applications such as Microsoft Word or Excel.

Either way - do something Yet, despite the availability of in-house software solutions and outside providers for e-mail management, recent surveys show that many organisations still aren’t actively addressing their e-mail retention and deletion issues. Less than half of US employers have e-mail retention and deletion policies in place. Just as few are educating employees about e-mail retention and deletion policies. Non-education generally leads to non-compliance which, in turn, can lead to far more dire consequences, as Philip Morris USA can attest.

Priscilla Emery says companies may not consider e-mail archiving as important as disaster recovery, “but the financial consequences can be just as significant”. She adds that for regulatory reasons and to mitigate any litigation costs, prudent companies should elevate the priority they attach to securely archiving their e-mail records.

To which we can only add, “amen”.

MANUFACTURERS Of 16 mm and 35 mm

MOTORIZED MICROFILM READERS ■ ■ ■ ■ a m

5

C o n tr o llin g th e e - m a il m o u n ta in David Aspinall, Managing Director of Datum Solutions Ltd, takes a look at some of the problems created by the increasing use of the e-mail.

PART ONE: - WHAT S THE PROBLEM? Most of us have read the statistics relating to the growth of email and those of us with children on-line at home will have noticed the huge volume of SPAM. At over one hundred SPAM’s per day these threaten to overcome my sensibilities to the extent that, on more than one occasion, I’ve been guilty of throwing the baby out with the bathwater and deleting important business communications. The Radicati Group (www.radicati.com) reports a tripling in bandwidth and storage requirements for corporate e-mail users over the last two years alone.

In addition to this, the merging of telephone and internet technologies could conservatively expand storage requirements by a factor of twenty, over the next five years.

Internet Protocol (IP)-based voicemail - traditional voice messaging implemented through the open standards of the Internet - is among the first service to spring from this revolutionary convergence. The same infrastructure that enabled the World Wide Web can also serve as the backbone for IP voicemail and other advanced services. Just as computer networks standardised on a common communications infrastructure with the initial wave of the Internet explosion, so too will telephony networks abandon proprietary voice messaging systems in favour of the universal accessibility and interconnectivity of the global network.

In the coming years, IP voicemail service offerings will proliferate among both traditional hosted voicemail providers - the telcos and voice-network companies - and the emerging class of Internet-based service providers. For both types of service providers, the adoption of IP voicemail systems will be an inevitable transition based on economies of scale, operational costs, and the need to offer advanced voice and data services to remain competitive in a crowded market. Such services may be offered independently or in conjunction with other IP services such as fax, e-mail, paging and real-time voice. IP voicemail offers immediate advantages over traditional voice network systems, for service providers and end users alike, and points the way to the ultimate interconnectivity made possible by the unified in-box and the fully hosted intranet.

You don’t think it’s going to happen? - The DTI in the UK is consulting on the international initiative proposed for the ENUM public database that will link telephone numbers to Internet locations and identities such as email addresses.

Stephen Timms, Minister of State for Energy, E-Commerce and Postal Services, in the introduction to the consultation document says “ENUM is a system that links telephone numbers to Internet names and destinations, increasing the flexibility of electronic communications. It is one of a number of developments that will allow us to operate more easily and effectively in the converging worlds of telecommunications and the Internet. The UK has been one of the foremost players in developing the ENUM concept and the Government wishes to continue to stimulate further development in this area.”

See http://www.dti.gov.uk/consultations/files/publication1286.pdffor further details.

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So, in short, we are most unlikely to see a decrease in internet communications, current usage continues to expand rapidly and the likelihood is that integration with telephony will further explode the volume and size of messages. So where do we stand today?

Current conventional mail usage Organisations are being buried in email and the tools in place to control them are often inadequate and not fit for purpose.

To explore my argument let us, first of all, look at the conventional mail received by a medium to large private or public organisation and consider how it is dealt with. We could break down the mail into a few major categories: • Mail that is addressed to a department or function - e.g.

Accounts Payable, Human Resources, Motor Claims, Benefits Office. All this mail is likely to be assigned to one or more staff performing a given function within the appropriate department and the task is likely to be part of their daily role. The type of communication is almost certainly standard fare for the department, they will know how to deal with it, where and how to file it and, probably, how long the information needs to be held before it is archived or destroyed.

• Mail that is addressed to an individual. On receipt by the individual a decision is likely to be made about whether or not the communication relates to a business activity or otherwise. If the communication is of a purely personal nature, it is likely to be read and then pushed into a brief case, bottom draw or waste paper bin. The communication never becomes part of the corporate knowledge. Mail that is relevant to the individual’s function is likely to be filed appropriately in departmental or personal files following any necessaiy action.

• Work related business communications such as trade newspapers, magazines and promotional material. They may be addressed to an individual or to a position (Chief Accountant). In some organisations these have been Known to be binned on receipt. Hardly anybody other than the librarian considers them an import resource needing to be filed and, of course, one person’s “interesting article” is another persons “junk mail”. Most are put on a window sill for a time until that becomes too unsightly and then thrown out! They may be read over a coffee break and, if

of particular relevance, passed round the office.

• Price lists, catalogues, product information and updates, telephone directories etc. This type of information, and much more, is either relevant to an individual and the job they perform or not. If so it will be used for reference purpose at either an individual or departmental level. It will usually be held until it is replaced or redundant.

So what can we surmise about the handling of conventional mail in organisations in general? I would suggest the following: • Organisations have procedures in place for the handling of conventional communications which have worked over many years.

• There is, in general, a level of formality which relates to the importance of the communications as part of the business process. Invoices and similar financial communications are invariably passed through to accounts and are processed and filed accordingly. Purchasing department and human resource groups have also developed appropriate procedures. So, in short, procedural activities and associated filing and record keeping have been devolved to departmental level for many years.

• Audit procedures, both internal and external, have ensured, in the main, that such procedures are carried out in accordance with corporate directives.

• Frequently, it has been bitter experiences over the years that have ensured that the level of filing and record keeping is appropriate to the risk!

• It has long been the case that highly-regulated industries, such as pharmaceuticals, engineering and the financial sector, have strict record retention requirements that go beyond simple backups. In recent years, with concerns about corporate governance these requirements have been strengthened. For example, the Securities and Exchange Commission (SEC) in the US, the Financial Services Authority (FSA) in the UK and the Commission des Operations de Bourse (COB) in France all impose similar regulations on financial services business. Each requires secure, long-term archival and retrieval of information including audit trails for retrieval and disposition.

Email Usage So, introduce a new means of communication - email - and what goes wrong? It’s electronic, efficient, fast, has all sorts of facilities for handling complex documents and strong back-up and recovery procedures. It even provides a basic facility for users to file and retrieve information. In fact, it’s so good that it’s been accepted wholeheartedly by private individuals, the business community and government to such an extent that it

is a prime delivery mechanism for all sorts of communications. The vast majority of which are neither requested nor wanted and a considerable volume of which are simply offensive!

There would appear to be two main problems with current email usage: • The delivery system is a victim of its own success. It is a very low cost marketing system, but legislation and control has not developed to fight SPAM at the same rate. The European Union has developed rules - see Directive 2002/58/EC of the European Parliament and of the Council of 12 July 2002 concerning the processing of personal data and the protection of privacy in the electronic communications sector (Directive on privacy and electronic communications) [Official Journal L 201 of 31 July 2002] but there has, by comparison, been little control from eastern Europe, the USA and, in particular, all those Canadian pharmacies!

• Unlike paper systems, the procedures for filing and subsequent archiving o f email communications has not had the opportunity to develop over time. Email systems have some limited filing capabilities and back-up and restore procedures exist as part of most if not all computer systems. Elowever, back-up / restore techniques were purely designed for the reinstatement of systems in the case of major hardware and software problems. They were never designed to be used in place of effective filing methodologies. Looking at things from the paper angle again, we have asked the postman to do the filing and are then surprised when everything is thrown into one big bucket! What’s more, when the bucket is full, all the old stuff is taken out and put into archive (or back up tapes) without any inventory of the contents produced. The data has to be reloaded into another system (after all, you can’t afford to disturb the current system) just to find out what we have!

So, in short, email processes and procedures in many organisations have been allowed to develop in parallel with existing computer and manual systems with little or no effort to integrate.

In the next issue of The Green Sheet we will consider what we can do to redress the balance - but don’t expect too many quick fire solutions!

Contact: David Aspinall, Datum Solutions Limited, Datum House, 4 Priory Close, Fleet, Hampshire, GU51 4ED, Tel: 01252 612805 or E-mail: daspinall@datum-solutions.co.uk

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A STORAGE FACILITV UK€ NOTHING ON €AATH In a comer of Cheshire hidden from view is a document management company, unique in the UK. DeepStore is located 150 meters below ground in the void space of Winsford Rock Salt mine. The mine is ideal for storing documents and sensitive or fragile materials due to its naturally stable atmospheric conditions: there is no UV light, no risk of flooding or lightning strikes, no moisture and no pests or vermin. The temperature remains at a constant 14°C all year round together with a relative humidity band of 60-70%. This is a natural atmospheric state and cannot be affected by power cuts or air conditioning breakdowns.

DeepStore also has the advantage of being incredibly secure.

The nature of its physical location underground means it is not easily identifiable to potential intruders. To enter the facility, visitors have to go through two different security checks, one to access the mine and another to enter the DeepStore area. Some clients also have separate secure rooms as a further level of protection.

After security one of the key issues for document storage providers is space; ensuring that they have enough should they get new clients or win a particularly large contract. This is not a concern for DeepStore as there is currently over 20 million cubic meters of space available within the mine, the equivalent of 1000 football pitches, and this is growing by 400 sq meters a week.

an advantage, “One of the benchmarks of BS5454 is a humidity band of below 60% since this is important to prolonging the life of paper records. The natural humidity in the mine is around 62% so it only takes a relatively small amount of dehumidification to reduce it. This also has a wider environmental benefit, since we’re using less energy to achieve those conditions than an above ground facility would.”

Although DeepStore is unique in the UK, underground storage is much more common in the USA. A company called Underground Vaults and Storage Inc. has operated out of a salt mine in Kansas for many years and reports particularly brisk business following the events of 9/11. For obvious reasons, below ground facilities are less likely to be affected by collateral damage from terrorist assault.

In the quiet stillness of DeepStore you couldn’t imagine a more perfect place for those precious paper records. For Steve Holmes, choosing a document storage and management company is an important decision for any company and should be treated as such, “Ultimately, the point of keeping records is to safeguard them. Any record is irreplaceable and it is vital to remember that.”

Steve Holmes is the General Manager of DeepStore and he is very aware of the natural advantage the location affords them, “We all feel privileged to work in such a unique environment and there is no doubt that we have a number of advantages purely by virtue of our location and the atmosphere. We provide tours of DeepStore to those clients who are considering placing their business with us and they are always amazed at the place.”

DeepStore works with private businesses and public organisations and offer both long-term and ‘active’ storage, for which they provide a 24-hour retrieval and delivery service across the UK. Last year they won a particularly prestigious contract from The National Archives (previously the Public Record Office) to store a substantial amount of the records that were being held at Kew. After a full tendering process, which included assessments from the team of inhouse experts at The National Archives, and external advice from mine safety and environmental experts, DeepStore were awarded the contract.

Interestingly, there is a historical connection between the two organisations since in World War II the mine was investigated by the then PRO as a place to re-house records during the V1 raids. It was only rejected because the government, which was using some of the mine to store emergency food supplies, had installed a sprinkler system that used salt water and this was felt to be unacceptable for records. Nowadays, DeepStore has a highly advanced approach to fire prevention, designed in consultation with specialist fire engineers. The actual risk of fire is in any case extremely low.

Another key requirement for The National Archives was that its document management supplier should conform to the recommendations of BS5454, the environmental standard for the storage of archival documents. Many clients request this and Steve Holmes again explains why DeepStore starts with

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Some images from 150m below ground to give some idea o f the size and potential of the DeepStore facility.

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Christine Falder, DeepStore. Tel: +44 (0)1606 860460 or Email: christinrfalder@deepstore.co.uk

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Corporate co m p lian ce : d o e s it ap p ly to youP E>y Liz Maloney. UK Managing Director, Hummingbird You would have to have been holed up in a cave with Osama Bin Laden to have missed the column inches devoted to corporate compliance in the wake of the Enron, WorldCom and Anderson scandals. Yet even now, major industries refuse to accept that they will have to change the way in which they manage information in order to meet the requirements of a whole host of regulatory requirements. Liz Maloney assesses the progress - or lack o f it - being made in various industries.

INCREASING PRESSURES The UK has always been streets ahead of the US in the compliance game. The Cadbury Report, published in 1992 is considered to be the ’Magna Carta’ of corporate governance and UK directors in many industries have improved reporting processes and put in place certain controls in order to avoid corporate scandal. Highly regulated industries, such as financial, public sector and utilities have led the way.

American directors, by contrast, are finding the requirements of the Sarbanes-Oxley Act a bitter pill to swallow - not having had to worry about these issues in the past, as any company with an American parent will doubtless have realised.

Other UK-headquartered companies, too, are coming under increasing pressure with the Higgs report, Basel II, revisions to the UK Companies Act and new EU directives on corporate disclosure to contend with.

The good, the bad...

If finance, public sector and utilities organisations are beating a path towards complete transparency and accountability through comprehensive records management, then what of other industry sectors? Surprisingly, there are many industries out there who are not taking it particularly seriously.

The legal sector, for example, has been far too complacent for far too long and has not taken on board the importance of keeping electronic records as well as paper ones. A part-timer filing things in a dusty basement no longer constitutes a ‘records manager’, because future cases may depend upon being able to

provide a copy of an email. The records manager will have to work with other employees on a daily basis to ensure that proper records are kept.

The engineering and construction industry is another prime candidate for future compliance problems. In the wake of disasters such as the collapse of the World Trade Centre, this industry is going to come under increasing pressure to keep thorough, full records to ensure that buildings can withstand this sort of attack.

And what of the retail industry, particularly those involved in food and drink production? Episodes such as the discovery of benzene in bottles of Perrier could have been avoided through better information management. ....and the ugly Whilst penalties for non-compliance of certain regulations might only be a small fine, the implications in terms of share price, investor confidence and the threat of litigation are potentially catastrophic. Organisations that don’t think compliance applies to them are likely to be sorely mistaken.

EVERY company, not just those in traditionally regulated industries, must put in place a comprehensive records management policy to cover hard copy and electronic records and Hummingbird can help to guide them through the compliance minefield. Directors with board-level responsibilities should all be deeply concerned...or prepared to face the consequences.

For more information, visit http://www.hummingbird.com

B rid g in g the Paper to D igital Divide Global Insurance Company selects Capital Capture to deliver integrated imaging and claim forms processing solution Capital Capture, a leading provider of content input, capture and process automation solutions, today announced that Pinnacle Insurance, a global leader in supply of creditor, warranty and special risks insurance, has selected them to implement an enterprise information capture solution.

Pinnacle Insurance employ more than 600 staff at their offices in Borehamwood, Hertfordshire. They process in excess of 1 million documents, manually each year. The majority of these being insurance claim forms.

Capital Capture’s implementation will eliminate the manual routing of mailroom post at Pinnacle’s HQ whilst reducing data entry costs for form processing and ensuring customer’s claims are processed quicker.

Traditionally, mail entering the building would be manually sorted; individual customer files would then be matched to claim forms and distributed by 15 mailroom staff to claims processors.

The processors would then manually enter the data into Pinnacle’s content management system.

Capital Capture undertook an audit of Pinnacle's business processes and recommended an integrated open-standard based,

data and document capture solution that seamlessly integrates with Pinnacle’s proprietary content management application.

“The solution has delivered a number of benefits, including huge cost savings” says Pinnacle’s Managing Director Chris Mills.

“However, the most significant benefit is the improvement in the time it takes to process customer claim forms. In service driven industries, responding to customers in a timely manner is critical.

Capital Capture has delivered a solution that helps us deliver on our commitment to high quality customer service.”

Cory Brightman, Senior Process Consultant at Capital Capture said, “Our expertise in delivery of consultancy led business process automation solutions coupled with the solution’s scalability and interoperability were important factors in securing this client. We look forward to working with Pinnacle as they extend the solution to include all their form driven processes."

Contact: Warren Daniels, Mkting Manager, Capital Capture, Buckingham House, 62/63 Queen Street, London EC4R 1AD Tel: +44 (0)20 7314 7700 Fax: +44 (0)20 7314 7777 Email: warren.daniels@capitalcapture.com

New scanner on board Microform rolling out a new mid-range colour scanner Microform GmbH is launching yet another colour scanner, the MF S 385, to round off the mid-range segment of its product portfolio. With a scanning speed of up to 80 pages per minute, it is an economical alternative if you want a reliable system for converting medium-sized volumes of mixed documents to full colour, grayscale and bitonal images.

stability and flexibility that even larger production volumes can’t bring it to its knees.

The camera system built into the MF S 385 is likewise of such high quality that the unit produces results that are equally as good as those output by Microform’s high-end scanners. Two totally new, dustfree, encapsulated camera units - comprising Trilinear CCD cameras, combined with high-quality lenses from Rodenstock and specially bloomed (antireflectioncoated) optical mirrors - produce outstanding scan results.

It goes without saying that the MF S 385 has also been designed in line with Microform’s new Best Image Quality concept, a combination of cutting-edge scanner technology and state-of-the-art image management functions. As such, the MF S 385 offers a perfected all-inclusive solution for flexible and production-oriented production.

True to its corporate motto of “Experience and Innovation”, Microform has united proven and new technology in its mid­ range scanner, the MF S 385, to produce a product that gives its users the flexibility they require in so many areas.

The MF S 385 has been specifically designed for trouble-free handling of demanding originals. The beltless paper transport system, typical of Microform units, and the short transport route enable reliable scanning of documents from a wide range of paper grades and formats with minimal risks of paper jams or damage to valuable originals. Specially selected, long­ life lamps that emit light whose brightness is similar to daylight provide optimum scanning quality. With this high level of equipment, the MF S 385 offers such a high degree of

Microform, the marketing company for archiving systems, can now look back at ten years of experience in the field of document scanning and archiving. It was founded in 1994 initially with the aim of ensuring the production and sales of Agfa’s successful ADMIS CD 51 Rotary Camera for microfilms.

Since then, Microform GmbH has continuously developed and enlarged its product range of microfilm cameras, hybrid scanner/microfilm cameras and high-end document scanners.

Contact: Roland Reinberger, Microform GmbH Gewandackerstr. 12, D-73614 Schorndorf Germany.

Tel: +49 7181 255008 Fax:+49 7181 481668 Email: info@microform.de or visit www.microform.de

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R moue to Innerspace In one of its most important product developments in recent years Bisley has launched InnerSpace, a high-density storage system designed and developed to meet the changing needs of modern offices.

‘chum’ and changes in working methods. Using Bisley’s unrivalled experience in filing and storage, we have created a system which will meet all these challenges” he said.

“Additionally, InnerSpace, which harmonises seamlessly with Bisley Lateral File, has been designed from the outset for front office’ use so that it meets the highest standards of style and aesthetics and will grace any commercial interior.”

The InnerSpace system comprises five main components: frames, bases, shelves, drive units and end panels. A wide range of internal accessories: pull-outs, filing frames, media drawers, reference shelves, divider plates and hoop dividers make the system capable of handling almost any storage requirements, InnerSpace is offered in three unit heights, six bay depths and three shelf widths with a ladder-system frame at 20mm pitch for shelf adjustment.

Bisley InnerSpace is easy-to-specify, easy-to-install and easyto-reconfigure, enabling the end user to gain maximum storage capacity for minimum floor space.

It has been designed to utilise expensive floor space more efficiently, giving the end user the ability to increase the storage capacity of existing areas up to 100%, or reduce the space required for the existing storage by 50%, thus releasing the saved space for other office use. At current high occupancy costs this could bring about significant savings; a factor essential for businesses and departments that are expanding or need to streamline their operations.

Announcing the launch, Sales and Marketing Director Richard Blackwell said that InnerSpace had been specifically designed to meet the needs of the 21st century working environment.

“Storage and filing has become a dynamic process. Speed of information retrieval, effective utilisation of space and reduction in time lost through misfiling, all lead to significant increases in office productivity. In addition, flexibility in the choice of storage systems enables the user to deal with office

Fully welded modular frames are designed to give strength and ease of shelf repositioning while high-precision production techniques give smooth operation. With a track profile which is designed to combine maximum strength with simplicity of installation InnerSpace has a lubrication-free drive mechanism incorporating toothed belts to ensure a cleaner and quite operation.

Elegantly designed modular end panels with radiused corners can be produced in a wide range of colours allowing the designer to enhance the office interior design scheme.

“Because of Bisley’s financial strength and commitment to investment, we have been able to ensure the highest standards of manufacturing, combined with economical production to produce a range that combines value-for-money with the highest calibre of product quality.” concludes Richard Blackwell.

The InnerSpace range is currently on view in Bisley’s showroom at 155/157 Great Portland St, London Wl. Contact: Bisley Office Furniture, Queens Road, Bisley, Woking, Surrey, GU24 98J. Tel: +44 (0) 1483 485 600 or visit www.bisley.com

Brandford expands archiuing seruices Legal and accounting practices, private enterprises, and government agencies will have access to the latest secure document archiving services from a major new player in the storage market.

With a core customer base that includes private companies and government bodies, Brandford provides specialist solutions for documents that must be stored for any commercial or statutory reason.

Following its recent acquisition of Chester-based Cheshire Archive Services, Manchester-based Brandford Document Services, a leading provider of specialist storage solutions, has significantly expanded its existing archive management operation to include hi-tech document scanning and electronic storage facilities.

Gordon Haynes, Brandford’s Managing Director, comments: ’’The expansion gives us the platform we need to develop further both in terms of scale and national reach, better placing us to service businesses nationwide.

We are committed to developing our specialist document management facilities to ensure our customers continue to benefit from leading archive solutions.”

The expansion makes an additional three sites and 200,000 sq ft of storage space available, and paves the way for Brandford to further grow its digital capability. Plans are already underway to develop password protected online access, a centralised scanning bureau, and a special fire resistant area for Deeds and Wills.

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As a member of the National Archive Solution, an exclusive network of document storage providers, Brandford provides its customers with a genuinely UK-wide service. Through the scheme, clients can access nationwide storage sites using their existing supplier.

T h e S M A 51 D igita l-to -A n a lo gu e file co n ve rte r Paul Negus, Managing Director of the Genus Group of companies expressed his delight with “We are very proud to be able to announce the launch of yet another brand new piece of microfilm equipment. The Microfilm Shop is the exclusive UK distributor and select international distributor for the new SMA 51 digital to microfilm writer.

The SMA 51 is unique in that it can write digital images to both 16mm and 35mm microfilm plus it uses CONVENTIONAL 16mm and 35mm silver camera film, as a result the user is not restricted to using expensive bespoke film.

The ability to write to both 16mm and 35mm conventional microfilm has already created a stir in the bureau/trade market as it will allow the bureau to offer a number of different clients a number of options depending on the application. This will obviously allow the bureau to sell the service and to regain their capital outlay much more easily. The Archive, Library and Newspaper world have also shown a great interest due to the ability to properly archive upto A2 size images onto 35mm microfilm, especially as these images can be colour, grey scale or black and white.

In summary the main features of the SMA 51 are:★

Both thin (2.5mil) and thick (5mil) film can be used depending on the application and to maximise storage density by using long length thin film.

★

Can accept TIFF, JPEG, PDF, DOC and XLS etc. digital documents in bitonal, greyscale or colour.

★

Speed of the SMA 51 is 1-2 seconds per image for black and white, 2-3 seconds per image for grey scale and 3-5 seconds per image for colour.

★

Original document size can range from postcard (A6) all the way through to A2.

★

Optical resolution on converted images is 300dpi for A4, 200dpi for A3 and 150dpi for A2 size.

★

Price and system includes operating software which manages the downloaded files. Standard interfaces are used which allow the unit to write the images unattended once transfer has been completed.

Contact: Paul Negus, Managing Director, Genus - The Microfilm Shop Group Tel: 024 7625 4960 ; Fax: 024 7638 2319 http://www.genusit.com ; http://www.microfilm.com Incorporating: TH E

M IC R O F IL M SHOP

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HOUSING BENEFITS DEPARTMENT FEELS THE BEHEFIT Up to some four or five years ago, the Housing Benefits Department at Ipswich Borough Council was using conventional filing cabinets to store the records of its housing benefit ‘clients’.

Typically, the system was untidy and inefficient - staff were losing or misfiling records on a regular basis and a good deal of time was wasted retrieving files.

At that time a Government grant became available to improve efficiency and the Benefits Manager John Booty - with the whole hearted support of his staff - elected to use the funds to improve their filing system.

A member of the Ipswich B.C. Housing Benefits Dept scanning a file 1o record its location fW

Phase one John called in Document Management specialists Cave Tab pic who recommended a colour coded filing system as the first step in addressing the filing problems.

Using Cave Tab ‘TabQuik’ label production software, colour coded and barcoded labels were produced for the 14,000 records handled by the department. A document services team from Cave Tab then undertook the initial file transfer and upgrade process. John Booty recalls that this process resulted in the location of approximately 85 records which were previously untraceable.

With a 100% file turnover every 12 months, the creation of new files and barcoded labels is now undertaken internally.

Implementation of the new system resulted in more efficient use of floor space area for files and considerably improved location and retrieval times.

Phase two About 18 months ago, further Government funding was secured and full advantage taken of the barcoded labels which had been assigned to each and every file record. At this time, Cave Tab implemented its file tracking software system, which uses portable barcode scanners to record the detail and location of all files.

Within its 14 storey building, with files likely to be used by any of up to 60 staff in ten locations, document management is no longer a ‘headache’ for the Ipswich Benefits team. The location of any file can be sourced from any of the PC’s within the department with the strict ‘etiquette’ of a user being required to scan the file to record its location before making use of it.

John Booty is enthusiastic about the new system, commenting: “Whilst the implementation of phase one of our document management system made a massive improvement in our departmental efficiency, the second phase with its individual file tracking is proving to be of significantly more value.

“Not only do we achieve the obvious time savings in file location but the system is proving to be a significant management tool in that we can trace the route of a particular file and check who has been using it - and for how long.

“Moreover, the benefits the Cave Tab systems have brought to us as a department have enabled us to improve our service to our customers.”

Contact: Anita Chapman, Cave Tab pic, 1 Sovereign Court, Round Spinney, Northampton, NN3 8RH, UK Tel: 01604 798 555 Fax: 01604 798 524 www.cavetab.co.uk

Solar Microfilm is pleased to announce that they have been appointed as the European distributor for the S-T Imaging digital film viewers and scanners.

Users of the S-T range are able to read their microfilm as if they were using a standard reader and in addition easily print to paper and copy to CD using kiosk style software. The system administrator has total control over what they will allow the user to do by simply adding or removing large point and click icons.

The Scan-Write software also allows other TWAIN compatible scanners to be attached, thereby providing the same simple kiosk style interface for a wide range of book scanners.

Running costs have been drastically reduced through the use of cold lamps with a life of some 30,000 hours. System prices start at £1,320.00.

Undoubtedly the S-T range is ideal for the modem digital library and in particular for those about to acquire copies of the newly released local newspapers on microfilm.

Contact: Matthew Stilwell, Solar Microfilm Equipment Ltd., 1 Laser Quay, Culpeper Close, Medway City Estate, Rochester ME2 4HU, UK. Tel: +44 (0)1634 290099 or Email: mail@solar-imaging.com

Nev, im proved P en -S ized S can n er Patented DocuPen Scanner features rechargeable unit and enhanced Scanner Technology Planon System Solutions, Inc., a leading provider of scanning hardware and software, has introduced several enhanced features to the popular DocuPen portable full-page scanner designed to increase the scanning accuracy and eliminate the necessity of replacement coin batteries.

The DocuPen is a patented, fully portable full-page scanner that is the size of a pen, weighs less than 2 ounces and is only 8.5 inches long. While traditional pen scanners only read individual lines of text and are unable to scan graphics, the DocuPen scans an entire page of text and graphics in just 4 seconds and stores up to 100 pages in its 2 megabytes of flash memory.

Planon’s newest scanner, the DocuPen R700, includes a rechargeable feature that allows the DocuPen to remain perpetually charged without utilising a separate charging unit, i Once a user plugs the DocuPen R700 into a computer’s USB port

to download the scanned information, the scanner’s batteries are automatically recharged.

The DocuPen R700 also features a dual-roller guiding system and optical registration technology to enhance the user experience by creating a smoother scanning operation and a more accurate scan. The dual-roller guiding system includes strategically placed rollers around the scanner lens to distribute operator’s pressure evenly for smooth and easy scans. Using optical registration technology, the DocuPen R700, can create a highly accurate scan

using its optical timing and registration system.

The DocuPen R700 answers the need for scanners on the road and even inside the office or home. Users can easily scan multiple types of documents, such as letters, magazines, blueprints, sketches, then download to a computer and print or send them as email attachments instead of faxing them. Recipients can store the information on their computers and access it easily.

“Our customers have found so many ways to use the DocuPen to make their work more efficient which has inspired our new product definition line of ‘Redefining the way we work,”’ said Doug Verkaik, president of Planon Systems. “Indeed lawyers, students, teachers, sales agents, doctors, genealogists, business executives, engineers and so many more can benefit from an easy mobile scanner like the DocuPen.” The DocuPen R700 also includes ScanSoft’s PaperPort OCR software to manage scanned documents and connect to programs such as Outlook Express, WinFax, Notepad, Adobe Photoshop, Adobe Acrobat, Microsoft Word, PowerPoint and Excel. Users can make changes to their scanned documents with editing tools that allow them to crop and rotate images, add annotations, highlight text and draw with a freehand tool.

The DocuPen R700 retails in the UK for £149.99 (including VAT) and is available online from www.planon.com.

System Requirements: Windows 98/2000/ME/XP, CD/ROM drive, 32 MB RAM, 60 MB hard drive space, USB port.

Planon System Solutions, Inc., is based in the USA and can be reached at (905) 507-3926 or www.planon.com.

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Infolution Intelligent Search and Retrieval UK OEM launch S e p te m b e r 2004 Search and retrieval specialist Infolution today announced that it will launch its Intelligent Search Portal to UK OEMs in September 2004. The move comes in response to increasing user dismay with existing corporate search technologies and consumer search engines. As Infolution Founder and CEO, Henk Alles, says: “Most vendors and integrators still focus on better storage rather than better search and retrieval. Search technologies are still very immature and, with the current approach, we seem to be drowning in data. But increasing data volumes are a fact of life. My view is that we are not suffering from data overload. Rather we’re suffering from technology underload. Better, more intelligent search is needed; search that understands the meaning of text and behaves like a human does. And people don’t want to have to pay six figure sums or spend weeks integrating to get it. That’s where Infolution can help.’’

Adopting an OEM strategy, Infolution will offer easy-tointegrate next generation search at commodity prices.

Partnerships will be offered to enterprise software vendors, integrators and web developers. Partners will be able to trial Infolution software risk-free. Thereafter they can quickly and affordably offer Infolution search within their products and solutions, giving them significant competitive advantage whilst allowing them to focus on their customers and their core development.

Infolution’s hybrid technology combines traditional search methods with emerging semantic technologies to create a network engine that understands the context of a user query. It also mimics human interaction: ask it about Jaguars and it immediately asks you whether you meant cars, aircraft, baseball teams, big cats or the USS Enterprise’s sister spaceship.

From here on searching is click-based - it then asks you exactly what you want to know about Jaguar cars: the car’s history,

reliability issues and body rust, why British Prime Ministers are driven in one, or the latest news on the Le Mans team? By expanding and then narrowing the query users can, within a few mouse-clicks, arrive at the exact piece of knowledge they seek. They can discover things they didn’t know existed rather than simply retrieve a document that may or may not hold the answer.

Infolution searches across multiple unstructured databases to create a single knowledge domain that can be queried via a single point of access. This means businesses can search their databases, intranets, extranets, emails, blogs, notice boards and the Internet for information. It doesn’t matter where users store their data, Infolution will find it. Features include: concept visualisation, automatic (dynamic) taxonomy creation, automatic clustering of search results, virtual summaries of information within clusters and within individual sources, over 50 supported languages and a variety of information management/knowledge sharing features. The technology is XML based and is exposed as a web service, making integration as easy as possible.

Infolution is a Dutch-based specialist search and retrieval company. It was founded in 2001 and has been profitable yearon-year ever since. Customers include Intel, US Homeland Security, Pfizer, ABN AMRO, Tiscali, Boston Consulting Group and the Dutch Police Force.

Infolution is an OEM focused company and adopts a commodity approach both commercially and technologically.

The Intelligent Search Portal can be integrated with as little as 3 lines of HTML and OEM licenses start from as little as €2000.

Contact: David Carroll, Infolution Tel: +44 208 891 6957 Mob: +44 777 566 0723 Email: david@infolution.us

FblA looks back on 2004 and plans for 2005 The score card and outlook are mixed.

As the days grow shorter and 2004 begins to speed towards a close, the Film-based Imaging Association (FblA) executive committee met in September to review 2004 accomplishments in terms of meeting objectives and begin planning for 2005.

The score card for 2004 showed mixed results with some pluses offset by other minuses. On the plus side was improvement of the group’s web site (www.fbia.org also reachable through www.aiim.org), an important element in FbLA’s plan to expand awareness of film-based imaging’s role in document management, and of FbLA itself. Other pluses included introduction this year of a quarterly e-mailed newsletter, and representation for FblA and its story at five trade shows.

2010 census to be microfilmed A major 2004 accomplishment, to which FbLA contributed through the efforts of its volunteer advocate to government, Russ Burkel, was the decision of the federal government to microfilm the paper-based portions of the US census. As of this moment, the digital statistical tabulations of the census will be retained strictly in digital format.

Originally the Census Bureau had not planned to microfilm

any part of the 2000 census. This would have made it the first US census ever not to be microfilmed for permanent retention.

Outcries by concerned segments of the public, as well as the academic and records management communities, led to a reversal of the decision. Evidently the same arguments made for 2000 were considered when planning began for the 2010 census.

Some of the minuses The biggest negative of 2004 has been FbLA’s lack of success in expanding its paid membership and revenue bases. This deficit puts severe immediate constraints on programmes and projects that can be undertaken. It also raises questions about the group’s long-term financial viability.

As a result, a key objective for 2005 will be to broaden FblA’s financial base. This might be done through increased membership (whose dues would be augmented by AIIM’s matching fund programme for memberships); potentially gaining advertising sponsorship for any publications undertaken by FblA; and possibly seeking grants from organisations and/or foundations who have an interest in the long-term future of storage and preservation of vital information.

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K b hecomes largest independent JVI I EDM company in the UK

Peter Smith, the CEO of electronic document management specialists the EDM Group, has led a management team in the successful acquisition of Wolverhampton-based document management company AMI. This is the third acquisition by the management team in a buy and build strategy and has formed the largest independent electronic document management company in the UK.

document management processes in order to drive significant business benefits for our customers.”

EDM Group, advised by Grant Thornton, secured funding from ECI Ventures and HSBC to purchase AMI. ECI will continue to provide strategic and financial support, together with additional funding for future acquisitions and will maximise opportunities for EDM, developing the business from its existing sound commercial and financial base.

ECI Managing Director, Steve Tudge, comments, “AMI, with its strength in digital and web-based data storage and its excellent client base perfectly matched our buy-and-build strategy for EDM. Since backing the team to create EDM earlier this year, the business has gone from strength to strength and this acquisition gives the company the critical mass needed to achieve its full potential. We look forward to working with the management team at this exciting phase of growth in the electronic document management market in generating real value for our investors.”

The acquisition of AMI means that EDM now has market leadership in terms of its size, its technology as well as total geographical coverage of the UK. The expected turnover for the EDM group to March 2005 is expected to be in excess of £20 million.

Commenting on the deals, Peter Smith said: ”We successfully completed a buy and build strategy with my previous company Elutchinson Smith, backed by Legal ft General Ventures and HSBC. We grew the business from a turnover of £40 million to £90 million in three years before being acquired by Hays pic.. The document management sector has a great deal of potential and extremely interesting growth opportunities. I am confident that with such a strong management team we will be able to grow EDM Group in the same way.

“As more and more industries strive for efficiencies, we will be looking to use and develop our technology to improve

Ali Sharifi, Director of Grant Thornton UK LLP, comments “EDM has a very strong management team with a proven track record. They have a clear strategy to build the leading electronic document management group in the UK. We are delighted to have been integral in sourcing the targets and the finance to enable Peter and his team to establish EDM Group.

We look forward to working with them in the future on their exciting journey.”

ECI and HSBC Specialised Financing also backed the buyout of Poynton-based MBS Group and Bristol-based Storwave in March this year.

EDM already boasts a number of blue chip clients including Legal ft General, Lloyds TSB, Avis Europe, Tarmac, Securicor and Companies House.

Members of the management team comprise Peter Smith, CEO; Mark Jones, FD; Malcolm Mottram, Technology Director; Karl Jacobie, Operations Director; Gavin Casey, Non-executive Chairman; John Hayhurst, Non-executive Director.

Contact: sales@theedmgroup.co.uk or visit www.theedmgroup.co.uk

We can’t predict the future, but whatever happens - we can make sure your data remains timeless

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D b c u k a re DB Magnetbahn stores technical documentation with DocuWare Contemporary Administration for state-of-the-art technology Since the beginning of this year, DB Magnetbahn GmbH archives its complete technical documentation electronically. The company is well-acclaimed for its Transrapid project, a commercial maglev system. Lack of storage space and time-consuming retrieval processes were the decisive factors for the installation of an electronic document management system (EDM). Today, the central file cabinet can be accessed from various locations.

Three-way access DocuWare has been installed at DB Magnetbahn on a Windows 2000 server since the beginning of this year. To capture paper documents, two DIN A3 duplex scanners type Panasonic KV-S6055WU were installed. About 30 employees have the option to access the document pool from either the Windows workstations in the LAN or from the CITRIX Meta Frame. The DocuWare INTERNET-SERVER allows access to the central file cabinet via conventional Internet browsers.

This same method of access is also used by the employees from the mother company, Deutsche Bahn.

Next to the “Documentation” file cabinet, the Deutsche Bahn subsidiary has introduced a “Mail” file cabinet. Every day, the incoming mail at the branches in Munich and Lathen/Emsland is scanned, indexed and automatically stored and distributed. Outgoing mail is scanned and filed as well before it is sent out. Employees can view, revise and forward the mail with DocuWare CONTENT-FOLDER. Central organisation of e-mail

DB Magnetbahn GmbH has taken up the cause of implementing a maglev railway line in Germany. A subsidiary of Deutsche Bahn AG, the company is owner and operator of the Transrapid test facility in Emsland in the north of Germany, where the maglev technology for high speed trains is tested. DB Magnetbahn develops requirements for maglev tracks and is instrumental in planning the maglev railway line from Munich airport to the city centre.

The company’s transportation projects are highly complex and entail large amounts of technical documentation. The documents are circulated as paper copies or on CDs, along with numerous other documents in electronic form such as PDF, Word, Excel or PowerPoint files.

ROI in less than 18 months projected Even though documents were governed by a data base for over 20 years, the paper flood has overwhelmed and flooded the file cabinets. Lack of space, the error-prone nature of a paper archive and time-consuming retrieval processes finally led to the decision for a document management system. The wish for a central document pool that could be accessed from branches in Berlin, Lathen in Emsland, and Munich added to this choice.

The price-performance ratio tipped the scales for a DocuWare solution. “Other decisive factors were the simple operation and administration,” stresses Friedel Megerle, responsible for selecting and implementing the EDM solution. The IT Manager anticipates an ROI of the EUR 52,000 investment for the software and services in less than 18 months.

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Another important aspect is that e-mails have also been filed from the start. To this end, there are two public folders for “Mail in” and “Mail out” on the Exchange Server. All employees decide individually which e-mail they wish to file. With ACTIVE IMPORT the corresponding company is added from the global address book. Friedel Megerle: “Since e-mail is a very important medium for communication these days, it is advisable to file electronic mail along with related documents. This aspect was crucial to us from the beginning.”

Today the DocuWare file cabinet comprises around 25,000 documents. Very often a single document consists of several hundred pages, therefore plenty of paper storage space is saved. As a next step, it is planned to introduce the DocuWare CONNECT to SharePoint add-on module. Users will then be able to access the DocuWare file cabinet via the company’s portal.

Founded in 1988, DocuWare is a pioneer in electronic filing.

Today the company ranks among the worldwide leading software companies for integrated document management solutions with more than 5,500 installations and tens of thousands of users in over 50 countries. The software is distributed by over 400 resellers creating a worldwide independent authorised reseller network of over 1000 DocuWare experts.

Contact Information: DocuWare AG, Christine Schroeter, Therese-Giehse-Platz 2, 82110 Germering, Germany Tel: +49 (0)89-89 44 33-54 Fax +49 (0)89-841 99 66 Email: christine.schroeter@docuware.com or visit www.docuware.com.

MICROFILM, THE STUFF OF COMICS, OR REAL PAY TO PAY BUSINESS ACTIVITY?

BY LAURIE VARENPORFF Why? One may ask.

On Friday September the 10th 2004 I opened my daily newspaper to address my first indulgence of the day and that is to read my favourite comic strip - Modesty Blaise.

What actually happened?

In a media release made available at 10.30am on Tuesday 24th September 2002, the following was advised:

But what do I read on the second frame but the statement as a heading for one of three images “Henry - microfilm the Bell formula and process and destroy the original”.

Almost 10 million Australians or in excess of 52°/o of the census population chose ‘YES’ and the Australian Bureau of Statistics has been busily transposing that census information to microfilm for transfer to the custody of the National Archives. Now ABS’s job is done!

Am 1 dreaming? Is this my favourite comic strip and my business life of some 30 years coming together in the main stream media in a day to day comic feature in my local rag, the West Australian?

Next Tuesday, the National Archives of Australia will take responsibility for the safe custody of the microfilm. It will be kept in a time capsule in a secure location, preserving the contents until their reopening in 2100.

Surely not, so I went back to bed, got up a second time but this time the comic was the same MICROFILM as a dire plot by the bad guys, the ones with bulldog faces and dark suits and overcoats.

The 1,422 rolls of microfilm that have been used to store the census information will periodically be inspected by Archives conservators to ensure they are kept in optimum condition for future generations.

Is microfilm that universal a product to be known by the readers of this esteemed comic strip?

To the best of my knowledge the 2001 census documents were scanned and the images transferred to the 1,422 rolls of 16 mm microfilm via the use of one or several Kodak Archive Writers.

Maybe so! If it is, I am heartened by the prospect that our profession is so well known as to hit the daily comic strip and back to the good old James Bond days for the industry!

On a more serious note, what cost microfilming?

I located on the internet the following Australian Government discussion paper in respect to the Costs of retaining census records which does not appear to be dated but is in relationship with the then upcoming 2001 Australian Census.

The discussion paper states that the estimated cost of microfilming records from the next census is $22.45 AUD million. The Treasury stated that estimates for microfilming production that had been sought from commercial microfilm bureaux came in at $1.83 million, $2.92 million and $9.74 million.

The document proceeds to advise that the Australian Archives’ practice for preservation filming was to require a frame-byframe check before Archives is prepared to certify under the Archives Act that the film is a true and accurate copy.

The Treasury stated that users of the records that depend on looking up the copies of forms by census collection district would be facilitated by microfilming records in batches corresponding to collection districts and indexing them so that addresses of census respondents can be matched to collection district. The cost of address indexing is estimated to be $2.67 million.

The estimated cost of electronic recording of names and addresses using OCR is $14.5 million.

As to the cost of the exercise, I personally doubt that the figure of $22.45 million AUD was reached for the project and if it was I wished that I lived in Canberra and had carried out the programme to capture 1,422 rolls of 16 mm microfilm because I would be writing this article from some more exotic place than my current office.

The wheeling and dealing for the 2006 census has commenced so here we go again to get the data onto a preservation media that will last at least 100 years. You all know what that media current is!

Happy Microfilming!

Laurie Varendorff, ARMA Email: Laurie.Varendorff@tpg.com.au

FREE INFORMATION G G Baker & Associates - suppliers of unbiased reference works for over 30 years - invite you to use their very extensive website at

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N E W A P P O IN T M E N T S F O R N E X T S C A N nextScan w elcom es n e w Director In d u s t r y v e te ra n jo in s n e x tSc a n to g r o w s a le s and s u p p o r t w o r ld w id e nextScan, the provider of the next generation in film and fiche scanning technology, today announced that Charlotte Borges has joined the company as Director of Quality Assurance and Post Sales Support. Charlotte’s role at nextScan will include assisting manufacturing with product requirements and product delivery scheduling. In addition, she will be tasked with further definition and enhancement of the quality assurance process.

Charlotte will also provide support for customers and resellers before and after the sale.

Said Charlotte, “I am so happy to be joining nextScan. My new position is a perfect match for my experience. It is clear that nextScan truly understands the importance of delivering great products and superior customer service. I am excited to be a part of developing new technology, not to mention adding to the existing product line. Joining' r.txtScan is an opportunity to work with an industry leader that has a clear focus on quality and customer relationships.”

“Ms. Borges has spent many years working with one of the early developers of film scanning products. She has dedicated her career to providing customers the best solutions and support. She has experience in all aspects of the development, marketing, sales and technical support for document imaging hardware and software and is well-respected by her peers in the industry. Her addition to the company can only strengthen our position as a market leader in scanning solutions,” said Kurt Breish, CTO and President of nextScan.

Charlotte has spent the last 15 years entrenched in the document imaging industry. As Technical Sales and Training Manager for SunRise, a business unit of Printrak, a Motorola Company, Charlotte managed all facets of sales support for resellers and customers at a technical level, to include warranties, maintenance and on-site training. She also had a key role in product development for hardware and software solutions for a diverse number of industries, including government, for capturing and restoring large volumes of archival data on microfilm. Charlotte has extensive experience in ground-up development of training and support programmes, plus the technical expertise required to aid in the production and enhancement of products. Her dedication and loyalty has been key to the success of the various programmes and processes she has put into place over the years for QA, sales, marketing, training and support.

Contact: Lisa Breish, nextScan, Inc. Tel: +1(208) 462-2800 or Email: Lisa@nextscan.com

nextScan nam es n e w Sales m anager A dd ition to help g r o w w o r ld w id e s a le s c h a n n e ls nextScan, today announced that Lili Finnegan has joined the company as International Sales Manager. Ms. Finnegan’s directives will include working with nextScan resellers worldwide to support and drive their sales efforts, as well as offering ways to expand sales. Lili brings with her 20+ years success in developing and implementing national and international account sales plans and business-to-business partnering.

“Ms. Finnegan brings a vital element to the table for nextScan - she has expertise and experience in our market to successfully grow our sales efforts worldwide. Her major strengths historically have been new business development internationally, including fostering strategic partnerships and relationship building with existing resellers and customers.

These are the attributes I need in an International Sales Manager. Ms. Finnegan was a natural choice for the position and will definitely complement the nextScan team,” said Doug Bolen, VP Sales and Marketing for nextScan.

Lili has comprehensive knowledge of business processes and enterprise-wide, strategic document and content management integrated systems and software solutions. Lili’s background includes expertise in large volume, complex, multi media image and index data capture and conversion services, high speed scanning and recording sub-system integration and implementation, consulting and hardware/peripheral device integration. Previously, while at LASON Systems, Inc., Lili

20

served as Vice President of Sales, Digital Media ft Services Division. LASON is a global provider of integrated outsourcing services for the information management marketplace. While at IKON Office Solutions, Inc., Lili served as Eastern Regional Sales Manager for over 10 years. IKON has over 600 locations worldwide and provides customers with total business solutions including facilities management, image-based and legal document solutions, data storage, network design and consulting and E-Business solutions. “nextScan microfilm scanners are the best in the market today and produce a higher quality image than any of the competitors. It has been a long time since a company has come to market with scanners that are fast, reliable, innovative and have support that is top-notch,” said Lili. “I knew that based on this and the expertise of the management team, I would have a real opportunity to grow sales as a result.”

US. Roundup Lason m erges into Charterhouse Following shareholder approval in mid-August, the merger of Lason, Ine., into an new subsidiary of Charterhouse Group was completed. The transaction was valued at approximately $US 30 million. Lason shareholders, other than members of existing management who will exchange their shares for an ownership interest in the new subsidiary, Charter Lason, Inc., will receive $US 0.125 per share of their Lason common stock.

Lason will continue operations under its name and Lason’s existing management will continue to operate the business, as well as have an ownership interest in it. Ronald Risher, Lason president and CEO, said that since the pending merger had been announced the outsourcing firm had been able to close a number of new contracts and re-sign contracts with existing customers.

AIIM Service Com pany Forum.

AIIM International’s 29th annual Service Company Executive Forum will be held Nov. 4-6 near Walt Disney World in Orlando, Florida. The exact location is the Wyndham Palace Resort and Spa in Lake Buena Vista. The event has been expanded from its service bureau origins and is now also open to executives from resellers, distributors, systems integrators, consultants, large in-house operations and providers of products and services.

For fu ll information including fees, accommodations and registration visit www.aiim.org/scef

nextScan has moved! nextScan is pleased to announce that they have moved to a larger facility to continue to meet their growing customer needs.

New address and contact information: 1440 E. Iron Eagle Drive, Eagle, ID 83616 USA Tel: (208) 514-4000 Fax: (208) 514-4001

For more information on nextScan products and services, go to http://www.nextscan.com.

ACS expands in Hawaii ACS, the global outsourcing services organisation headquartered in the US, announced that it had reached an information technology (IT) outsourcing agreement with The Queen’s Medical Centre (QMC), Hawaii’s largest private hospital. Under the agreement, ACS will secure a new data centre facility in Honolulu, from which it will support QMC’s present and future IT and conversion needs.

ACS will migrate existing data centre equipment and staff to the new location. The new, expanded location could also be used to support the needs of other future clients in Hawaii and the Pacific Rim area; none were announced at this time.

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Badges For The ATHENS 2004 Olympic Games As the official imaging sponsor of the ATHENS 2004 Olympic Games, Eastman Kodak Company was responsible for providing all the accreditation badges required by the more than 350,000 athletes, coaches, sponsors, contractors, volunteers, and security personnel - virtually evetyone except spectators - who participated in the 17-dqy event.

Kodak also provided the same service during the 12 days of the Paralympic Games, which began in Athens September 17.

Along with the digital cameras and printers, Kodak was also responsible for the operation of day pass printers at 36 sporting venues, over 200 bar code readers, and over 200 lamination machines.

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RERDERSLETTERS

REfiDERSLETTERS that my criticism has prompted Cimtech to go back to the drawing board to rectify some obvious faults?

...and finally to put it to rest Dear Editor, I recently received the July/August edition of your invaluable publication and note that Mr Tony Hendley of Cimtech has replied to my letter, which appeared in your previous edition.

You will not wish to prolong this correspondence, but Mr Hendley is disingenuous in his attempt to suggest that Cimtech’s copy of our DIP Year Book was merely a natural progression from a previous publication.

1 examined a copy of the Cimtech’s “Document Imaging - A Guide and Directory” after it was published in 1992. It differed from any previous Cimtech product and was clearly based on our DIP Year Book. I might have been willing to ignore this had not closer inspection revealed that whole paragraphs of our text had been copied in a blatant breach of our copyright.

In fairness I must state that Mr N.S. Macartney, who was then Managing Director of Cimtech, did not attempt to defend or deny the plagiarism. He arranged for the publication of a suitable apology in the Cimtech Journal, “Information Management ft Technology”, and also in the subsequent edition of their “Guide and Directory”. Since those who were involved in the industry at the time will be well aware of these facts I can see no point in Mr Hendley’s attempt to distort them in Cimtech’s favour.

Regarding my criticism of the Cimtech web directory, I have no specific wish to discredit their publishing activities, but after the incident with our “Year Book” I naturally examine any new Cimtech offering in some detail. I concluded that in its present form their site is inferior in several respects to our own product and 1 have clearly stated my reasons for coming to that conclusion.

Judging from his closing remarks, it would seem that Mr Hendley also accepts the limitations of the present Cimtech web directory as he dismisses it as a pilot exercise to be replaced by a freely available version next year. Could it be

It is relatively easy to produce a basic web directory, but skill and experience are needed to match it to user needs, especially those who are interested in its subject but unfamiliar with the technology. In this context the number of keystrokes and mouse clicks required to access and navigate the site are of great importance and a responsible web directory publisher will strive to minimise them. It seems that Mr Hendley has yet to appreciate the importance of this activity.

A web directory should be promoted to existing users and also to potential customers, who are more difficult to identify. One obvious solution is to ensure that the site can be accessed through the major search engines. We have invested much time and effort in effectively presenting our site to the web crawlers and now expect it to appear on the first or second page of most search engine listings.

As proof of this, your readers may like to try a quick experiment by entering independent consultants, document management into the search box of Google world-wide or Google UK. I do not know what our position will be when this letter appears in print, but at the time of writing we appear as the first item on the first page out of 570,000 entries on their world wide directory and 75,300 in their UK file. Just one click on our listing will open the section of our site containing details of about 60 UK consultants, including Cimtech, who specialise in some aspect of document management. *At the risk of again being accused by Mr Hendley of using your pages to promote our site, I would like to invite your readers to visit www.ggbaker.com and explore it in order to appreciate its extensive scope and exceptional ease of use.

Gerald Baker, Senior Partner, G G Baker ft Associates *(In the interests of fair play the other address that you may wish to visit is www.cimtech.co.uk - Ed.)

Publication Review Electronic Document, Records and Content Management

An Introduction to Information Management

As well as being a comprehensive guide to electronic information management the 15th edition of the Cimtech Year Book is a useful directory of products and services throughout the Document Management Industry.

Written by David Aspinall, MD of Datum Solutions, this publication was commissioned by the British Standards Institution.

The book divides into 10 chapters with a 100 page directory in the back, which includes a glossary of in” terms and acronyms, which could prove invaluable to the uninitiated.

The guide is written by Tony Hendley and the directory compiled by Roger Broadhurst.

To purchase a copy visit: www.cimtech.co.uk or call +44 (0)1707 281060

It attempts to answer the usual ‘Why?’, ‘What?’ and ‘How?’ questions normally asked about Information Management, with particular emphasis on the associated UK legislation and initiatives that are in force or about to be brought into force.

The author manages to make a fairly dry subject interesting and it should be on the shopping list of most records management decision makers.

To obtain a copy visit: www.bsi-global.com

Rates are £35 ($50) per insertion with a limit of 25 words. Each additional 25 words or fraction are £35 ($50). There is an additional £10 ($15) charge for the use of Box number. For display (boxed) ads add £20 ($30). To place a classified ad, send copy to Micrographics Marketing Ltd, 65 Winchester Drive, Burbage, Leic LE10 2BA UK, or fax it to +44 (0) 24 7638 2319 or Email it to tim@green-sheet.net.

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