The Green Sheet 034

ISSN 1476-3842

green

News

Features

Products

August 2 0 0 5

Case Studies

IS S U E 34

People

www.green-sheet. net

advertisers’ index

announcements

A g fa ....................................................... 21 Altek S y ste m s.......................................31 Anacomp ..............................................31 GB Products ......................................... 27 Dass Laboratories ................................31 Genus G roup............................. 15.20.23 IBML ..................................................... 13 Image Retrieval.......................................3 In d u s .....................................................27 Kodak.....................................................32 Mercury V isu a ls.................................... 31 MicroVue ................................................ 9 M S T C .....................................................31 New Zealand Microfilm Services . . . .31 nextScan................................................ 29 OIT ..........................................................4 Scanning America .................................. 7 Solar ..................................................... 19 Upton Services .....................................17 Western Micrographics........................ 31 Wicks & W ilso n .....................................11

3

feature articles

4-7

trade news

8-13

interview with michael burling

14-1 5

edm software

16-21

product news

2 2 -2 4

case studies

2 5 -2 9

people on the move

30

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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: g s in fo @ g re e n -sh e e t.n e t U.S. E-mail: M N g reen sh eet@ ao l.co m Web Site: w w w .g r e e n - s h e e t .n e t Editor T im N ixon tim @ g re e n -sh e e t.n e t US Editor M itch B a d le r M N g reen sh eet@ ao l.co m Australian Editor L a u rie V a re n d o rff L a u rie .V a re n d o rff@ tp g .co m .a u Consulting Editor D avid A sp in a ll d a sp in a ll@ d a tu m -so lu tio n s.c o .u k Subscription and Circulation C a ro le N ixon g sin fo @ g re e n -sh e e t.n e t Graphic Design P au l E n so r p a u le n so r@ g ra p h ic p re ss.c o .u k

Visit our new D irectory on www.green-sheet.net/directory

The Green Sheet Directory forges ahead Good progress is being made with the

to indexing have shortened search paths

W e are confident that The Green Sheet

development of custom software which w ill

and fewer "clicks" are now needed to

permit major enhancements to The Green

complete a search. The effectiveness of web­

popular web directory serving users of

Sheet Directory. M eanwhile we are concen­

sites used to be expressed as the number of

document management products and

trating on expanding the present site to

hits they attracted, but this is no longer a

services, and recent additions make it even

include more marginal suppliers and we

valid measure because improvements tend to

more comprehensive. If any reader knows of

now list the products and services offered by

reduce the hit count. O u r ISP has confirmed

a relevant UK supplier who is still not

approximately 700 UK companies.

that the site attracted over half a million hits

included, please let us have details and we

in one year, but the figure is almost

w ill be delighted to add them at no charge.

Much research has been devoted to

Directory remains the largest and most

improved classification, descriptions have

meaningless as searches which do not go

Although it is our long term plan to

been expanded and many of the recent

beyond a copy of the site held in "cache"

extend the Directory to include all nations

additions to the site relate to importers and

are not recorded.

and make it a truly global directory we are,

integrators of software, ranging from

Because improvements to indexing and

providers of web content management

initially concentrating on creating a fully

increased numbers of searches answered

comprehensive UK directory. So the new

systerhs to the automated processing of

from "cache" adversely affect the hit count,

additions that we are currently appealing for

unstructured data. In total over 520 software

we tend to ignore it. W e are, however, very

are for UK companies only.

packages are included under the name of

interested in how the site is used and the

For any amendments o r additions please

the prime UK source and we are now

manner in which enquirers phrase their

contact either:

working on building links between these

searches. Subtle changes have been made

Tim N ixo n , The Green Sheet, 6 5 W inchester

authors and importers and their agents and

to most sections to ensure the closest

Drive, Burbage, Leics. LE W 2BA

integrators.

possible match between search terms used

Tel: 024 7 6 3 8 2328 Fax: 0 2 7 7 6 3 8 2 3 1 9

by visitors and the subject headers for each

Em ail: tim@green-sheet.net

the search engines and is, for example, now

page, which are picked up by the web

or

held in "cache" by Google. Improvements

crawlers.

G e ra ld Baker on ggbaker@ctv.es

The site is holding its premier position on

iim a g e r e tr ie v a l Exclusive Reseller for UK & USA

The

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llm age Retrieval (UK) Ltd W a n d le House, Riverside Drive, M itcham , Surrey CR4 4BU T e l: -f 4 4 [0)20 8 2 8 8 1212 e m a il: sales@ iiri.co.uk F a x : + 4 4 (0 ) 2 0 8 2 5 1 2 0 0 1 W eb: w w w .iiri.co .uk

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ANNOUNCEM ENTS

SMART CO N TEN T FILTERING U SIN G M .A.I. Not too much, not too little, but just the right amount.

By Alice Redmond-Neal The typical searcher is a lot like

in between can pass through. W ith a fine

filtering mechanism that establishes qualifying

Goldilocks, wanting just the right level of

gauge net, only the small fish pass through.

rules to differentiate concepts and then

detail among search results. Too little detail

The only qualification is size. If the fish fits the

categorise the content.

isn't much help, but too much detail can be

size of the hole, it passes through.

overwhelming and discouraging. Given the potential volume of returns from a search on

In filtering information content, the qualifi­ cation for passing through the filter is not size

the Internet or corporate portal, getting to

but topic. Data can pass through the holes of

"just right" can be a challenge.

the net only if it "fits," i.e., it meets qualifying

A content filtering approach provides a

conditions regarding the subject matter. The

happy medium. W h ile filters can be set for

holes of the fishing net or filter differentiate

any number of parameters, our primary focus

content on the basis of concepts. In an

is on the topic(s) or subject matter of the

information filter, the primary criterion is relevance to the topic or category. After rules

indexing, i.e., application of keywords or

distinguish between concepts, a secondary

subject meta data. In information retrieval,

filter can be set for a level of granularity or

content filtering serves to limit unnecessary

specificity of concepts. The result is not too

detail in subject description, to disambiguate

much detail, not too little, but just the right

homographs (words written the same but

amount.

noise in search returns. Filtering can also be used to direct content to specific end-users.

An information filter can be thought of as a variation on a fishing net. The size of the

A specialised application of M.A.I. is Newslndexer, an indexing strategy customised for the news publishing industry.

Newslndexer's vocabulary is broad and general with over 5,000 concept terms reflecting the coverage of news publications.

The terms are organised as a taxonomy,

content. This may be captured by subject

having different meanings), and to cut out

M .A.I. and New slndexer

hierarchically arranged from broad concepts to specific instances. There are six general categories reflective of sections in a typical newspaper and up to nine levels of more specific terms. M.A.I. serves as Newslndexer's brain by filtering, sorting, and analysing content according to the rules in its rule base.

Two elements underlie the process of

In Newslndexer (and any other application

concept filtering: first, a taxonomy or thesaurus of subject terms used as meta data, with terms hierarchically organised from

of M.A.I.), words in the text of a document prompt rules in the M.A.I. rule base and, ultimately, categorisation of the document.

general concepts to specific details, and

spaces in the mesh determines what gets

second, a rule base holding the conditions for

through. If the spaces in the fishing net are

differentiating those terms. Data Harmony's

big, tiny minnows, giant tuna, and everything

Machine Aided Indexer (M.A.I.) provides the

The rules may be straightforward or may include conditions which distinguish alternate meanings of the word in text. Conditions in

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FEATURE

Visit our new D irectory on www.green-sheet.net/directory

M.A.I. rules enable it to distinguish the meaning of "bears" whether the word is used

manner when limited detail is appropriate.

A look at Newslndexer demonstrates how

in reference to a bear market, the Chicago

M.A.I. can filter content, categorising to the

bears, or bears as wildlife.

desired degree of specificity for different purposes. An online newspaper's homepage

Thesaurus Master manages custom vocab iN e w s \ |

/

DATA H A I M O N T

M.A.I. adds metadata

F I

L T E R

F RESULT:

I

terms that meet M A I. rule conditions

L T E R

ALL

Cut noise , disambiguate

is likely to provide links to each section of the RESULT: Higher level categories, reduced data stream - for portal, targeted users, and other purposes

Up-post to limit returns

paper, such as Business, Technology, and Sports. Offering links from the homepage directly to articles on the Red Sox, Patriots, Celtics, Bruins, College sports, High school sports, and so on would be too much detail at an inappropriate location. From the homepage, those articles are, instead, filtered broadly through Sports with access to further details offered through the Sports webpage.

M.A.I. filters out noise and ambiguity in categorisation, and reduces detail as needed

An important development in subject indexing for the news publishing industry is a standardised vocabulary of Subject Codes offered by the International Press Telecommunications Council (IPTC) as part of its News Markup Language (NewsML). The goal is consistent coding of news meta data to promote the flow, interchange, and repurposing of news data. The Subject Codes list consists of about 1300 terms generally describing concepts captured in news articles.

Codes. Prompted by words appearing in an article, Newslndexer's rules interpret the

Harmony's Thesaurus Master, for example, a

article's meaning, filter the content through the

simple rule base is generated automatically.

associated vocabulary, and apply subject

But M.A.I. also offers a w ay for a human

meta data. M.A.I. can apply the IPTC Subject

editor to add knowledge, maximising

Codes, the Newslndexer taxonomy, or both.

precision in categorisation and minimising

Newslndexer is just one of many

retrieval noise. M.A.I.'s Rule Builder module

Knowledge Domains using M.A.I. and a

enables the editor to take the system beyond Filter content precisely, then up-post from narrower terms in hierarchy to more general term

semantic variety just as a reader and indexer

As another example, the M.A.I. rule base

does. The editor can fine-tune any rule, using

has rules to capture concepts represented by

a flexible combination of conditions,

the taxonomy term Health, followed at the

proximity indicators, and Boolean operators,

next level by Health conditions, Medicine and

to improve categorisation results. Rules can

Medical facilities. Under the term Medicine

be reviewed, modified, added, or deleted at

are increasingly narrower terms:

any time.

Pharmaceuticals, the still narrower term

M.A.i.'s Concept Extractor module scans a

Expanded uses fo r M .A.I. as a content filte r

supports implementation of the IPTC Subject

taxonomy, which may be held in Data

document to capture its meaning, recognising

needed, providing just the right amount of detail.

The M.A.I. rule base underlying Newslndexer

Wheft M.A.I. is integrated with a

a simple word-for-word match to text in a

descriptive categories are displayed as

Antibiotics, and the most specific term

document for words conceptually associated

Penicillin. In some cases it is necessary to

to taxonomy terms. If the document's word(s)

provide the detail afforded by the category

meet the conditions of the rule governing use

Penicillin, such as when it is important to

of a term, M.A.I. suggests indexing or

differentiate among a variety of antibiotics.

categorising with that term. Best practices for

controlled vocabulary to filter and categorise content. Another use of M.A.I. is to filter documents and direct them to targeted end users. On the ASIS&T membership application, prospective members can indicate interest in a range of special topics pertaining to Special Interest Groups (SIGs), possible conference planning, etc. These interest areas could be linked to terminology in the ASIS&T Thesaurus, with e-mail notifi­ cations generated for members about articles in any of ASIS&T's publications tagged with the Thesaurus descriptors relating to their expressed areas of interest.

Just enough detail fo r the rig h t purpose

content categorisation dictate indexing to the

Fundamentally an indexing tool, M.A.I.

most specific level of terminology available in

provides a detailed rule base, programmat­

the taxonomy. For those who want all the

ically established and editorially enhanced.

details, the most specific taxonomy term is

The system provides the option for categori­

perfect. The term is captured as subject meta

sation to be done either automatically or in

data and saved with the document in XML

an assistive mode supporting a human editor.

form.

Using M.A.I. with editorial oversight quadruples indexing speed and promotes

Filtered detail —rig ht am ount, rig h t place

precision, consistency, and coverage. M.A.i.'s

But when all that detail is too much for some purposes, the alternative is to retain the precise meta data with the documents, but relegate the documents to more general categories. Using a strategy called "upposting" and followingthe hierarchical arrangement of terms in the taxonomy, highdetail documents reflecting narrower taxonomy terms are grouped with documents indexed with the more general, broader terms. The result is that, while documents are indexed precisely and their meta data is available for other storage and retrieval uses, they can be presented in a more simplified

function as a content filter derives from its Filter content precisely and up-post to most general term

For other circumstances, however, documents indexed with Penicillin could be

ability to disambiguate similar-appearing concepts and eliminate noise, and to deliver details as needed by up-posting to more general taxonomic categories. For searchers

rolled together with those indexed with

seeking to avoid Goldilocks' frustration,

Antibiotics and Pharmaceuticals and all up-

M.A.I. can help to deliver accurate results that

posted to the more general term Medicine. A

are not too much, not too little, but just the

link from the homepage would reflect the

right amount.

broad category Health. In each case, the articles are indexed comprehensively and

Contact: M a rjo rie Hlava, Access Innovations,

specifically and the detailed meta data for the

Albuquerque, N M , USA Tel: 5 0 5 998 0800

articles are retained, but more general

Email: mhlava@accessinn.com

Visit our new D irectory on www.green-sheet.n e t/d irectory

FEATURE

Laptop Theft An Insider's guide to not becoming another Statistic

By Martin Allen of Pointsec W hen laptops were first available, they were

insurance companies w ill simply point out that you

that data in

treated with great care and attention and to be

should have backed that data up.

order to do

given a laptop by your company marked you out

A recurring theme in the recent stories, such as

as someone special. Today, the laptop is

the US-based MCI employee whose laptop

commonplace. They are no longer the possession

contained the personal details of 16,500

of high powered business executives or IT

employees, is that identity theft is the key goal of

developers. Everyone from geeks to the occasional

laptop thieves. This is more likely to be a

home user is moving aw ay from desktop

secondary gain to the thief, rather than a m ajor target, and no police force or insurance agent

computers to the laptop.

There are many reasons for this. Price, processor power, increased battery life, footprint on the desk and the move to an increasingly

would offer any figures to cover professional targeting of laptops for this purpose.

The same can be said of the number of senior

mobile lifestyle, are just some of them. The laptop

executives whose laptops get stolen. Generally,

has now become so common that it's "just another

they are seen as highly attractive items as they are

device" to many people. As a result, people have

top of the range technology. W h ile there is an

become careless. This is evidenced in the fact that

increasing market in Intellectual Property, there are

almost every week there is another story of a lost

no statistics kept as to whether such information is

or stolen laptop making the headlines. Often these

actually traded and for what sort of money. It is

stories only appear because the person or their

more likely that such information w ill be stolen by

job is considered "high profile". M ilita ry chiefs,

hackers.

intelligence officers and even developers with

Protecting against laptop and data theft would

personal credit card information have all been

appear to be relatively easy but, in a business

"named and shamed", yet the procession of losses

sense, is rarely so. Some basic steps for

goes on.

employees to follow in order to protect laptops

Some of the cases are down to acts of simple theft. Putting a bag containing a laptop on the ground while buying a railw ay ticket or leaving the laptop in the boot of a car are two of the common excuses. Having it stolen while in a pub or restaurant, leaving it on a train, plane or in a taxi are also very high up there on the agenda. It seems that the laptop has succeeded the umbrella in terms of the object of property people misplace the most.

So how bad is it?

Recent figures from UK police forces show that

include:

some form of work.

So what can you do?

1 Use strong but memorable passwords. - Too many people w rite down passwords because the password policy is unworkable. You could dispense with conventional passwords and use Pointsec PicturePIN which consists of a series of pictures so that the user simply points out the pictures corresponding to "his" story. Not only is this system just as secure as traditional passwords, but it's easier to remember with no chance that you'll be tempted to w rite your "password" down.

2. Encrypt the data on the disk. - This w ill ensure that even if the disk can be accessed, the data is secure. M ake sure the encryption is seamless and quick, and managed centrally, so that it cannot be circumvented.

3. Educate users about the risks of carrying too much data and do regular audits to ensure that non essential data is deleted. - It's too easy to just "leave" data on the computer after it is no longer

1 Never leave the laptop unattended in a public

needed. An audit policy design as part of a risk

place.

assessment process w ill reduce the impact of data

2. Never leave a laptop on a desktop at lunch,

loss and ensure you know exactly "what" has

w hile in a meeting or overnight.

been lost.

3. Never put a laptop in hold baggage.

4. Have a backup mechanism that makes it easy

4. If in a restaurant or bar, always ensure that the

for users to take copies of data d aily while

bag containing the laptop cannot be snatched. Put

traveling. - Most laptops have CD o r even DVD

the shoulder strap under your chair leg.

Read/W rite capabilities so supply blank media to

5. If you need to visit the bathroom, take your bag

mobile workers. This can then be used as a

with you, unless you are with a trusted colleague

backup when they return to the office and kept

who you have asked to "mind" your laptop.

with other backup tapes and disks.

over 34,000 laptops are reported stolen each

6. Laptop bags might look like the ideal place to

5. Have a Laptop Protection Policy. - This is a

year. This is almost 100 per day and only deals

keep you laptop but they stand out a mile. Try and

document that outlines the responsibility of the

with those that are actually reported to the police.

keep the laptop in a less obvious bag such as a

user and how they should treat their laptop and

briefcase.

data. It is no less important than any other

7. W hen in a hotel, store the laptop in the room

corporate email or data policy and, as such,

safe, even when just going for breakfast, dinner or

should be part of the employees contract of

to use the gym. If the room doesn't have a safe,

employment.

What does it cost?

That's a question with no definitive answer. You can insure a laptop for around 7.5

%

of its value,

so a £1000 laptop would cost you just £75. Most insurers w ill look at the model and need a copy of any invoice. If you later add software to the laptop you w ill need to provide additional information to your insurer and, depending on the cost of the software pay an additional premium.

take it to the front desk and have the hotel store it

A ll of these processes can be put in place very

for you.

quickly but the biggest challenge is education.

8. Never leave the laptop o r the bag containing

W ithout a clear Laptop Protection Policy a ll else is

the laptop on show in the car, even if you are in

window dressing. Even with a policy and

the car with it. M any a bag has been snatched

procedures there can be no guarantee that it w ill

through a car window while stopped in traffic.

reduce the number of laptops stolen each year.

9. If you need to leave the laptop in the car,

Indeed, as the trend of replacing desktop

conceal it in the boot.

computers with laptops continues, there w ill be

you? W hen did you last back it up? Basic

10. Never leave it in the boot for long periods

many more devices for the thieves to target.

insurance policies as described above WILL NO T

and never leave it overnight.

What about my data?

Good question. W hat's your data worth to

include restitution of data. These are generally

W hat you can do, however, is make it harder

These might a ll seem like commonsense items

for thieves to get hold of devices through the

part of a separate insurance policy for your

but for every single entry in this list you w ill find

simple security steps outlined above. By encrypting

business. A quick call to your insurance broker

people who have lost their computers by not

data and good use of passwords, you can also

w ill establish what these premiums are, but

taking precautions.

ensure that the only value to the thief is from the

generally expect to pay around £100 for data restitution costs of up to £5000. This is only for restoring your data - eg. the cost of re-keying data or recovering a corrupted hard disk. It does not compensate you for unique data that you might have lost, such as software under development or notes about customers. M any

FEATURE

sale of the laptop and not your data.

What about data?

Protection of corporate data is critical today.

You could argue that employees should not have sensitive information on their laptop when out of the office. W hile this would be nice, the reality is that the laptop is a working environment. This means that the person carrying the laptop needs

Don't become a statistic!

Contact: Martin Allen, Pointsec, Rosemary House, Lanwades Business Park, Newmarket CB8 7PW or visit www.pointsec.com

V isit o ur new D irectory on www.green-sheet.net/directory

Businesses could benefit by investing more in the implementation of employment law changes N ew UK research, published by people

clear purpose, fits with the UK's flexible

adequate employment law training and sup­

management experts, the Chartered Institute

labour market and is well drafted it can act

port for these managers is a key driver to

of Personnel and Development (Cl PD) and

as an important lever for change. In order

business success.

leading law firm Lovells, shows that many

for this to happen the Government must con­

employers find employment legislation helps

sult with employers before legislation is

effectively when managers understand the

to build trust and improve the motivation of

drafted and showcase the business case for

legislation and how it affects overall busi­

their staff. However, many more are missing

good employment practice. O nly then will

ness objectives. O u r survey also highlights

out on business benefits with almost two-

employers recognise how legislation ties in

the importance of communication with the

thirds (62%) of employers finding lack of

with good people management and devel­

general workforce. Employers have found

resources, such as staff, time and budget, a

opment, and understand how central this

that some legislation has encouraged

major challenge in the effective implementa­

can be to business success."

greater communication both during and

tion of employment law.

M ain obstacles to effectively implement

The survey of 600 HR practitioners

"Employment law issues can be dealt with

after implementation, which has helped to

changes in employment law are:-

gain the trust and commitment of employ­

reveals the UK Government needs to do

★ Too much legislation (63%)

ees."

more to( take into account the needs of busi­

-*• Lack of resources, such as staff, time and

ness with more than half of employers

The CIPD and Lovells research w ill be launched at the ClPD's Annual Employment

budget (62%)

believing that there is too much employment

★ Lack of senior management buy-in (50%)

Law Conference and a free copy w ill be

legislation and 43% believing that there is

★ Inadequate quidance from Government

available to all delegates. It investigates

inadequate guidance from the Government.

Employment and the law reveals almost two thirds of employers feel that existing

employers' awareness of legislation, atti­

143%) ★ Lack of awareness of changes to

lenges it can bring. It also examines issues

legislation (39%)

employment legislation has helped them

M ore effort to involve line managers in the

earn the trust of their employees and ensure that they feel fairly treated. Meanwhile over half of employers believe that legislation can drive good practice and over four-fifths of employers believe it can drive change.

implementation of employment law is required with over one third of organisations lacking awareness of changes to legislation.

However, almost two-thirds of employers (64%) recognise changes to people manage­

Specific examples of good employment legislation include the Disability

ment policies as one of the best methods of making changes in employment practice and

Discrimination Act, the Race Relations Act, the Sex Discrimination Act and the Right to Request flexible working legislation, with the majority of employers identifying these as both necessary and as helping them to meet their strategic business goals.

tudes towards employment law and the chal­

helping to implement employment law.

David Harper, Partner and Head of the

surrounding the new rights to request flexi­ ble working and the working time directive.

The conference w ill provide an early opportunity for employers to consider the emerging legislative programme of a third term labour Government. It brings leading experts together to update employers on the latest developments in UK employment legis­ lation and outline the practical implications of changes to the law.

Employment Group at Lovells, says, "In our

For further details visit www.cipd.co.uk/law-

experience, organisations that invest

conference o r call the CIPD enq uiry hotline

resources into the introduction and manage­

on 0 2 0 8 6 1 2 6207.

ment of employment law gain a competitive

Ben Willmott, CIPD Employee Relations Adviser, believes effective regulation involves

business advantage. Line managers typically play a major role in this process. Providing

the Government helping employers through improved consultation and betterdrafted legislation and guidance.

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Employers also need to recognise the benefits that good regulation can bring and invest in introducing the policies, training and effective communication that will result in

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positive change in the workplace.

W illm ott says, "C learly employ­ ers recognise the need for much employment legislation and in some cases they find it can actually benefit the business by driving the development of policies and prac­ tices that can help them recruit, retain and motivate employees. But debate remains over the amount of red tape and the need for the Government to simplify the legal duties facing employers.

"If employment legislation has a

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• Large Format Drawings • Archive Writing • Indexing • Document Pickup and Storage . ^ • On-site

FEATURE

8 In this section of the magazine we will be reporting on the various developments within the trade, such as acquisitions, mergers, partnerships and news from Trade Associations.

DocuW are Sem inar Tour in England well attended DocuWare seminars were held for the first time in London and Manchester. The events drew over 70 participants. For the first part of the day, the seminars focused on product news, real-life solution examples, and current topics such as the impact of digital signatures. In the afternoon, participants enjoyed hands-on workshops.

O n A p ril 1, 2005, DocuWare founded a new subsidiary - DocuWare Ltd - based in London. As part of their efforts in the UK,

how to make the most of digital signatures.

Vienna in Austria and Zurich in Switzerland, resulted in record participation: 518

H elpful Experience Exchanges In different workshops focusing on the

customers and prospects attended - 62 %

DocuWare recently put together one-day

needs of either users or administrators,

seminars for DocuWare users and adminis­

participants could get hands-on with

more than in 2004.

trators in England. In the course of the

DocuWare's document management profes­

very satisfied: "The high level of partici­

morning, participants gained insight into the

sionals and had a chance to discuss how to

pation shows us that there is much interest in

future positioning of DocuWare in this local

use a DMS to improve important processes

innovative solutions such as document

market and their plans for further product

in their businesses. Important topics included

management. DocuWare lowers costs,

development. Participants were very

simple handling of difficult-to-scan

creates more space and improves customer

DocuWare President, Jurgen Biffar, was

interested in learning more about automatic

documents; the integration of various ERP

service - all while improving a company's

filing of electronic documents, as well as the

systems; e-mail archiving; and the best ways

overall productivity."

workflow features offered in DocuWare

to fulfil current legal requirements. Having a

solutions. The concrete, real-life examples

chance to exchange ideas and experience

from applications in Sales, Personnel/HR

was much appreciated.

and Accounting, as well as technical information, was well-received. Another hot topic discussed with DocuWare experts was

For A d d itio n al Inform ation: Patricia Herion, DocuW are A G , Therese-Giehse-Platz 2, 8 2 1 1 0 G erm ering, G erm any E-Mail: patricia.herion@ docuware.com

Record Num bers in G erm any

Tel.: + 49.89.8 9 44 33-54

This year's DocuWare seminars conducted in six German cities, as well as

Fax: + 49.89.8 41 99 66

e-m ail is key in billion $$ judgment Failure to produce e-mails truly costs financial firm.

US investor. She said Morgan Stanley's

604 million in compensatory damages and

M organ Stanley, repeatedly couldn't

mismanagement of e-mail messages and

$US 850 in punitive damages.

produce court-requested e-mails in a major

back-up tapes were the basis for her ruling.

trial, judge Elizabeth Maas said that enough

Because of these failures Judge Maas

recent ones in US courts, that how a

was enough.

ordered the jury to take it for granted that

company manages its corporate records -

W hen the international financial firm,

She issued a pre-trial ruling that Morgan Stanley had conspired with Sunbeam Corp. to defraud Ronald Perelman, a prominent

the firm had acted to defraud Perelman.

Consequently the jury awarded Perelman a total of $US 1.45 billion, including $US

It is clear from this decision, and other

including e-mail messages - can really put it at great risk of severe fines and legal penalties.

Preview Services acquires im aging bureau Preview Services Ltd - one of the UK'S

operation in the UK. From its Head office in

and US markets.

Preview Services Limited is a specialist

leading document scanning and document

Hanworth, the Company offers services to

management outsourcing organisations -

companies throughout Europe and in 2004

provider of outsourced document

has acquired the trade and assets of

opened an additional facility in Sydney,

management services to businesses and

Sixteen35 (Microfilm and Imaging) Ltd.

Australia.

public organisations of all sizes. Clients

The Company's scan-on-demand

include major sales and leasing companies,

was established in 1983 and has built an

operation in Oswestry, Shropshire has

airlines, engineering firms and government agencies.

Based in Swindon and London, Sixteen35 impressive reputation for service and

capacity for over 100,000 archive boxes,

support with clients requiring document

from which images can be made available

imaging.

within minutes upon request and is unique in

Preview has invested heavily in technology and systems over recent years

the industry.

1 M ount Road, Hanworth, M iddlesex TW 13 6ARU K

Preview's offshore indexing and coding

and now claims to have the most modern

operation in Delhi, India, also provides

and technologically advanced scanning

specialist legal support services for the UK

TRAD E NEW S

Contact: Kathy Bruce, Preview Services Ltd,

Tel: +44 (0)20 8 7 5 5 5704 Fax: +44 (0)20-8755-5715 o r visit: www.previewservices.com

Visit o ur new D irectory on www.green-sheet.net/directory

Iraaiim news from aiim The ECM Association

"Ease-of-use" most important factor government also showed that "planning and

system is a major undertaking. To maximise

found that managers selecting information

managing implementations, including

the productivity gains, systems must be easy-

and document management systems rate

change management", was the biggest

to-use for staff at all levels in the organi足

ease-of-implementation and simplicity-of-use

challenge to project champions. It ranked

sation."

as their most important evaluation criteria,

well above "achieving financial justification

well ahead of functionality, scalability,

and board-level commitment".

Industry association A IIM Europe has

standards compliance and reputation of supplier.

The A IIM survey of over 300 organi足 sations across financial services, manufac足 turing, jiealthcare, utilities, construction and

A IIM spokesman Doug Miles comments,

The A IIM Roadshow in A p ril provided an ideal opportunity to compare over 25 information and document management

"Information and content management

solutions side-by-side, and to discuss

requirements are now so core to day-to-day

implementation issues. The Roadshow visited

business processes that implementing an

London, Bristol, Birmingham, Manchester

Enterprise Content Management (ECM)

and Glasgow.

AIIM Europe Conference and Expo - Information M anagement for Com pliance and Efficiency October 25-26th, Hammersmith Novotel, London.

Building on 50 years of conference

efficiency and response. However, a wise

Keynote presentations, multi-track

success in the USA, A IIM is proud to

investment in IT for information management

seminars, round-table debates and over 30

introduce an exclusive two-day information

can produce a win-win situation of stream足

exhibitors w ill allow both public and private

management technology conference for

lining business processes, increasing

sector managers to learn about, compare

senior IT and business managers.

productivity and improving customer service

and discuss this vital business application.

CEOs and directors frequently see compliance as a restriction on business

whilst ensuring compliance across a wide spectrum of regulations and directives.

Register at:

w w w .aiim expo.org.uk o r call

+44 (0)1905 7 276 06

AIIM hosts ECM Party at DMS in Essen September 27-29th, Essen, Germay.

Industry association A IIM Europe w ill be

DMS is Europe's largest specialised trade

A IIM is the international association for Enterprise Content Management. It

hosting an International Exchange stand at

fair for company-wide electronic information

DMS, the Digital Management Solutions

and document processing, with more than

represents the Information Management

show in Essen, September 27-29th. A IIM is

300 companies showing how all the

community and supports the interests of

inviting companies who are new to the

information and documents that a company

users and suppliers of technologies and

German document management market,

processes every day can be turned into

solutions used to capture, manage, store,

and wish to engage with channels and

digital documents, and how paper-based

preserve and deliver information.

integrators in Germany, to join them on the

business transactions can be fully

shared stand.

transformed into electronic processes.

V isit o ur new D irectory on www.green-sheet.net/directory

Contact: doug. m iles@ aiim .org.uk

TR AD E NEW S

US Government microfilming gets boost from FblA. Citing New York and Wyoming as examples, group urges NARA participation Microfilming continues to be a viable and

briefed and didn't have answers.

accepted records storage medium on the

records management people advise the

Consequently, the proposed rules change

callers to continue microfilming if retention is

state level in the US despite the lack of any

j did not go through and microfilming is still

for 10 years o r longer. If it's for under 10

uniform national policy. For example,

| going on in W yom ing.

years they advise users to go digital and

recently an attempt was made to introduce a

Burkel noted, "Since 1999, when I became involved with the preservation of the

bill into the State of Wyoming's legislature that would have done aw ay with the use of

] US Census (through a hybrid system), some

migrate if and when necessary."

Burkel considers this incomplete advice.

Users should be told about migration costs

microfilm for long-term preservation of state

of the States have dropped the microfilm

over both the medium- and long-term as

records. In its place W yom ing was

and /o r paper backup requirement. Sadly,

well as the risks of digital-only preservation.

when legislators make what is a 'Penny

Burkel feels the National Archives and

recommended to adopt a totally digital

j

strategy. The proposal didn't go through and

W ise, Dollar Foolish' decision, it's usually

Records Administration (NARA) should be

W yom ing continues to use microfilming.

because they're making a decision they are

the one to advise state as well as federal

not qualified to make, (based on incomplete

agencies on the state-of-the-art as well as

agencies, learned of the proposal and

Russ Burkel, FblA Iiaison to government

or inaccurate information they have been

costs of various preservation alternatives,

contacted key figures in W yom ing state

given).

agencies and started asking questions such

"The hybrid approach (digital and microfilm)

"The State of N ew York is a good

used by the Census Bureau is the obvious

as who was responsible for long term

example of this process. The New York

answer," he states but laments that it isn't

records preservation and how much

legislature now allows digital preservation of

even being mentioned by N A R A. "Perhaps

proposed digital systems, with concomitant

local records and advises local governments

our new National Archivist, Dr. Allen

endless migration, would cost. Not

to contact the State Records Department for

Weinstein, will weigh in on the issue," Burkel

surprisingly, legislators had not been fully

help. W hen calls are received, the State

said.

Im aging aids 9/11 victims' fam ilies Towers. They were recovered from the ruins,

the images. If they find ones they recognise

September 11,20 01 W o rld Trade Center

For 5,000 families of victims of the

scanned and digitally restored by Eastman

they can make a claim to the N ew York City

terrorist attacks, 8,000 scanned images are

Kodak. N o w officials hope to reunite the

Police Department which has custody of the

proving to be a connection to their past.

photos with survivors and victims' relatives.

pictures. The web site is not being made

These images are of 8,000 personal

The Port Authority of N ew York and New

public and, for privacy's sake, pictures on

photographs that once adorned desk tops,

Jersey has opened a limited-access web site

the web site cannot be downloaded or

office walls and cubicle partitions in the Twin

on which victims and relatives can examine

copied.

More conclude digital memories m ay prove fleeting preservation. Realising that the hardware

as five years if it isn't properly stored, and it

sets, data accumulation and storage have

W ith computers as common as television

and software now in use will become

is far from infinite even when it is.

become a w orrying issue. That's the

obsolete sooner rather than later, the Library

conclusion of a front page in The N ew York

has embarked on a multi-million dollar

documents and storing them as a secure

Times. It notes that the 115 million home

project to create uniform standards for

methodology until the digital drawbacks can

computers in the US are brimming over with

preserving digital data so it can be read in

be solved. The Times notes "proponents of

millions of photographs, college papers and,

the future regardless of the hardware or

paper archiving grow especially vocal when

of course, mountains of e-mail messages.

software being used.

it comes to preserving photographs. If stored

"Yet no one has figured out how to preserve

M any users are printing out vital

A t the moment migration is a key

properly, conventional colour photographs

these electronic materials for the next

imperative as systems change. It works

printed from negatives can last as long as

decade, much less for the ages," said the

better for major organisations and

75 years without fading. New er

Times. A panel of experts interviewed by

governments than it does for individuals who

photographic papers can last up to 200

the paper cited the problems which only

don't have access to constantly-changing

years. There is no such certainty for digital

now are being realised by the public, that

software and hardware. And migration

photos saved on a hard drive."

previously had been dazzled by digital

works only if the data can be found, and

technologies and the promises of sales

with bigger and bigger hard drives, even

archive system goes on but storage users -

pitches.

that can pose problems.

large and small - are becoming more and

So complex and dire is the challenge of

Even the big users are finding that

The search for a reliable long-term digital

more conscious that the answer may not be

digital preservation that the US Library of

backup mechanisms can lose their integrity.

just around the corner, but a lot further

Congress has spent the last several years

Magnetic tape, CDs and hard drives are far

down the road.

forming committees and issuing reports on

from robust. The life span of data on a CD

the nation's unpreparedness for digital

recorded with a CD burner can be as little

TR AD E NEW S

Ref. N ew York Times, Novem ber 10th 2004

V isit o ur new D irectory on www.green-sheet.net/directory

It takes 30 years to become as good as we are.

CS 750 Aperture Card Scanstation

• Up to 750 cards per hour • AGI greyscale output • High productivity, 24-7

RS300 Roll Film Scanstation

• Up to 325 frames per minute • Simultaneous greyscale and bitonal output • High productivity, 24-7

FS200 Microfiche Scanstation

'Excellence by design'

• Up to 100 frames per minute • AGI greyscale output • High productivity, 24-7

W icks and Wilson Wicks and Wilson Limited, Morse Road, Basingstoke, Hampshire, RG22 6PQ, United Kingdom Telephone:+44 (0)1256 842211 Fax:+44 (0)1256 840997 Email: sales@wwl.co.uk Web:www.wwl.co.uk

US Archivist sets out annual budget down the project it would still allow N A R A

the US, through their associations and

Allen Weinstein, recently appeared before

to test the new system it has been working

individually, are rallying to try and save

the Congress and revealed that for fiscal

on for the last decade.

NHPRC.

The new Archivist of the United States,

year 2006, the National Archives and

President Bush's FY 2006 budget

Weinstein told members of Congress that

Records Administration (NARA) is requesting

eliminates both grant funds and staff

a budget of $US 31 3.8 million. W ith in that

positions for the National Historical

position and has asked that the proposed

budget, the funding request for the Electronic

Publications and Records Commission

elimination of NHPRC be reconsidered.

Records Archives program was flat.

(NHPRC), which falls under NARA.

Weinstein said that while this might slow

he disagrees with the Bush administration's

Archivists and records managers across

Im ageM ax joins Datacap Partner Network ImageMax, a leading US provider of

and forms processing software solutions.

document management solutions and

Now, ImageMax is supplementing the

capturing, indexing, storing, managing, retrieving and distributing documents and

services, is partnering with Datacap, a

outsourced conversion services it is known

data.

worldwide provider of document capture

for with solutions for cost effectively

Esker joins FileNet ValueNet Partner Programme Esker and FileNet forge partnership to enhance enterprise content management capabilities for SAP customers through document automation Esker Software, a leading provider of

SAP certification for integration of its new

coming from SAP into FileNet and from

intelligently automated document delivery

J2EE-based Application Connector with the

FileNet to customers, employees and

solutions and services, has joined FileNet's

SAP NetW eaver open integration and

business partners," said Baxter.

ValueNet Program as a technology ISV

application platform, integration that

partner. The partnership is designed to bring

provides access to SAP documents stored in

document delivery leader. W ith software

together the document automation functions

FileNet P8 directly from within the SAP user

and hosted delivery services to automate

of Esker DeliveryW are with the Enterprise

interface.

every phase and every type of document

Content Management (ECM) capabilities of

"W ith Esker DeliveryW are we can offer

Esker claims to be the intelligent

delivery, Esker helps organisations

FileNet P8 to provide SAP customers with

SAP customers yet another w ay to access

streamline manual, paper-intensive business

enhanced document retrieval capabilities.

and view key SAP documents," said M artyn

processes providing significant and

Esker DeliveryW are integrates with

Christian, chief marketing officer at FileNet.

immediate operational efficiencies, cost

FileNet's P8 Application Connector for SAP

"W e are focused on providing rich

savings and measurable ROI in as little as

to capture key indexing fields from

functionality to SAP customers and are glad

three to six months.

documents related to SAP-solution based

to partner with Esker because they share

transactions. This information is then passed

that same goal. SAP customers can benefit

universal information exchange platform that

to FileNet P8 where users can access critical

from working with two best-in-class

captures, formats, converts, routes and

SAP documents by enhanced search criteria.

solutions."

"W e are glad to become a FileNet

Esker DeliveryW are is a single and

stores documents, automatically, from any

In addition to enhanced document

enterprise application. It features the

Technology Partner," said Mitch Baxter,

retrieval, FileNet P8 users can also take

industry's broadest range of delivery media

Executive Vice President Business

advantage of Esker DeliveryW are to

and file format conversion options and is the

Development, Esker. "W e see great

manage the delivery of documents from

only solution with the DeliveryW are Rules

synergies between our solutions and know

FileNet P8 via fax, physical mail, e-mail,

Engine for document processing intelligence

that together we'll be providing SAP

print, web publishing, mobile message and

that eliminates the need for custom

customers with functionality that will make

XML.

programming.

their day-to-day lives easier."

Both Esker and FileNet are SAP Solution

"W ith Esker DeliveryW are, FileNet and SAP customers can utilise a single platform

Contact: Sam Townsend, M arketing M anager, Esker Software, N orthern Europe.

Providers with SAP-certified technology.

to facilitate and manage all of their

Tel: +44 (0) 1332 54 8181

FileNet recently announced that it achieved

document traffic including documents

Em ail: sam. townsend@esker.co.uk.

Data Capture Software sales grew in IQ W ordw ide shipments of document capture

document capture software. Sales revenues

America, despite slower overall economic

software grew 15% in I Q 2005 over I Q

were $US 211 million in the quarter, based

growth in Europe. He claimed a major

2004, according to Harvey Spencer

on end user prices. President Harvey

reason was growth in the automated

Associates, a N ew York based consulting

Spencer said that market growth was higher

processing of invoices, which is more

and analyst firm that specialises in covering

in the European market than in North

advanced in Europe than elsewhere.

TRADE NEW S

V isit our new D irectory on www.green-sheet.net/directory

Kodak and IBML sign Pan-European agreement Following eighteen months of talks Kodak

position as the market leader in the high-

Company's growth has continued strongly

Document Imaging has signed a benchmark,

volume production scanning market place

for many years and the Pan-European

Europe-wide, reseller agreement with

and this new agreement underpins that plan

market is the next big development

Imaging Business Machines (IBML) to market

and strategic ambition."

opportunity for us. Kodak will add the

the Alabama-based company's high-volume

footprint across Europe, the M iddle East,

He added: "Customers across a wide variety of business disciplines, including

and Africa needed to continue our growth.

government, banking, insurance, finance,

This further extends our strategic relationship

spokesman described the ground-breaking

healthcare, and the growing band of

with Kodak as we have integrated support

deal as, "O ne of the most significant and

outsource providers could be real winners

for Kodak scanners in our SoftTrac capture

progressive steps in the high-volume

through this new partnership agreement.

image capture solution suites.

As the ink dried on the contract a Kodak

scanning marketplace in recent years - and a serious bonus for European customers."

Imaging Business Machines, the world's

management application allowing customers to drive all of their image scanners via

"W e have been carefully monitoring

SoftTrac."

opportunities in the high-volume scanning market, particularly in the area of electronic

G a ry Murphy, IBML CEO and Founder

j

leader in the provision of very high volume

mailroom applications, where customers

said: "W e began developing the ImageTrac

and difficult to capture document solutions,

increasingly require sort capability. This

product line over 12 years ago, specialising

with a particular strength in applications

new agreement has enabled us to signifi­

in high-speed colour capture using a Kodak

needing document sorting capability, has

cantly increase the breadth and scope of our

produced array. For some years now we

been seeking a Pan-European marketing

high-volume portfolio thus enabling us to

have had a worldwide service agreement,

partner for some time to assist both current

improve our value proposition. N o w Kodak

giving Kodak the opportunity to see first

resellers and future customers in the

Document Imaging can provide a broad

hand the variety of applications and the

marketing of its solutions.

spectrum of scanning solutions from a cost

reliability of the platform. W ith the newly

base of a few hundred euros up to solutions

released ImageTrac III and IV we have

M anager of Kodak's Document Products and

which could be into seven figures. And our

maintained our position at the top of the

Services business in Europe, Africa &

customers in the high-volume scanning world

high-speed colour capture market and look

Middle East and Vice President Graphics

now have access to a unique 'One-Stop -

forward to this new channel of delivery to

Communications Group said: "W e are

Shop' facility, from the very small to the very

EMEA customers."

delighted to be appointed by IBML to resell

large Kodak has the answer."

Lois Lebegue, Regional Business General

their H V scanning solution suite. Kodak has been looking to strengthen its long-term

V isit www. kodak, com /go/docim aging

Robert Sbrissa, IBML Vice President for

o r www.ibml.com

W orldw ide Sales and Marketing said: "O u r

SOLUTIONS Imaging Business Machines

p ro vid es

IB M L C u t s C a p t u r e P r o d u c t io n

C o sts by an Av e r a g e of

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Im a g in g Business M a c h in e s (IBM L) has w o rk e d w ith a n u m b e r o f U K S c a n n in g B u re a u s and B P O sc a n n in g fa c ilitie s to show h o w th e Im a g e T ra c ÂŽ S c a n n in g P la tfo rm c an ty p ic a lly c ut th e cost o f d o c u m e n t c a p tu re by a n a v e ra g e 50% .

O p e ra tio n M a n a g e rs h a v e h ig h lig h te d th a t in th e d o c u m e n t s c a n n in g m a rk e t p la c e , re d u c in g tra n s a c tio n cost is key to m a in ta in in g p ro fita b ility a n d c o m p e titive n e s s .

C a lc u la tio n s m a d e w ith m a n a g e rs sh o w a re tu rn on in v e s tm e n t o n a n y re la te d c a p ita l e x p e n d itu re c o n trib u te s to th is a v e ra g e 5 0 % re d u c tio n .

If y o u r fa c ility c a p tu re s o v e r 7 5 0 , 0 0 0 d o c u m e n ts p e r m o n th a n d yo u w o u ld lik e IB M L to sh o w yo u h o w w e c o u ld p o te n tia lly re d u c e y o u r c a p tu re cost s tru c tu re , c o n ta c t us a t

^IMAGING BUSINESS MACHINES Visit our new D irectory on www.green-sheet.net/directory

uksales@ ibm l.com .

www.ibml.com

+44 (0 ) 1483 549818

TR AD E NEW S

Identity Management Michael Burling, Vice President of International Sales, Thor Technologies Michael Burling is responsible for all of Thor's international sales activities. Prior to joining Thor, Michael was the Senior Vice President o f Sales and Marketing at Anthropics Technologies, a wireless applications software firm, where he was responsible for worldwide sales, marketing and business development strategies for the sale of Anthropics wireless applications to handset manufacturers and telecommunications operators around the world. Prior to this, he was the Sales Director for the UK, Middle East, Ireland and Africa for Entrust. He also served as Telecom Sector Sales Manager for enCommerce (acquired by Entrust), where he was responsible for growing the business from zero to $ 10m in 18 months. Michael has previously held senior sales and sales management positions at Sequent Computer Systems (acquired by IBM Computer Corp.) and Wang Australia. Michael holds a Bachelor of Business degree (with distinction) from Western Sydney University.

Green Sheet Editor, Tim Nixon, recently took the opportunity to ask a few questions o f Michael Burling and the transcript o f that interview follows:

TN:

W h at does Thor

Technologies do?

including the recent G artner security Award.

TN:

Tell us m ore about Thor's product?

MB: Thor Technologies provides compre­

MB: Brian Robbins, senior IT analyst, Principal Financial Group says "W hen evaluating identity management solutions,

hensive identity-management solutions to

MB: Thor's secure enterprise provisioning

meet the security and compliance needs of

solutions automate the management of

provided a broad feature set that provides

identities and administer lifecycles of user

The Principal a low total ownership cost and

large, complex organisations. Thor's open

Thor's Xellerate Identity M anager 8.5

access privileges to enterprise resources.

an accelerated path to return on investment

Thor's Xellerate Identity M anager is a

- two of the key criteria we used in

complete enterprise provisioning solution,

conducting our search for a business-driven

across heterogeneous IT environments,

while Xellerate Password M anager and

technology solution.

including all platforms, systems, applications

Xellerate A ud it and Compliance M anager

and physical assets. This software provides

package key functionality into stand-alone

challenges involved in the successful

companies with the necessary tools to ensure

offerings for organisations that need to

deployment of what has become an

that staff at all times during their career as

quickly meet corporate goals, such as

enterprise-wide and highly strategic initiative

and standard-based Xellerate software manages user-access rights and privileges throughout the provisioning lifecycle and

joiners, movers and leavers have all of the

regulatory o r security compliance.

for our company that will ultimately benefit

necessary access privileges, equipment and

TN: Has

other IT resources that they need in order to

impacted on Thor Technologies products?

new com pliancy regulations

do their job. Managing this accurately and efficiently within budget and on time can be extremely difficult, which is w hy many of the world's top companies have deployed Thor's software including Lehman Brothers, MphasiS and Nextel Communications and counts Accenture, BearingPoint, BEA Systems and RSA Security among its strategic partners.

How long has Thor Technologies been

customer base of Global 2000 organi­ sations, spanning industries from financial

turning to Thor to prevent information

services, manufacturing, automotive to

security breaches and meet stringent

professional services. The new features

regulatory requirements specifying tighter

were built in response to direct experiences,

controls over user access to information,

customer and partner feedback over the

applications and systems. Because an

course of highly successful, enterprise-wide

enterprise-wide identity management

deployments.

applications and hundreds of thousands of user accounts, implementations can be

MB: Thor started life in 1991 consulting to

complex and resource consuming.

companies, such as MCI, to build their

The key advancements pioneered in 8.5 represent input and requirements from Thor's

and public sector agencies are increasingly

established?

Telco's in the US and working with

our customers and shareholders."

MB: Absolutely. Global 2000 organisations

deployment can impact thousands of

TN:

"Xellerate helped us solve the myriad

TN: As

they say give us the elevator pitch -

w hat are the key business and IT benefits o f Thor's products?

Thor Technologies have therefore just

MB: The benefits are many, but I think that

launched a new version of Xellerate Identity

there are 5 main areas worth highlighting.

customer provisioning solutions. In the late

M anager 8.5 which is designed to ease the

1) Increased Security: Enforce internal

1990's Thor went to the VC market to raise

implementation process for enterprises and

security policies and eliminate potential

streamline implementation from production

security threats from rogue, expired and

to deployment through a Web-based

unauthorized accounts.

capital to enable them to take that experience and build an Enterprise

deployment management tool. It is also able

2) Enhanced Regulatory Com pliance: Cost-

to bolster exception-handling processes and

effectively enforce and attest to regulatory

provide cost-effective evidence of

requirements (e.g. Sarbanes-Oxley, Gramm-

deploying the Xellerate solution, including

compliance through graphical workflows.

Leach-Bliley, HIPAA) associated with

Lehman Brothers who has won three industry

TN:

Provisioning solution. Today Thor is leading best-of-breed Provisioning solutions provider, with over 30 customers successfully

awards for their deployment of Xellerate,

IN TE R V IE W

W h at do yo u r customers think o f the

new upgraded product?

identifying who has access privileges to sensitive data.

3) Stream lined Operations: Reduce inern-

V isit our new D irectory on www.green-sheet.net/directory

GENUS

ciency and improve service levels by automating repeatable

P R O V ID IN G A C C ESS TO YO U R IN FO R M A TIO N

user administration tasks.

4) Im proved Business Responsiveness Get users productive faster through immediate access to key applications and systems.

5) Reduced Costs: Reduce IT costs through efficient staff usage and common security infrastructure.

TN: If I w ere

SYSTEMS

an IT M anager handling the ID and provisioning

o f hundreds o r even thousands o f employees, w hat tips w ould you offer to help me c a rry it o ff successfully?

BN: Some joiners request access to internal systems before their official start date, in order that they can start introducing themselves by email. This is inadvisable, as the employee probably won't have signed all his contracts yet and thus w ill not be governed by the company's IT Conditions of Use or Acceptable Use Policies.

If key clients and external partners are given access to your company's network, ensure that each registered user has a unique username so that their actions can be tracked and logged. If such a user changes employer o r job function, consider whether their access is still relevant. For example, their new employer might be a competitor of one of your company's external divisions.

If an employee changes roles within the company, examine the systems to which they have access and consider how this needs changing. Promoting an employee doesn't necessarily mean that they still require access to all of the systems that they were previously entitled to use.

Always ensure that access to key systems is closed as soon as an employee leaves at the end of their notice period. Use of identity management tool will help ensure that all access privileges assigned to the employee have been revoked.

SPECIALIST SUPPLIER OF LARGE FORMAT SYSTEMS

W hen an employee leaves, make sure that all company assets have been returned. Use of automated provisioning software can make this onerous task far less painful than it

• Large format paper scanners

otherwise might be.

Check that former staff are no longer on any internal email lists. This is especially important if their mail was forwarded to an external account, as they may be able to continue reading it

• Plotters

even if their access to the corporate email system has been revoked.

If dismissing an employee, w ithdraw their access to key

• Copiers

systems immediately before, or during, the dismissal.

Don't destroy usage records when staff leave. Their abuses of the system might not come to light until some months after they have departed, so it's important to hang onto the evidence.

• Digital reprographic systems

A udit your systems to ensure that no accounts belonging to former staff are still active. If you find any, check the last login date and investigate any which raise concerns.

• Microfilm scanners

Change intruder alarm and numeric-pad lock combinations regularly, and especially when someone who knows the numbers leaves o r is dismissed.

TN:

• Large format folders

Thank you, M ichael, fo r yo u r time. I am sure that, although

it is not strictly Document Managem ent, o ur readers w ill find w hat you have said fascinating.

Thor Thechnologies, Inc. can be found on the W eb at www.thortech.com.

V isit o ur new D irectory on www.green-sheet.net/directory

For more information please call us on

024 7625 4955

or visit

w w w .g e n u sit.co m /lfsd

Electronic Document M anagei

By Adam Lucas, Head of Medic Each day hundreds of thousands of tonnes

fields every second. That's the same as losing

of natural rainforest are being destroyed,

an area more than twice the size of Florida

rainforest that is needed to help the planet to

every year.

breathe. The sea levels are rising; Antarctic

countries where C 0 2 emissions are often at some of the highest in the world. Those in the | developed world can look at the development

A t all scales of climate change, developing

of technology in contributing to lower

ice caps are slowly melting, resulting in

countries will suffer the most. The UK will be

emissions. M any organisations are benefiting

increased sea levels. The environment agency

able to implement plans to protect cities such

from the simple approach of the removal of

projects in less than 50 years time parts of

as London, however, it is projected that low-

paper in their offices. The effect this then has

Suffolk, Norfolk, Kent and Essex will be

lying areas such as Suffolk, Norfolk, parts of

on the organisation expands to such a rate

North and South Wales, Lincolnshire,

that it not only benefits the environment, but

covered by several feet of water.

Cambridgeshire and areas of Kent could well

has massive effects on expenditure, saving

be under several feet of water, permanently.

organisations thousands and often millions of

According to the charity Greenpeace, the C 0 2 emissions produced by vehicle emissions

The immediate effect is already being experienced. A change in climatic control, seasons lasting longer or shorter than they should and an increase in severe weather conditions such as tornadoes, tsunamis, etc.

According to scientists worldwide C 0 2 emissions play a major role in this process.

A ir travel and car usage are often the target of pollution campaigns and stealth taxes from the government. However, C 0 2 emissions from the manufacture of paper and paper-based products also play a major role in this damage.

Damage Statistics W h a t is happening to the planet is something we are all aware of. However, it is the speed at which it is occurring that is the frightening statistic. The polar ice-caps are melting at an alarming rate. In 2002, the 500 billion tonne "Larson B" ice shelf in the Antarctic, which covered an area twice the size of greater London, disintegrated in less than a month.

A t this rate, if the entire Antarctic ice field melted, water levels throughout the world would raise on average by 203ft! This may sound extreme, however research has shown that ice-thickness levels have dropped by 40% and that in 70 years the Arctic would disappear.

Temperatures have risen by 5°c over the past few years. That's 10 times faster than the global average.

Research conducted by the charity Save

One company in Cheshire is breaking

and paper manufacture are increasing at

down that barrier and working with charities,

1000% per year. This direct factor as

governments and commercial organisations to

discussed later, can be lowered and

help significantly lower C 0 2 emissions and is

influenced so that it is no longer regarded as

accomplishing a positive and dynamic impact

a major danger.

on the environment.

In Thailand, 80% of the country's original

Brazilian rainforests destroyed at a rate o f two football fields every second

pounds.

Version One Limited, leaders in document

forest has been cut down in the last 40 years.

management and imaging software produce

In the tropics alone, 38 million acres of forest

a unique and powerful document software

are lost each year. U N Food and Agriculture

system. This can then be linked to their fast

Commission (1995],

and simple software archiving solution, which eliminates 100% paper use in an organi­

Longer term Unless checked, warming from C 0 2 emissions will trigger the irreversible meltdown of the Greenland ice sheet, which would add up to seven meters of sea-level rise, over some centuries; there is new evidence that the rate of ice discharge from parts of the Antarctic mean that it is also at risk of meltdown.

"Never before has humanity been forced to grapple with such an immense environ­ mental crisis. If we do not take urgent and immediate action to stop global warming, the damage could become irreversible"

sation. This in-turn is helping organisations lower significant costs and empowering employees with improved performance and efficiency.

Tony Bray, Sales and Marketing Director at Version One Limited says "W h at we have is an answer to massive storage costs, long and slow archiving procedures, paper management costs and more importantly having a direct impact on lowering C 0 2 emissions, resulting in slowing the environ­ mental impacts of global warming".

Such is the speed of this change, Version One Ltd, in conjunction with the Carbon Trust,

(Greenpeace, 2005).

have calculated that from the reduced

C harity Comments and the cost to us W ith more than 30 million acres of

consumption of paper that its customers have benefited from is directly responsible for

tropical rainforest being destroyed each year,

reducing over 1,000 tonnes of C 0 2 emissions

at current rates of destruction, there will be no

every year.

rainforest left in 40 years.

Businesses worldwide say the cost of improving environmental concerns are too high and charitable organisations are saying not enough is being done.

UNEP, the United Nations Environment Programme calculated that the economic cost of global warming is doubling each decade.

Analysis during the 1970's placed the cost at $740 million dollars. The same analysis applied to the 1990's placed the cost of global warming at $2 billion dollars.

Projected costs show near $6 billion dollars by 2011.

Case Study The stages at which the savings so far mentioned have been made are best demonstrated in one of Version O ne 's customers - Johnston Press pic. Processing over 300,000 purchase invoices every year, Johnston Press pic - the UK's 4th largest publisher of local and regional newspapers faced an enormous challenge in the management and retrieval of these and other documents.

W ith a turnover of £428million and an operating profit of £129million, the company has a large presence with over 225

Achieving the rig ht direction

publications nationwide. W ith more than 30

M any of these events can be halted

autonomous publishing centres, the

the Forest shows that the rainforests of Brazil

through managed processes by the

centralised accounting division (Johnston

are being destroyed at a rate of two football

governments and organisations in developing

Publishing Ltd) supports group companies and

E D M SOFTW ARE

V isit o ur new D irectory on www.green-sheet.net/directory

nent can help save our planet i Relations - Version One Limited

Conclusion

manages the centralised purchase ledger, cash book and nominal ledger.

storage and document management, our

The climate, environment and world are

M ark Knight, Financial Controller, Group

changing. The deciding factor is whether that

customers and natural environment can be improved for tomorrow. www.savetheforest.org.uk

Accounting Centre from Johnston Press pic

change is in a positive direction. In the

had conducted a cost benefit analysis on

business world may companies have already

www.greenpeace.co. uk

Version One's DbArchive product and when

woken up to the positive impact the 'Paperless

www.unep.org

asked for a comment said "Since

Office' has on the environment. Companies

www.environment-agency.gov.uk

implementing DbArchive it has revolutionised

such as Johnston Publishing.

our accounting practices, drastically lowered

No longer are there complicated

our paper-use to vital items only and assisted

integration problems with document imaging

in making savings of over £500K per year."

software or difficult training processes.

Stuart Paterson, Group Financial Director

Systems like those provided by leading

at Johnston Publishing pic calculated

software author, Version One, demonstrate

"DbArchive has paid for itself in just a couple

simple, powerful and functional document

of months". The facts present a clear picture

management and imaging tools. This supports

of industry and environmental change.

and delivers the necessary changes to influence the current global environmental

W ith this in mind, it is safe to say that organisations are now in a situation whereby

damage.

The timescale for these changes can

they have the power to influence the impact of industry on the environmental damage throughout the world and at the same time,

however, lies with the directors of such

ensure the efficiency and financial

organisations to consider whether lowering

performance of their company increases to

global C 0 2 emissions and the substantial cost

higher levels.

savings to be made by using document

"If we act rapidly to reduce emissions we can still prevent the worse effects of climate

-

happen with immediate effect. The decision

/. 1i \m

By Adam Lucas

management and imaging technologies is to

Version One Limited

be on the agenda.

change" Greenpeace, 2005.

Contact: 01625 856500

One thing is for sure, it seems that by

Web: www.versionone.co.uk

improving the world today through efficient

Email: adam.lucas@versionone.co.uk

UPTON

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E D M SOFTW ARE

W M S continues to build on its 'M aking Life Easier1 pledge with new product launches.

W ealth Management Software pic (WMS)

saved by deploying efficient workflow

Sawyer continued: "Fairs W orkflow

enables the adviser to concentrate on more

M anager is designed to free up valuable

enhance the already comprehensive range

important matters such as delivering advice

time for Advisers with its ability to take

of Fairs Software products for IFAs.

to clients.

control of and map out infinite numbers of

has launched two new software modules to

The new products, Fairs Document

Commenting on the product launches,

d aily business tasks from start to finish. Tasks

M anager and Fairs W orkflow Manager,

G a ry Sawyer, M anaging Director of W M S

such as mortgage application and portfolio

have both been designed to make life easier

Financial Adviser Services said: 'The launch

valuation requests are turned into simple

for advisers by streamlining IFA business

of these products strengthens our

processes with specific staff members

processes. Both products can be deployed as

commitment to making life easier for

receiving prompts to carry out a particular

standalone or integrated with existing Fairs

Financial Advisers in 2005 and beyond. The

action/s along the 'chain1. This eradicates

IFA M anager back office solutions.

Fairs Document M anager solution is based

confusion over responsibility and time scales

on an existing and proven solution from

concerning a particular task. W orkflow

hensive document scanning, storage and

W M S that already boasts over 250 clients.

M anager is an essential tool for ensuring

retrieval solution and is an efficient and cost

The volume of paperwork within an

that all client requests and needs are met

effective remedy to the inevitable build up of

Adviser's office continues to grow as

fully and on time.

documentation associated with running a

increased levels of compliance are forced

compliant IFA practice. Fairs Document

upon the industry and the number of

client workflow management software into

M anager acts as an all-in-one adminis­

products on offer multiplies every year. This

any Adviser organisation can have a huge

tration tool, compliance aid and can mean

is where such a solution proves invaluable.

impact on business efficiency and client

Fairs Document M anager is a compre­

an end to the huge volumes of storage space required for paper documentation and files.

Fairs W orkflow M anager comprehen­

"Fairs Document M anager can streamline all administrative processes. It is easy to

"The integration of flexible document and

service, particularly when linked to a comprehensive back office database such as

implement, easy to use and the benefits are

Fairs IFA Manager. O u r client base proves

sively manages client tracking, events,

limitless. A ll incoming paper documents can

that use of these products in harmony can

actions and reminders ensuring that all

be scanned, saved and filed within a few

genuinely deliver that end-to-end IT solution

activities are carried out in the correct order

minutes. The document is available to view,

that so many IFA practices seek".

and by the correct personnel. Users are able

print and distribute thereafter and can be

to view their particular tasks within a user-

filed under any search term the user wishes

friendly browser, which informs them of

to define, be this product, client or date

contact G a ry Saw yer on + 44 (0) 191 245

pending tasks awaiting their action. The time

specific etc."

2 0 0 0 o r em ail info@wms-plc.com

Anyone w ishing to learn more about Fairs software solutions fo r IFAs should

DOCUMENTS for INVOICES selected by BBC Worldwide ReadSoft software will speed processing of 100,000 invoices a year ReadSoft DOCUMENTS for INVO ICES software has been selected by BBC W orldw ide - the UK's number one exporter

and proven solution that automated the

also help the company to identify the status

handling of invoices.

of any invoice queries within its workflow,

The selection of ReadSoft DOCUMENTS

enabling speedier resolution of invoice

of TV programmes, and the UK's third-

for INVO IC ES will enable the company's

biggest consumer magazine publisher - to

accounts payable staff to automatically scan,

help automate the processing of 100,000

interpret, verify and transfer invoice images

UK, said: "ReadSoft DOCUMENTS for

purchase invoices a year from 20,000

and data to SAP. Integration with Ebydos'

INVO IC ES is part of an out-of-the-box

suppliers.

solutions w ill also allow them to visually

solution for SAP that will fulfil BBC

check captured data and benefit from Web-

Worldwide's automated invoice processing requirements. W ith a rapid six-week

The £175 ,000 software purchase is for

queries.

Colin Kaye, President of ReadSoft in the

an automated invoice processing solution

based workflow for approval and payment

which also includes Ebydos' Invoice Cockpit

of the invoices, with an audit trail to meet

implementation schedule, this solution will

and W eb Cycle software. This solution will

compliance requirements.

enable the organisation to start realising

enable the company to rapidly increase

David W ren, Head of Financial

immediate financial returns."

efficiency, reduce the costs associated with

Accounting Services at BBC W orldwide,

invoice processing, and make it easier to

said: "Through the implementation of

part of the ReadSoft DOCUMENTS platform,

find/track invoices when compared with

ReadSoft DOCUMENTS for INVO ICES we

a complete solution for Document

paper-based processes.

w ill be able to realise substantial annual cost

Automation which incorporates solutions for,

ReadSoft DOCUMENTS for INVO IC ES is

Faced with the high costs and time

savings, achieve a reduction in the overall

not only electronic invoice handling, but also

involved in keying supplier invoice details

processing time within the procure-to-pay

forms processing, electronic mailroom,

into its SAP ERP (enterprise resource

process and improve the working

indexing, and rapid EDI.

planning) system, as well as handling the

environment by removing repetitive and

queries that arose from those invoices, the

tedious tasks."

company sought an easy-to-use, scaleable

E D M SOFTW ARE

Improved controls and traceability will

For further inform ation on ReadSoft, visit www.readsoft.co.ulc. Tel: 019 0 8 6 8 8 0 0 0

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Paradigm introduces Scanning Arts software Paradigm Imaging Group, a leading

for advanced users, allowing them to tailor

allows advanced users to access a series of

supplier of large format scanning, printing

the process to their specific needs. Scanning

fine adjustment tools including Coloor

and document archiving solutions,

A rts also incorporates accounting and job

Adjustment (Hue/Saturation/Lightness or

introduces Scanning A rts software. This

tracking functions with a password protected

Gamma/Brightness/Contrast), Black/W hite

innovative, multi-function scanner control

log-in dialogue for secured job control and

Point Adjustment (RGB control), Edge

software for the Graphtec line of large

management of cost allocation per project.

Sharpening, Automatic Despeckling,

format scanners is available for shipment

Scanning A rts user-friendly and compre­

Automatic Deskew, M oire Pattern Removal

July 2005.

hensive feature set provides the perfect

and Crease Reduction. In addition, this

solution for the multi-operator and multi-task

window provides adjustment preview

Scanning Arts, originally developed as the software engine for the EIS series, a

work environments where simplicity,

turn-key, large format multi-function system

enhanced security management and cost

introduced by Paradigm Imaging in M a y

control are required.

2005, is now available as a standalone

The opening screen of Scanning A rts

windows with zoom-in feature for verifying | the effect of applied adjustments.

Users can programme, with unique identification titles, up to 14 job-specific user

software product to serve a broad range of

software allows the user to select the mode

settings that best suit the type of original

applications including Facilities

of operation, COPY, PRINT, SC A N and

documents and results for touch-button

Management, CAD, GIS, Archiving,

EMAIL, which leads to its prim ary control

recall.

Reprographics and digital printing. The

screen. O n the prim ary control screen,

Scanning A rts software is fully compatible

Scanning A rts provides a comprehensive

with stand-alone Graphtec large format

user interface with a set of large control

the G-Flash file management utility (included

colour scanners, including the CS400,

buttons for commonly used functions for

with the Scanning A rts) provides practical

CS500 and CS600 series.

each operating mode including:

assistance. The G-Flash utility automatically

★ C olo ur/B & W to choose the colour mode

divides a large document file into a number

By integrating with the Graphtec JW 1 0 0 0 printer series or other popular large format ink jet printers, Scanning A rts provides a

for proceeding operation ★ Document Type to choose the type of

For those projects involving an email transmission of large images or documents,

of segments for more manageable transmission over the Internet. A t the

complete large format multi-function solution

original document (and graphics) from

for scanning, copying, printing and emailing

13 Standard types with optimised settings

Receiver utility automatically re-assembles

or User Defined setups

these segmented files to restore the original

of large format documents and graphic images.

W ith its full-featured and easy-to-use

★ Document Size to select the size of original document from a set of standard

recipient site of transmission, the G-Flash

document.

Scanning A rts is compatible with

graphical interface, Scanning A rts

document formats and orientation or

W indows XP Professional operating system

incorporates the feel and touch of conven­

user-defined sizes

and performs best with a Pentium 4 based

tional office equipment. A variety of large

★ P rint Size to select the size of print output

format applications such as document

from a set of standard document formats

archiving, copying, reproduction and file

and orientation or user-defined sizes

communication are managed seamlessly without extensive operator training.

Scanning A rts provides optimised default settings for a variety of original document types including maps, drawings, blueprints, photos and posters, thereby providing touchbutton operation for many projects involving large format scanning and copying.

User-defined settings are also provided

★ Scaling allowing the operator to exercise automatic scaling to fit the specified Print Size ★ Brightness control for setting the brightness of Print o r Copy output ★ N um ber of Copies ★ Preview with zoom-in feature The User Defined document setup window

V isit o ur new D irectory on www.green-sheet.net/directory

system with a minimum of 1 GB available RAM. The high-performance, W indows XP Pro based Rocket controller housing a 2.8 G H z Pentium 4 processor with 1GB DDR and 80 GB hard drive, and an integrated touch screen monitor are optionally available for further augmenting the performance of the easy-to-use Scanning A rts system.

Contact: Paradigm Im aging G roup 1590 M etro Drive, Suite 116 - Costa Mesa, C A 92626 USA Tel: 888 221 7226

E D M SOFTW ARE

Collaborative Working still low on Corporate Agenda

,

Better Email management could save Companies time and effort says Xerox documents and ensuring that documents are

managers work more collaboratively with

stored in one place so that they minimise

email. The advice is designed to reduce

by overloaded email inboxes unless more

impact on storage capabilities. This will

storage burdens and cut costs. It is also

effective storage methods are adopted,

allow companies to become more efficient

intended to increase employee efficiency by

experts warned today. Managers need to

and thus more competitive."

creating a better working environment to

UK businesses w ill find their competi­ tiveness and productivity seriously affected

w ork collaboratively in order to make

Online document repositories allow

documents more accessible, prevent multiple

documents to be organised, viewed, selected

versions of the same document to free up

and printed in any format and from

storage space and increase efficiency,

anywhere, in a secure environment.

reduce stress from an excessive number of emails.

1. Be clear with emails, use the spell check, and always re-read before sending to

according to a survey conducted by

make sure the meaning is unambiguous.

document specialists, Xerox Global Services

2. If you are going to send large

(XGS).

attachments (anything over 1OOkb) ask

The survey interviewed over 500 managers from a cross-section of UK

the recipients first. And use a virus

businesses and over two-thirds (70 per cent)

checker before sending.

said that up to half of their emails had

3. If possible, send a link to a file stored on

attachments, many of which were not always

a website or shared folder, rather than as

relevant to them or contained multiple

an attachment.

versions of the same document. Instead

4. If you must send an attachment then

XGS recommends that managers use collab­

compress it (i.e. use a ZIP folder).

orative working tools to ensure that each document is saved in a single place and

5. M ake sure that you fill in the subject field

shared.

with something meaningful when sending

Almost half (48 per cent) of managers

an email. It w ill help others find the

have access to collaborative tools, but only

message in the future. Also, remember

two-thirds (66 per cent) of those admitted

email trails when forwarding messages -

that they frequently or always use them.

make sure they don't contain anything

XGS is concerned that too many companies are unaware of the advantages of document

Interestingly, the survey revealed that

sharing tools. They allow several people to

almost one-third (32 per cent) of managers

confidential or controversial!

6. If you are sending a message to lots of people, it is useful to use the bcc field,

view information at the same time or who

always print off emails and attachments.

are based in different offices, and ensure

This suggests that some managers prefer

rather than publicise others' email

people have access to the most up-to-date

reading emails from paper rather than on

addresses without permission.

information, according to Amanda

their desktop, creating duplicate copies of

Abernethy, General M anager of XGS in the

emails on the server and volumes of paper

UK.

on the desk. XGS emphasises that printing

"Although the use of email attachments is

also needs to be managed effectively to

often imperative in people's work, it needs to

ensure that printing emails does not impact

be managed well," comments Abernethy.

printer servers or storage.

"The implementation of a collaborative

"This evidence runs against the general

7. Use a logical folder structure for saving emails. If you remove an attachment, remember that you could lose hidden data that would be useful if you needed to use the document again.

8. Try not to reply in haste to any emails. If

working system w ill save managers

trend towards a paperless office, as more

you receive an email that angers you,

significant time and effort in locating

and more people rely on the old fashioned

remember to take your time and

Brand new formatted Web Site from The Microfilm Shop

paper filing system,"

understand the real meaning of the email,

argues Abernethy.

then calmly compose a response.

Printed emails used to make amendments are often binned rather than filed. In some instances, such as court cases for

w w w .m icro film .co m

including a

new

comprehensive equipment section E D M SOFTW ARE

9. Meanings and nuances in emails can be lost in translation, so try not to be ironic or funny unless the recipient knows you very well.

10. Remember that other forms of communi­

example, it is

cation w ork just as well. Try phoning your

obligatory to keep

colleagues or business associates, or take

paper records.

the trouble to w alk across the office and

As a result of the survey, Xerox

talk to them, rather than using email all the time.

Global Services have devised a best practice guide to help

Contact: D avid M illican, Xerox UK Tel: +44 (0) 1895 8431 96 E-mail: david.m illican@ gbr.xerox.com

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W orldwide Document Capture Software Market to exceed $US 1 Billion in 2005 Rapid convergence m ay force industry consolidations Spending on document capture software by the public and private sectors w ill surpass

(IT) investment shifts from optimizing data entry for single forms to automating entire

Spencer predicts the fast-moving market can be expected to produce winners and

$US 1 billion for the first time in 2005

business processes," states H arvey Spencer,

losers as vendors scramble for position and

according to a research report, "The

author of the study. "Companies are

enter new segments of the capture market,

W orldw ide M arket for Document Capture

capturing incoming paper documents more

"W e can expect consolidation of vendors

Software 2004-2008", recently issued by

quickly as they enter the organization so

and broadening of the functionality of

Harvey Spencer Associates. The report says

they can align these documents with their

leading software products," he stated.

such spending grew by 14% in 2004 to $US

electronic transaction data flows.

901 million.

Driven by the requirement to

"As a result, ad-hoc desktop capture

"O ver time, capture software w ill become a broad office application that sits at the front end of office automation."

speed up transaction processing while

storage usage with networked office copiers

reducing data entry costs, substantial annual

for scanning is increasing along with batch

growth is forecast through 2008.

oriented high volume capture systems.

of Harvey Spencer Associates' Document

These segments are growing at rates in

Capture Software M arket Information

North America accounts for 54% of the

The new study is available to subscribers

current market, with Europe at 37%. The

excess of 1 8%, and both promise to surpass

Service. The firm is an analyst and market

main European markets are the UK and

data-centric capture in total revenue size by

consulting company founded in 1 989 and

Germ any who together account for more

2007. It is ironic that increasing use of the

specializes in document scanning,

than half of the European total. Asia

internet for business transactions would

recognition and allied technologies

dominates in the rest of the world,

accelerate demand for automation of paperbased processes, but that is exactly what

Inform ation on the service, on the firm , and

transaction processing, is showing a growth

we're seeing in the document capture

on the study is availab le at

rate of only 6% as information technology

software market."

www. harveyspencer. com

"The leading segment, data capture for

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E D M SOFTW ARE

22

PRODUCT NEWS

In order for us to keep our readers up to date with the latest product launches and developments along with new services offered we need the manufacturers and suppliers to keep us informed.

Simply email the information to us at tim@green-sheet.net and we will do the rest.

Crow ley announces improved services with the New Archive W riter O P 500 white, grayscale and colour digital output to

microfilming and digital scanning conversion

the expansion of their Maryland-based

Crowley Micrographics has announced

16mm and 35mm roll film. The Archive

of documents and film images. Crowley

digital archiving services with the installation

W rite r OP 500 utilises a patented micro足

Micrographics also provides production

of the Zeutschel Archive W rite r OP 500.

stepping technology to produce an extremely

microfilm and microfiche scanners through

high-resolution image (11520 X 7200

its Mekel Engineering division, and microfilm

pixels), including all standard formats (TIFF,

duplicating and processing equipment

TIFF LZW, JPEG, BMP, JPM, GIF & PDF).

through its HF Processors and Extek

Through the use of the Archive W rite r OP 500, Crowley Micrographics now provides the capability to produce preservation and archival quality microfilm for long term archiving from digital data and scanned images. The addition of the colour capability to archive writing now provides the ability to generate 36-bit RGB colour depth from

The OP 500 provides the capability to ensure long-term preservation and archiving of digital files by generating black and

Microsystems divisions. Crowley, as the exclusive North American distributor for Zeutschel GmbH, also provides sales and service for the complete line of Zeutschel equipment including microfilm cameras, digital reformatting scanners, large-format and bound book scanners, and the new Archive W rite r OP 500.

colour materials such as museum and fine

Contact: Chris Crowley, C row ley

art collections, photographs, publishing and

M icrographics, 5 1 1 5 Pegasus Court, Suite E

medical materials.

Frederick, M D 21704, U.S.A.

Crowley Micrographics, Inc., a 25 year-old firm and a division of The Crowley Company, offers services for preservation

Tel: (301) 631-6825

Fax (301) 631-9466

Em ail: chris@ crowleymicrographics.com o r visit: www.CrowleyM icrographics.com

DRS e-Marker(r) usability wins over AQA examiners The recently launched electronic marking tool e-Marker(r) developed by UK data capture specialists DRS, has been met with a

we start marking immediately," stated Roger

reliability, integrity and fairness of the

Taylor, Chief Examiner, A Q A .

marking process."

The use of e-Marker(r) means that

"e-Marker(r) is a simple, easy to use

great deal of praise during its first

examiners can mark questions or part-

solution. N ot only does it improve the

operational use by the Assessment and

questions on-screen at home or in a marking

accuracy and quality of marking, but it also

Qualifications Alliance. A Q A is the largest

centre. It also enables the examiner to mark

reduces the vast amount of paper-based

U nitary Aw arding Body in the UK and is

almost instantaneously after logging on to

administration and bureaucracy that is involved in the process. Streamlining

pioneering the use of e-Marker(r) to reduce

the system. This technology not only speeds

the administrative burden of examination

up the rate of marking, but can also provide

procedures and removing practices that

marking. Its recent use saw examiners

invaluable information on how each

would often cause delay, has made

electronically mark the Foundation and

candidate answers each individual question.

Higher Modern French exam which was sat

Andrew Bird, Deputy Director General,

by about 30,000 students from around the

A Q A commented "A Q A like many

United Kingdom.

Aw arding Bodies has a whole set of

"This is much quicker, it gets the marks

examination marking more efficient than ever before.' M artyn Roan, general manager - education, DRS. The A Q A French marking involved 5

procedures to check the data integrity, many

expert markers, 10 general markers and

onto the system quicker and it cuts out a lot

of these are not changed by having on足

DRS automatic marking software to electron足

of moving the paperwork around the

screen images. But the opportunity of on足

ically mark and double mark over 1 million

country," commented Geoff Lancaster, an

screen is that administration teams in the

items.

A Q A clerical marker.

exams office have much more visibility of

"W e are not dealing with any

how things are progressing during the

paperwork, we are not waiting for parcels

marking period because they can see what

To see a demonstration o f e-M arker(r)

to arrive and we do not have to go through

examiners have processed online as its

technology contact Rekha V o ralia at the DRS

all of the manual systems. Examiners simply

being progressed. Candidates, centres and

Press O ffice on 019 0 8 4 2 3 7 6 0 o r em ail

go online where the scripts are waiting and

parents can be completely reassured of the

pressoffice@drs. co.uk.

P R O D U C T REVIEW

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Fujitsu announces global launch of its 'Palm Vein' authentication technology New Fujitsu solution offers industry-leading biometrics authentication technology for high-security applications in global markets Fujitsu Europe Limited, one of the world's

unique, even in the case of identical twins.

security. The value proposition that palm

The combination of these factors give

vein technology offers is resonating well with

computer peripherals and a market leader in

Fujitsu's palm vein scanning solution an

users, and we are very excited to put a new

document management scanners, recently

edge over competing biometric identification

biometric identification system on the market

announced the arrival of its new 'contactless'

products.

that can meet growing customer needs."

leading suppliers of hard disk drives and

palm vein authentication device to the EMEA

Fujitsu's palm vein authentication

(Europe, M iddle East & Africa) market as

technology is based on more than two

part of Fujitsu's global launch. W ith this

decades of image recognition experience.

unique device, Fujitsu is striving to meet the

The company decided to aggressively pursue

growing need for advanced biometric

this because the biometrics security industry

security devices. The company aims to

is expected to have dramatic adoption

promote its advanced-security palm vein

growth in the near future.

authentication technology with the goal of

Applications for the Fujitsu palm vein

creating a de-facto standard in the high-

technology are vast and span several

security markets.

vertical markets, including security, access control, financial/banking, healthcare and

How does it work?

government applications. Several Fujitsu

Fujitsu's palm vein device captures an

customers have already experienced great

individual's palm image with near-infrared

success using the palm vein device for the

rays. The deoxidized hemoglobin in the

following applications: identification

palm vein absorbs these rays, thereby

purposes in financial institutions; access

reducing the reflection rate and causing the

control for high-security areas; and customer and employee identification.

veins to appear as a black pattern. This vein pattern is then verified against the pre­

In addition to providing outstanding

The palm vein device comes bundled with

registered pattern to authenticate the

security, Fujitsu's palm vein sensory

lib ra ry software and is intended for systems

individual. As the veins are internal in the

technology is extremely user-friendly,

integration in security-related solutions.

body and have a wealth of differentiating

creating a touch-free, hygienic solution

features, assuming false identity through

necessary for public use. The user simply

forgery is extremely difficult, thereby

places the palm of the hand above the

integrators are under review. From

enabling an extremely high level of security.

reader, and the machine does all the work.

September 2005, Fujitsu w ill be able to ship

The compact size scanner measures just 7

"This is an important announcement for

First units are scheduled for shipment in August 2005. Prices for OEMs and systems

the palm vein with mPollux software for

x 7 x 2.7 cm, weighs less than 90 grams

Fujitsu as it marks our first foray into the

high-level security system-login. W ith

and comes with a USB 2.0 interface.

EMEA biometrics market," said Thomas

mPollux, developed by FSOY in Finland,

Bengs, Palm Vein Product M anager of the

Fujitsu can offer a complete solution even for

Fujitsu Europe Limited. "This technology w ill

Value Added Resellers and Systems

actively flowing through the person's veins.

experience dramatic growth in the coming

Integrators.

Additionally, research by Fujitsu indicates

years as organisations implement

that each individual's palm vein pattern is

improvements in IT and infrastructure

Fujitsu's palm vein device is only able to recognize the pattern if hemoglobin is

For further details visit: www.fel.fujitsu.com

Automatic preservation of your digital files and all accompanying data for use in the future 100,50,30,20,10 or just 5 years from now.

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

—

--w

1

- v ' V Jk Lkm

HAMMOND CLOSE • NUNEATON • WARWICKSHIRE • CV11 6RY • U.K.

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T: (024) 7625 4955

F: (024) 7638 2319

E: info@genusit.com

www.genusit.com

P R O D U C T R E V IE W

24

Improved ST200 Digital Microfilm View er-Scanner New microfiche and opaque card attachment (MOCA) New 48x zoom lens makes even the smallest type easily legible A t the American Library Association

normal ambient lighting. This makes it very

(ALA) Conference in Chicago in June S-T

accessible for lib rary patrons, who w ill find

separate linear light system that tracks along

Imaging introduced new features for the

the new, extremely user-friendly ScanWrite

the film adjacent to the scan head eliminates

popular ST200 digital microfilm viewer-

3.0 quickly and easily helps them scan and

the central 'headlight' and dark edges that

scanner that expand its capabilities to

save to CD, disk or the increasingly popular

users can get from some image projection-

include microfiche and opaque cards

USB thumb drives, either the whole image or

based scanning systems. The manual or

(M O CA), as well as 16 and 35 mm roll film.

just the portion they require. The ST200's

motorised film transport enables researchers

size, ability to connect with any PC, and

to quickly locate the film image (or frame) that they need. The ST200 series uses a CCD

"The new M O C A attachment for the

fast refresh rate of 20 frames per second. A

ST200 creates images that are compatible

network connectivity makes it an easy choice

with A riel, and all other inter-library loan

to replace old microfilm/microfiche readers.

based linear scanner to capture the image

software," said Tom Anderson of S-T

The new 48 x zoom lens, which improves

directly from 16mm or 35mm standard

Imaging. "The M O C A attachment greatly

zooming and doubles the range from 24x to

microfilm onto a PC, interfaced via a

expands the utility of the ST200 for the

48x, ensures the easy legibility of even the

standard USB (Universal Serial Bus).

lib rary staff and its patrons. N ow the

smallest text."

lib ra ry can scan microfiche magazine

The user friendly ScanWriteT software

The ST200, a low cost, demand-based

simplifies the scanning and retrieval process

articles, or roll film newspaper articles, and

digitising scanner for roll microfilm, allows

immediately e-mail them to fulfill inter-

operators to research, scan, fax, e-mail, or

for both today's computer generation and first-time users. Simple icons allow for

lib rary loan requests. As an added bonus

print a microfilm or microfiche image for

editing; printing; storing on a CD; disk or

the same Microfiche attachment also allows

future reference. The ST200 was designed to

USB thumb drive; faxing; or e-mailing

the view, scan, and capture of images from

keep the cost of the system low, while

selected images or selected parts of them.

Redex and other opaque micro cards of any

improving image quality and ease of use.

These new Microfiche and M icro Card

size or reduction. This is something that no

This was accomplished by moving to an all

features make it possible to now offer three

other microfiche or roll microfilm system has

digital solution for the viewing and the

popular configurations to choose from.

ever offered. Because the new range of

scanning tasks, eliminating the need for

Select Microfiche and M icro Card only for

images might include higher reductions,

expensive projection lenses, mirrors, and

$6,995, Roll Film only for $7,395, or a

all systems now come with a new I X to 48X

even the glass platens found in traditional

combination that does all media on a single

zoom lens capability.

projection reader/printer/scanner systems.

platform, for $9,395. A ll systems include

The ST200's design uses standard PC USB

digital viewers, scanners, and ScanWrite

and monitor connections, and also

3.0 software to view, scan, print, store, fax

eliminates expensive SCSI connections and

and e-mail images. Because there are

proprietary video compression hardware so

hundreds of ST200 units already in service

there is no need for a proprietary PC. Its

at over 100 public and academic libraries,

compact size and light weight make it easy

the Microfiche and Opaque Card

to unpack and assemble. Unlike other

Attachment (M O CA) is also available at a

microfilm readers, the ST200 operates under

cost of $1,995.00, to retrofit onto existing

normal, ambient lighting to provide high

ST200s. A ll ST200 offerings are produced at

resolution, edge-to-edge quality images,

ICT, a subsidiary of Digital Check Corp., in

handling both negative and positive film,

Rancho Cucamonga, C A and are available

microfiche and opaque card with the

now.

attachment, all with network connectivity.

"Unlike other microfilm/microfiche readers, the ST200 can be used under

The ST200's digital camera gives a direct video feed of the image to a monitor, with a

Contact: W ayne Rogozinski, S-T Im aging Inc Tel:847 501 3344, visit www.stimaging.com o r e-mail: info@ stimaging.co

nextScan adds Eclipse 5 0 0 ppm rollfilm scanner images simultaneously without a reduction of

available on the market," said Kurt Breish,

the Eclipse 500 ppm rollfilm scanner to its

nextScan has announced the addition of

output speed. The scan speed is optimised

president of nextScan. "It was very well

regular product line. The unit, debuted in

with nextScan's Adaptive Speed Control and

received (and now) in keeping with our

prototype form at the recent A IIM show, is

Fusion software. The latter maximises

strategy of offering the market the next

now in commercial production.

operator time with a fast and easy setup

generation in microfilm scanners, we have

interface and image enhancement controls.

produced the first 500 ppm scanner. It

designed for users working in a production

The 16/35m m rollfilm scanner is

Sim ilar to nextScan's Eclipse 300 scanner,

comes with the same proven technology of

environment, running up to 24 hours a day.

the 5 0 0 uses a fibre optic light source for

the 300 but w ill enable companies to

The Eclipse 500 w ill scan 500 pages per

image quality.

increase production by 66% .... The market

minute and is designed to run 2 4/7. The scanner can create grayscale and bitonal

P R O D U C T REVIEW

"W hen we introduced the 300 two years ago, it was the fastest rollfilm scanner

now has a scanner to convert much of the film it could not cost justify before."

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CASE STUDIES In this issue we are targeting both national and local government departments in our case studies. New laws and acts laying down guidelines for freedom of information means that infomation has to be more readily accessible than ever before, particularly in government, where the rules are made and results more closely monitored.

Cheshire outsources archive storage DeepStore's salt mine provides the solution One of the most common issues faced by

The Record Office uses underground

this is a fairly unusual situation, "It's true that

facility DeepStore to store around 140 cubic

we don't have many clients that retrieve their

to demonstrate cost effectiveness in

metres of material of its archival holdings in

own files. This person happens to live fairly

purchasing, and this extends to all areas,

a specially designated secure room.

near to DeepStore and because we w ork so

including archive services. Increasingly, local

DeepStore is located 150 meters below

closely with them we were happy to train

authorities are experiencing space problems

ground and the temperature remains at a

her so that she could access their own area.

as departments grow, the amount of

constant 14°C all year round together with a

Obviously the vast majority of our clients

paperwork increases and existing buildings

humidity band of 60-70%. County Archivist

simply let us know when they w ant a file

no longer accommodate everyone.

Jonathan Pepler explains how this was one

and we retrieve and deliver it the next day".

local authorities is the ever increasing need

of the aspects that attracted them to the facility, "The unique environmental

As well as the importance of environ­ mental conditions, the local authority also

conditions in DeepStore are ideal for storing

benefits from the financial savings that come

archive material and we were also

with storing items off site. Steve Holmes

impressed by the fact that DeepStore can

explains w hy DeepStore has natural

create bespoke rooms and micro climates.

financial benefits, "Essentially we have a

W e have a separate space within DeepStore

vast amount of ever expanding space. W e

in which the humidity is brought down even

don't have to build new warehouses when

further to 55%, to conform to BS5454."

one gets full, or w o rry about rental or

The majority of the archival material kept

building costs. W e're able to pass on these

at DeepStore by Cheshire Record Office is

savings to customers, which is one of the

documents but they also store items such as

reasons our charges are so competitive."

microfilm, newspapers and hospital records.

Jonathan Pepler explains further, "W ith items such as newspapers, which are intrin­ sically fragile, we tend to keep the original It's for this reason that many local

offsite and provide a microfilm copy for

authorities are outsourcing their document

members of the public to make it easier to

storage to off site facilities. There are certain

search. W e have newspapers going back to

documents that local authorities are required

the 1 850s so they take up a huge amount of

to keep for a specified time, for example the

space. I should also say that the security at

records of children under the care of social

DeepStore is second to none and that was

services must be kept until the person is 75.

another reason w hy we chose it; the

In addition many local authorities have

underground location makes it intrinsically

archive services that collect any documents

secure supported by additional measures

or items deemed to be significant to the

within the facility."

history of the local area.

Cheshire Record Office is one such example with their office serving a dual

O rig inally the local authority intended to use DeepStore solely for material closed to public access, or available in alternative

There is currently over 20 million cubic meters of space available within the mine,

function; preserving historical records

media such as microfilm, but increasingly

and this is growing by 4 0 0 sq meters a

relating to the county of Cheshire, the

they need to make retrievals. Although

week. The whole mine has space for over

diocese and the city of Chester, and

DeepStore has its own 24 hour retrieval and

250 million boxes, the equivalent of over

providing a records management service for

delivery service one of the Council's conser­

500 football pitches meaning in theory

Cheshire County Council. Last year the

vators has been trained in the necessary

DeepStore could store every piece of archive

Record Office had 8,500 visitors to the

health and safety procedures so that she can

material in the UK. So for Cheshire Record

office, 4,500 email requests and thousands

go into DeepStore herself to get any

Office and DeepStore's other clients, running

of other searches conducted via their

requested items.

out of space simply isn't a possibility.

website.

M anager at DeepStore acknowledges that

Visit our new D irectory on www.green-sheet.net/directory

Steve Holmes, General

Contact: www.deepstore.com

CASE STUDIES

26

Mexico's Department of Immigration looks to the future The Republic of Mexico consists of 31 states and one federal district that occupy a

M odernises ad m inistrative Procedures and

basis for the digitising of all the institute's

increases productivity

incoming documents.

Mexico has taken steps to modernise its

The agents in each city that are in charge

land area about three times the size of

country and has seen significant growth in

Texas. Mexico's National Institute of

the economy due to these efforts. The first

by any means, so they needed a simple,

Migration (IN AM I) is responsible for

step IN A M I took towards modernising and

efficient, and reliable scanning solution to

tracking and documenting immigrant travel

digitising its workforce came via a new

meet their demands. The scanning solution

at border entrances of all cities in the

content management system called the

not only needed to be compact, so as to not

country. Roughly 100 to 300 applications

Integral System of Operation M ig rato ry

take up an entire w ork area, but also

are tracked each day and IN A M I is

(SIOM). S IO M is a solid database available

portable with easy connectivity as the

responsible for more than 54 tracking

to permit the immediate registration of

scanners would be potentially transferred

procedures such as foreigner travel,

information referenced by the institute's daily

from workstation to workstation on a

migration and relocation, and imprisonment.

operation of immigration applications.

regular basis.

Each of the functions require that the

S IO M allows the immediate process of

institute process many official documents

evaluating

ScanSnap for the job did not disappoint.

including meeting reports, birth certificates,

an application at the document reception

N o w the administrative staff can easily and

passports, identification cards, permission

window. A t that time the processed

instantly create Adobe PDF files of migratory

forms, memos, and highly sensitive

information related to the migratory

people with a simple push of a button and

documents outlining communication between

application presented by the foreigners who

the images are sent directly to a centralised

high-ranking Mexican officials.

wish to enter to the country, as well as those

network computer. Currently there are 71

who already have residency in Mexico, can

ScanSnap scanners placed at all 1 3

As you can imagine, accountability for

of digitising documents are not technicians

CSAT's recommendation to use the Fujitsu

all of the individual documentation at any

be immediately reviewed from beginning to

principal checkpoints of the country

migration office is extremely high. Having to

end.

connecting each city electronically.

manually track, deliver and store the

Consultoria y Servicios de Alta

thousands of documents processed each

Tecnologfa (CSAT), a distributor and

week is not only a daunting task, but also

solutions integrator in content management,

time-intensive and extremely insecure.

Traditionally, IN A M I workers had to

imaging and paperless solutions, quickly engaged with IN A M I to suggest and

manually enter immigration content and

recommend a w ay to implement S IO M as

send documents via mail or messenger

well as the hardware needed to begin

service to the affiliated departments in

managing the paper processing procedures.

various cities in which approvals were

The CSAT consulting department's main

necessary. Additionally, all official

recommendation focused on direct response

documents for any IN A M I activity had to be

time with the suggestion that the scanning of

manually filed in storage cabinets.

all official papers be immediately sent to

O n top of the lengthy turn around time,

other departments to facilitate efficient

tracking the documents manually was also a

paper handling internally, ultimately saving

difficult task. Since several important

money and time. A further step would

immigration office decisions are dependant

consist of the

on documents located at the central office in

retrieval of all digitised documents into one

Mexico City, not having instant access to this

central image database. This way, all

information caused time delays.

departments can have access to any

Considering that each department has to

document at any time, and the documents

interact with multiple cities in Mexico and

can immediately be centrally stored in

ultimately file the finalised documentation in

Mexico City.

Mexico City, implementing a digitised

IN A M I started using SIO M in February

strategy to send and receive the information

2004. S IO M provides IN A M I with 11

electronically was critical. The Mexican

modules to track people entering different

A N ew Vision W ith the innovative installation of INAMI's new system, the institute is realising more benefits than it ever imagined. W ith all of the IN A M I documents now being digitised with the Fujitsu ScanSnap scanner, the quality and quantity of w ork has gone through the roof.

Immigration papers can now be digitised immediately and sent to Mexico City or any regional offices. A simple project such as the approval of entrance/exit papers that used to take a long time to complete can now be finalised in a matter of hours.

Archiving sensitive documents now takes just a few minutes and those documents can be shared and accessed across the country.

Physical storage space has been minimised and an official central database has been established where all documents are securely stored.

In just a few months of using ScanSnap the results have been tremendous. IN A M I plans to add more scanners in other parts of the country and has already started to utilise

Federal Government decided to look for a

areas of the country, follow the paper work

scanning and content management solution

cycle from point of entry to Mexico City for

to assist in transforming the INAMI's manual

the entire approval/denial process, and

filing and labour-intensive processes to a

match passports to the internal system

digitally streamlined workforce where

record file. O ne reason w hy CSAT won the

Contact: Fujitsu Com puter Products o f

immigration files could be processed and

IN A M I bid was its recommendation to use

Am erica, Inc., 2904 O rchard Parkway, San

managed immediately regardless of time or

the cost effective, functional and high-quality

Jose, C alifornia, 95134 U.S.A.

location.

Fujitsu ScanSnap scanning solution as the

Tel: 408-432-6333

CASE STUDIES

ScanSnap scanners in other departments such as human resources and internal administration.

Fax: 408-894-3606

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11

LDA to implement Hummingbird Enterprise Ensuring compliance with FOI Act enterprise content management suite will

minimal additional staff training is required

London Development Agency (LDA) has

assist the LDA in its bid to be FOI-compliant

and the tools are intuitive in order to drive

invested in Hummingbird Enterprise in order

by effectively managing the vast amounts of

fast and easy adoption of the technology

to manage all electronic and hard copy

information created, used and stored by the

across the LDA," added Chandler.

documents more effectively across the

organisation and enabling it to deliver

organisation and ensure compliance with the

information requested under the Act within

Freedom of Information (FOI) Act.

the 20-day timescale. The Act came into

Act seriously," said Tony Heywood, Senior

force on January 1, 2005.

Vice-President, EMEA, Hummingbird Ltd.

Hummingbird Ltd has announced that the

Hummingbird Enterprise w ill streamline the storage, location and retrieval of information within the LDA, irrespective of

"In today's increasingly litigious society it

"The LDA is responsible for preparing the Mayor's business plan for London. It is also

the format in which documents are saved.

heavily involved in flagship projects across

Effective content and records management

the capital such as the new Wembley

| is imperative that organisations take the FOI

"The LDA clearly appreciates the role that I technology plays in the battle to manage ever-increasing volumes of information and j its proactive commitment to ensuring

practices built on Hummingbird Enterprise

Stadium and the London 201 2 Olympic bid.

compliance whilst promoting a collaborative

w ill ensure that users have reliable and

As such, the organisation is required under

working environment is commendable."

current information at their fingertips in

the FOI Act to make information available to

order to respond to FOI requests. In turn,

the public on request," said Linda Chandler,

Mayor's agency for business and jobs. The

staff w ill be able to concentrate on their day-

Head of Information Systems and

LDA prepares the Mayor's business plan for

to-day roles and responsibilities rather than

Knowledge Management at the LDA.

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Email: ldivina@gbpro(Iiirtsintl.com CASE STUDIES

Comino helps Edinburgh with Smart City pledge Edinburgh acts as the business, retail and communications hub for the east of Scotland.

Electronic solutions

system. This has removed the need for

The City of Edinburgh Council needed to

physical storage space within the Council

Having established a reputation as a major

reduce time spent on filing and retrieving

building, which has resulted in a substantial

European centre for financial services and

documents and improve access to data and

cost saving.

investment banking, with major institutions

information. It realised that by implementing

boasting a head office in the city, Edinburgh

an electronic filing system, they would be able

efficiency and productivity achieved since

is now fast becoming a home for hi-tech

to meet all of their objectives.

implementation of the Comino solution is in

companies.

Haston explains, "O ur drivers for a new IT system were simple - we wanted an Electronic Document Management (EDM) and workflow chase, improve customer service and yet, still

compared to an average of 78 days prior to

be easy to use. W ith the upcoming

implementation. Furthermore, the number of

Modernising Government Agenda, we also

new claims processed within 14 days has

wanted to have the chosen products installed

almost doubled from 42 per cent to 82 per

well ahead of the deadline."

cent. This demonstrates the vital role that

tender, The City of Edinburgh Council chose

population of around 460,000.

Sm art C ity vision The City of Edinburgh Council's Smart City vision outlines the authority's drive to be recognised as a leader in delivering modern, joined-up and interactive public services.

Using a wide range of technology, it is changing the way it organises and delivers its services to improve efficiency, effectiveness and customer focus.

These targets are in addition to those laid out by the Modernising Government Agenda, which requires local authorities to deliver all of their services electronically by the end of 2005.

Lengthy and laborious adm inistration "The Revenues and Benefits department

Comino now plays within the department.

"From initial figures, we have made around £100,000 in savings since the

an EDM and workflow solution from

implementation of EDM and workflow. W ith

established local government IT solutions

the continued use of the Comino solutions,

provider, Comino.

together with other initiatives, we are on

"W e were impressed with the high degree of functionality and usability of the Comino solution and the experience and profes­ sionalism of its staff. W e were also drawn to the fact that it can integrate with our existing systems and can be rolled out at a corporate level at a later date," comments Haston.

Comino has implemented its EDM and workflow systems at local authorities, housing associations, occupational pensions and social services providers across the UK. A t the City of Edinburgh Council, the solution will replace the Revenue and Benefits department's paper-based systems to ensure quick and easy access to documents. A full audit trail allows users to track information and view, share and update documents more easily.

Document imaging replaces time-

was heavily reliant on manual operations for

consuming photocopying, with all

its core processes," explains Simon Haston,

correspondence and plans being scanned into

Senior Consultant, e-Government Division at

the Comino solution and then stored electron­

The City of Edinburgh Council.

ically. Workflow technology routes all relevant

"Collecting and managing information

"The average time to process new claims was measured at 30 days in February,

suppliers following the distribution of a

than 18,000 staff members and serves a

line with, and in some cases, has exceeded our expectations," enthuses Haston.

solution that would remove the daily paper-

Having received interest from 30 IT

The City of Edinburgh Council employs more

"The improvements in performance,

documentation and associated tasks to the

target to save around £2m over the next five years."

Customer satisfaction Since the Comino solution was implemented in November 2004 the Council's Revenues and Benefits department has seen a vast drop in customer complaints.

"The number of phone calls received by the benefits team and customer services staff has fallen by half. This is mainly due to the reduction of backlogs - claims that are more than 14 days old - from 13,000 received last February to 3,900 this February. These figures would not be possible without the department's use of the Comino solution," comments Haston.

Haston concludes, "EDM is a significant step on the w ay to our Smart City vision and we believe Comino is a key enabler in achieving our aims. W e are continually improving both speed and accuracy of our services and a more integrated system of working with our investment in technology."

needed to act on a claim or application

appropriate member of staff. Alerts and

meant staff had to go through lengthy and

reminders can also be set for easy

laborious processes each day. M any man­

management and process control. W ith this

to develop its online services as part of a DWP funded project. The Council is also

Future The City of Edinburgh Council is planning

hours were taken up with administrative tasks,

system in place, the daily paper chase is

such as filing, which reduced the quality and

eliminated and staff can find information

looking to roll out the Comino solution to

speed of processing claims.

quickly and easily.

other services, taking the benefits of EDM and

"It was difficult for staff to handle customer enquiries immediately - as nearly all information was held on paper, staff needed to either put callers on hold or phone them back later when they had retrieved the necessary files. W hile our customer service was not bad, we were conscious that it needed to improve," adds Haston.

CASE STUDIES

workflow to other departments of the Council.

Performance improvements EDM and workflow helps staff at The City of Edinburgh Council to improve their produc­ tivity and efficiency. As all documents are scanned in and stored electronically, staff no longer have to search through filing cabinets for paper files, they can instead refer to notes I and applications stored on the Comino

This will promote truly 'joined-up' working, with all members of staff across different departments being able to access one complete view of each citizen.

Contact: Chris Stratford, Comino Tel: 07741 095088 Email: chris. stratford@comino. com

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29

Council outsources purchase invoice processing Wigan Council anticipates saving around £250,000 p.a. and meeting e-government and performance requirements through automated processing of purchase invoices W igan Metropolitan Borough Council, the

backlog of 135,000 invoices which were then

management solutions in the savings we will

UK's twelfth-largest metropolitan district, has

posted on GDO's web site for Council staff to

make from the services G D O is providing,

selected Graphic Data Online, a leading

access via their intranet. Kell was then

which we estimate will be around £250,000

provider of document management and

looking at scanning new invoices and then

a year. We'll be able to reduce manual error,

processing services, to help automate and

having the finance department's clerks key in

significantly increase efficiency and move

manage its paper-based purchase invoice

the data from the scanned images. A conver­

staff to more productive tasks," he said.

processing.

sation with G D O provided a better solution.

"G D O said we could go further than that

The Council currently processes around

Kell concluded. "When you've been working in an informal, paper-based { environment, implementing electronic

180,000 invoices a year from around 5,000

by using data capture and recognition,

suppliers, worth approximately £250 million

effectively capturing not only images of the

per annum. It was facing an increasing

invoices, but also the data," said Kell. "It

standards be met - so it's important to work

challenge to meet government performance

would then be possible to download all of this

with an organisation like G D O who can help you achieve that, and avoid the pitfalls."

purchase invoice processing demands certain

indicators (PI) to make payments to suppliers

information onto a CD on a weekly basis and

within do days of receipt of invoices, and

then feed the data and images automatically

implement a paperless process for order-to-

into our Comino document management

Processing Service (PIPS) revolutionises the

payment to meet e-government rulings.

solution. W ith the scanned images and

manually intensive operation of processing

"W e were implementing a new ERP system

invoice data provided by GDO, invoices can

Graphic Data Online's Purchase Invoice

purchase invoices, from receipt to payment ! readiness. Using advanced technology for

and electronic document management

be matched with purchase orders and, where

solution to improve our efficiency and

appropriate, goods received notes and

automated recognition, combined with

productivity," said Ian Kell, Deputy Director of

quantities, prices, and so on." Matched and

extensive facilities for volume paper handling,

Finance and IT at W igan MBC. "W e looked

approved invoices are finally posted to an

Graphic Data Online can enable high

at solutions for invoice management using

Agresso Financial System.

volumes of purchase invoices to be processed, with massive productivity and cost benefits.

W ith the new system, Kell is confident

scanning, workflow and document imaging that would enable us to get rid of the paper

about meeting government IEG Priority

and automatically match invoices to purchase

Outcome (R9) and Pis while improving

delivery to other core systems, image hosting,

orders and other relevant documents."

business relationships with suppliers, in line

web-access and workflow, and process

Pending the all-singing paperless order-to-

with e-government requirements. "W e're

payment system being implemented, Graphic

looking to finance the cost of buying and

Data Online (GDO) was selected to scan a

implementing our ERP and document

The PIPS service can also include data

management. | Visit www.graphicdataontine.com

A CS to provide electronic benefits transfer services New Jersey Human Services agency lets $US 24 million contract. all necessary information services and

payment processing.

is in the top 20 list of business process and

technologies. For the New Jersey Department

information technology outsourcing providers

of Human Services, ACS will place special

Services offered will be largely digital but also can include the full gamut of information

to the US federal government and listed

emphasis on Medicaid and child support

services and technologies.

ACS (Affiliated Computer Services), which

number one as a state and local agency supplier, has been selected to provide electronic benefits transfer (EBT) services to the New Jersey Department of Human Services. In

Quality, Speed, Reliability.

June it began fulfilling a five year contract, with two extensions, that can be worth about $US 24 million, It basically covers electronic benefits transfer (EBT) services for food stamp and cash assistance programs.

The contract provides EBT transaction processing, a call centre, account management,*web-based transaction inquiry, online reporting, retailer management for merchants, and ATM access.

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ANNOUNCEM ENTS

EDM strengthens Team Seven ne appointments to strengthen both the Board and the Sales Team The EDM Group, the independent UK market leader in electronic document

four senior sales consultants.

increasingly important issue for businesses. I

Chris Pincher and Tim W icket have

am confident that the EDM Group has huge

management, has strengthened its board of

joined the Wolverhampton base of the EDM

growth potential and am excited to be

directors with the senior appointment of Ian

Group, whilst Dave Partington and James

taking on this new and exciting role.

Hay as Transition Director.

Mackey will be based in Bristol. Their roles w ill predominantly be to drive new business development across the UK.

Joining Bewick in the Wolverhampton site is Steve Massey. He has joined the team to become the first ever logistics manager at

Pincher, who has been in the electronic

the Wolverhampton branch, having

document management industry for more

previously spent seven years as a

than 25 years, comments: "I am delighted

purchasing and logistics manager for Rolls

to be given the opportunity to join the EDM

Royce.

Group at such an exciting time. The company has enjoyed tremendous success since it was established last year and I am looking forward to being a part of its future growth."

Also joining the Wolverhampton team are Steve Bewick as bureau sales director and Steve Massey as logistics manager.

Ian, who has been in the electronic document management industry for more than 15 years, previously worked at Graphic Data as Group Operations Director.

In his new role, he w ill predominantly

In his new role, Steve is now responsible

oversee the transition of contracts, ensuring

for a fleet of fifteen commercial vehicles, 30

a smooth conversion from the initial sale

staff and two off-site warehouses.

through to the operation and deliverance to

Commenting on his appointment, he

clients.

says: "I am delighted to be joining the

Ian w ill also spend his time enhancing

Wolverhampton team at such an exciting

existing contracts with major financial institutions, including West Bromwich

time. I am confident that with thorough Bewick, who has been involved in the

streamlining of the logistics process, we can

Building Society and Coventry Building

provision of business-to-business services for

make it more efficient and increase

Society.

more than fifteen years, was previously a

profitability for the Group."

Commenting on his new appointment, Ian

director at Group 4 Securicor, with responsi­

Peter Smith comments: "Since the

Hay says: "I was excited by the opportunity

bility for the provision of integrated security

that the EDM Group presented me. The

solutions. Here he worked with a number of

acquisition of three of the market leaders,

company is highly respected in the electronic

blue chip companies including Lloyds of

we have built a strong brand and reputation

document management sector and I am

London and the UK Passport Office where

within the electronic document management

looking forward to working alongside some

he managed and coordinated the

sector which has enabled us to attract some

of the best people in the industry."

deployment of a nationwide security

of the most experienced people in the

improvement.

industry.

Peter Smith, CEO of the EDM Group, says: "It is all well and good having

In his new role, he w ill be responsible for

company was formed following the

"The level of growth that we are experi­

excellent salesmen and operation managers,

the direction and management of the bureau

encing is reflected in the number of senior

but without somebody overseeing the

sales team at EDM.

appointments that we w ill be making over

transition period between the two, we risk

Commenting on his new appointment,

the next few months. The new appointments

falling short of the excellent client service

Bewick said: "Having spent a number of

w ill bring a wealth of experience to the

that we strive for. W ith his wealth of

years in the security industry, I felt the

Group and I look forward to working with

experience, I am sure that Ian w ill fit this

market was no longer presenting the kind of

them all in the future."

role perfectly and am confident he w ill prove

challenges and opportunities that I was

to be a huge asset to the future growth of

looking for.

the company."

EDM has also strengthened its national team with the appointments of no less than

PEO PLE

The EDM Group, which was established in 2004 following a buy and build strategy,

"W ith the advent of more intuitive IT

currently has eight sites across the UK and is

solutions, the storage and retrieval of files,

hoping to increase turnover by £8 million to

both paper and electronic, is becoming an

£30 million by the end of 2005.

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