The Green Sheet 036

ISSN 1476-3842

FULL COVERAGE OF THE DOCUMENT MANAGEMENT INDUSTRY, IN ALL ITS FORMS

News

Features

Products

Case Studies

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contents advertisers’ index Altek S ystem s...................................... 31 A nacom p...........................................5,31 Automated Resellers

.......................... 31

Dass Laboratories ............................... 31 Document O ptio ns............................... 25 Fujitsu E urope...................................... 21 Genus Group ....................................6,19 Graphic D a ta ........................................ 31 I B M L .................................................... 31 Image R etrieval...................................... 9 In d u s .................................................... 22 Kodak.................................................... 32 MicroVue

............................................. 23

M STC.................................................... 31 OIT

...................................................... 27

R em ploy..................................................3 Solar ...................................................... 7 Upton Services .................................... 13 Versa Image Software .......................... 31

world news

Western Micrographics........................31 Wicks & Wilson

global marketplace

............................. 11,31

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3

Electronic document management: the w a y forw ard

By Dave Knight general m anager of document management specialist Remploy Offiscope

Information is the lifeblood of any organisation, but sadly many companies are

up to eight hours a week trying to locate documents, and the cost of filing a paper

left struggling with mountains of paper

★

speeding up their day-to-day effectiveness and leveraging considerable competitive advantage whilst, at the same time, reducing costs through the resulting time savings.

W itfi more than 80% of business

documents can significantly reduce costs across an organisation.

Effective information sharing:

essential to the successful running of the

The photocopying of copious amounts of paper-based documents for sharing

transferred to the required media format, e.g. CD-Rom, DVD, optical disk and

information across teams has an impact on both the administration team and the

stored safely at an off-site location. These

paper documents, this is a somewhat worrying situation. This means that the vast ★

Valuable documents, paper and microfilm records can easily become damaged, faded and dog-eared over time. Once they are electronically stored, mission

and switching to an electronic document management system, the most important of

critical documents are secure against any potential damages and are easily retrievable.

Improved customer communications:

★

By storing customer records electron­ ically, a call from a client can be dealt

documents stored there were destroyed,

with professionally and efficiently with the

leaving no other record whatsoever.

ability to retrieve letters and corres­ pondence details in seconds from a

The following points outline why electronic document management is critical to the success of any organisation. ★ Protect against losses: Valuable documents can be automatically protected from damage, misfiling or loss.

This also provides a disaster recovery contingency through electronic documen­

★

records can then be easily accessed via any PC. For example, your customer service department could be up and

web.

Preserving knowledge:

ways undoubtedly work, there is a definite advantage to be had from taking the plunge

which is having a back-up in case disaster strikes and the paper files are destroyed. A recent major fire at a large Bristol warehouse is a case in point, as all

business. Once documents have been electronically stored, they can easily be

environment. Scanned documents can be emailed or made instantly accessible via the corporate network or world wide

information said to be held locked within

majority of companies are relying exclusively on paper-based filing systems to manage their documentation. W hile the old

If a fire, bomb or flood strikes, paper documents are easily destroyed, resulting in the potential loss of information

document typically costing around 15 pence per sheet, the electronic filing of

documents because they have yet to truly move all their office processes into the electronic era. Others, however, are able to find key records at the touch of a button,

■k Minimising risk:

★

★

running again as soon as it has access to a PC, minimising disruption to customers and lost revenue streams.

Conquering compliance: The electronic storage of documents not only makes business sense, it could also prove essential if a business is asked to reproduce an important document in order to show compliance with the regulatory or legal requirements. The British Standards Institution's Code of Practice for Legal Admissibility of Information Stored on Electronic Documents Management Systems is a good starting point for finding out more.

central database. Consequently, customer call back and administration charges are reduced and customer satisfaction levels

In order to step into the world of document management, organisations will need to have all their paper-based records scanned.

improved.

Security:

This may be done both retrospectively as an archiving operation and on all new records coming into the business after making the

W ith documents filed electronically, secure passwords and access codes can

tation and offsite storage. In addition, document management can help to meet

be implemented in order to control who has access to which documents. This

regulatory and legislative compliance with regards to business critical documentation.

greatly reduces the risk of unauthorised personnel viewing confidential information or outside parties accessing

Reducing costs:

company documents.

With the average office worker spending

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crucial decision to implement an electronic document management system. But for the process to work well it is essential that companies research the market thoroughly to find the right scanning partner for their needs.

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4

Email m an ag em en t an d the com pliance conflict

By Chris Haden UK Managing Director o f Anacomp "With the increasing popularity of using email to communicate, establishing an email management strategy that also meets business needs is a must." documents they are now admissible as civil evidence, emails have become one of the most important discovery requests in corporate lawsuits; Merrill Lynch, for instance, took a serious blow to its reputation when damaging contents of The increasing tide of information-related legislation is putting pressure on the business community to properly manage the data that a company holds; from international regulations like to Sarbanes Oxley Act, national laws like the Data Protection Act (DPA) and sector-specific guidelines from regulators like the UK's Financial Services Authority (FSA). Email has become the defacto standard for communication between employees and many corporate customers.

According to IDC, 35 billion email messages are currently generated every business day; up from 10 billion email messages daily just five years ago. Most corporate IT and compliance officers are aware of the tremendous risk and litigation exposure that documents pose to the business, yet many companies are floundering when it comes to defining an information management strategy that dictates to all departments how information should be treated and stored. Even fewer companies are paying sufficient attention to email within this strategy.

This article highlights the importance of establishing such a strategy, weighs up various practical procedures and differing systems that companies can adopt to manage email effectively, and emphasises the importance of balancing compliance requirements with cost and operational considerations.

Firstly, let us highlight the importance of incorporating emails within a document preservation strategy. Put simply, emails are business records. An email can be issued by anyone in an organisation and as soon as it is sent, it is subject to the same audit and compliance standards as other business records, such as invoices. Most regulations now encompass email customer communi­ cations, but this is also interpreted to include

emails were highlighted during a recent legal dispute; Andersen and CSFB have both had e-mails used as court evidence; and last December, five leading broker-dealers in the US were fined a total of $8.25 million for breaching record retention requirements for email.

Strategic Foundations It has become a crucial business challenge to understand and prioritise data retention requirements, whilst at the same time containing cost and boosting operational efficiency. Email must not be isolated from this process. The reality is that it is not necessary for all emails to be stored - in other words, a positive document destruction policy forms an integral part of any information management strategy - but a company must fully understand what it does need to keep. Steps must be made to classify emails according to their importance. Once business rules have been defined, important emails can then be moved from personal email boxes and managed centrally as other business records; and insignificant emails can be managed within each individual's mailbox and only kept for as long as required before being deleted.

Advising on appropriate storage strategy is clearly an area in which resellers and distributors of storage equipment can add significant value. Interestingly, the channel is starting to leverage the specialist skills of outsourced, independent third-parties to fulfil the market demand for strategic consultancy, 'white-labelling' the service under their own brand and thereby boosting their service proposition.

A properly defined information management strategy then forms the foundations for decisions regarding supportive technology and storage media.

Practical solutions - in-house corporate email server?

The first question that many companies ask is whether it is sufficient to simply save all emails using their corporate email server, ensuring that their in-house IT department is backing them up regularly. This usually requires further capacity to be added to the existing storage infrastructure. When relying exclusively on in-house back-up systems, companies must take measures to maximise 'uptime' - ensuring that their storage devices are covered by comprehensive, round-theclock technical support and replacement services in case of hardware failure. Many storage equipment manufacturers now leverage the service network of a specialist third-party to provide support services.

However, the problem with the corporate mail server is that it does not actually save all emails. If a backup is done at night, an email that is sent and deleted during the same day will not be backed up. In addition, there is an increased retrieval difficulty and potential performance problems for mail servers that are incorrectly configured. Furthermore, if backups are done at the mail server, they are backed up in a proprietary format, and restoring a single e-mail or group of mails is, to say the least, challenging.

But practically speaking, the very nature of 'ra w 1 backup can become a nightmare in terms of time and cost when it comes to retrieval of specific documents by name, subject, date, and to/from address. From a corporate perspective, though, such a standard backup procedure is attractive because it is inexpensive, and does a reasonable job in capturing documents.

In-house dedicated e-mail archive server?

These solutions are dedicated to handling this task and provide a managed way of tackling the problem. They require server and storage hardware and software along with regular systems management.

However, they do work and can be the rescue mechanism needed when the regulator calls!

internal corporate emails. As electronic

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5 Hosted, Online Solutions - Driven by Compliance

removing them (largely) from the possibility of internal fraud or tampering

Traditionally, the aforementioned in-house options have also been favoured because companies are perceived as retaining close control over their own assets. However, as

Alongside the security benefits, remotely hosted, online solutions are often the most cost-effective way of ensuring legal

emails have become legal documents, some companies judge that it makes more sense to use a third-party's email archive solution to ensure regulatory compliance. For example,

structures can be pre-determined and all that is required is a standard internet web browser. Capacity can also be easily stepped up with a third-party solution,

although records in digital format now have the same evidential weight in court as faxes

whereas this may cause an IT headache inhouse.

and photocopies, their authenticity as an original document itself still needs to be proven.

In terms of retrieval, an online solution is without doubt the most effective - archived

compliance, because service levels and costs

emails can easily be located through sophis­ ticated search functions on a user interface,

this area is also adapting to changing market demand - for instance, outsourced microfiche conversion and retrieval services are now available, helping organisations meet long-term regulatory obligations costeffectively. Although the microfiche stores are held off-site, requests for email retrieval are filtered and then passed on to the thirdparty provider. Fiche copies or the scanned image of a fiche master record are then couriered or emailed back to the company.

Furthermore, microfiche is an ideal way of maximising evidential weight of emails, as it is unrivalled in retaining the integrity of the original document. As a non-technology

restored in a matter of seconds, and

dependant medium, microfiche also goes a long way to providing a foundation for

retrieved with all their delivery information and attachments. Finally, an outsourced

business continuity and disaster recovery programmes.

solution is highly beneficial for automatically enforcing a company's data retention

Conclusion

business rules and minimising legal risk.

The Role of Microfiche - Spreading Risk Given the relatively recent proliferation in

W ith the increasing popularity of email as a means of communication, establishing an email management strategy is a top priority as fines have already been meted

email volumes, the issue of email lifecycle management is only just beginning to emerge. The important principle is that it is

out for non-compliance to legal requirements. However, compliance should not be the only consideration, there are also

British Standards Institute issued a code of

actually no different to other documents in so far as it is sensible to spread the risk

significant cost and operational benefits to be reaped from an effective strategy. The

practice on how to 'maximise the evidential weight' of e-documents (BIP0008 - 1999), advising a set of very stringent, auditable

associated with long-term retention across a multi-format archive strategy. Despite the accessibility and security benefits of online,

varying procedures, systems and media for mitigating risk; such as in-house back-up; inhouse managed email archive solutions;

security controls to be applied to the documents.

electronic solutions, the reality is that emails may have to be kept for many years and it

hosted online archive solutions; and outsourced, managed microfiche services,

In practice, this can be difficult to implement to required standards in-house,

is simply not cost-effective to keep them online for all this time. The solution is usually

each offer benefits to different organisations.

However, an in-depth, structured

and the specialist technical skills and built-in functionality of an outsourced solution are often appealing. Furthermore, many firms

to choose at least two storage technologies one digital and the other analogue.

Traditionally, microfiche is recognised as

have found it easier to prove high levels of evidential weight to regulators and courts

one of least expensive and yet most reliable long-term storage media; but its application for email archiving is only just being

W ith electronic records and technology becoming increasingly sophisticated, the

when the emails are held by a third-party provider, with read-only access therefore

recognised.

Third-party service provision in

understanding of an organisation's email is critical to making appropriate decisions, often hand in hand with a knowledgeable third-party.

Contact: Anacomp Ltd on 0118 936 1600 or email: info@anacomp.co.uk

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E -M A IL M A N A G E M E N T

6

E-mail: friend and foe to politicians and editors W hat they say electronically can - and often does - come back to haunt them.

E-mails, more and more, are playing an important - no, make that vital - role in information management. In the US, a dramatic current illustration is the situation where I. Lewis Libby, Jr., the resigned chief of staff to vice president Cheney, has been indicted by a grand jury and is awaiting trial on five felony counts in the case of the leaked identity of a Central Intelligence Agency (CIA) officer. (Editor's aside: Even though Libby's nickname is "Scooter" he will not be tried in juvenile court.)

E-mails sent by reporters concerning meetings with the indicted former Bush administration official have been presented and, in some instances, subpoenaed as evidence. It's a situation where prosecutors are delighted with an important source of documentation available to them, but where journalists and editors have a very different point of view.

There are also other current cases being investigated of potential malfeasance by other Bush administration officials where emails are playing prominent parts.

Representative Tom DeLay, Republican majority leader in the House of Represent­

protected and kept anonymous, they will be loath to speak again in the future. But

atives who has stepped down from his office, is being haunted by e-mails purporting to ask others to raise money for

today's legal and technical abilities to recall e-mails are changing the rules of confiden­

him. Newspapers note Karl Rove, political chief of staff to president George W. Bush,

tiality.

Consequently, some US news organi­ sations are looking at technical fixes that

is also worrying about a search for e-mails he never turned over.

might enable them to still serve their

E-mails also frighten editors E-mails are especially scary to many

editorial interests but limit their legal liability.

Some examples are heightened encryption

news executives. They can be a gold mine for prosecutors because it's nearly impossible to guaranty their privacy. They

and e-mail messages that automatically expire after specified periods of time elapse.

New guidelines, new technologies

can exist indefinitely and can be retrieved by third parties and forwarded to countless others. They can be especially damaging because e-mail language is often very blunt.

Further, e-mails can be subpoenaed. This can be especially perilous for news organi­ sations if e-mail identifies a confidential

prosecutors and, at the same time, protect reporters and their "sources". The assumption is that if such sources are not

testify, and whose e-mails were introduced into evidence, is looking at new guidelines for reporters and editors in how to avoid identifying sources on notes and e-mails.

source.

The Libby case has led to some instances where news organisations are trying to outwit a new generation of digitally savvy

Time Inc., one of whose editors was threatened with jail time and compelled to

For example, they may use initials only or code names instead of real ones. Time executives are also looking at technological developments, such as a special portable hard drive that would let reporters remove their e-mails and notes from a company computer. That way the company could

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E -M A IL M A N A G E M E N T

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7

literally limit its legal liability by saying it did not have access to such notes and data. O f course, then the individual reporters might still be held liable.

A difference of opinion Sandra S. Barton, executive director of the US Media Law Resource Center, says the golden rule for reporters dealing with confidential sources should be to avoid a paper trail, including e-mails. Other legal specialists take an opposite approach. They counter that a paper trail, including e-mails, can promote evidence of solid journalism.

based on accepted common practices -has caused more than one organisation and individual a full share of headaches. A look at today's newspaper headlines (the news, not just the business sections) show the unexpected legal liabilities that e-mails can present. In addition, e-mails can offer a gateway through which hackers attach viruses that can shut down whole communi­ cation systems.

other considerations. For example, should attachments be saved as separate files or along with original messages? How much control should the end user be allowed to exercise?

There's really no such thing as destruction Perhaps the biggest driver today of email retention policy is legal discovery. This requires that an organisation (or individual) produces all records and documents relevant to subject matter that is the subject of a legal

A storage policy issue - plus more Historically, e-mail archiving and management has been considered a

inquiry. Obviously there are also some users who, for liability protection, want to

Careful and detailed notes, including emails, can also be useful in protecting

software issue. As the number of e-mails created has exploded, the real and potential

make sure e-mails disappear once their immediate purpose has been served.

reporters, media and corporate parents in a libel suft.

problems posed have also multiplied exponentially. This is leading to the creation of organisation-wide policies on e-mail use,

Many users think that deleting e-mails destroys them. W rong! Data exists on a

Only time - and more legal actions - will show whose outlook is more accurate. But whichever way it goes, e-mails are changing the rules of how the game is played.

Managing e-mail E-mail is a great communication tool but e-mails are documents and they pose a major document management problem that keeps growing and growing.

According to virtually every recent study, 100% of all organisations (business, non­ profits, government) use e-mail in their daily operations. They use it to respond to customer inquiries, for intra-organisational communication, for e-filings and responses to regulators, as well as for informal discussions. Too often users think these discussions are off the record. They definitely are not. In fact, they are the record and, like any records require active management. Hence, e-mails are a legitimate concern of records and document management.

Unsupervised e-mail - i.e. not following established organisational standards that are

retention and destruction. Eagerly assisting are providers who offer software at various levels of sophistication for e-mail management.

According to a survey by AIIM International in 2004, 80% of organisations had some policy in place on the appropriate use of e-mails, but far less had any formal policy on retention.

AIIM found that 31% of organisations it surveyed kept e-mails indefinitely, 26% kept e-mails less than 120 days, and a majority (67%) used maximum mailbox storage capacity as a de-facto way of limiting e-mail retention. Unfortunately, these ad hoc methods really don't do the job.

So, what to save and for how long?

hard drive until it is written over. Deleting a file doesn't permanently destroy the file. It just makes the space it occupies available to be written over. Until that overwriting occurs, the information is still available to be recovered.

Tools used to "destroy" e-mails leave their own trails. For example, reformatting utilities and shredder programmes leave evidence that they have been used. Traces of such activity can be construed by a court as saying that a company or individual knowingly deleted required and incrimi­ nating information on e-mails.

There are even specific tools for recovering deleted files. They allow an investigator use a file allocation table to

E-

keep track of the locations of and "undelete"

mail retention rules and systems are a must.

deleted files from unallocated space.

For example, commercially it's probably good policy that any e-mail to a customer

W ith an estimated 600+ million e-mail users in the world today and more than 750 million forecast by the end of 2008, e-mail

be flagged and automatically saved. W ith the e-mail software available, company names or key words within text might be used as flag notices. But there are also

presents great opportunities but, equally great perils.

It also makes e-mail management essential.

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This is the section o f the m agazine where we will be reporting on the various developments within the trade, such as acquisitions, m ergers, partnerships and news from Trade Associations.

FileNet acquires Yaletown Technology Group FileNet Corporation, a leading provider of Enterprise Content and Business Process Management solutions, has announced the acquisition of Yaletown Technology Group, a

on September 19, 2005, FileNet acquired Yaletown in an all cash transaction valued at approximately $11 million net of cash for all of the stock in the company.

privately held software company specialising in content compliance software. Under the

This acquisition is expected to provide FileNet with additional technology and

terms of the definitive agreement announced

expertise to address the compliance market,

and will help strengthen FileNet's industry­ leading Records Manager and Email Manager offerings.

Investor Contact: Greg Witter, Director, Investor Relations, FileNet Corporation Tel: 714-327-3405 Email: gwitter@filenet.com

Fujitsu backs stationery channel for ScanSnap Fujitsu Europe Ltd announces appointment o f specialist stationery distributor and two dealer groups to drive ScanSnap fi-5 11 0EO X 2 sales Fujitsu Europe Ltd has announced its move into the stationery market with the appointment of three specialist channel

technology from a catalogue, dealers are increasingly diversifying into new product ranges - including easy-to-use scanners and

partners: distributor JG Business Machines, and dealer groups: Integra and United.

printers.

The ScanSnap's business benefits include its "out of the box" simplicity, small size and

Fujitsu has chosen the latest edition of its popular ScanSnap product as its first stationery channel offering. The ScanSnap

other plug and play technologies".

JG Business Machines Ltd is a UK Office Equipment Distributor supplying the Office Equipment/Stationery trade and this year celebrates 25 years since its conception in 1977. The Company has UK distribution

affordability, making it the ideal product for Fujitsu to test the market with. The ScanSnap

agreements with over 25 manufacturers and offers a stock holding of some 2000 model

fi-5 1 10EOX2 will sell well from a catalogue, as an out of the box solution for office equipment buyers, requiring minimal set up

fi-5110EOX2 is a sheet fed duplex scanner (30 images per minute) with full version Adobe Acrobat and ABBYY Finereader

lines.

John George, Managing Director, JGBM,

and support.

Fujitsu has identified the stationery

software included. The strength of the Fujitsu brand name and its reputation for

market as having huge potential for its document management products. W ith up to

reliable and easy to use machines means that customers can feel confident in buying

5,000 dealers in the marketplace and a growing demand for business machines,

the product off the page.

"The ScanSnap has so many great features that we are confident it will sell itself

sales potential is incredibly healthy. The main sales outlet for the stationery market is through catalogues and online stores. As buyers become more comfortable buying

from a catalogue," explains Brian Fortune, Document Imaging Sales Executive, Fujitsu

comments: "We are delighted to partner with Fujitsu and hope that this is the beginning of a long and fruitful relationship.

Fujitsu has a reputation for innovative and reliable products and the ScanSnap fi51 10EOX2 is no exception. Because it is a plug-and-play device with a good price point, we expect it to generate strong sales."

Please visit: www.fujitsu.com

Europe. "It should fit perfectly alongside

Version One becomes Kodak Premium Partner The Eastman Kodak Group has appointed Version One Ltd, the award­ winning author of document management and imaging software technologies, to the coveted position of Premium Partner in Kodak's Authorised Reseller Club Programme. Version One is one of only three organisations throughout the UK to have achieved this prestigious position.

Andrew Whitehouse, National Sales Manager Kodak Document Imaging, said,

synergy between Version One and Kodak, and their official appointment as a Premium Partner acknowledges this strengthened relationship."

The two organisations will co-operate on a host of marketing, sales and technical matters. For clients of Version One, this alliance means that the Version One team are now fully appraised of all aspects of the Kodak document scanning hardware range,

Tony Bray, Sales and Marketing Director at Version One, said, "W e are delighted to have achieved this coveted Premier Partner position. More and more organisations, from SMEs to the larger corporates, are now waking up to the powerful business benefits of document management and imaging solutions. As a result of this prestigious partnership, Version One is now even better positioned to offer compelling business solutions which bring with them fast returns on investment."

gone from strength to strength and we've

and can convey this information to clients, ensuring that organisations implementing Version One's document management and

been extremely impressed with their comprehensive document management and

imaging software solutions can make the most appropriate choice of scanning

Contact: Catherine Murphy, Version One at catherine.murphy@versionone.co.uk or

imaging software portfolio. There is distinct

hardware to meet their specific needs.

visit: www.versionone.co.uk

"O ur relationship with Version One has

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Small business complaints about SOX The Sarbanes-Oxley Act (SOX) enacted in the US to protect investors through prompt and detailed disclosure of financial information has led to a chorus of complaints by business that it also created too much burdensome "paperwork", which may literally be paper or also computer originated. Many small businesses have been particularly vociferous in their complaints.

As a result the Securities and Exchange Commission (SEC) recently announced creation of an advisory committee to examine the impact of SOX on smaller

requirements, and exemptions relating to securities offerings by smaller companies.

public companies. Specifically, the advisory committee will look at: frameworks for

imposed by such requirements. The goal is to see that the benefits are worth the costs and what methods or objectives might be changed.

internal control over financial reporting and methods for management's assessment of

The SEC is directing the committee to protect investors while considering the costs

such controls; corporate disclosure and reporting requirements; the process,

N ew Publications from BSI Information Communicated Electronically

Linking Electronic Identity to Documents

by Peter Howes and Alan Shipman.

by Peter Howes and Alan Shipman.

This Code is primarily concerned with the authenticity, integrity and availability of electronically communicated information. Email, mobile messaging (SMS), instant messaging, web services, web

the UK, with an estimated cost to the UK economy of £ 1 ,3bn in

forms, XML and electronic data interchange (EDI) are increasingly being used for business communications. The Code is particularly relevant where evidence is required in disputes outside the legal system.

A 4 Paperback 2005 ISBN 0 580 45672 2 BSI order ref BIP 0008-2 Price £55*

Identity fraud and identity theft are the fastest growing crimes in 2002. This Code is relevant where evidence is required in disputes inside and outside the legal system, and this book covers the authen­ ticity, integrity and availability of electronic identities attached to specific documents.

A 4 Paperback 2005 ISBN 0 580 45678 1 BSI order ref BIP 0008-3 Price £55* Email orders@bsi-global.com

To view a full list of contents of each book, a brochure on Information Management is available to download at www.bsonline.bsi-global.com *P&P £4.17 UK (inclusive of VAT), £5.83 Overseas (+ VAT if applicable). P&P is free to BSI Subscribing Members. Pre-payment is required from non-Members. All prices, content and publishing dates may be subject to change.

For orders, please contact: BSI Customer Services quoting marketing reference code ONINFO-PR Tel +44 (0)20 8996 9001 Fax +44 (0)20 8996 7001 Email orders@bsi-global.com

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Latest news from DocuWare AG German software company offers further benefits for customers

Named as Citrix Solution Advisor Citrix Systems has welcomed DocuWare as a Solution Advisor into the Citrix access PARTNER Network. DocuWare customers profit from additional services for their Citrix environment.

As a Citrix Solution Advisor, DocuWare

They are able to recreate a user's specific Citrix environment and test the current release of the DMS in a real-world setting.

This also helps them support customers in refining their sales strategies. In addition,

partner for us, since they also follow this trend and make it possible to easily implement their solutions in a server-based environment."

Citrix Systems is the worldwide provider

the new versions of DocuWare are tested early on in conjunction with Presentation

of Access Infrastructure Products for secure information and application access. The

system works seamlessly with the Terminal Server Solutions from Citrix Systems.

Server during development.

Access software, hardware and services

Customers of the DMS pioneer who currently use DocuWare with Presentation Server 4.0, or are planning its introduction

Manager at Citrix Systems GmbH, said the following about the authorisation: "To reduce costs for the creation, distribution

demand" - this means access from anywhere, at any time, using any output

can turn to certified DocuWare specialists any time for further help.

and service of applications, we use Access on Demand. DocuWare AG is an excellent

device and from every network connection, www. citrix. com

guarantees that its document management

Harold Knapstein, Channel Marketing

from Citrix provide every user with an entry to all critical business information "on

Maximum Security by Mirroring DocuWare AG has certified Jukebox Manager 5.0 produced by PoINT Software & Systems, guaranteeing that the newest version of the server software from this successful vendor of optical storage technologies meets all requirements of DocuWare's document management system.

A document management system lets you keep all your information organised themat­

Archiving occurs fully automatically in the background. The most unique aspect of the PoINT Jukebox Manager 5.0 is the way it mirrors data simultaneously on two optical media. By using W ORM media, it provides a data storage medium that cannot be physically altered; data cannot be manipulated. Aside from the more common technologies of CD, DVD and MO, the

ically and available with a click of a button.

In order to handle huge quantities of

system also supports Blue-ray Disc (BD), Ultra Density Optical (UDO) and

documents and store them long-term and tamper-free, it is necessary to have a powerful storage system. W ith cooperation

Professional Disc for Data (PDD).

The mirroring process guarantees 100% protection, since a second jukebox, for

between the DMS pioneer and a specialist

example, can be placed in a separate area

for optical storage technology, PoINT Software & Systems, users receive solutions that can be seamlessly integrated, providing

that is safe from fire.

Bernd Klee, President of PoINT Software & Systems GmbH, describes the

both the high access speed of a hard disk and the security of a jukebox.

cooperation: "High speed and securitywithout-compromise - both help companies

stay more competitive. An additional security measure of both solutions is their open architecture, which was developed to meet existing international standards. This further protects an investment, since it is less dependent on a particular manufacturer."

DocuWare President, Jurgen Biffar, welcomes the cooperation: "Just like DocuWare, PoINT Software & Systems is focused on integrating user-friendly technical innovations in their solutions. In addition, both companies were created to help organisations become more efficient, save time and significantly sink costs."

PoINT Software & Systems GmbH, based in Siegen, Germany, specialises in the development of software products and system solutions in the market of mass storage, in particular in the area of optical storage media. wvAY .point.de

DocuWare is Microsoft Gold Certified Partner Microsoft has certified DocuWare AG as a Microsoft Gold Certified Partner. This makes the DMS specialist one of approx.

various platforms, such as Microsoft W indows Server, Microsoft SQL Server and Microsoft Office. The second aspect was

environment.

Says DocuWare President, Jurgen Biffar, to the certification: "O ur software is strictly

200 top partners in Germany to achieve

confirmed by users, who are working with the document management system together

based on standards that are compatible to Microsoft applications. This has been further

with Microsoft products, and were asked to indicate their level of satisfaction with the

confirmed by Microsoft with this certification as a Gold Partner. Further advantages of our solutions, which are consistently

this status.

To become a Microsoft Gold Certified Partner, this independent software developer needed to demonstrate specific competencies and document the completion of numerous successful projects.

To this end, current version DocuWare 4.6a was put through extensive testing on

solutions.

By achieving this certification, DocuWare AG is again able to demonstrate that its document management system can easily be integrated into any existing Microsoft

emphasised by our customers, are the products' easy installation, administration and use."

Contact: Patricia Herion, DocuWare AG, Therese-Giehse-Platz 2, 82110 Germering, Germany, E-Mail: patricia.herion@docuware.com

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FileNet announces Enterprise Systems Managem ent Solutions for FileNet P8 Proactive ECM Application Monitoring Solutions Leverage Existing Customer Investments in Tivoli and other Enterprise Systems Management Products to Reduce Total Cost o f Operations FileNet Corporation has introduced system monitor solutions for its FileNet P8 platform. FileNet System Monitor enables FileNet customers to automate fault detection and fault prevention, and ensure higher availability of their FileNet P8 product suites.

FileNet System Monitor solutions help system administrators quickly anticipate and correct system outages, ensuring end users are able to access FileNet systems when they need them.

More than 20 customers worldwide have already implemented FileNet System Monitor and are experiencing higher systems availability and increased systems adminis­ tration productivity. Customers are able to leverage the significant investments they have already made in industry-leading enterprise systems management (ESM) software from IBM Tivoli, HP, Computer Associates, and BMC. "The ability to monitor ECM system performance is an essential part of any organisation's IT enterprise architecture strategy," said Martyn Christian, chief marketing officer for FileNet. "W ith FileNet System Monitor, organisations can reduce the cost of managing multiple server farms required to serve tens of thousands of FileNet users, enabling them to rely on FileNet ECM to provide them with better,

faster decision making capabilities."

environment.

According to a report published last fall

"IBM customers can now monitor the

by Gartner Group, IT department spending on improvements in the maintenance of

health of FileNet systems in one single view from within their existing IBM Tivoli

existing systems, networks and applications is continuing to grow. The ability to reduce

Monitoring environment, reducing costs

the complexity of administering and managing multiple environments for development, test, production, failover, high availability and disaster recovery is a top priority for customers as they extend the deployment of FileNet ECM to users across

associated with the management of their infrastructures," said Nancy Pearson, Vice President, IBM Tivoli Marketing. "IBM Tivoli Monitoring technology delivers secure, detailed analysis to IBM customers, giving them a better understanding of what is happening on their systems."

their enterprise. Manually managing servers across all these environments is simply not an option, as FileNet becomes an

Other key features include: ★ Higher availability through automated

integral part of mission-critical datacenters.

By providing FileNet System Monitor

★

solutions, customers are able to deliver a better quality of service by diagnosing and predicting problems before they occur.

FileNet System Monitor fo r IBM Tivoli and other leading ESM products FileNet System Monitor is a compre­ hensive solution that provides real-time, standards-compliant monitoring of all FileNet P8 product suites. As many FileNet

fault detection and fault prevention Standards-based solutions that seamlessly integrate into HP OpenView, CA Unicenter, BMC Patrol and other ESM ★

software solutions Higher management productivity through automation of daily administration tasks

★

Operator console for viewing thresholds

★

on hundreds of events and parameters Alerts via e-mail, operator console and

★

Short Message Service (SMS) notification Real-time log file monitoring to detect

customers have already implemented IBM Tivoli for managing their enterprise systems, FileNet is also delivering a specific System Monitor for Tivoli, which can plug

★

seamlessly into the IBM Tivoli monitoring

Visit: www.filenet.com

errors of applications and systems Knowledge transfer through best practices

Moving on up!

Railex Systems Ltd, industry expert in storage and filing solutions, has invested in a new manufacturing facility at Witham, Essex. with a new state-of-the-art paint plant

creative products that fully meet their

facility, capable of painting fully assembled cabinets and quick colour changes, in order to maxim ise production efficiency.

individual requirements.

A thoroughly modern business with a

Howard Wilson, Chairman of Railex Systems Ltd, comments: "The new facility in Witham reflects an era of change, investment and expansion for Railex, and is representative of the adaptive philosophy that has resulted in almost one hundred years of successful trading."

Since 1908, Railex has been at the forefront of storage design and filing Resources from the firm's Manningtree office will be relocated there and combined

TRADE NEW S

solutions, constantly utilising the latest technologies to bring its customers stylish,

customer base in excess of 20,000, Railex has worked with some market leading firms.

Deloitte & Touche, H.S.B.C, Network Rail, the Natural History Museum, Vodafone and the Mandarin Oriental Hotel in Knightsbridge, are just some of the big nomes to have benefited from Railex's expertise.

For further information on Railex Systems Ltdand the firm's extensive range o f storage and filing solutions, please visit www.railex.co.uk o r call 0870 600 6664.

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Green Apple environmental aw ard 18th November 2005 - Document management and imaging company,

dramatically cutting-down on paper waste

Version One, won a Green Apple environ­ mental award for the third year running.

This international award, which was presented by the Green Organisation at the Houses of Parliament, acknowledges the crucial contribution Version One's paperless office software is making to environmental best practice.

Thousands of private and public sector organisations have already implemented Version One's paperless office software, and

and global carbon emissions.

Organisations that use paper-based processes for managing their documents are wasting millions of tonnes of paper every year. C 0 2 is also emitted during the j manufacture, transportation, storage and disposal of paper documents, laser printers and toner cartridges, contributing to the greenhouse effect.

Using information from the Carbon Trust, Version One estimates that as a direct result of companies implementing its paperless office solutions, 1,000 fewer tonnes of C 0 2

as more organisations commit to sustainable development policies and pursue increased business efficiency, the number of implemen­ tations will increase dramatically.

Presented at the Houses of Parliament, the International Green Apple environmental

awards are run by the Green Organisation j and recognise businesses and individuals who achieve excellence in environmental best practice.

Version One's software won a Green emissions are entering the atmosphere every | Apple environmental award 2005 and year. j made the shortlist for Enterprise Software Tony Bray, Version One's director Package of the Year in the 2005 comments, "It's staggering how much C 0 2 Accountancy Age Awards. The Company UK businesses are emitting each year as a result of inefficient and wasteful paper processes. By ignoring the damaging effects these processes are having on the planet, Version One's software enables millions of business documents to be electronically stored, retrieved and managed. As all documents are stored 'virtually' and can be automatically faxed and emailed from the computer, hard-copy printouts are unnecessary, saving time and money and

companies are failing in their environmental responsibilities. Those organisations that implement Version One's document management software are demonstrating

has also been shortlisted for the Information Management Awards 2005 (IM2005).

Version One is officially named as one of the fastest-growing technology companies (in the North and Midlands) in the 2005 'Deloitte Fast 50 Awards' and was named one of the fastest growing-technology companies in Europe, Middle East and

their commitment to sustainable development Africa (EMEA) in the 2004 'Deloitte whilst enjoying significant savings of time J European Technology Fast 500 Awards'. and money."

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N ew TV Stars are born Imaging Business Machines and ED CO appeared on World Business Review TV Series hosted by Alexander Haig Multi-Media Productions (USA), Inc. announced the appearance of Imaging Business Machines, LLC (IBML) and EDCO on World Business Review hosted by General Alexander Haig.

Virtually every minute of every day finds businesses worldwide compiling and storing volumes of information. But what happens when the system starts grinding to a halt as workers struggle to process and find a piece of information buried amid reams and reams of paper? In this segment of World

Business Review, IBML discusses utilising digital imaging as cost-effective way for organisations to streamline the paper process by converting hard copy items into virtual documents. One of the largest document conversion centres in the United States, EDCO, utilises IBML's ImageTrac scanning platform. EDCO quickly turns large volumes of paper records into indexed digital images so corporation can store, search, retrieve and distribute them faster than ever.

Gary Murphy, President, IBML explained,

| "We provide a very cost-effective way for organisations to manage large incoming volumes of paper-based information and | transactions. We do this by converting them to digital images so that the organisation can j work more electronically versus physically j handling and storing these paper documents which can be very expensive and time I consuming. It also addresses the security and compliancy issues most large companies are challenged with today."

1 Vsit: www.ibml.com/pressroom.htm.

Infosecurity Europe 2 0 0 6 - A Date for yo u r D iary Infosecurity Europe, is Europe's number one dedicated Information security event.

Now in its 11th year, the show continues to offer an unrivalled education programme, new products & services, over 260 exhibitors and 10,800 visitors from every segment of the industry.

Held on the 25th - 27th April 2006 in the Grand Hall, Olympia, this is a must attend event for all professionals involved in Information Security.

Infosecurity Europe has an unrivalled FREE

education programme that addresses both strategic and technical issues, drawing on the skills and experience of senior end users, technical experts and real world case studies.

The event enables security professionals and business managers to establish a commercial justification for information security; refine their security policies; and select the most appropriate solutions to support their security strategy in order to safeguard their company's reputation and assets.

The event brings together companies and

organisations concerned about the security of their information with providers of technology and consultancy services. It provides the most comprehensive showcase of information security solutions, products and services by combining the largest information security exhibition in Europe with an unparalleled free educational programme consisting of 3 days of keynote presentations and seminars by business and technical experts.

For further information visit www. infosec. co. uk

NARA awards Electronic Records Archive contract Lockheed Martin Corp. was chosen by the US National Archives and Records Administration (NARA) to build the proposed Electronic Records Archives (ERA) for NARA. Lockheed Martin, which won a year-long design competition with Harris Corp., will receive a US $308 million contract for work through fiscal year 2012. ERA is expected to have initial operating capability by FY 2007.

In announcing the award, Allen Weinstein, US Archivist, stressed, 'The need for ERA is

urgent. An unprecedented number of electronic records are now being created by government departments and agencies. The most important of them will be preserved and will be accessible indefinitely.....As far as NARA is concerned ERA's failure is not an option. The stakes for our country are simply too high.....

"Outside the Federal realm, archives in state and local governments...face challenges similar to NARA's and ERA will help them

find solutions..... (however) ERA is not a panacea. It is a good start, a major first step" NARA also announced an Advisory Committee on the Electronic Records Archives to advise and make recommendations of the development, implementation and use of ERA. The committee includes experts in computer science, information technology, records management, archival science, and certain specialised areas. In addition, NARA said it would seek ERA input from the 50 states.

South Dakota m ay restrict vital records access ARMA International reports that a bill pending in the South Dakota Senate would limit access to birth, death, marriage and divorce records. Only immediate family members and a very few others, such as doctors, funeral directors and others acting officially on behalf of families, would be allowed to see such records.

However, the bill would allow birth records to become fully public after 100 years, and

TRADE NEW S

death, marriage and divorce bills would become unrestricted after 50 years.

The proposed restrictions were prompted by legislators' concern with homeland security issues and with several cases of identity theft from easily-obtainable South Dakota records.

Opponents say the bill goes too far. They cite actions taken in other sates, such as New Jersey. The latter state restricts access to certified copies of vital records while leaving

the general data in records open to the public.

The federal National Intelligence Reform Act of 2004 requires all states to enact some form of records protection over the next 2-5 years. Already, 36 states have restricted access to vital records in varying ways, usually allowing them to be obtained only by people with a direct interest.

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Data Storage booms as Storage Expo numbers soar Documation UK confirms its position as the Uks Premier Information Management Event Successful exhibitions are a good barometer of the market place and Storage Expo was no exception, with a record-

could help organisations benefit from their

breaking 3,834 visitors, a 15% increase on last year's numbers, making the 5th Storage

initiatives than vendor hype. This is a welcome development and one which I hope

Expo the best ever (pre ABC audited figures). The aisles were packed full of

sets the pattern for the future."

The exhibitor's response shows that this

visitors who were there, not just to meet with exhibitors, but to attend a number of the

was one of the best shows ever.

"StorageExpo 2005 proved to be hugely

keynotes and seminars delivered by many of

successful for EMC". EMC" announced the results of its recent ILM research, and that, along with the interest in EMC" Clariion

the top experts and leading figures in the storage industry.

own product sets. The buzz is back; but this time it is being led far more by end-user

first year Dot Hill exhibited together with key [ partners like Sun Microsystems, Hammer, Zycko, United Digital. This allowed us to present ourselves as a real solution focused partner-network to the many end-users attending the event. A quality audience appreciated our R/Evolution storage architecture release and presentation. The combined facilities of the event allowed Dot Hill to effectively and efficiently confirm its strategy, message and solutions to the UK press, channel and end-users", said

CX300 and EMC" Centera, attracted large numbers of visitors and delegates to the stand." Commented Nigel Ghent, Marketing Director, EMEA, EMC" "HP's stand was extremely busy. Also we

Raymond Groebbe, Marketing Director EMEA, Dot Hill Systems Europe Ltd. Storage Expo 2006 takes place from 18th -19th October 2006 at the National I Hall, Olympia, London, UK.

were impressed with the seniority of the people who came on to the stand to review our solutions." Said David Smith, Storage Marketing Manager HP Enterprise UK This year saw all the key players exhibit at the show with many using the event to launch new products and services, all targeted at companies looking for solutions to help manage data storage and meet capacity needs. There was a great deal of interest in the education programme with packed seminars discussing issues from Information life-cycle management, disaster recovery, email management and compliance.

'This year we have really seen an explosion in the data market, as companies have become more responsible about holding and storing data. Couple this with

"We had an excellent show, doubling the leads compared with last year, and these were quality contacts from which we are confident we will close new business. The

onto the stand and have a number of meetings with prospects during the next couple of weeks. Congratulations to the show organisers who seem to have the balance exactly right - Hitachi Data Systems definitely plans to be at Storage Expo 2006." Said Brian Moroney, General Manager UK & Northern Ireland, Hitachi Data Systems.

success in the future, said Adam Lee, European Marketing Manager, Objective Corporation.

to the show to find the solutions, products and education they need - all conveniently in one place." Said Claire Sellick, Event

have established a strategy for what they are doing with storage, essentially by consolidating their existing environments and looking at tools to help them manage their storage resources most effectively. W ith this in mind, Storage Expo was an altogether calmer, more directed affair than previous years. Delegates were being purposeful in what they were looking at, and vendors were much clearer in how they

"Documation UK has exceeded our expectations in many respects, the number of delegates, their seniority and the relevance of their requirements to our Enterprise Content Management solution.

Documation UK is now well positioned for

solutions. Living in the Internet enabled world, it's also refreshing to see so many people get out of the office and come down

According to Jon Collins, Principal Analyst, Infrastructure and Management, Quocirca Ltd, "M any end-user organisations

product offerings and visitor requirements.

Documation UK helps customers efficiently classify, retain, retrieve, search and access company information.

first day of the show was so busy for us that | we couldn't meet with everyone that came

the compliance requirements and you can see why there has been such a sharp increase in companies requiring new storing

Director for Storage Expo.

Documation UK, which was soft launched this year within Storage Expo, has proved to be a great success. The two events are inextricably linked with synergies in both the

"Documation UK proved both exciting and successful for Scanex. Exciting because "I couldn't believe the interest in our REO Disk to Disk appliance. A t one point we had to ask our resellers and distributors to help man the Overland stand as our ten Overland staff were not enough to cope with the volume of visitors" Chris James, Marketing Director, Overland Storage "As a 100% channel focused vendor Storage Expo 2005 turned out to deliver the right platform for Dot Hill. O ur Gold

of the large number of visitors to our stand confirmed our view of a rapidly growing document management market and successful because the high level of quality leads and opportunities generated", said Jim W iggen, Business Development Director, Scanex /C olum biasoft.

Next year Documation UK will be a

Sponsorship created the right presence and

stand-alone event co-located with Storage Expo 2006.

For further information please contact:

brand visibility. The same presence resulted in initial contacts with new channel partners, either exhibiting or visiting the event. For the

email: claire. sellick@reedexpo. co. uk o r visit www.storage-expo.com

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Claire Sellick, Tel: 0208 910 7 9 0 7

TRADE NEW S

16

FACT or I

A N ew Evolutionary Digital Data Storage Process a n d ,

By Laurie ^ Historically, and even today, there is little in the way of digital recording media which will stand the test of time for archiving.

The term archiving has many variant meanings to different sectors involved with data storage: For the IT profession the following is, or may be, the general understanding of archiving: Archiving is the intelligent back-up o f selected objects (datasets, items etc.) that no longer need to be accessed on a regular basis within the computing system. These files are removed from the on-line disk storage to a lower cost media such as tape or optical disk.

Archiving to the archiving profession could mean: Maintaining data FOREVER or for Long Term (LE) preservation be that 100, 200, 300, 400, 500 or 1,000 or more years.

The IT industry have had a major issue in coming to terms with this definition of archiving and the technology and, to date, the IT industry and profession has not had a good track record for addressing these long term preservation requirements.

How is it possible to combine these two competing archival processes to accommodate for the genuine requirement to maintain data created electronically for the ongoing business process, and then for the long term legal, moral and historical requirements of society, government and history?

Migration and emulation have, currently, been the process most commonly identified and used by the IT profession to address long term preservation requirement.

Why? Because most magnetic and other types of data storage devices have come and gone (not to mention the software obsolescence issues) leaving us without the ability to even try to retrieve our data stores, be they held on 8, 5.25 or 3.5 inch floppy media, hard drives and or magnetic tape plus Optical Discs at 5.25, 12 and 14 inch formats, removable or non-removal rigid disk packs from a multitude of data storage suppliers and, last but no means least, 9 track magnetic tape, way back in computing time, or the recent versions of today's Digital Linear Tape (DLT) or various other versions capable of holding up to Peta Bytes of data in automated devices CD and then DVD were touted as the media of choice for long term storage of lower volume digital data, but they too have fallen from grace due to their identified inherent short term deterioration character­ istics.

Where are we today?

Digital information, like all information has

FEATURE

a records retention requirement as defined by government, regulatory agencies and specific regulatory organisations. The reasons we keep digital information are for the same reasons we keep paper files, and now, digitally created files.

Some of the current requirements to maintain data over a long term are as follows: Legal requirements: These have expanded greatly in the past few years with the addition of new laws and regulations especially in the USA e.g. the Sarbanes-Oxley Act of 2002, Health Insurance Portability and Accountability Act of 1996 - HIPPA, U.S. Securities and Exchange Commission - SEC, etc. - and relevant legislation in the Australian region and the enforcement of numerous others.

Litigation defence: The need to defend the company or to protect its intellectual property is increasing each year. Trustworthy and complete documentation is needed or the defence is vulnerable and losses could be in the millions of dollars.

Corporate Governance: Additional requirements beyond the above may be dictated by your company and, mostly, driven by self-protection.

Accountability: Certainly the Federal, State and Local Governments require the long-term retention of numerous document types: personnel records, land titles and Occupational Safety & Health OS&H to name but a few.

Societal and Historical: This is wide ranging from historical files and religious record to today's digitally born art and music...

Personal Values: The family album is undergoing its greatest transition to date.

Preservation is important or how will your great grandchildren be able to view the pictures of you and your children taken today?

Backup in today's technical environment: Backup is used for quick recovery from spinning media, near-line media of fixed content.

Retention is defined by the laws, regulations, common practices, or by the owner of the information or IT policies and practices.

Preservation for keeping files over an extended period of time requires the highest level of certainty and accuracy, as the files may not be used or viewed frequently enough to assure that no inaccuracies are evident.

These files need to have the added assurance of being unalterable. As the time period from creation to discovery of an error increases, the lower the probability of being able to

detect and correct it or numerous errors in the applicable files, while still retaining their trustworthiness.

Risks: The risks for preservation are singularly influenced by the long time horizon associated with the retention of the files.

Preservation over short timeframes provides many options for retention to overcome issues.

It is not so easy when preservation requirements are in the 30+ year horizon. If we extend the time period for the retention of digital data out to 100 or 500 or more years = permanent FOREVER digital data has a permanence issue of major proportions.

Technology Obsolescence is the most widely discussed and the argument still has nearly all the same attributes of the past several decades. The major gains have been the reduced cost of the storage media and the storage capacity per unit. However, the Life Expectancy (LE) of the magnetic tape tops out at 30 years. How many organisations are really planning on that horizon?

The practical limit for the maintenance of digital data is still 3-5 years. From a techno­ logical obsolescence challenge, there still remains the same major issues that have existed since the introduction of computing to the masses in the 1980's and 1990's and, before that, for large mainframe instal­ lations... frequent advancements, new elements introduced to the technology chain, and product discontinuances. Hardware is still highly proprietary... and for economic factors, it will remain so in the future. Vendors come and go...

Software has a similar problem, and many new programmes enter the user market each day. Formats for files in applications continue to advance, often with little regard for their predecessors.

Media stability is the most risky... look at the warranty of the media and, if it fails, the manufacturer will give you a new one, minus your precious information of course...

Managerial Risk: Managerial obsolescence has been with us all along, yet only recently has it been elevated for scrutiny and is now being discussed at the executive level. Essentially management changes about the same as the technology. In hindsight, many digital losses were preventable had management been better. In today's business world, there are frequent changes in the management ranks, and continuous pressure on budgets. W ill the company make the financial commitment to keep the files viable as they age?

As management changes, do some things drop between the cracks on policy for refresh,

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j

■|

emulation or migration? Think about the files you left behind the last time you upgraded your PC! Are resources consumed for more pressing business needs than preservation?

If I, as a manager, do the things I should to preserve this year, I will miss my budget and my bonus is reduced.....Hmmm.... and maybe I will have a new job next year.... or who would know if I wait until next year? A missed cycle for the retention of digital information could be unrecoverable later.

Thus, management risk is significant, The solution?

At least to the technological issues identified, as we will leave the managerial risk and obsolescence for others to address.

A recent paper presented at the Society for Imaging Science and Technology - IS&T Archiving Conference 2005 - 26th April 2005 in Washington DC entitled - "Ending Digital Obsolescence'' - plus a second paper delivered at the Association for Information and Image Management International - AIIM 2005 Conference and Exposition entitled "Datasurance® - Patent Pending Preservation Archive for Digital Files may provide the answer to this long term process and media issue."

The papers were presented by Ken Quick and Mike Maxwell of Affiliated Computer Services - ACS of Dallas, TX and Mike Maxwell Consultant, representing ACS. What is Datasurance®?

The Datasurance® product offers to maintain digital data in any format be it music or voicemail, X-rays, MRI's, emails, databases, applications, Operating Systems OS, charts and excel spreadsheets, word documents, PowerPoint presentations, TIF and other image files plus black and white and colour digital images and videos onto a long term, fail safe - copy of last resort media, MICROFILM. Flow does the process work?

Well ACS gave us a glimpse at how they create this miracle and that is by the application of 2-D Barcode technology and the Datasurance® product media (black & white) microfilm. ACS refers to the output media as analogue / digital tape.

There are thousands of different file types and formats, with more coming each year.

Yet, there is one thing they have in common...

At the base level, they are a sequence of 0's and l's that the programme transforms into a colour spot, a programme, a sound, a character and a command. Files are written to media and transmitted over networks as binary information, 0's and l's. Whether stored on disk, tape or optical media, the files

are pulses or spots of 0's or 1's. This attribute becomes the key to Datasurance® preser­ vation concept.

This 2-D barcode has built-in error correction code and two different cyclic redundancy codes to assure the information in the 2-D barcode can be extracted even if there is significant damage to the 2-D barcode, to assure the information is read as written. The error correction code assures accuracy even if 25-40% of the 2-D barcode is unreadable. The correct data can still be rendered.

Datasurance® uses this format to store the 0's and l's as a 2-D barcode. The process creates as many 2-D barcodes as needed to represent a file. Each is sequentially encoded for proper decode and re-assembly. Now any file can be represented as a series of 2-D Barcode "pictures".

Very simply, the Datasurance® process takes the sequence of 0's and 1's in the file and converts them into a sequence of 2-D Data Matrix barcodes - as many as needed based on the size of the file. For example, a PowerPoint presentation that includes colour, text, sound, video, spreadsheet and animation, is still at the base level The process assembles the 2-D barcodes into groups, and prints them to film. Each 2-D barcode is sequentially numbered to assure its correct place in the writing. There are several writers available today.. .The 2-D barcodes are printed on silver halide microfilm 16 or 35 mm and processed to AIIM/ANSI standards for archival storage for Long Term LE >100 years.

Flow do we interpret or retrieve the data from the Datasurance product?

The process for creating a file from the 2-D barcode is accomplished by scanning the 2-D barcode and decoding it to get the 0's and l's sequence. The process then converts the 0's and l's into the appropriate file. The resultant file will be an exact copy of the original file that was used for input. This is what happens when a file comes over the internet or modem to your computer - a series of 0's and 1's then a programme on your computer converts the series of 0's and 1's to the file that is a picture, or a message or a web page, etc.

To summarise, this process can be used to encode any digital file to be stored in this form. One process is universal for the thousands of file formats, programmes and operating systems. Now everything digital can be preserved with this one approach, sound, colour pictures, voice mail, art, Operating Systems (OS) and valuable documents and objects.

Does this mean that microfilm has found a

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new life after numerous years of decline in volume, due to increasing digital storage capacities in ever decreasing physical size of storage devices?

Only time will tell if the Datasurance® product cuts the mustard and becomes a winning and commercially viable product for the trustworthy retention of all things digital to the delight of archivists, records and information managers, preservationist and historians.

We have seen the holy grail of long term digital data storage trumpeted on a number of occasions e.g. as early as 1998 with the statement that Norsam saves archives from obsolescence - View high-density, HD-Rosetta data with microscope, not computer - HDRosetta-which allows approximately 90,000 A4 analogue images to be stored on 2" discscreated from microfilm, original documents or other physically scanned images to media microscopic reproductions of images that are readable with the human eye. These reproductions are put on corrosion-proof, nonmagnetic master discs, called Pancake Discs that are available in nickel, gold, titanium, glass, stainless steel, silicon or some other media.

Happy digital data storage on microfilm with the Datasurance product and they sleep easy each night knowing that your data is safe, now and into the future, long after you retire.

Laurie Varendorff, ARMA, a former Records Management of Australasia - RMAA Western Australia Branch president and national director, has been involved in records management for 31 years. Laurie is a member of the Western Australian Government's "Digital Records Working Group". Laurie has his own consulting and training business near Perth, Western Australia, and has tutored in recordkeeping and archival storage and preservation at Perth's Edith Cowan University.

He may be contacted by email at: Laurie. Varendorff@tpg. com. au

FEATURE

18

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.

N ew Delivery from Railex Railex Systems Ltd, industry expert in storage & filing solutions, has launched a new addition to its Designlme collection o f closed storage systems. vr\

The new Mailbox system fuses practicality

ti

with style to deliver a new innovation in storage.

demand. More and more offices are placing greater emphasis on clear desk policies, hotdesking and other such strategies, all of

The steel construction six door unit features

which means that demand for secure

independently lockable compartments, each boasting its own delivery slot for incoming memos or work files. This unique system

personal storage has never been greater.

"The M ailbox provides the perfect answer as each individual section has a unique locking number, and its internal shelving

provides the ideal solution for offices that operate fluid workspace philosophies,

structure ensures that compartments are separated securely."

The Railex M ailbox is just one of the

providing a fixed storage point where items can be quickly and easily filed for specific staff members.

products in Railex's extensive collection of closed and mobile storage solutions for the

Bill Gilmour, marketing manager at Railex Systems Ltd, comments: "The new Mailbox unit really is a design borne out of

modern workplace.

To find out more, visit www.railex.co.uk.

DocuLex enhances Office Capture Complete Document Scanning, Content Indexing, Electronic Document Conversion and Export Programme Document imaging software creator DocuLex (www.doculex.com) announces the latest release of Office Capture, the company's paper-to-electronic document conversion, content indexing and image

based, open-system formatted programme,

(OCR) conversion, image coding and endorsing, electronic document conversion

and is easy to operate for document imaging beginners while flexible for

(PDF Image + Text, TIFF or JPG formatting),

experienced users. The programme supports SCSI & TWAIN-driven desktop and production scanners, as well as high-speed

printing and export capabilities.

After the imaging process, the customnamed document files may be exported and

direct export capability to component document management programmes

multifunctional copier/printer/scanner units, and is compatible with most prominent document management systems.

stored on a local or offsite server or CDROM in a user-determined file foldering structure for convenient organisation and

including DocuLex's WebSearch and Desktop Search, providing rapid access of

DocuLex Office Capture enables the complete document imaging spectrum,

must-keep documentation.

including scanning, content indexing, image quality control, optical character recognition

quick secure-access from any location.

For additional information on DocuLex Office Capture, call DocuLex at (863) 2973691 ext. 209, email info@doculex.com

processing programme. This enhanced version includes simplified usability and

DocuLex Office Capture is a Windows-

W hen do you separate Extraction from Scanning?

IBML presents White Paper Summary Imaging Business Machines, LLC (IBML), manufacturer of the award-winning ImageTrac Scanning Platform is providing results of a study conducted to determine the efficiency between coupling extraction and document preparation in conjunction with scanning mail.

W hile combining extraction and scanning platforms may at first appear to offer an efficient throughput process, the reality is, such platforms actually hinder

P R O D U C T NEW S

AA

â&#x20AC;˘I

M

â&#x20AC;˘

scalability in relation to volume and job

brought forth that a "one-stop shop"

complexity. The study indicates that an operation with high volumes and document complexity improves productivity and

platform doesn't fit all size operations and in the long run may decrease efficiency and

reduces cost of ownership by separating extraction from the scanning operation.

increase costs.

For more information on the mailroom

It is vital that operations manager consider several factors before determining the best deployment model for their mail extraction, prep and scanning operations.

extraction study or to request a copy o f the full mailroom extraction study, the mailroom extraction summary or samples

Based upon the study, a conclusion was

email Debby Kristofco dkristofco@ibml.com

o f the mailroom extraction calculation results

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19

Film and Fiche Scanner in one Complete Package FlexScan scanner to feature nextScan engineered rollfilm and microfiche scanning modules at affordable price nextScan has recently announced FlexScan, an all-in-one scanner for production scanning of microfilm and microfiche. Employing the same innovation as currently available with all nextScan microfilm scanners, the new FlexScan also

j enhancement, as well as the customer's choice of one or both scanning modules.

"FlexScan meets a need in the market for a scanner that can scan both film and fiche in one unit," said Wendell Byram, CEO of | nextScan. "W e have incorporated all of the features users are accustomed to finding in a nextScan scanner - superior camera

has the capability to scan microfiche at 125 ppm. Users now have the option to scan rollfilm at 220 pages per minute grayscale and bitonal, and can use the same unit to meet their microfiche scanning needs. The scapning modules have been designed exclusively by nextScan, and combined with a base unit, produce the best in scan speed

| speed and nextScan's Adaptive Speed Control will optimise the scanner by J automatically adjusting for network

technology, adaptive speed control, simple

j

and fast scan setup, grayscale scanning at full rated speed and many others. We also

| accompanies the scanner has an intuitive j user interface with a handy nextAssist wizard, automatically detects which module I is installed for scanning, can output multiple

j

engineered the transports, or individual scanning models, so they too reflect all of the quality expected in a nextScan product.

FlexScan offers an affordable scanning solution to many industries, including conversion services, legal, government,

FlexScan is a perfect fit for many organi­ sations that have a need to convert film and

software for easy scan setup and image

I 220 pages per minute and microfiche at 125 pages per minute. The scanner will scan grayscale and bitonal images at the j same time without a reduction in output

j

and image quality.

fiche images to digital on a limited budget.

FlexScan will ship with nextScan's Fusion

The FlexScan scanner will scan rollfilm at

j

insurance, publishing, manufacturing and engineering. We expect FlexScan to be a well-received and successful product."

bottlenecks. The Fusion software that

I image types simultaneously, can run multiple filters in real-time with no rescan and has the capability to detect document edges on poor quality film with its dual detect bands.

Contact: Erin Dempsey, nextScan, Inc. Tel: +1(208) 860-9184 Email: erin@nextScan.com

LARGE FORMAT SCANNER, COPIER,

LARGE FORMAT SYSTEMS DIVISION COPY •SCAN PLOT •PRINT

Digital Copier + Network Printer + Scanning System Touch screen operator panel provides easy accessibility Copy, print and scan at true 600 x 600 dpi quality 100% toner efficient operation with KIP HDP technology Fully integrated multifunctional design for all configurations Small footprint allows for placement virtually anywhere Integrated stacking system delivers prints to the operator

us

PROVIDING ACCtM TO YOUR INFORMATION

HAMMOND CLOSE • NUNEATON • WARWICKSHIRE • CV11 GRY • U.K. T: (024) 7625 4955 F: (024) 7638 2319 E: info@genusit.com www.genuslargeformat.co.uk

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P R O D U C T NEW S

20

Version 3.5 of eFIRST Capture announced BancTec/Plexus releases new version of leading information management tool to speed implementation As Gert Meijerink, eFIRST Capture's

BancTec/Plexus announced, during October, the release of version 3.5 of eFIRST

product manager explains: "All companies

Capture, its state of the art data capture system. The new version, which brings the

have an accounts payable function that deals with invoices, often in a plethora of formats.

data capture discipline onto the next evolutionary level, will facilitate speedier implementation of information management

In the past, companies had to deploy

systems.

The aim of the new release of eFIRST

eFIRST Capture offers methods for locating these documents in the incoming daily mail,

Capture is to focus on Intelligent Document

classifying all documents and extracting relevant information, no matter what format

Recognition techniques. These allow the automatic capture of mixed document types such as invoices, letters or application forms from a variety of sources (e.g. scanned paper; faxes; on-line forms; emails) with minimal operator intervention.

The new version of eFIRST Capture eliminates pre-sorting requirements through the use of a variety of textual and imagebased techniques for document identification.

Once captured and identified, each document type can be subjected to a set of operations specified to its layout and content.

For example, eMulti-line delivery notes go through several steps of recognition, data cleansing and high-speed operator correction, whereas correspondence items may only have a contact name and department extracted.

substantial human resources to sort, interpret and process the data. The new version of

BancTec ensures that the software can be deployed across many workstations within the organisation. Traditionally, many capture applications have struggled with scalability but this new version is capable of deploying capture to lots of users, with minimal disruption.

it comes in. This will help to revolutionise the data capture process."

The new version of eFIRST Capture also incorporates improved "document clean up" functionality, which will reduce errors and the need for human intervention in the data capture process. As Gert explains: "Images from fax machines are often tricky to process as they can be distorted and prone to smudging. The software resizes and re­ orientates a shrunken or skewed document image and cleans up the added lines and speckles whilst keeping all relevant data intact."

Another element of the new look eFIRST capture is the Service Manager application, which controls functionality on workstations.

Introducing the service manager application,

As Pete Dinham, international product director at BancTec/Plexus affirms: "This new version of eFIRST capture will revolutionise the application for its many users.

Information Management in its best form is capable of streamlining administration within organisations and can seriously impact costs and free up resources."

For more information, please visit: www.plx.com

Information treasure trove Online library on public service contracting Over a thousand reports, papers and articles on competition and contracting in

Institute, G ary Sturgess said: "The Resource

Wherever possible, the Resource Centre

public services are accessible via a new online library launched today by the Serco

Centre is treasure trove for policymakers working in this area. We don't claim to have brought together all the resources available

Institute. Policymakers, researchers and members of the general public interested in public service contracting can now easily

in this field, but we know of no other online source that offers comparable coverage. I expect the Resource Centre will continue to

locate and access original reports from a range of sources, at the click of a button.

expand in the coming months and years, but now the time has come to make this material publicly accessible.

documents referenced is by far the most extensive collection in existence on this range of topics.

"By making these resources available in an easy-to-access one-stop-shop, the Serco

The Resource Centre is aimed at political parties, public policymakers, academic and

contracting of public services. It includes

Institute hopes to raise the quality of the debate around private sector involvement in public service delivery, and enhance

business researchers, students and members of the general public with an interest in improving the quality and sustainability of

academic studies and governmental research into the performance of public-

understanding, in governments and in the wider community, of the role that

private partnerships, and analysis of the conditions necessary for success.

competition and contracting can play in improving public services, and the conditions for success."

public service markets.

The Serco Institute Resource Centre can be. found at www.serco.com/instituteresource

The Serco Institute online Resource Centre contains links and references to a virtual library of publications from around the world, documenting the development of government policy on competition and

The Executive Director of the Serco

P R O D U C T NEW S

provides electronic links to original sources, which will continue to be updated. Where a book, report or article is not available on­ line, a reference and brief description is provided so that researchers can access these sources themselves. The selection of

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k l H l Good news for your desk. Even better news for your business.

Fujitsu's range of desktop document scanners simply convert paper documents into digital ones that can then be shared, organised and distributed - helping you improve efficiency, as well as meet compliance requirements.

With super fast scan speeds and reliable document feeding, hundreds of documents can be scanned in only a few minutes. Plus, you get a free copy of Adobe AcrobatÂŽ Standard with every scanner, so you can save images as Adobe PDFÂŽ documents for even easier distribution.

Download our free white paper "Document Scanning in the Office" at www.fel.fujitsu.com/tidydesk or call 08000 326506 for more information.

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POSSI BI LI TI ES

ARE

I NFI NI TE

22

SECURITY -

Down The Pan?

By Calum Macleod - European Director at Cyber-Ark They

problems. For example you don't want your

say that travel broadens the

clientele rushing to the toilet only to discover that they can't get in, because they don't

mind, and I have recently

know the combination. This will create all

discovered a new phenomenon - the Secure Toilet. On a recent trip to Switzerland, I visited a restaurant that secures the toilets with a digital lock. Both the ladies and the gents have a key-pad on the door and, with the right combination, you can enter. Now this shouldn't come as a surprise, given our heightened security awareness these days, and that the Swiss are obviously very security conscious, and every restaurant

sorts of complaints. But the Swiss have addressed this problem by placing signs all around the restaurant that refer you to the "W C Code", with instructions to ask a member of staff for the code. So far so good, but as you can appreciate the staff have more than enough on their plate than to spend all day keeping track of the code, and here's where the system starts to fail.

When I sat down in the restaurant I was facing the door into the kitchen and the first thing that caught my eye was a notice board, just where the staff entered the kitchen, with the inscription "W C Code

proprietor will tell you that misuse of toilet facilities is an increasing problem - It must

1213". Further investigation - I asked the waiter - revealed that the code is changed every night, and that the same code is used

be otherwise why secure then with digital locks.

for the ladies and the gents, possibly to avoid embarrassing situations.

O f course this security feature raises new

So what is the point? you might ask. Well if anything illustrates the problem of privileged access control - after all the toilets are for privileged users (customers) - it's the secure toilet. In the same way that the restaurant doesn't simply want people walking in off the street using the toilets, companies can't simply allow anyone to access privileged accounts or information in their organisation. And since it is not possible to provide access based on user identity, some mechanism has to be put in place to control this. So in the same way as the restaurant introduced the W C Code procedure, many companies talk about "Emergency Envelopes", or "Break

S E C U R IT Y FEATURE

Glass" accounts. The concept is the same since you can't identify the user as they are called "administrator" or "root", or some other manufacturer embedded account, you protect the password.

This concept is fine on paper (and usually that's where the passwords are) but in practice it doesn't work. If you compare it to the toilet analogy, security staff have to follow similar procedures. Firstly someone has to manually change the password on a regular basis. One or two toilets are fine, but if we're now talking about every toilet in the city or in the country, I now need an army to do this. The same goes with passwords for embedded accounts, someone has to change these manually. Now the next problem is to ensure that the people changing the passwords don't simply use the same password all over the place. You understand what I'm getting - If I have the code to one toilet, I've got them all - same goes with the passwords. You would be amazed at the number of organisations that use one password for hundreds of embedded accounts, for example all domain passwords may be the same, or all root passwords on every Unix server is the same, or all Oracle database embedded accounts are the same. Now it may be a complex code, which no hacker in the world could figure out, but since it's so complicated it probably means that I have to write it down, and unless someone is going to change the password on every system immediately, my whole security has just gone down the toilet!

Now you might think that the problem might not be as acute as I'm stating. For example, you could try to give everyone who needs access their own code. But then you need to be sure that every toilet can identify me as an individual and not simply as "customer". Many companies think that an Identity Management system or some kind of token based authentication system solves the problem. However what they fail to realize is that many of the embedded administrative accounts in systems and applications can not be assigned to individuals, so you're left with identity of "customer" or in the IT world "administrator" "root" etc.

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23

But why does the restaurant have a secure toilet. Obviously management only

which should include: ★ Centralised administration

wants customers to have access, and this in turn raises the issue about how management ensure that this is working. The only effective way to do this would be to have some kind of Audit Compliant Control in place,

Create a centralised policy, procedures and enforcement mechanism which ★

Securely store Administrative passwords

otherwise you never know if the system is

in a way that offers strong authentication, granular access control, encryption and

effective. For example is the code changed frequently - it might even need to be a one­ time code if you don't want customers using the toilet all day just because they bought

covers all IT groups.

Secure storage

★

auditing.

W orldwide secure availability W ith today's distributed enterprises,

one cup of coffee! Again auditors have the

administrators need access beyond

same requirement in the business world.

They need to know who has accessed, when

network boundaries, where they can securely access and share passwords

they accessed, why they accessed, what they accessed, where did they access it from and

★

how did they get access. Also they want to be able to see, beyond a shadow of doubt, that the password has been changed according to the policy they have defined.

Simply encrypting passwords in some spreadsheet is not enough, unless you want to hire an army of password managers.

Most companies, just like the restaurant, can reduce the hazards of managing their passwords by introducing an effective policy

from anywhere.

A dual-control mechanism Requiring two or more administrators to access passwords to the most sensitive servers.

★

Keep ahead of the Game Routinely change passwords and track history.

★

Intuitive auditing

★

comply with new regulations.

Disaster recovery plan Look into technologies for automated, safe replication of vital administrative information that can guarantee the availability of those accounts in time of need.

Once you've rolled out a sensible and

usable security policy you can also secure and manage your passwords using "safe havens" or "digital vaults" which address the problem of managing the whole lifecycle of embedded administrative accounts. The vault enables the administrative manager to securely archive, transfer and share among the required staff the passwords. It solves the problem that cannot be identified by conventional Identity Management systems, and ensures that organisations can very quickly implement regulatory and audit compliant controls to their privileged accounts. And, as far as the restaurant goes, I think they need to move the notice board.

As passwords are used or changed,

For further information contact Calum

organisations will need to routinely audit and track access to vital systems to

Macleod on 0 0 31 621 827253 or email calum. macleod@cyber-arl<. com

PRODUCTS

Tel: +972-4-6062171 Fax: +972-4-6062168

web: www.microvue.co.il e-mail: info@microvue.co.il

u rn AVAILABLE AT K'dGUOVUB GIDEON 9 0 0 G ID E O N 1 0 0 0

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Manual Library Researcher S E C U R IT Y FEATURE

CASE STUDIES Captaris RMSoftware offers total solution Paperless procurement drives RM efficiency The South Carolina Department of Transportation's (DOT) Procurement Division handles millions of documents a year. So it's no surprise the division was having a paper nightmare trying to keep track of records, especially paper documents related to bids and requisitions awaiting approval.

Looking for more efficient ways of moving the paperwork approval chain, Norma Cobb, DOT director of procurement, and Steve Collis, DOT information technology manager, researched and installed a mainframe purchase order and requisition tracking system (SPORTS) that proved so efficient it received the "Excellence in Public Purchasing" award from the National Institute of Governmental Purchasing. SPORTS enables electronic transmission of requisitions from close to 200 buyers located in South Carolina's 46 counties. It also provides paperless status throughput reports across the entire procurement system. Special features

include automatic routing and workflow documentation.

The SPORTS system was easy to implement on DOT's Electronic Document Management System that is powered by a Microsoft SharePoint Portal Server and

have been able to reduce some buying processes from two weeks to just one hour.

W ith workflow software implementation they went from 18 man weeks in the audit process to about nine man-hours, an 80X increase in productivity. Similar gains were

Captaris workflow software. Implementation

made in work-in-progress tracking and in

time was two weeks.

overhead cost savings. Orders that once waited two weeks for processing are now

Benefits from the system are almost unbelievable. Former long processing delays are now history. Previously, due to slow manual systems, it sometimes took up to two weeks before orders were picked up for processing. Now it's virtually instan足 taneous. Hard copies were sometimes hard to get, harder to organise, and easy to misplace. Now they're unnecessary or quickly attainable if needed. The DOT was also running out of space for storage of paperwork. Now there is no need for the space.

Cobb and Collis report that, as a result of the new system, procurement managers

automatically entered for real time accessi足 bility.

In addition, impending space limitations and potential costs for additional space are no longer a worry. Employees can access needed files electronically within seconds, rather than taking time to go to storage room(s). The system also automates retention and elimination in compliance with guidelines from South Carolina's state archives agency.

Best of all, the increased efficiency is benefiting taxpayers in South Carolina by providing better service at lower costs.

Hospital automates records management with software solution Tyler Memorial Hospital, Turkannock,

must be completed within 30 days. This

Pennsylvania, expects to cut information delivery times to physicians and hospital

was difficult under the hospital's former records management processes. Now

staff by up to 50% and also manage processes for legal compliance and accredi足 tation more efficiently. The key to unlocking

physicians can dictate patient information directly from their offices. The hospital's records coders can then pick up the physician information via the internet and

these benefits is a RM software solution, Captaris Alchemy Records Manager.

"W e'll now be able to tie in departments

complete final transcriptions for physicians' signatures. It is estimated this can cut in half

An added bonus is that the new system provides a trigger to alert the hospital's information management systems department when records have reached their legal storage limit. "This was a big selling point for us," said Kathe Barton, director of Tyler's HIMS. "We have the ability to better manage our records

within the hospital - like our emergency room and lab systems - directly with physician's offices so that patient records

the time previously required.

archives by knowing when we can consider purging unnecessary documents."

Tyler Memorial looked at several options before choosing the Alchemy route. Among

Still another benefit for the hospital is the ability to manage its policies and

can be quickly and efficiently updated and retrievable from a variety of different

these was a microfiche solution and software provided by a multi-services provider firm

procedures manuals online. "We can move forward faster with new policies and archive

locations," said Dan Diljak, Tyler Memorial's information systems manager. "This greatly

that offers physician and insurance services.

But none of those options had the advantages of the Alchemy RM solution.

the older ones for easy retrieval should that be necessary," added Barton.

speeds up our ability to provide the most current patient records to those who need them most for ongoing care and compliance purposes," Diljak added.

According to state law, patient records

CASE S T U D IE S

They didn't offer online access, enterprise足 wide application and user friendliness.

"And they were much more expensive," Diljak said.

HIMS is the first area at the hospital to g o ' live with Alchemy Records Manager. The records management solution will next be implemented within the human resources department. Others will follow.

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Fund M anager conquers document mountain! user permissions can be set to restrict

work. The challenge now is to get users to

access, and is integrated with Windows log­ on. Other document management features

take advantage of the full capabilities of the system, for the benefit of the business."

Document Options provides secure and

which Ruffer can take advantage of (all part Ruffer LLP looks after investments on a discretionary basis for private clients, trusts, charities and pension funds. It also manages

professional image capture services to some of the UK's most prestigious organisations.

Their state of the art Kodak Accredited

of the standard product) include checkout/in, version control and lifecycle Document Management

collective (OEIC) funds. The company combines the best industry standards of administration with an investment approach

Workflow

conversion centre specialises in high volume capture and classification of business

Archiving

documentation, engineering drawings, microfilm and electronic files.

which is distinctive and which has proven attractions for clients.

Drawing on over 30 years of experience, their bespoke document management systems are built from the pick of the industry's leading software developers and

The Challenge

W ith the growth in business, personnel and increasing regulatory pressures, Ruffer

hardware manufacturers. Their solutions

wanted to enhance the management of the documents needed to run the business.

Ruffer felt that their current document management software did not adequately meet their increasingly demanding needs.

The Choice

Document Options have a large portfolio of software solutions, and were invited to propose a suitable solution.

It was clear from early discussions that windream - integrated with an e-MARC email archiving solution - would completely

Development Tools

management.

Starting in July 2005, CC Data managed the project to migrate existing systems into the new infrastructure, and to prepare for changeover. The new 70 user system went

enable clients to create, access and distribute critical information world-wide ! quicker, easier and less expensively than | ever before.

CC Data is an established developer and j value-added distributor of software for j document and information management.

live over a single weekend; this included the incorporation of over 250,000 documents

Working in association with partners, CC Data provides consultancy, integration

from existing file stores and systems, and the start of transferring of 600,000 emails.

services and support.

Satisfied Users!

During the last 11 years the company has gained an enviable reputation for indepth knowledge and expertise in providing

meet the requirements. CC Data - the UK distributor for windream and developer of e-

The project was driven by Wendy Cartledge, Chief Administrative Officer at

a wide range of organisations with information and document management

MARC - were involved early in the cycle to provide pre-sales support and consultancy.

Ruffer. Mrs Cartledge said "We were looking for a document management

After a number of discussions and demonstrations to ensure that all users'

solution which was equally suitable for all types of file, internally-generated 'Office'

needs were met in full, Document Options were awarded the contract to supply and

documents, email and reports. The system had to be easy enough for occasional users, j Contact: Document Options Ltd, Priestley Way, Crawley, West Sussex RH10 9NT. but also to have the functionality for more Tel: 01293 4 2 6 6 7 7 Fax: 01293 403453 advanced needs - including those of our E-Mail: sales@document-options.co.uk compliance department. The windream /e-

implement a new system.

The Decision - Document Management 'Like W indows'

Ruffer chose the solution because it fitted easily into their organisation, without significant upheaval and little need for training, windream is a full-functioning document management system, which is nevertheless very simple for users: it behaves as an extension of the Windows operating system.

Adding new documents to the system from any application is as before - but to a different mapped drive. The user can then index documents as necessary, for simple retrieval. Automated systems are also available for import; for example, emails captured using e-MARC. windream DocView is a module which allows users to preview most document formats, without needing to open the native application. The system is also very secure;

MARC solution proposed by Document Options seemed to meet the requirements, and has lived up to its promise."

Michael Denyer, IT Manager at Ruffer, was "happy that windream integrated with

i strategies and solutions.

CC Data have developed e-MARC and sell this product worldwide; they are also the UK distributor for windream.

J

Website: www.document-options.co.uk

\ or: CC Data Ltd, 2 Kinsbourne Court, 96100 Luton Road, Harpenden, AL5 3BL Tel:+44 (0)1582 761400 E-mail: sales@ccdata.co.uk

our existing infrastructure with minimal

Website: www.ccdata.co.uk

Our bureau services and EDM systems enable our clients to capture, retrieve and distribute documents quicker and more cost effectively than ever before. Contact us to find out about:

• • • •

Electronic docum ent and em ail m anagem ent Scanning of documents, drawings and microfilm Microfilming of paper and electronic documents Scanning and microfilming equipment & supplies

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Tel: + 44 (0) 1293 426677 sales@document-options.co.uk

www.document-options.co.uk CASE S T U D IE S

Kodak has the answers Kodak solutions come to the rescue

Hurricanes w reak havoc but FP&L meets customer needs quickly and efficiently After Hurricane W ilm a, and its predecessors this season, many end users

the Q A records on microfilm using a rotary

weren't saying kind words about Florida Power & Light Company (FP&L) as they

camera and filmer with a microfilm reader.

In order to request records, employees had

waited days and sometimes weeks for power to be resumed. But such "Acts of

to fill in special forms. Then, to retrieve the requested records the Nuclear Records

God" situations are really the exception.

Under normal operating circumstances the

Department would determine the cartridge and frame number and have the

The Archive W riter converts the digital images to analogue, human-readable images on microfilm for long-term preser­

utility, which serves nearly half of the state's

appropriate film pulled from the Nuclear Records Vault, a time-consuming process.

vation and access. "The Archive W riter allows us to store our digital records cost

FP&L knew it had to find a better way to make the records more easily accessible,

efficiently and in a format that ensures easy access in the future," says Margaret

preferably at each end user's desktop. FP&L was also concerned about how the speed of

DiMarco, St. Lucie plant supervisor. "The microfilm is our 'O fficial Records Copy' and

the US nuclear industry. The primary business of the Nuclear Records Department

technological advances would impact their ability to retrieve stored digital documents over the long term.

also serves as a backup if the server were to go down."

at FP&L is to identify, collect, store and retrieve quality assurance (QA) records.

After considerable research, FP&L settled on a hybrid system based on the Kodak

These records include procedures, condition reports, safety evaluations, work orders, purchase orders and operator logs. They

Digital Science Electronic Microimager 3548, which combined the Kodak Scanner 3520DP and a Kodak Document Archive

network storage made the most sense. The images are sent to FP&L's online Nuclear Records Management System, which is accessible to employees at both plants, where end users can retrieve information at

are retrieved by employees as well as outside organisations such as the Institute of Nuclear Power Operations.

Writer. The 3520DP scans the hundreds of nuclear records that are produced each day

their desktops in a matter of seconds.

For more information on Kodak's Document

at the St. Lucie and Turkey Point plants.

Imaging products visit www.kodak.com

16 million users, is a model of efficiency, especially in its records management operations.

FP&L operates nuclear power plants in St. Lucie and Turkey Point, Florida that are ranked among the top performing plants in

The utility had been storing and retrieving

Kodak High Volume Capture software enables users to check digital documents captured by the scanners as they pass through the system for verification and quality control.

For immediate access to the records,

Outside services save day for Canadian utility New Brunswick Power, the utility serving that Canadian province, had aging but

at the birth (paper) stage in terms of scanning, through archiving digitally or on

full-size engineering drawings.

Kodak Imagelink Imaging Services then

serviceable in-house microfilming equipment coupled with a continuing need to preserve

microfilm, and ultimately destroying paper documents.

creates 35mm microfilm, including an index that references drawing numbers, and ships

large-format engineering drawings on aperture cards. However, as the equipment

IMSG, in addition to being a reseller, offers Imagelink Imaging Services. Russell liked what she saw. The advantages of

to IMSG where a duplicate copy sub-master is created and quality is checked.

"I'm very impressed with how smoothly it

high-resolution, high detail images and Web-based workflow appealed to her. After determining that a new in-house system

all works," Russell says. "We have probably completed 50,000 images and onlyl 0 or 12 needed minor fixes. I would say our real

would cost C$ 85,000 plus the time and salary of an operator, Russell decided to go

rejection ratio is well under 1%."

with IMSG and Imagelink Services for New Brunswick Power's drawings.

many documents in perpetuity, including those related to the nuclear power plant in

aged it had a tendency for more downtime and costs were rising. Jean Russell, manager of document management, had the challenge of evaluating which would be more efficient - buying a new system or finding and buying outside services instead.

Enter Albert Jamieson of Information Management Systems Group, Ltd. (IMSG), whom Russell knew from previous work his firm had done for the province. An authorised reseller of Kodak Document Imaging Products, IMSG supplies what Jamieson calls "information management for documents from the cradle to the grave", meaning his firm works with companies for the entire life cycle of documents. This starts

CASE S T U D IE S

The first thing Jamieson did was to set up an online account for the utility - a file on its server with a user name and password.

Russell's staff now uploads 250 MB of zipped TIFF files at a time - directly to the Kodak server - three times a week. The process is secure and fast via a T-l line.

Documents range from 11" x 17" pages to

New Brunswick Power has to preserve

the province. "This is a fail-safe system for us," Russell states. "I can't stress enough the importance of having a document saved on two types of media, and the archival nature and longevity of microfilm makes this an ideal solution for us."

For more information on Kodak's Document Imaging products visit www.kodak.com

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11

Republic of Ireland places Census Project order Top Image Systems was selected as the information collection solution for the 2 0 0 6 Irish Census.

Top Image Systems (TIS) provides automated data capture solutions that improve enterprise business processes by

appointed for the second time running.

Approximately 50 million images will be scanned and processed by TIS' eFLOW Unified Content Platform through the course

integrating data from multiple sources and of different types, such as invoices, freight

of the project, which will be completed by

and shipping bills, purchase orders, and others. TiS solutions seamlessly deliver the

December 2006. The comprehensive solution is expected to improve the produc­

extracted data to enterprise applications such as document and content management, ERP, qr CRM.

tivity of census workers, speed census processing time and generate important cost-savings for the Irish Government.

The Irish Central Statistics Office (CSO) has appointed TIS' long time partner, CACI, as the prime contractor for the project and TIS as the automated data collection software solution provider.

In 2001, TIS, in co-operation with CACI,

competition. The success of this project resulted in the two companies being

Greg Bradford, Chief Executive of CACI Ltd, said, "The 2006 Irish Census is an important project gain for CACI. This contract recognises our expertise in integrating world class technologies for document management and automated data

According to Donal Garvey, Director General of CSO for Ireland, "The five yearly census is the most time-critical survey undertaken on behalf of the Government.

capture. The integration of Top Image Systems' breakthrough technologies set new standards in the efficiency and accuracy of

the right partners and technologies for this project.

national census processing. We look forward to continuing our successful partnership with TIS on the one hand and with the CSO on the other, and delivering

"Both CACI and TIS had proven their professionalism and extensive know-how.

accurate, timely data on the Irish population."

We had to be confident that we have chosen

were awarded the contract to process the 2002 Irish Census against stiff global

relationship we developed during the course of the 2002 census, we are convinced we can now achieve further efficiency in the 2006 operation."

Based on the trust and close working

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CASE S T U D IE S

Digital Land Registration in Korea Zeutschel High Performance Scanners make "Land register tourism" in Korea a thing of the past The Supreme Court of Justice in Korea digitises all the Land Registers of 214 land registries nationwide with Zeutschel high performance colour scanners. The difficult, fragile documents are recorded carefully, quickly and in high quality with 70 Zeutschel Omniscan 10000 TT scanners. As of 2008 all interested parties will then be able to simply have a look at the land registers via the Internet. The responsible project managers of LG CNS expect annual socio-economic savings of approximately 1.4 billion US $.

Kim, Keon Ho's working day may comprise a long and tiring day's journey looking for information. As a notary he is concerned with all sorts of property questions. All properties in Korea, as in many other countries, are subject to a land registration obligation, i.e. they must be registered in the land register. The land register is managed by the land registry.

Altogether, there are 214 land registries in Korea which are distributed across the whole country. Everybody who wants to have a look on the land register in question must appear in person in the respective land registry.

Currently, this means an approximate 5 hour journey for Kim, Keon Ho from the capital Seoul to one of the land registries of the southeastern Province Gyeongsangnam-do.

After his arrival the information will be looked out for him and then be copied when required.

Then he returns by the same way again. Critics describe this process of search for information enquiry correctly as "land register tourism", which causes high costs for the country.

"A dynamically growing economy with an increasing volume of property transactions cannot afford such a time-consuming and cost­ intensive system of country administration any more", explains Yoon, Sung Soo; Professor at Korea University.

As of 2008, land registers will be able to be called up online. Therefore, the Supreme Court of Justice in Korea decided to record all of the land registers electronically and to make them available via the Internet. The digitisation project for the property registration has been transferred to LG CNS, part of the LG group and Korea's greatest IT service provider.

"The digitisation project of the Korean government has set the goal of improving the service quality, of overcoming geographical and temporal obstacles and of setting a standard for the property administration", explains Kim, Man Soo; Staff of Supreme Court of Justice.

By 2008 it will be possible for everyone to investigate the land registers and, for a charge, to download the required data.

Difficult documents

The recording of the vouchers plays an important role in the overall project. The highest standards of scanner technique are

CASE S T U D IE S

required. The first difficulty is the format of the documents, which are A3, where the left and right pages produce one document as with an open book. Then there is the varying quality of the land registers, some of which are extremely fragile, 100 years old or more. And finally the operating scanning system must be able to scan colours, since many of the entries and information are underlaid with colour.

As if this isn't already challenge enough, an ambitious time schedule has been set for the complete project. The total volume of 230 million vouchers must be registered by the end of 2006. Despite the necessary processing speed, no compromises will be made with respect to quality.

'The loss of important information isn't acceptable. Undiscovered transmission errors with the digital recording could result in serious legal consequences later", explains Ha, Ick Keun; Business Analyst Team Leader, Conversion Team Public 1 Div. Registry project group of LG CNS Co., Ltd. Large format, colour scan with intercity express train speed

After a very comprehensive selection procedure the Zeutschel A2 colour scanner OS Omniscan 10000 TT was chosen. "Primarily we were impressed by the high quality of the recorded images and the simultaneously fast processing speed of the Zeutschel scanner. In addition, the Zeutschel devices stand out for their reliability. And, if a scanner does break down, the repair costs are low compared with other manufacturers", explains Lim, Tae Kyun; Infrastructure Technology Team, Public 1 Div. Registry project group of LG CNS Co., Ltd. Altogether there are about 90 Zeutschel scanners used throughout Korea.

The Zeutschel scanner Omniscan 10000 TT uses an innovative colour-scanning technology which provides a fast and careful recording of the land registers. Core of the Zeutschel scanning technology is a unique light system which is based on a patented cold light source.

The light source is focussed to a condensed illumination band which is led synchronously to the movement of the scan of the camera system

over the document. With the restriction of the illumination to the relevant area the strain on the documents is reduced to a minimum.

However, the illumination achieves a maximum efficiency in this fraction of time. The result is low light strain with high colour reproduction quality. And with respect to speed there are no limitations. The Zeutschel high performance colour scanner needs 2 seconds at a resolution of 200 dpi for each land register document.

In view of the large quantity of documents to be scanned, not only the processing speed of the Zeutschel scanners with high quality plays a role, but also the user-friendliness.

1,800 images are digitised in Korea per shift.

A high exposure of light could cause consid­ erable discomfort to the operator, e.g. in the form of headaches and a false perception of colours and data on the monitor. This is prevented by the Zeutschel light system.

High value creation potential

After the scanning of the land register vouchers the data will be burned onto a DVD and taken to LG head office. All images are subscripted manually and filed in a database there. Due to the sensitivity of the information they are kept securely by the Supreme Court of Justice, before they are made available to the public in 2008.

The project managers of LG CNS have estimated the socio-economic savings of the digitisation project at approx. 1.4 billion U.S.$; the efficiency of all of the business processes will increase by 40%, the transparency of the nationwide finance transactions will increase considerably.

"The extent of the efficient realisation and the value creation obtained make the land register digitalisation project in Korea an example for similar tasks around the world", reports Bae, Sang Heon; Database Administrator Advance, Public 1 Division of LG CNS Co., Ltd.; and, with obvious pride he concludes: 'The land register tourism in Korea is finished".

Kim, Keon Ho and his family will surely be pleased at the outcome. In any case, the next vacation is already booked, destination will be the south of the country, but this time as private tourists.

Visit www.zeutschel.de

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29

N ew Service Engineer for the Genus Group In September a new service

supported their original multi-user Unix system.

engineer was

He then moved on to the newly setup CAD department where he serviced and

added to the Genus service team. Since the success of their new Large Format Systems Division and high summer sales of Wicks and Wilson production film scanners they decided that the timp was right to add a service technician with specific knowledge of software, microfilm scanners, computer networks and Large Format products.

As such Jerry W ierzan was a perfect choice with over 12 years working for the Imtec Group as a Service/Support Engineer, he started as an installation engineer, installing standard microfilm equipment then moved to the Service Department and onto the Computer department. W hilst in the Computer department he serviced and

supported one of the first 3D wireframe CADD systems based around a DEC computer. He also serviced and supported LaserScans Microfilm Laser Plotter, the world's first device to plot directly onto microfilm from a CAD system.

He went on to write and support one of the first Microfilm based Drawing/Document management systems. After a spell of contract work in the computer industry he joined a friend in a large format Scanning/ Vectorising bureau, scanning and Vectorising engineering drawings. During this time he worked with GTX Raster CAD and AutoEDMS. Not wanting to stand still he moved to the PCL Group and became involved with the New Scotland Yard Microfilm Scanning Project. A part from the 12 Mekel Production Microfiche Scanners he had responsibility

for the 11 File Servers and 90+ Users on the Multi-Network system. A t the end of the project he took on a similar responsibility with the PCL Group. There he not only supported local users, but was responsible for the communications centre which transmitted data to the company's UK and Overseas operations.

On leaving the PCL Group he worked as bureau manager for a Microfilm Scanning bureau and during his time at the bureau he was involved with Beta testing Wicks & Wilson's first Rollfilm Scanner and, thanks to the work done at the bureau, Wicks & Wilson were able to improve their software.

When the bureau closed Jerry was approached by Mekel to handle their Service/Support outside of the USA, a relationship that lasted until Crowley Micrographics took over the company. Since then he had been working freelance, supporting Microfilm Scanning systems in UK, Europe and the Middle East before joining the Genus Group.

N ew President for Iron Mountain Iron Mountain, the global outsourced records management giant, named Bob Brennan as the company's president and chief operating officer. He had been Iron

Mountain's president of North America.

He will be responsible for developing and implementing operating strategies on a global basis and will continue to manage

day-to-day operations of Iron Mountain's North American, European and Latin American business units. Brennan reports to Richard Reese, chairman and CEO.

EDM strengthens its Consulting & Solutions Division EDM Group, the independent market leader in electronic document management, has strengthened its Consulting & Solutions Division with the senior appointment of Colin W right as Managing Consultant.

Colin, who has more than 20 years experience in the financial services and IT industries, joins the EDM Group from Portman Building Society, where he was Associate Director for Business Transformation. Prior to this, Colin worked as IT Director for a major building society and previously at KPMG, as a managing consultant leading ateam of information risk management consultants.

In his new role, Colin will be responsible for business development in financial services and will focus on advising the banks and building societies on the business

benefits of using electronic document management solutions as a managed service.

The EDM Group provides such businesses with innovative ways of affordable and efficient electronic document management, helping them to electronically manage and store legally required documents.

On his appointment, Colin comments: "The storage and retrieval of files across paper and electronic media is an increasingly important issue for businesses.

W ith the current technology and facilities the EDM Group has developed, the company has excellent growth potential and I am delighted to be given the opportunity to join at such an exciting time."

Peter Smith, Chief Executive of the EDM Group, comments: "The competitive nature

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of the financial services market, combined with its focus on customer relationships and FSA regulatory requirements, means that financial services companies can benefit hugely from electronic document management. Consequently there is huge potential for us in this market and I am confident that with extensive experience in the financial IT sector, Colin will play an important part in the future success of the Group."

Smith continues: "Colin is the fifth senior appointment we have made in the last few months, which indicates the level of growth we are currently experiencing."

The EDM Group, established in 2004, currently has eight sites across the UK. EDM is also looking to appoint senior personnel in operations, sales and marketing.

PEOPLE

30

fro m a ro u n d th e W orld

Swedish Government selects Pointsec and Entrust to deliver secure authentication for Public Electronic ID Service Pointsec signs SEK 5.1 Million government contract, booked in Q 2, 2 0 0 5 , a breakthrough order for Entrust's innovative IdentityGuard authentication solution in the Swedish market.

Pointsec, the Nordic market leader for Digital Identity solutions, has announced that it has been selected by nine of Sweden's largest public administrations to provide strong user authentication to over 500,000

"IdentityGuard meet the security requirements, while being both very cost effective and easy to use."

The government contract has been

The ID services can thus be used by people who contact authorities by telephone, in cases where it is essential that the public

negotiated by a joint working group with

officials are absolutely sure of whom they are talking to. The basic requirement is to

users. This solution will be an important part of the new Government personal identifi­

representatives from the nine involved authorities, which include the National

offer services that meet high security standards, while also being easy to use.

cation platform, designed to facilitate citizens' access to eGovernment services.

Labour Market Board (AMS), the Swedish Social Insurance Agency, the Swedish

The contract to supply the government agencies is worth more than SEK 5.1 Million

Enforcement Agency, the Vastra Gotaland Region, the Ostergotland County Council,

"W ith this solution in place, citizens and businesses will be able to use the Internet to manage a number of government services

for Pointsec, a transaction that has been booked in Q2, 2005. Delivery and

the Stockholm County Council, and the cities of Goteborg, Malmo and Stockholm.

implementation is carried out by Pointsec together with its strategic business partner Entrust Inc. [NASDAQ: ENTU], a w orld­

"The Swedish Government is a world leader in offering advanced web-based

office hours," said Lars Sjostrom, Deputy Director of AMS. "Entrust IdentityGuard provides us with a solution that is both easy

services to its citizens and businesses," said Hans Ydema, Senior Vice President at

to use and cost effective while providing the necessary level of security to protect these

Entrust. "The Government's decision to make a large-scale implementation of Entrust IdentityGuard is a great testament to the strength of our offering. Through our

sensitive on-line transactions and services."

For further information please contact: M arie Thornton, Entrust, Inc.

partnership with Pointsec, we are now well prepared to meet a rising demand for

tel: +44 (0) 118 902 2004, e-mail: marie.thornton@entrust.com

leading provider of Identity and Access Management solutions.

The Swedish Government has selected Entrust IdentityGuard for secure authenti­ cation of the electronic ID service. This innovative solution is already in use with the Swedish National Labor Market Board (AMS).

"We believe this contract signals a breakthrough for Entrust's approach to user

secure, user friendly authentication in the Nordic market."

authentication, which is perfectly suited for organizations that are looking to enhance

The working group with Swedish Government authorities has placed special emphasis on making eGovernment facilities

their online service offering to a wide range of users," said Peter Larsson, CEO, Pointsec.

available to mobile users, and to citizens without access to home PCs.

W O R L D NEW S

that currently require communication in writing, personal visits, or contacts during

Robert Egner, Vice President o f Global Marketing, Pointsec tel: +1 7 0 8 -4 7 9 -3 0 4 0 / + 1 7 0 8 -8 2 2 -3 0 4 5 , e-mail: robert.egner@pointsec.com

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Rates are £ 3 5 ($ 6 3 ) per insertion with a limit of 25 words. Each additional 25 words or fraction are £ 3 5 ($6 3). There is an additional £ 1 0 ($1 8) charge for the use of Box number. For display (boxed) ads add £ 2 0 ($36). To place a classified ad, send copy to Micrographics Marketing Ltd, 65 Winchester Drive, Burbage, Leic LE10 2BA UK, or fax it to + 4 4 (0) 24 7638 2319 or Email it to tim@green-sheet.net.

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