The Green Sheet 038

ISSN 1476-3842

FUL L C O V ERAGE OF THE D O C U M E N T M A N A G E M E N T I N D U S T R Y, I N ALL ITS F O R M S

SCANNING FEATURE

Review Hannover - Germany - 2006 - Pages4&5 Join the vision

Case Studies from the I

£ j

Health Sector

1

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News

Features

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Case Studies

People

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contents advertisers’ index Altek S ystem s........................................31 Anacomp ............................................... 31 Automated Resellers ............................31 Dass Laboratories .................................31 DocuWare................................................19 Fujitsu Europe........................................32 Genus Group ................................... 15,23 Graphic D ata.......................................... 29 IBML ......................................................... 5 MicroVue ............................................... 30 M STC .......................................................31 nextScan.................................................... 7 OIT ......................................................... 21 Pegasus Im aging...................................27 Solar Imaging ........................................ 17 Western Micrographics......................... 31 Wicks & W ils o n ......................................11

3

xerography inventor

4-5

CeBIT review

6-14

scanning feature trade news

15-21

product news

22-25

case studies

26-29 30

AIIM roadshow preview

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Inventor of Xerography celebrated on 100th Birthday xerography.

upstate N ew York firm named The Haloid

Although

Company - which became Xerox

Carlson died in 1968 aged 62,

The X erox 914 p la in -p a p e r Copier

his passion for creativity and exploration has lived on through generations of Xerox researchers and continued investments in innovation.

Corporation in 1961 - before people

As a boy

could use Carlson's process to make

Carlson

black-and-white copies simply, quickly

suffered such

and on plain paper. The product was the

wretched

Xerox 9 1 4 automatic plain-paper office

poverty that his

copier, which Fortune magazine called

fam ily lived for

"the most successful product ever

a time in a

marketed in A m erica."

decaying shed.

O ne hundred years ago in February

By the time Carlson died, his vision

Socially isolated

was fulfilled and Xerox was well on its

by the poverty,

w a y to success as the world's foremost

he developed a

expert on colour im aging, printing,

singular w a y of

document management and related

looking at

services, generating billions in annual

things. By the time he was 12, he

revenue.

Chester Carlson, the inventor of

determined that the best w a y to escape

posthumously inducted into the N ational

xerography, was born - a man whose

his situation was to invent something.

Inventors Hall of Fame in 1981. "Besides

genius w ould forever change how people

A fter obtaining a degree in physics and a

being an inventor, Chester Carlson was

share inform ation and w ould ultimately

sizeable debt, he found w ork as an

dedicated to helping others. Before he

generate a document management

assistant to a patent attorney, a paper­

died, he had given aw ay over $1 0 0

industry w orth more than $ 1 1 2 billion.

intensive job where he saw first-hand the

m illion to various charitable o rg a n i­

need for a simple, convenient method of

sations," says daughter Catherine

making copies.

Carlson.

Carlson's invention is the method by which most o f the world's printed documents are created in offices today.

Carlson began experimenting with

Carlson was

Moreover, his invention changed forever

X erography is the technological

electrostatic charges and materials that

the w a y people worked. "It gave ord in a ry

foundation o f copiers, laser printers and

were photoconductive - their electrical

people an extraordinary w ay of

digital production printers. It is used to

properties changed when exposed to

preserving and sharing inform ation, and

create credit-card statements, personalised

light.

direct mailings, instant books and posters

was just 32, he created the first

complicated ideas w ithin the reach of

as well as countless memos, receipts,

xerographic image.

almost everyone," writes Owen in his

records and much more.

name from the Greek words fo r "d ry " and

Carlson biographer, David Owen estimates that in 2004 there were about four trillion pages printed on products

O n O ctober 22, 1938, when he The process took its

"w ritin g ."

It took another two decades and a betyour-com pany investment by a small

made possible by Carlson's invention o f

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it placed the rapid exchange of

2 0 0 4 book, "Copies in Seconds".

Contact: David Millican , Xerox UK, Tel: +44 (0) 1895 843 196 Email: david.millican@xerox.com

FEATU R E

A retrospective overview

CeBIT Join the vision

HANNOVER, 9 - 15.3.2006 The annual CeBIT show in Hannover from 9-15th March retains its place as the most important information management event in Europe. As always it served as an important networking event for suppliers and customers.

The organisers, Deutsche Messe AG, were bullish about attendance, suggesting an attendance of 450,000 for the show. A subjective on-the-floor guide would suggest that Hall 1, the home of the Information and Document Management sector, was down on numbers.

This sector had a slightly fragmented feel to it in Hall 1, due to the organisers decision to relocate some of the companies that traditionally exhibited in one corner of the hall to the opposite corner. Nevertheless it was still well represented, mainly by long standing exhibitors but there were a couple of new additions.

MICROGRAPHICS You had to look hard but micrographics is still to be found alive and well at CeBIT. As noted above - the established "microfilm corner" was broken up by the organisers but this year saw conversion systems, both analogue to digital and digital to analogue at the forefront of the microfilm section.

Digital to Analogue Conversion ★

A new addition to the microfilm exhibitors was Micro Archive Systems GmbH, based in Frankfurt, Germany.

Micro Archive Systems have developed two new systems for storage of information on 35mm analogue film. The Archivelaser converts digital images to 35mm, while the Storagelaser is able to archive any digital data onto film through a binary code system for long term migration-free storage. Operating at a significantly higher price level than the its competitors, Micro Archive Systems suggest the marketing for the unit will concentrate on supplying the service to distributors. Visit www.microarchive.com.

★

Staude and its export distributor SMA

★

were exhibiting digital to analogue conversion systems with the Digifiche (SMA105) and File Converter (SMA51) Zeutschel presented the latest version of

C e B IT

Microform's team is confident that with the Digital Film Writer, they have succeeded in adding a genuinely useful component to their product portfolio. This unit answers the market's need to combine rapid and convenient capturing solutions with the maximum possible degree of reliability and economy for

the OP500 Archivewriter. The ArchiveWriter OP 500 converts all digital images and documents to microfilm in high resolution. Thus it ensures readability of the contents, independent of the technical development of hardand software. The ArchiveWriter is ideal for organisations which have to save digital images for long-term archiving on microfilm. Compared to the other digital storage media, the microfilm is still the number one long-term storage media.

CDs and DVDs usually remain readable for around 10 years and disks only five years. ★ Microform GmbH used CeBIT to present a new family member to its customers: the Digital Film Writer. The unit combines the advantages of a digital storage solution with the durability of microfilm and is, as such, the ideal supplement to existing digital systems.

Modern storage and archiving solutions are designed to convert large volumes of documents to digital images quickly and then to manage these images with a full range of convenience-oriented functions.

Stored data is made available in a split second but, hand on heart, for how long is this rapid-fire access actually necessary? The access rate often falls after just a short period, in many cases even to zero. If, however, the data needs to be archived - perhaps over long periods - we recommend the use of a different, tried-and-trusted medium: MICROFILM. For when it comes to reliable long-term archiving and low levels of effort and expenditure on migration, microfilm is still the unbeaten champion.

Combining the advantages of digital document management and analogue storage solutions, Microform has now added the Digital Film Writer to its product range. This unit lets you transfer digital images to microfilm with no great effort. The unit produces standard 16 mm microfilms in either simplex or duplex mode, the user deciding whether they want positive or negative images. The analogue images generated can be marked with blips to facilitate automated accessing. What's more, it is also possible to image additional information, such as film index data, onto the image.

The system works with encased film cassettes, each with a feed and a take-up spool. As an extra plus point as regards backup safety, the system also makes it possible to generate a parallel film, without affecting the processing speed.

long-term data storage. Microfilm enables you to avoid data loss due to ageing and unnecessary, expensive and risky migration outlays. "We remain convinced that microfilm is still the safest and most affordable medium for long­ term archiving", explains Andreas Klinke, Marketing and Sales Manager at Microform GmbH. Analogue to Digital Conversion ★

Market leaders Wicks & Wilson were present with new additions to their film scanning fold. They exhibited two new entry level aperture card scanners designed to make access to aperture cards as easy as reading CD or DVD.

★

The C-Drive can be inserted into a Tower PC as one would insert a CD or DVD Drive. Its partner model the CX-Drive can be used as a USB connectable external drive. These two component type devices also come with touch screen technology and look set to be successful in the engineering and professional sector. The company will also exhibit them at the forthcoming AIIM show in Philadelphia.

A third model, the C250 which incorporates the above technology coupled with batch scan capability will also appear in Philapdelphia.

In the Fiche scanning arena, Wicks & Wilson launched "Virtual Fiche" which will be supplied with its FS fiche Scanstations. Allowing the operator to separate the Q A function from the scanning operation, Virtual Fiche will allow users to increase scanning produc­ tivity.

★

As European distributor for Crowley

★

Micrographics, Zeutschel were exhibiting the Mekel range of scanners.

Staude presented the latest version o f the increasingly successful Multifly automated fiche carrier, distributed by Bernschein MDS. The Multifly was shown with the latest software for use on Canon reader scanners allowing increased scanning speed.

Book Scanning This was predictably very well represented and saw some new additions the fold. ★

SMA were exhibiting the SMA22 and

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5 /colour scanner. This product has been specifically designed in conjunction with demands of the archive world and intends to revolutionise the scanning market. A Book2Net Alliance representativie confirmed a successful multi-unit tender award.

SMAl 1 .scanners. These scanners, with A2 and A1 scan capability respectively offer the ability to scan with or without glass plate to ensure protection of even the most fragile books. The well proven speed and output resolution of the 21 and 32 remain. ★

French manufacturer I2S exhibited their

★

DigiBook and Copibook range of scanners. They too showed a scanner, the Digibook 2000 LC, specifically designed for bound precious works. Uniquely amongst the book scanner suppliers, i2S exhibited a automatic page turning scanner, the DL3000. Also on show was i2s' image restoration software, Book Restorer.

Zeutschel exhibited their comprehensive

★

range of scanners, with the empthasis on the OS 10000 and OS8000 3s. The OS8000 3s was presented by Zeutschel as being ideal for difficult samples, such as books with low contrast, hand scripted items or pages with etching on.

Both Zeutschel and SMA showed their

★

well proven large format microfilm cameras.

Imageware exhibited the Bookeye

★

scanners.

Although not exhibiting, Book2Net

i

Alliance used CeBIT as a chance to launch their Book2Net A2 greyscale

D

id y o u

k n o w

t h a t

★

Image Access GmbH from Wuppertal, Germany, a leading manufacturer of scanning technology, showed a number of new and optimised products and ideas, living up to their motto "Innovations in the Imaging-Technology".

With the large format scanner WideTEK

Document Scanning All the major players were well represented at CeBIT on both manufacturer and partner stands. O f particular interest was Kodak's entry into the multi function market with the ScanStation 100 and Fujitsu's new fi5900c. ★

Based on the Kodak i 100 range, the

★

ScanStation 100 adds a network hub to the scanner with colour LCD touch screen, enabling users to walk up, scan documents to e-mail, folders on the network, to print to portable USB drives and to searchable PDF. Kodak as partner of IBML also had the

★

high volume Image Trac on their stand.

Fujitsu launched and exhibited the high

★

volume 5900c. The 5900c scans at 120 pages per minute with 100,000 pages per day capacity.

Microform exhibited their range of high speed scanners and concentrated on the "Best Image Quality" concept with automatic colour thresholding.

l a b o u r

a m o u n t s

f o r

o v e r

WT48 as well as the flatbed-scanner WideTEK A2 the company presents hightech solutions for the imaging market. The new high-performance colour scanner, the WideTEK A3, is the central point of the presentation. The innovative and unique Scan2Net technology is the common thread that runs through the whole product family.

For those of you planning to visit Hannover next year, the dates of the exhibition will be 15th - 21 st March 2007.

70%

o f

s c a n n in g

Document preparation, scanner operation and post scan processes make up the majority of costs for most scanning facilities. Typically less than 10% of costs relate to the write down of capital equipment and yet this is where many organisations incorrectly focus their savings.

IBML has worked with many Operation Managers to consolidate this majority cost, typically providing a reduction of 50% in combined capital and labour expenditures.

To see how IBML, as the global leader in high speed intelligent scanning platforms, can benefit your organisation contact uksales@IBML.com.

c o s t s

?

The Conversion Challenge

By Sim on Stam m ers, U K Sales Director, A n aco m p

pensions industry. Cost, efficiency and regulatory demands are making most

microfiche, people would have to wait maybe 24 hours for a response to their

pension fund administrators reassess how they keep their records and weigh up the

enquiry.

"We installed an Electronic Document

options open to them. In our experience,

Management System and decided to scan all new documents. This left us with a huge back file of 1.3 million documents held on

the microfiche archive is the first issue to be addressed. Usually created fifteen or twenty years ago, microfiche was by far the cheapest way of storing vast quantities of data, at a time when hard disk space was prohibitively expensive. But over the last

Document conversion may not be the sexiest of topics for business and IT managers, but it is certainly one which has come to occupy more and more of their time. This is because one of the most common elements to all enterprises is the need to capture, manage, preserve and deliver documents and data which are critical to the success of the business, and whose absence or loss would expose the business to substantial operational - and legal - risk. But most businesses have amassed their documents in a hotchpotch of systems and formats (usually a mix digital, paper and film-based media) without considering the cost, security and long-term accessibility implications.

Outsourcing the Burden One of the most urgent business needs is to convert paper-based or microfiche documents into an electronic format for fast, efficient viewing in an online system. But setting up a scanning operation to glean data from paper forms, or using specialist scanners to digitise customer correspondence, for instance, requires a high level of technical knowledge and expensive specialist equipment. One of the key benefits of the outsourced approach to capture and conversion is that the sophis­ ticated document scanning services of a third-party can be harnessed. Furthermore, many firms choose to outsource because the conversion job can be interlinked to other associated services to provide a more costeffective, integrated output solution. For

few years, the increasing drive towards rapid-response customer service has meant that records need to be accessed swiftly, and on a more regular basis. As digital hardware prices plummeted, the microfiche archive - as the sole storage format of pension records - is simply no longer appropriate to meet every-day needs.

The result is that many funds have embarked on converting historical microfiche records into a more easily retrievable format - usually by scanning the films and loading them digitally into an online document management system, often linked to the pension management system.

Whether conducted in-house or by a thirdparty, this process needs to be carefully managed to ensure records are properly batched and indexed, down to item level.

Instead, the Council used a bureau conversion service to scan their historical archive of microfiche images into an electronic format and load it in to the document management system.

New Developments It should be noted that companies and private sector organisations are also able to take advantage of new third-party services that allow conversion to be carried out as required - a 'scan on demand' service. So some firms may choose not to convert their whole microfiche archive, for instance. For those records that will be retained on microfiche, it is possible to create a digital index of the records and make this available to users via a web browser. When retrieval

Councils take the lead

is required, the request is passed to the third-party who scans the fiche 'on demand', and then either e-mails the data to

Taking a UK-based Council pension fund as an example, quality of customer service was at the heart of the Council's recent decision to scan all its document records

the requestor or couriers copies of the master microfiche. So microfiche may be the medium of storage, but the medium of delivery remains electronic. This certainly

from microfilm into its Electronic Document Management System. The Fund had over 40,000 members, close to 26,000 pensioners and 10,000 deferred policies,

changes the preconception of microfiche as a remote, 'dusty' archive that is difficult to access.

covering a number of local authorities plus over 70 external employers.

The pensions manager explains: "Records were originally kept on paper, but were committed to microfilm when accommo­ dation became stretched. Existing records of pension scheme members were filmed and individually jacketed, so that all papers relating to each individual were on one

jacket. This reduced the space required, but instance, the documents could be scanned proved inflexible as the Fund grew and straight into a hosted online system which | needed to give better customer service. could deliver immediate operational benefits "W e introduced a Call Centre and the and disaster recovery provision. agents needed to be able to access all the A good illustration of document records in real-time. If records are stored on conversion requirements comes from the

S C A N N IN G

film, which we decided also needed to be converted into electronic images. We looked at buying specialist scanners to scan from film, but this was not cost effective."

This article has focused on one key area of document conversion - microfiche to electronic - that is being driven by operational, customer service and regulatory needs. However, it should also be noted that there is a huge requirement amongst o'rganisations globally to back-up their paperbased business-critical documents to safeguard against disaster, loss or destruction. Converting documents and keeping a back-up in the original format is one of the best ways of spreading document risk.

Contact: Simon Stammers, Anacomp UK. Tel: +44 (0)118 936 1600 Email: info@anacomp.co.uk

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7

★

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nextScan The N ext Generation in Scanning Technology

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Microform Imaging invests to win w with IBML and Kodak ♦♦♦♦♦

MI CROFORM I M A G I N G LTD Microfilming has provided a stable, reliable and profitable business for many UK service bureaux, for many years. But there's no denying that technology has evolved, customers' archival and retrieval needs have changed and margins are being squeezed.

One bureau that has taken stock of its business over the last twelve months and acted accordingly is Wakefield-based Microform Imaging Limited. The company has 38 employees working across two divisions: Academic Publishing and Document Capture.

The Academic Publishing division publishes and distributes over 3,000 titles internationally on microfilm, ranging from original works of academic interest to periodicals, journals and newspapers. The Document Capture division involves scanning documents of paper origin and generating either digital or analogue output for the customer. Until recently Microform's entire scanning operation relied on eight Kodak document scanners.

Catalyst for change

one of our objectives was to contain and reduce those costs. We also had a large number of scanner operators and we felt sure we could achieve the same or greater workload with fewer people."

Alternatives evaluated Microform researched the market for very high-volume scanning platforms and identified two viable contenders. Imaging Business Machine's (IBML) ImageTrac® solution was recommended by Kodak, with whom Microform has a strong, long established relationship. Kodak is now a premier IBML reseller and provides interna­ tional support for the ImageTrac Scanning Platform.

Le Page evaluated both alternatives and concluded the following: "We decided to purchase the IBML ImageTrac III through Kodak. Although the cost was higher than its nearest rival, the unit is far more robust, the document handling is more effective, operating requirements are straightforward, reliability is excellent and the UK team was extremely helpful throughout the evaluation."

Microform scrutinised the financial outlay required, which at £100,000 was significant for a relatively small business. "W e felt confident that our investment in IBML would

Nigel Le Page (L) with his son Jonathan

£90,000, Microform Director Nigel Le Page decided to evaluate the alternatives and identify means of consolidating scanning and capture functions. According to Le Page, 'There were a number of financial considerations. As our scanning solution had aged, the maintenance costs had become unpredictable and significant, so

S C A N N IN G

installed quickly and easily, with no disruption or downtime. Le Page's son Jonathan had spent one week undergoing training at IBML's Headquarters in Alabama and he shadowed the IBML and Kodak engineers during installation so that he could effectively guide and train others in the future. Microform has retained all of its Kodak scanners, along with one Panasonic for backup purposes.

Reaping the benefits According to Le Page: "We've had the ImageTrac for four months, and quite honestly I wish we had made this investment two years ago. I'm sceptical about sales pitches, and tend to halve performance figures quoted, but IBML has truly exceeded our expectations. We have been impressed by the scanner's robustness, and its speed of operation. We can now process 8,000 documents hourly (16,000 images double­ sided), which in billing terms can equate to

we can add more functionality as our customers' needs alter.

thickness, size and quality, without experi­ encing regular jams. The configuration is flexible and easily adapted to meet the

maintenance costs are both reasonable and fixed."

replacing them at a total cost of almost

The IBML ImageTrac III was delivered one week early, in December 2005. It was

double that figure. We have also saved time and manpower due to IBML's intelligent and automatic handling of documents of mixed

handled by the Kodak Service and Support staff we've known for many years, and our

Kodak scanners were nearing the end of their useful life. Rather than immediately

Platform to provide an end-to-end scanning, image capture and output to microfilm solution.

deliver high quality, very high capacity and outstanding reliability from the outset, and

The unit is covered by an annual service contract,

By mid-2005, four of Microform's eight

Archive W riter could be seamlessly integrated with the ImageTrac Scanning

End-to-end solution There was another less obvious, but equally valuable benefit of selecting IBML and Kodak. For several years Microform had used a Kodak Document Archive W riter 4800 to convert digital images into microfilm. W hile the requirement for microfilm output is in decline, many of Microform's long-standing customers particularly in the historical research arena - still have very long term storage requirements and need this facility.

Microform discovered that the Kodak

specific needs of each job."

The IBML ImageTrac has enabled Microform to replace a number of Kodak scanners and microfilm cameras used by the Document Capture division, thereby saving the maintenance costs associated with running them. From a microfilm perspective, Microform's 35mm service for archivists is still progressing well although their 16mm business has entirely transferred to digital.

"W e're now in a position to grow the business and handle bigger contracts, both digital and analogue. O ur investment in IBML has bolstered a strong and thriving business, and laid the foundation for a progressive and profitable future."

For more information call Jonathan Le Page on +44 (0)1924 825700 or email: jlepage@microform.co.uk

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Intelligent Scanning

By Ashley Keil, Business Development Manager, IBML UK use of labour.

The alternative to labour is automation via equipment use. In addition to the use of mail-extraction, document joggers etc. this is where the scanner manufacture has the opportunity to make a major contribution to cost savings.

Operations managers have been conscious for some time that by adding speed to their scanning platform they move a higher volume of documents per hour with

When companies look at implementing a document management solution, they are

the need for fewer scanners and ultimately therefore less scanner operators.

The utilisation of less scanner operators

improve the efficiency of their service. These are obviously the benefits on which such

for the same volume of throughput has the net effect of consolidating labour expense and reducing the 'cost per document'.

Interestingly though, research shows that

solutions are sold, and the benefits that are recognised, once documentation is in digital form.

only 24% of the total labour cost comes from scanner operation, the rest coming equally from physical document preparation and

typically looking to reduce cost, and

The conversion of these documents in to digital form (i.e. scanning) remains the bottleneck for most solutions. So whether you are the end user of a solution, or a scanning bureau providing those capture services to the end user, there is true value in looking at scanning technology that likewise maximises efficiency and minimises the cost of capture.

When document conversion is analysed,

post-preparation. Therefore while looking at fast scanning technology has true value, there is further value to be gained by looking at how pre and post preparation can be effected.

I would suggest there are two types of 'preparation'; the removal of staples and alignment of documents for effective feeding through a scanner transport, and secondly,

to study a document whilst still on the transport system, define its type and then use that definition to both physically and electronically route the document and other related documents.

In its simplest form this could be the automatic extraction of batch separator sheets, to reduce manual removal after scanning. O r this could be removing the need to even make batch separator sheets by having the scanner look for specific form types, or maybe a natural divider to its content such as an envelope.

In more complex environments an intelligent scanner could look to qualify that forms are correctly completed before capture by automatically identifying the form, extracting and validating its content, and routing all 'failed' forms and associated documents to a reject hopper and images to a reject directory. Good or 'passed' forms on the other hand could be routed to a separate hopper and related documents further sub dived, possibly out-sorting cheques etc.

Such automation not only releases labour cost during the pre & post (business rules) preparation stages, but also allows subsequent post capture processes to work more effectively as they do not waste time revalidating failed & passed content, rather focus on the processing of passed content

various factors are seen to make-up the total

what I call "business rules preparation" where, based on an understanding of a rule

cost of 'capture'. Notably these costs are focused on office space, capital equipment write-down, equipment servicing and of

set, the preparation staff may divide documents by profile or by batch by inserting separator sheets. O r indeed, check

only.

course labour.

Analysts show that while capital write­

to ensure a document is valid for inclusion

scanning facilities are recognising the value that a combination of speed and in-line "business rules processing" can contribute in both cost consolidation and improving

down typically equates to 9% of total, 71%

by rule.

It is this "business rules preparation",

of costs are likely to be in the form of labour. W ith such a high labour element, it

which more advanced scanner technology known as 'intelligent' scanning attempts to

is evident that anyone looking to reduce

automate.

Here the intelligent scanner uses its ability

capture costs should focus on the improved

Whilst these are just examples of how scanner intelligence can be utilised, many

overall efficiencies.

For more information on intelligent scanning, contact uksales@IBML.com

PDF/A for WideTEK Scanners Germany claims to be the first scanner manufacturer worldwide to offer the

universal readability and is therefore an ideal format for legal and revision compliant document archiving. W ith the

award winning in-house developments the company has become a techno-logical market leader and employs worldwide

possibility to archive documents directly in PDF/A standard for its WideTEK range of scanners. This new ISO standard for

innovative Scan2Net technology by Image Access, the PDF/A files are created directly inside the scanner without any additional

more than 60 people, most of them at the headquarter in Wuppertal.

documents is independant of hardware, software or version and offers long term archiving with full text analysis and meta

processing required.

Founded in 1993 by Thomas Ingendoh, Image Access soon became established as a worldwide manufacturer of scanning

Contact: Maria Blonnigen, Image Access Computer GmbH, Hatzfelder Strode 161163, 42281 Wuppertal, Germany.

Tel: +49 (0)202 27058-24 Email: bloennigen@imageaccess. de

Image Access GmbH from Wuppertal in

data. This transparent and versatile data format offers long lasting, uneditable and

technology for commercial purposes. W ith

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S C A N N IN G

Best Image Quality concept Clever details from Microform GmbH for a perfect scanning solution Microform is enhancing its Best Image Quality concept by adding even more colour management and data integrity functions.

The application now allows you to specify thresholds and define colours on the basis of whatever the scanner decides during the

Efficient scanning at maximum speed, with a high level of process automation and

scanning process, whether it will generate colour or bitonal images. At the same time,

optimum access to data - that's what intelligent document capturing is all about.

the tool also improves further processing and reliability: the scanner can be taught to

To live up to these high aspirations, Microform has developed the Best Image Quality concept. And now the archiving

detect specific colour characteristics. When

systems specialists are expanding this total solution by adding yet more intelligent applications for colour management and legally compliant archiving.

Processing mixed documents to an excellent standard of quality and scanning them either in colour or black and white is a matter of course for today's systems from Microform GmbH. However, users frequently wish to save just specific parts of documents as colour images in order to avoid excessive volumes of data, for instance, or because only certain colours are of interest for further processing. Such reasons lead many users to pre-sort their documents. "There's no need to go to this trouble", say the scanner specialists at Microform GmbH, who have further refined their automated colour detection.

after being scanned. And it goes without saying that this application can be integrated in all existing Microform instal足 lations - as should be the case with any user friendly solution

these identifiable characteristics come up, the unit knows, for example, that a separate process has to be started and a new folder created; or the scanner checks whether the specified barcode is actually associated with a colour detection characteristic. If this barcode is not detected, the scanner depending on how the user has configured it - either interrupts the process or compiles a list at the end of the scanning session of all those images it was not able to identify.

In this way, the colour detection function provides additional reliability and convenience for further processing.

Microform has equipped its systems with yet another extra feature to promote reliable and intelligent data archiving: the digital Scan Signature Module from AuthentiDate This function ensures legally compliant electronic archiving - documents processed can be destroyed without a second thought

"The new functions have allowed us to add even more useful components to our systems", explains Andreas Klinke, Marketing and Sales Manager at Microform GmbH. He goes on to emphasise that, "It is often details that determine how efficiently the user is able to work. We are contin足 uously working on these finer points, exchanging information with our customers, further improving our Best Image Quality concept in the process - 100% in line with our idea of a comprehensive solution."

N ew Aperture Card Scanner Wicks and Wilson started the New Year with the introduction at CeBIT 2006 of their revolutionary NEW aperture card scanner the C-Drive - it is the most compact aperture card scanner on the market.

desk top aperture card scanner with hopper feed for batch scanning, hollerith reading and SMARTCODE image enhancement

maximum scanner performance levels and hence higher productivity.

software.

These new Wicks and Wilson scanners can be seen at the AIIM exhibition in Philadelphia (16th - 18th May) or alterna足 tively, contact Wicks and Wilson by email to Sales@wwl.co.uk or visit our website www.wwl.co.uk.

Also to be launched at the AIIM show will be a new software product from Wicks and Wilson called "Virtual Fiche". This latest

Attractively priced to be budget friendly the C-Drive brings aperture card digitisation equipment within the reach of more micrographic users than ever before. The complete imaging unit, featuring SMARTCODE digital enhancement software, is mounted inside a PC, making it the ideal solution for on-demand, scan-to-file and scan-to-print applications.

This same innovative scanning engine is being used to power the all NEW multi-feed

S C A N N IN G

software product is designed to increase productivity levels in high volume instal足 lations by moving the Q A stage from the scanner to a group of one or more remote workstations.

Today's demanding users require higher throughput, improved quality and all at lower costs. Whilst scan speeds are reaching a level where a single operator can no longer match the throughput levels of the scanner. "Virtual Fiche" enables users to divide the imaging process into two distinct

Finally, 2006 will see several new ' product announcements from Wicks and Wilson including the release with additional functionality of SMARTSCAN 11 - accepted as the most advanced imaging technology in the industry.

Contact: Ian McMinn, Wicks and Wilson Ltd Tel: +44 (0)1256 842211 Email: sales@wwl.co.uk

processes - Scan and Q A thus achieving

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Sometimes Imitated

NEVER Equalled!!

RS325 Roll Film Scanstation •

FS300 Microfiche Scanstation

Up to 325 frames per minute

•

Simultaneous greyscale and bitonal output

•

High productivity, 24-7

•

Over 170 frames (COM fiche) per minute

•

AGI greyscale output

•

High productivity, 24-7

'Excellence by design' Wicks and Wilson Wicks and Wilson Limited, Morse Road, Basingstoke, Hampshire, RG22 6PQ, United Kingdom Telephone: +44 (0)1256 842211 Fax: +44 (0)1256 840997 Email: sales@wwl.co.uk Web:w w w .wwl.co.uk Visit our new Directory on www.green-sheet.net/directory

Fujitsu sets new standard with launch of Best-of-Breed Scanner Fujitsu's fi-5900C provides customers with industry leading scanning and performance at mid-range price point Fujitsu Europe, a leading manufacturer of

doubled to an impressive 200 images (A4 portrait) per minute or 240 images (A4

5900C can automatically identify the colour characteristics of the original document and

landscape) per minute enabling large volume scanning operations at high speed.

store each individual page accordingly without the need for sheet separation.

art scanner satisfies all requirements relating to high-speed productivity, reliability,

The custom made CCD sensors guarantee fast capture and brilliant image replication,

Operator centric features:

operator convenience and ROI maximi­ sation. W ith an outstanding 100,000 sheets per day scanning capability, small footprint,

even of oversized or de-skewed documents, without losing information from the edges of

document scanners,has launched its new high-speed fi-5900C production scanner for distribution to UK customers. The state of the

multi-feed detection capability based on multi-zoning ultrasonic sensors, the fi-5900C sets a new standard in scanning performance.

the documents.

easy and versatile The fi-5900C scans virtually all types of paper documents regardless of paper quality, size or weight. Thanks to a combination of three multi-zoning ultrasonic selected document segments are to be controlled or ignored and even very thick documents can be recognised, avoiding unnecessary interruptions with incorrectly reported double feeds.

High-speed: fast and reliable Fujitsu's latest capture device enables the fi-5900C to scan 100 sheets per minute in simplex mode at a resolution of 300 dpi (A4 portrait) in colour, greyscale or monochrome, or 120 sheets per minute in A 4 landscape. In duplex mode the speed is

to similar products means that this scanner will not look out of place in any office environment, particularly advantageous when several fi-5900C's are in use.

ROI features: maximum benefit with minimal effort W ith a processing capacity up to 100,000 documents per day and a huge variety of interface options, Fujitsu's newest scanner model belongs to the economical elite. The

The fi-5900C is fully equipped with a Kofax VRS 4.0 Plus hardware module that

fi-5900C's affordable price point, combined with the long life of its consumables

can be used for adding advanced image enhancement operations to the scanning process, enabling digital document images that show high visual quality and require

(600,000 documents) means that the scanner delivers a phenomenal cost-benefit-

little or no additional manual interference.

available in April 2006.

The hardware module contains some of the most advanced options like "Intelligent Content Orientation Recognition" and auto­ rotation. W hilst utilising the auto colour detection feature within VRS 4.0 Plus the fi-

balance ratio.

The fi-5900C production scanner is

For more information please visit: http://vAyw.fel.fujitsu.com. Images of the fi5900C are available at http:// www.fel. fujitsu.com/imagelibrary.

1 to watch for

nextScan announced the commercial availability of the FlexScan 2-in-1 scanner package. The new unit can scan rollfilm at

spots and uneven lighting; filter setup

up to 220 ppm or microfiche at up to 125 ppm, grayscale or bitonal at the same output speed. Scanning modules for FlexScan are combined with a base unit.

simultaneously during scanning, such as grayscale, mono and thumbnails; mirror, crop, deskew, rotate and 10 bit gamma correction capability; tri-level blip detection; leading and trailing edge detection.

performed in real time with no rescan of image; outputting multiple image types

module is installed for scanning, easy scan setup and image enhancement. It will

nextScan also said its NextStar software for rollfilm and microfiche processing will be available at the AIIM 2006 show. The

optimize scan speed by automatically adjusting for potential network bottlenecks.

company now offers customers the ability to update software over the internet.

Special features include use of fiber optics for the light source to eliminate hot

for more information contact www. nextscan. com

S C A N N IN G

thereby reducing cleaning requirements.

The reduction in footprint by 35% compared

Image quality features: high visual quality through latest innovations

N ew s c an n e r package

The Fusion software included with the system enables automatic detection of which

Ergonomically designed for ease of use, the fi-5900C incorporates a number of innovative features to assist operators, such as closing the ADF when not in use to minimise dust settling within the scanner,

Paper handling features:

sensors the user can decide individually if

The new high-speed fi-5900C production scanner

easy and comfortable

Eastman Kodak announced a soon-to-beavailable walkup scanner that will simplify document sharing, the new Scan Station 100. The desktop unit will enable users to convert paper documents - colour, black and white, and grayscale - into digital images for sharing via e-mail, routing to network folders, sending on to networked printers or copiers, and saving to portable USB drives. The USB drive will allow users to personalize and enable one-touch operation from a touch screen.

In addition to a rotatable touch screen, the Scan Station 100 offers Perfect Page image quality and real-time color image preview.

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Film Scanning even faster • N ew release o f the scanning and image processing software Omniscan OS 11.6

• The latest model o f the O M 1400 is twice as fast as its predecessor OM 1200 Zeutschel GmbH proudly presents two novelties: the latest release of the scanning

document, and to cut this area. This will allow an easier reprint of an exhausted

and image processing software Omniscan 11, OS 11.6, and a new model of the roll film scanner, O M 1400, including software.

book, because the text will be automatically at exactly the same position in the p rin to u t.

The new release of the Omniscan

The Express Mode of OS 11.6, which is another new feature, is an excellent tool for

software OS 11.6 offers a large number of additional functions, e.g. the Optical Character Recognition (OCR). The software

frequently recurring scan jobs, or for

analyses scanned images and can recognise characters included in there. Therefore it will now be possible to search for certain keywords in each digitally saved document.

The user may choose between twelve predefined job descriptions. - For example, when scanning a book, the book fold will be equalised automatically (Orthoscan

One advantage of this feature is that the documents scanned in such a w ay can be retrieved in an archive or document

function), dirt visible on the original will be cleaned, and the pages will be turned from landscape format to portrait format.

management system easily and quickly, even without indexation.

Last, but not least, the new software provides a digital watermark for each scanned page (in preparation). It is

OS 11.6 has an interface with DOD-II (Document Order and Delivery), the document delivery service of Subito for libraries. At the moment DOD-II replaces the previous versions of DOD-I in many libraries. Thus all Zeutschel scanners may be used without any restriction in the field of

employees in archives and libraries, who are only slightly fam iliar with the software.

"printed" electronically, and inseparably connected to the document. This feature will enable libraries to earmark valuable stock as their property.

Zeutschel's OM 1400 roll film scanner

document delivery services.

dual stream, with one image processed in gray scale (8bit) and another in black-andwhite (1 bit), the O M 1400 will reach a sustained output of 600 images per hour.

The O M 1400 owes its speed mostly to a new camera. It works with a scan mode in real lO bit gray scales (1024 gray scales).

This guarantees a high quality of the saved images. Moreover, a new light source provides a more even illumination of the original during the scan. The O M 1400 can process films 30 meters long, but also reels with 300 or even up to 600 meters of film (thin-film). The roll film scanner is now also equipped with cleaning rolls (optional use) which will remove dirt on the film before the film runs through the scan unit.

The user software for the O M 1400 has been completely re-worked and improved.

The image view and the job definition are now displayed in one window. An automatic

film scanner is available in several

normally very large, can be compressed without any loss of quality. Normally, a coloured DIN A 4 page takes approximately 24 MB at 300 dpi resolution and 24 bit

languages.

colour depth. As a JPEG2000, its size is no

to recognise the print space of a scanned

at 200 dpi, it processes more than 300 images in 256 gray scales per minute. At

density control system compensates for exposure differences, which inevitably occur during filming. The software for this fast roll

With JPEG2000, an additional file format has been integrated to OS 11.6. Image files, particularly colour images which are

more than 0.5 MB. Moreover, the software OS 11.6 is able

It is ideally suited to the digitising of large film stocks, since it handles 16 mm and 35 mm microfilm twice as fast as the O M 1200:

Another new product from Zeutschel is the roll film scanner for libraries and archives, O M 1400, with improved software.

Contact: Margot Rauscher, Zeutschel GmbH Heerweg 2, 72070 Tubingen, Germany Tel. +49 7071/9706-11 Email: margot. rauscher@zeutschel. de or visit www.zeutschel.de

N ew groundbreaking microfilm reader-scanner Scanner now brings affordable digital microfilm options to every Archive and

Solar are delighted to announce the arrival of the all new high-speed Universal Microfilm Reader-Scanner priced from only £1,583.00 for a fully working system.

W ith its low price and very small footprint the Universal Microfilm Reader-

accepts reductions between 7x and 48x

Library.

Connected and powered via a single USB 2 connection to a computer, the Universal

confirming the Universal as a truly versatile reader-scanner.

To save on running costs, away has gone the traditional on-going expense of hot

allows the reader to easily scroll through microfilm or microfiche; zoom out for a full page or zoom in for enlarged detail. A

Halogen lamps, replaced instead by a cold long life light.

Advanced orders from libraries in Latvia

single mouse click will capture the image instantly, making it immediately available for printing or output to multiple options such as

and Lithuania have set the Solar production lines alight and UK organisations are quickly booking demonstrations of the

email, CD or USB portable disks.

ground breaking Universal Microfilm Reader-Scanner.

W ith a wide variety of simple slip-on-slipoff carriers the Universal will accept 16 and 35mm roll film, microfiche and microcards.

The single high quality, adjustable lens

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Conatct: Matthew Stilwell, Solar Imaging Tel: + 44 (0)1634 290099 Email: mail@solar-imaging.com

S C A N N IN G

NEW PRODUCTS AVAILABLE FROM RISTECH The Staude Multi-Fly The Multi-Fly converts Canon or Minolta Reader Scanners into production microfiche scanners.

The Staude Multi-Fly fully automated

the first frame, (the arrow keys enable you

carrier for microfiche scanning, used on Minolta and Canon microfilm scanners, is

to move to any of the prescanned images and start your film scan from there)..

capable of scanning all types of microfiche and jackets fully automatically.

By performing a prescan the Multi-Fly

Quality Control Quality control of the scanned images takes place during operation. W hile post­

Multi-Fly carrier then moves each image into position for scanning.

scan editing is usually not necessary, it can be done if required by pausing the scanning process.

Installation The Staude Multi-Fly can be installed on

Multi-Fly carrier.

Operation The Multi-Fly carrier automatically moves to the loading position. The fiche is inserted into the carrier, a prescan is performed to detect all individual frames on the media (takes three seconds). Once the prescan is completed the carrier moves to

COM fiche The frames of standard microfiche formats or COM fiche are located by threepoint-adjustment versus a Prescan.

is able to recognise the position of each image. Once these positions are known the

all available Canon and Minolta microfiche scanners. Simply remove the standard micro-fiche carrier and replace it with the

Combination Jackets of 1 6 /3 5 mm fiche.

Upon starting the scan programme all recognised images will be scanned automatically. After finishing the last scan the Multi-Scan moves back to the load position and is ready to start again.

Formats Scanned 16mm duplex jackets, 5-Channel simplex jackets, 2-Channel 35mm jackets, COM-Fiche, AB-Dick microfiche and

The mechanics and electronics of the Staude MULTY-FLY are based on the patented microfiche camera CODUFIDEX which has proven reliability for 20 years.

The device is accurate to a tolerance of 0.05 mm. and is nearly maintenance free.

W ith the use of two Staude MULTY-FLY it is possible to digitise up to 1400 images per hour. This performance is equivalent to other high speed fiche scanners but only requires half the investment.

The DRS Production Microfiche Scanner The Multi-Fly converts Canon or Minolta Reader Scanners into production microfiche scanners.

DRS (Digital Reprographic Systems) based out of Germany have developed a production microfiche scanner for use in their own Service Bureau as well as for

fireproof wood built in to the fiche hopper.

Misfeeds caused by static are now a thing of the past. DRS is able to handle imperial, metric, as well as tab size fiche.

resale worldwide. DRS have been in operation since 1998.

Full Frame 8 Mega pixel CCD Array (2300

In addition the Overview Image ensures that

x 3500 pixels)

all the images have been captured in their entirety.

Perfect Image, Seattle, Washington, USA have been utilising the DRS in their service

The DRS captures each image in its entirety before moving on to subsequent images. This enables it to produce extremely high quality grayscale images with minimal

bureau with excellent results. They have drastically reduced their rescan rate from

rescanning. DRS is also able to handle mixed microfiche (16 & 35 mm) without

unattended. It is able to automatically feed up to 200 fiche or 100 jackets. Misfeeds are eliminated by the incorporation of a special

The DRS captures the entire fiche including the title block. The overview

strip. If it is not possible to OCR the title strip the Overview Image is there to index from.

unique characteristics.

Automatic Feed The DRS has been engineered to run

Overview Image

camera has recently been upgraded to 240 dpi grayscale which ensures more accurate Optical Character Recognition of the title

The DRS Microfiche Scanner has some

having to change any settings.

running.

Up to 2250 images per hour are achieved with source document or COM images.

Given that the DRS is able to operate unattended, operators are free to perform quality control procedures while the DRS is

15% to less than 1%. They have also managed to scan jackets which aren't uniform in thickness, using a specialised weighted flat glass which compresses the fiche during scanning in order to maintain focus. All this while operating unattended.

Contact: Don Steacy, Ristech Company, Tel: +1-403-571-7444, Fax: +1 -403-571-74^41, Email: dsteacy@ristech.ca or visit: www.ristech.ca

S C A N N IN G

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This is the section o f the m agazine w h ere w e w ill be reporting on the various developm ents within the

tra d e ,

such

as

a cq u isitio n s ,

m e rg e rs ,

partnerships a n d new s from Trade A ssociations.

N ew U.S. law on records compliance Unless the US Congress, which has many other things on its mind, intervenes, smaller

demonstrate the soundness of their finances.

The Securities and Exchange Commission

companies with a market value of $US 75 million or less, will be forced into joining

acknowledges that small companies will be hardest hit by the new requirements and will have to spend more, as a percentage of

bigger companies in adhering to all of the provisions of the Sarbanes-Oxley Act (SOX), beginning in 2007. Specifically, companies will be required to keep logs of all financial transactions and have outside auditors inspect them for signs of fraud.

their revenues, to upgrade their records management systems.

companies but SOX has become a blueprint for private companies, nonprofit groups and even municipal governments on how to

priced accounting software from companies like Oracle or SAP. So to make things more automatic, they must already have gone digital with their accounting.

The opportunity is there for software

Programmes that will get the most attention are ones that automate procedures.

These range from restricting how

Technically the law only applies to public

all require that the user also have higher-

companies - large or small - to come out with simplified accounting automation programmes that will still meet the provisions

transactions are authorised to recording

of Sarbanes-Oxley. The new SOX provisions will kick in July 2007.

events for auditing purposes.

There are many software programmes available to do such automation but almost

coming in before year-end; it looks like an interesting opportunity.

t

We look for a group of new products

k book 9 2net

New Technology Scanner

FULL COLOUR a GREYSCALE

Market Leading Price 100 - 800 dpi (400dpi physical)

BOOK

3 year Warranty included Operational Software included Image Enhancement Software included USB Interface Book Cradle included Low Heat, Light and Noise Moveable lllumination/Scan Strip

www.genusit.com HAMM OND CLOSE • T: (02 4 ) 7 6 2 5 4 9 5 5

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NUNEATON

F: (02 4 ) 763 8 2319

•

WARWICKSHIRE • E: info@genusit.com

CV11 6RY •

U.K.

www.genusit.com

TRAD E NEW S

US Archivist calls for return of documents Questions Bush administration's records policies Dr. Allen Weinstein, US Archivist and head of the National Archives and Records Administration, responding to complaints from historians and others, has run into problems with the secrecy policies of the Bush adminis­ tration. Weinstein has directed US intelligence agencies to stop removing previously declas­ sified historical documents from public access and urged them to return as quickly as possible many of the records they had pulled. He also announced a "moratorium" on reclassification of documents until an audit can be completed

to determine which records should be kept secret.

A group of historians recently found that decades-old documents they had photocopied years ago and that appear to have little sensitivity had disappeared from open files.

The historians discovered that in a program run in secrecy since 1999 and accelerated since, intelligence and defense agencies had removed more than 55,000 pages which agency officials thought had been wrongly declassified.

The audit, ordered after Weinstein's meeting with historians, will be conducted by the Archives' Information Security Oversight Office, which oversees classification.

Weinstein said the Archives' goal is to make sure government records that can be safely released are available to the public.

The furor over reclassified records is taking place at a time when record-setting numbers of documents are being classified, fewer historical records are being released, and several criminal "leak" investigations are underway.

N ew UK Information M anagem ent Show Reed Exhibitions and AIIM Europe collaborate to deliver leading event in the UK AIIM Europe has announced a partnership with Reed Exhibitions to jointly stage an annual event for the UK Information Management market. This strategic alliance brings together the two leading autumn events in the market AIIM's Conference & Expo in Europe and Reed's Documation UK, and is expected to fuel the further growth of the Information Management industry in the coming years.

Commenting on this coalition, Atle Skjekkeland, Managing Director of AIIM Europe said, 'The UK industry has been asking us for a major national show in London, and this alliance not only combines the strengths of both of our events, but also of both of our organisations. I am sure this will greatly

enhance the industry's visibility, and will benefit both vendor and end user members of AIIM." Claire Sellick, Event Director for Reed Exhibitions said "Documation is already a well known and respected brand across Europe, and this alliance with AIIM is another positive step for us in growing that reputation here in the UK. We are delighted to have the support of AIIM, and to be able to work with them to provide some much needed clarity and leadership in this market" The new event will be managed by Reed, and will carry the internationally recognised "Documation" brand. AIIM 's existing autumn event, AIIM Europe Conference & Expo, will be

merged into Documation UK, with AIIM continuing to be closely involved in all aspects of the combined show, especially in bringing their industry knowledge to enhance the conference and educational programme, and in communicating the event to their membership.

'Documation UK, in partnership with AIIM Europe' will run at Olympia from 18th to 19th October, concurrently with Reed's existing Storage Expo event.

Contact: Claire Sellick, Reed Exhibitions Tel: +44 (0) 20 8910 7907 Email: claire.sellick@reedexpo. co. uk

N ew approach to Document Management Solutions e-docs UK Ltd is a new name in the document management marketplace.

Formerly known as Archive & Access Ltd, the company has been renamed to reflect a changing emphasis towards hosted and webbased document and business process management solutions that deliver significant cost savings and productivity improvements to clients.

The company has invested more than ÂŁ500K in developing a comprehensive range of document management solutions to meet the needs of clients for rapid, secure access to stored corporate information. They include enterprise document management, automated data capture hosted and web-based solutions as well as scanning, microfilm and archive services. e-docs UK counts some of the UK's largest companies as clients and has already achieved a fivefold increase in sales of major systems solutions over the last twelve months. Over the next three years, the company plans to achieve

TRADE NEW S

controlled, sustainable growth of 25% per annum. A series of strategic acquisitions will be also announced over the coming months that will further strengthen the company in key areas.

According to Colin Baterip, Managing

Director of e-docs UK Ltd: 'The market place for document management has changed considerably over the last few years and we are committed to providing document and business process management solutions that will become as important to our clients as our clients are to us. Our vendor-independent approach allows us to provide practical, pragmatic advice to customers and deliver innovative, 'best of breed' solutions to meet specific client needs." e-docs UK Ltd is one of the UK's leading independent providers of document and business process management solutions to well-known blue chip clients as well as smaller organisations. The company has partnerships with 'best of breed' technology suppliers including Readsoft and Hyland Software. It has also developed a number of products including DocWorks, a cost effective archiving system for storing, retrieving and distributing scanned images and computer data.

Please visit www.e-docsuk.co.uk

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Fujitsu Europe signs distribution deal with Computer 2 0 0 0 Market leaders join up to offer document management solutions Fujitsu Europe Ltd has announced a new partnership with Computer 2000, part of the Tech Data Group. Computer 2000 will become a distributor of Fujitsu's market-leading document management products.

The deal with Fujitsu Europe follows a similar partnership between Tech Data Inc. and Fujitsu Computer Products of America (FCPA), as its largest imaging distributor. Fujitsu hopes to leverage knowledge gained in the US to increase its market share in the UK and across Europe.

Computer 2000 is the UK's largest trade only distributor of IT products and services and Tech Data is the largest broadline distributor in Europe. Fujitsu hopes that the partnership will reinforce its current position as the number one vendor of document scanners in Europe by taking its products into previously untapped markets.

In addition to scanner sales, Fujitsu will also work with Computer 2000's, enterprise networking division, Azlan, to

Microfilm and Imaging Equipment

NEW PRODUCT NEWS FROM SOLAR CopyMaster: â–ş a sophisticated yet easy to use overhead copier for copying books and documents the way you read them; face up. Ideal for staff or public use the CopyMaster captures images directly to the integrated computer from where they can be output to paper and digital devices.

develop scalable document management (DM) solutions that incorporate sophisticated networking and storage technologies.

Universale a microfilm reader and scanner for both roll microfilm and microfiche., With its low price and a very small foot print the Universal Microfilm Reader-Scanner brings affordable and compact digital microfilm options to every Archive and Library.

HeritageMaster: â–ş These offerings will meet increasing demand from companies for highly evolved data capture and DM systems.

Mike Nelson, General Manager-Sales Operations, Fujitsu Europe comments: "W e are delighted to announce Computer 2000 as our new distributor. We are committed to maintaining our position as market leader and building upon our 52% market share. W e're confident Computer 2000's expertise in broadline distribution and existing experience in document scanners will help us to achieve this."

Simon Aldous, Director, Volume Marketing at Computer 2000 comments: 'W e are pleased to add Fujitsu Europe to our vendor portfolio. We have seen increasing demand for document

a microfilm reader-projector designed for the individual and group viewing of 35mm * roll microfilm. The HeritageMaster's compact size makes this the ideal microfilm reader for occasional use.

Email: mail@solar-imaging.com T: + 0 0 (0 )1 6 3 4 2 9 0 0 9 9

www.solar-ivnaging.com

management and are delighted to offer Fujitsu products to meet this need."

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1 Laser Quay, Culpeper Close, Medway City Estate Rochester, Kent ME2 4HU

TRAD E NEW S

It's all in the Nam e Document management firm Markrim Bull

dynamic impression to potential customers

has changed its name to ImageStor after four years under the umbrella of the London

can take full advantage of CD replication and duplication as a unique method of

firm.

In a change brought about in the last few

getting a message across, but applications

weeks, the large Midlands based scanning bureau in Daventry, Northamptonshire, has undergone rebranding to bring it more in line with the rest of the company.

for this service can include the distribution of company brochures, interactive websites, PowerPoint presentations or simple text documents such as price lists/parts lists.

The company offer a full document management service including Imaging,

job that ImageStor handles is initially tested and costed foe to ensure client satisfaction prior to proceeding.

To back up the vast range of services available, ImageStor also sells scanning equipment, software and microfilm equipment - all including maintenance

have many advantages such as space saving, speed of retrieval and security back

agreements and consumables.

up to vital records.

microfilming business but as technology advanced, the focus switched more towards digitisation.

ImageStor (London) was established in

and colour. The most common include Job Files, Sales and Purchase Ledgers, Payroll Files and General Office Files, Client General manager Jane Margieson explains: "The change of name was inevitable really.

Imagestor has owned Markrim Bull since

Correspondence and Health and Safety Files.

The company's other scanning work

2002 and in that time we have been able to make great use of ImageStor's expert knowledge and experience. It was only a

includes medical records, insurance and pension files and PODs. The Daventry site's main client base is

matter of time before this site took on the name.

"However, very little has changed

made up of local and national businesses both from the Private and Public Sector.

The document handling solutions offered

by Imagestor include the high quality inhouse CD duplication service, which is

and microfiche can be easily reproduced as an electronic image. Every new scanning

Microfilming, and document storage that

Any kind of paper document can be scanned - including pictures - of any size

internally as a result. We are still offering all the services that our customers expect of us."

scanned and emailed back to the client next day or same day if needed. Even microfilm

These include Solicitors, Accountants, Hospitals and NHS Trusts, Councils, National Car and Truck retailers and Football Clubs.

Clients that don't want to have their

capable of print runs ranging in size from

documents scanned choose to store their boxes within the large warehouse from

as few as 25 to tens of thousands.

Organisations wanting to showcase a

which the firm offers a file retrieval service documents can be hand delivered, faxed or

Markrim Bull began life in 1988 as a

1993, with a prestigious blue-chip client base, by four people who had worked together in the records management industry for twenty years.

Like Markrim Bull, ImageStor was traditionally established as a microfilming bureau.

In the last four years, with both Markrim Bull and Imagestor complementing each other and providing widespread coverage of both the Capital and the Midlands, the Daventry site has doubled its throughput.

Jane added: "Changing the name will make life easier. There will be a positive impact in several areas of the business and we hope it will also attract new customers."

Contact: Jane Margieson on 01327 301122

Version One seminars A shooting star, winning the lottery and an interesting seminar many would say they are as rare as one another!

-

Document management and imaging author, Version One is once again disproving the myth that all seminars are dull with its latest series of "The Paperless Office - Fact, Not Fiction" seminars.

Version One's half-day seminars, which attract over two thousand Financial Directors every year, focus upon the real business benefits of implementing paperless office technology. Users from major UK public and private organisations speak at the seminars, explaining why they have implemented document management solutions into their existing ERP and accounting systems, and the benefits they have experienced.

Substantial savings of money and time, improved business efficiency and a typical

TRADE NEW S

return-on-investment of less than six months are just some of the business benefits cited by the guest speakers.

can't be wrong, and one thing's for sure,

Tony Bray, Director of Version One comments, "Document management is one of the fastest growing industries with more

seminars are taking place at the following dates and locations in May 2006:

and more organisations recognising the substantial savings that can be made from the electronic storage, retrieval, delivery and management of incoming and outgoing business documents. W ith a typical turnout of nearly two thousand Financial Directors, our seminars reflect both the increasing demand for document management and the genuine interest in listening to how and why other UK organisations have gone paperless. Two thousand Financial Directors

our seminars are never dull!"

Version One's next series of half-day

9th May 10th May 11 th May 16th May 17th May 18th May

Royal Armouries, Leeds Newcastle United, Newcastle House for an A rt Lover, Glasgow Motor Cycle Museum, Birmingham Millennium Stadium, Cardiff The British Library, London

23 rd May MUFC, Manchester

Financial Directors interested in attending should register at www. versionone. co. uk/events/register, htm or call +44 (0) 1625 856505.

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DocuWare Group Boosts Revenue AMERICA - A Driving Force For the first time since its founding, US subsidiary DocuWare Corporation has pulled up level with the German market in revenue: each operation generated 37 percent of the company's overall revenues in 2005. The remaining 26 percent came from the EMEA region. In total, the DocuWare Group grew its revenue by 13 percent.

For years now, DMS specialist DocuWare has been enjoying upward mobility in its growth. 2005 was no exception. The software house grew its worldwide revenue by 13 percent from 8.5 to 9.6 million Euro.

Project revenue created together with the company's sales partners reached an estimated 41 million Euro.

As in the previous year, revenue developed quite differently in each region in 2005. USA and Latin America grew by close to 19 percent. EMEA (without Germany) grew by 29 percent, while the German/domestic market for the company grew by 1.4 percent. This worldwide presence gives the DocuWare Group a high level of stability.

UK Success through Experience In the first nine months since the founding of British subsidiary DocuWare Ltd., the new company was able to add several well-

known names to its roster of customers now using DocuWare's successful document management system. To further capitalise on

finalising the new product generation, DocuWare 5, which was shipped to

these positive developments, Stefan

customers in the first months of 2006. All DocuWare 5 solutions remain dedicated to

Schindler, a very experienced sales manager, has now taken over leadership of

the needs of mid-sized organisations. Yet they contain a new level of functions,

the DocuWare team in England. Mr. Schindler, who previously was the

technologies and security features that were previously only seen in extremely complex

company's Vice President Sales, will now be the Director of DocuWare's wholly owned British subsidiary.

products - requiring both a high level of IT know-how and a budget size that were both

732 New Customers W orldwide The number of new installations was again impressive, coming to a total of 732.

Some of the more recognisable names among the new customers in 2005 include: Continental Airlines (USA), hauck (Germany), Hitachi Data Systems Europe (Netherlands), Invensys (USA), Matterhorn Gotthard Bahn (Switzerland), Nissan (Mexico), Telmex (Mexico) and T-Systems Enterprise Services (Germany). Continuing the trend from the previous year, individual sales on average were for larger volumes.

Service providers and manufacturers were the two customer categories responsible for the most revenue.

Beyond the Competition The previous year was dedicated to

DocuWare UK Call 01932 268455 sales uk@docuware.com

out of reach for the average mid-sized company. Fortunately, despite the boost in technology, DocuWare 5 retains the simple operation, installation and administration enjoyed from previous versions as well as its extremely low Total Cost of Ownership.

These are a few of the reasons why DocuWare stays ahead of its competition.

International contact: Patricia Herion, DocuWare A G , Therese-Giehse-Platz 2, 82110 Germering Germany. Tel: +49 (0)89-89 44 33-54 Fax: +49(0)89-841 99 66 Email: patricia. herion@docuware. com North and South America contact: Kara Weston, DocuWare Corporation, 356 Meadow Avenue, Newburgh, NY 12550, USA. Tel: +1-845-563-9045 Fax: +1-845-563-9046 Email: kara.weston@docuware.com

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TRAD E NEW S

Version One forms alliance with Praktis Version One has announced a strategic alliance with Praktis Solutions, to respond to an increasing demand for document imaging systems from Oracle E-Business Suite users.

Praktis customers can now take full advantage of Version One's comprehensive

drive additional revenue and increase our

Oracle Partners and customers are reaping

competitive edge."

the benefits of Version One's solutions, which are addressing important e-business

portfolio of 'paperless office' solutions which are tightly integrated into the Oracle EBusiness Suite. Version One's solutions enable all in-coming and out-going business

needs."

Tony Bray, Director of Version One adds, "As an Oracle Partner for document

documents (invoices, purchase orders, despatch notes etc.) to be electronically stored, retrieved, managed and delivered

management and imaging, we have seen increasing numbers of Oracle E-Business Suite users demanding document imaging

directly from Oracle, providing significant savings of time, money and

functionality. This has led us to increase our

space.

Colin Grace, Managing Director of

partnering strategy to work more closely with Oracle Partners. The alliance with Praktis is an exciting new development,

Praktis, comments, "As a dedicated Oracle E-Business Suite reseller with a firstclass reputation for fulfilling the needs of our

which will allow even more Oracle EBusiness Suite users access to our suite of document management and imaging

customers, we needed a 'partner' that could satisfy the overwhelming customer demand for document imaging solutions, whilst delivering a swift return-on-investment. W ith

solutions. These solutions provide a multitude of customer benefits including significant

its high quality and award-winning solutions, Oracle partner member, Version One was the obvious choice. We are confident that this alliance will help us win new business,

David Callaghan, Vice President for Channels and Solutions, Oracle Corporation UK and Ireland says, "This new alliance is testimony to the close collabo­ ration between Oracle and Version One, and I'm delighted that a growing number of

savings of time and money and a fast R.O.I. which is typically less than six months."

Contact: Tony Bray, Version One Tel: +44 (0)1625 856500 Email: tony.bray@versionone.co.uk or visit www.versionone.co.uk

Deepstore reports impressive growth figures Cheshire based records management and storage facility DeepStore has announced an

the business we spent a great deal of time ensuring our facility was the best possible at

Development Manager, responsible for the Public Sector, and in particular to clients

impressive 90% increase in customers over the last 18 months. The company indicated that 2005 has been their busiest year since its inception seven years ago. In addition to an

the most competitive cost, and it's clear that

requiring storage to BS5454 standards. Lisa has 14 years experience in the records management industry and was previously at

increase in customer numbers, staff numbers have doubled as has the number of storage boxes that are now underground.

Commenting on the figures, General Manager, Steve Holmes said, "The last 18 months have been fantastic and we feel that we've really made our mark on the industry.

our customers appreciate the DeepStore difference."

(Could it be a simple coincidence that the first time we featured Deepstore in The Green Sheet was in October 2004, EXACTLY 18 MONTHS AGO - it just goes to prove the power of publicity- Ed.) DeepStore's 2006 forecasts predict further strong growth with the amount of items the

There is still huge potential for further growth and we are confident that we can build on

firm stores and manages set to double by the end of the year.

DeepStore also announced the

our current success. When we were setting up

appointment o f Lisa Lynch as Business

Iron Mountain where she worked as a Contract Manager.

Commenting on the appointment, Steve Holmes said, "Lisa brings a vast amount of experience with her and will prove a great addition to our team. I am delighted that she has chosen to come and join DeepStore and it is testament to our growing reputation that we are able to attract someone of Lisa's calibre."

Contact: www.deepstore.com

U.S. company news ACS ACS, while announcing 2006 fiscal year 2Q results that included revenues of $US 1.35 billion, a 31% increase over the prior year 2Q, the company also said it had a record quarter for new business. It signed $US 251 million of annually recurring revenue, an 11% increase over a year earlier.

Anacomp Anacomp's docHarbor division was

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selected as the provider of document scanning, indexing and micrographic services for the county of San Diego. The division, which operates a nationwide network of document conversion centres, for five years will provide document preparing, scanning, filming, indexing and conversion services to all San Diego county departments and organisations. The contract will standardise the way county departments purchase document conversion services and

also how these services will be delivered.

Lason Lason was named to the International Association of Outsourcing Professionals' 2006 Global Outsourcing 100 list. The list, which defines the standard for excellence in outsourcing service delivery, and official rankings will be published in a special advertising feature in the April 3 issue of Fortune magazine.

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

N ew Study from the IT Governance Institute Top IT problems highlighted The top two IT-related problems are operational incidents and staffing issues, according to a global survey commissioned by the IT Governance Institute (ITGI).

Security and compliance were reported to be the least likely problems due to the significant efforts that have been put into information security projects and compliance programmes, such as those for SarbanesOxley in the US. The survey consisted of 695 interviews with CEO/CIO-level executives in 22 countries, and the full results can be found in the IT Governance Global Status Report 2006, available as a complimentary download a t www.itgi.org. The study assessed the C-suite's IT governance priorities and actions executives have taken related to IT governance. It is a follow-up to ITGI's 2003 report and tracks IT governance trends over the past two years.

The study found several improvements since 2003. For instance, IT is included more often on boards' agendas-63 percent regularly or always include it, compared to 58 percent in 2003.

Even though 57 percent of respondents

said IT is very important to the delivery of the corporate strategy, compared to 52 percent in 2003, the study found that CEOs are responsible for governance over IT in only 24 percent of the responding organizations.

"As in 2003, CEOs and business executives are still hesitant to discuss IT governance," said Everett Johnson, CPA, international president of ITGI. 'This finding is troubling because boards and CEOs are ultimately responsible for oversight over all major assets-including IT." Other findings include: ★ The IT department at more than half (56

★

percent) of the organisations surveyed understands and supports the business users' needs.

IT outsourcing is no longer seen as the

most beneficial way to resolve IT problems-45 percent of US respondents believe it is ineffective.

•* The number of companies that indicated they had no IT problems increased from 7 percent in 2003 to 21 percent in 2005. ★

★

Only 9 percent of the responding organi­ sations are not considering implementing any IT governance solutions-down from 17 percent in the 2003 survey.

ITGI plans to repeat the survey periodically to track trends and uncover new findings on IT governance. Complimentary PDF downloads of the 2003 and 2006 reports are available at www.itgi.org, and print copies can be purchased from the ISACA Bookstore (www.isaca.org/bookstore).

For a free download visit www.itgi.org About ITGI The IT Governance Institute (ITGI) (www.itgi.org) was established in 1998 to advance international thinking and standards in directing and controlling an enterprise's information technology. ITGI developed Control Objectives for Information and related Technology (COBIT) and offers original research and case studies to assist enterprise leaders and boards of directors in their IT governance responsibilities.

Contact: Deborah Vohasek, IT Governance Institute, Tel: +1.847.590.7466 Email: dvohasek@itgi.org

IT governance is not as easily implemented as respondents originally estimated.

C Cube

OIT UK’s Total Solution for Document Management?

Optical Image Technology UK provides:

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4k

Improvement and enhancement to current business streams

4k

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The product suite to meet all aspects of enterprise COLD/ERM, document imaging,workflow, Internet access, hierarchical storage management (HSM), print/fax server and enhanced data mining

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User benefits include dramatic cost savings, increased productivity, disaster recovery, increased audit and control, reduced paper handling and process efficiencies.

4 005

ConlnlCapa^

O I T U K LTD U a m h D r of o f the t h a Genus f i o n i ic Group T T rn i in Member

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

TRADE NEW S

22

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

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

Cardbox's personal document management brings power to the people may go back years. When you get into an argument about your mortgage it may be

On Thursday at 1 la m the phone call came. "We have an interested buyer," the estate agent said, "and he's in a hurry. Can

vital to lay your hands on that piece of

he see the lease? Now? Please?"... Half an hour later it was all on his desk, thirty-six

useless bumf that the salesman pressed on you in early 1984. Cardbox is the solution.

pages of leases, lease extensions, covenants, mortgages and Land Registry documents.

Equipped with a PC, Cardbox and a scanner, anyone can build an archive of

But this is not a story about motorcycle couriers or panic photocopying sessions: it's a story about Cardbox.

letters and documents and have instant access to them for ever afterwards. Even people whose filing instincts stop at "M for

Cardbox is a database. It stores information. Anything you can make a list of, you can store in Cardbox. Cardbox

miscellaneous". Here are some examples:

stores and indexes text (words, numbers and dates) but it stores documents and

★

House - legal documents, maintenance,

★

Car - from brochure and purchase

improvements. invoice to garage bills and insurance

photographs as well. Put a document in your scanner, press a button, and it's in your Cardbox database. You can label it, classify it, give it keywords. You can search for it

claims. ★

later and find it easily. You can read it on the screen, print it out or fax it, all without having to touch the original. You can back up your Cardbox database onto a CDROM, and carry it round with you in case of accidents: something that isn't possible with

people to keep track of documentation that

-

lists of web links.

Clubs and societies: membership, mailings, subscriptions.

Each record in a Cardbox database can have any number of scanned pages (and photographs) attached to it, as well as up to 4,000 fields containing any amount of text (words, numbers, dates) indexed for fast retrieval. The Home Edition of Cardbox costs £54.99 including VAT: its database size is limited to 10,000 records and it omits corporate/technical features such as passwords, encryption, programming and automation. The Professional Edition holds 16 million records per database and allows

inventory with receipts and photographs for everything. Photographs - scan or

shared database access on a corporate LAN or across the wider Internet: prices start at E299+VAT (single-user) or £575+VAT 13user network).

import them, index them, and find them again in seconds.

Cardbox is also a good, solid text database with an unrivalled combination of simplicity and power: -

Collections: books, music.

Study: research, reading lists, abstracts,

Possessions - the perfect insurance

paper files. You can even send it by email.

Today, more than ever, it is crucial for

-

Contacts: names and addresses, mailing lists, Christmas cards.

Contact: Cardbox Software Limited, Scrivenron House, Speldhurst, Tunbridge Wells, Kent TN3 0TU Tel: 020 7460 3179 E: sales@cardbox.com or visit www.cardbox.com

Smart keyboard provides secure systems card reader for secure payment, digital signature, encryption and access authenti­ cation.

Gem Plus - worldwide leader in smart card technology - the Smartboard G 83-6733 answers the increasing demand for smart

Especially designed for all applications that combine smart card technology with security, the product's secure PIN entry mode

card readers in applications such as corporate security, electronic commerce,

(class 2 smart card reader) provides secure data transmission for data encryption, payment, digital signature or network log­ on. Together with EMV certification Cherry, renowned manufacturer of hightech quality keyboards, has released a stateof-the art USB keyboard - the Smartboard G83-6733 - with integrated high-end smart-

P R O D U C T NEW S

(Europay, Mastercard and Visa), keyboards are EMC Level 1-approved and conform to PC/SC standard.

Developed using GemCore technology by

healthcare, electronic purse, and access control.

Contact: Cherry Electrical Products Ltd Unit L, Airport Executive Park, President Way, Luton, Beds LU2 9NY, UK Tel.: +44 (0)1582-506140 Fax: +44 (0)1582-506176 or visit www.cherry.de

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23

A N ew Performance Tuning Service for Documentum Systems AGAMBS, one of the world's leading EMC Documentum consultancies, has launched a new performance tuning service, It will enable content management systems to run more efficiently, handle more users and deal with higher volumes of information.

This service will enable organisations to restore the performance and throughput of their Documentum systems and mitigate against changes in usage and the increasing volume of data that is being stored. It will deliver rapid and consistent response times and eliminate the time outs that plague users of busy document management systems when carrying out document searches and retrievals.

AGAMBS' new performance tuning service will be of particular interest to organisations using Documentum systems that appear to be running at full capacity and are considering expanding their existing hardware. By freeing up latent capacity, it can enable organisations to postpone investing in new equipment and

j

maximise the ROI from their existing system.

According to Andrew McCabe, Managing Director of AGAMBS:

prepared on the findings and recommen-

j

dations for performance tuning are supplied.

"Whether 1 A normal investigation and recommendation

there are 100 or 1000 users, access to documents should take the same amount of time if the system is correctly sized and tuned. O ur experience shows that we can reduce the time it takes to search and retrieve documents to just 10-15% of what it was taking prior to tuning up the system.

Giving faster access to documents will deliver significant productivity improvements across the organisation."

This view is supported by Reuters who commented: "AGAMBS enabled us to

phase usually takes up to five days depending on the nature of the system and

j

the problems associated with it.

j

J j

achieve a ten fold increase in the number of transactions we were able to process every minute. This increased throughput enabled us to achieve faster delivery of news to journalists and downstream systems."

The report

also highlights any areas requiring additional follow-up work such as potential code changes and suboptimal queries.

AGAMBS also provides a range of specialised services that will enable organi­ sations to maximise their investment in Documentum systems.

It is one of the few

European consultancies with the expertise to provide Documentum Load Test Scripting services. Using specifically designed tools, script-testing scenarios can be run that accurately mimic the projected usage patterns and volumes of your specific

applications. This ensures that applications To identify performance bottlenecks, run efficiently without introducing locking or AGAMBS analyses the database, | blocking at the database level.

Documentum settings, network performance, application servers, UNIX and Windows configuration. A detailed report is then

j

Contact: Tel: +44 (001494 523232 or visit www.agambs.com

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P R O D LJC T N EW S

24

Join the Treasure Hunt Businesses urged to find the money hidden in their document storage systems Offices save thousands by switching from | Kardex has developed new software tool filing cabinets to automated retrieval systems that calculates the space and cost savings Since the 1800s, four drawer filing cabinets that can be achieved with the system. "Extra have been the document storage staple of offices worldwide. Unfortunately, the once

space means a lot more than a few more j desks or an additional meeting room,

trusted metallic boxes are today siphoning off office space, productivity and, most importantly, money. Typically, offices use

| although those are considerable benefits in themselves," explains Hugh Dixon, marketing manager at Kardex UK. "Freeing

around 25 percent of their floor space simply for storage. The equivalent rent

up 25 percent of your floor space can mean

required to house filing cabinets for a 100 workstation office is typically £15,000 per month rising to £25,000 per month in

an office move. Some of our customers have

premium locations like central London.

end to end," says Dixon. "W e can look after all the details of an implementation, down to the way the new system will interact with a building's fire protection facilities."

avoiding the cost, time and inconvenience of even taken advantage of our systems to move previously separated teams onto one site, with huge benefits in terms of communi­ cation, morale and productivity."

The Kardex office planning tool makes use of the company's decades of experience in delivering document management solutions in a wide range of industries. "O ur filing consultants collect the key data on customers' storage and document management needs during a focused consul­ tation," explains Dixon. "Their expertise and our software system takes into account, not only space requirements, but also produc­ tivity of access, security and ergonomics to deliver the optimum solution for an

The answer to rising costs in the office, according to Kardex, the specialist in automated retrieval solutions, is DataStack a software-controlled, automated storage and retrieval system that, in its standard configuration, is able to store the equivalent of 16 four drawer filing cabinets in less than half the space. The system houses thousands of files, videos, CDs and DVDs with unparalleled accuracy.

To help facilities managers understand the power of the Datastack approach,

individual business."

The Kardex solution does not end at the specification stage. The company also develops bespoke software interfaces to the DataStack system, allowing customers to link their paper documents seamlessly with their corporate databases and giving users desktop access to documents. Kardex will also manage the installation and commis­ sioning of new DataStack units, including the secure transfer of documents to the new systems and any associated data entry work. "We handle the transfer process from

Kardex systems make document storage and retrieval faster and more accurate than any manual filing solution. A t the touch of a button, or click of a mouse, the user selected file travels through DataStack's ingenious vertical carousel system arriving for pick up in around one twelfth the time taken by even the fastest conventional cabinet user. An intelligent colour and light index system tracks all files and simplifies picking, while electronic locks and a PIN system provide the secure environment required for even the most critical of office documents. DataStack comes in three different widths as standard and a range of heights from 2 to 20 metres, even allowing for document sharing between office floors.

Sales enquiries: Kardex materials handling solutions helpline:- 0800 317 326 Email: info@hardex.co.uk

Veridact software from EDAC Systems EDAC Systems released VeriDact software, an off-the-shelf package that is designed for the automatic removal of confidential information. The product automates document classification and reclassification. It can automatically create, capture, separate and index documents and also classify documents by content. VeriDact searches text and removes words, sentences, sections or whole pages according to the

P R O D U C T NEW S

user's declassification or removal

and approval for each redaction. It also

parameters. The software can integrate seamlessly with many document

offers black or white redactions, can assign general or customized exemption codes and can create an audit trail for legal purposes.

management systems. It is designed for both government agencies and commercial organisations where security and confiden­ tiality are a necessity.

Besides its ability to automatically capture, separate, classify and index documents, VeriDact provides analyst review

VeriDact supports various image formats, Microsoft Office programs, and e-mails from Outlook and Lotus Notes, including attachments.

For more information visit www. edacsystem. com

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25

Powered M obile Storage made Easy SpaceSaver Corporation is setting a new

★

standard in powered high-density mobile storage (HDMS) with the introduction of the Eclipse Powered System. The Eclipse system is "Power Made Easy" due to its automation and simplicity, making powered storage

Better reliability due to fewer moving parts, non-contact limit switches

★

(replacing mechanical switches), no-touch circuit boards and improved engineering to handle heavy use day in and day out.

interface module can also be tied into a building's fire alarm and security systems.

Should a power outage occur, a backup-

Cost that compares favorably to

power option automatically switches to

easier and more affordable for decision­

Mechanical Assist systems with add-on

makers in a diverse range of industries.

"We combined extensive customer

safety features.

research with Spacesaver's experience and advanced technological capabilities to make the Eclipse Powered System better than any previous powered system," says Christopher Batterman, SpaceSaver Product Manager for High-Density Mobile Products. "The system is easier to customise for specific needs, it's easier than ever to use, and offers features that make it easier to build a system that's affordable, reliable and safe."

Safety and security paramount The Eclipse Powered System offers a wide array of safety and security options to fit specific needs, whether it's in a library that requires public access or an area where confidential records are kept. W ith the system, facility managers actually have more control because the "human factor" is eliminated. For example, the system can be programmed to automatically open a heavily used aisle, close all aisles, open aisles evenly for ventilation or move carriages to predetermined positions in the event of a fire.

The aisle access touchpad has only three buttons: stop, move left and move right.

"Simplicity not only makes the unit safe and secure, but also very intuitive," says Batterman. "User controls are designed to be as easy as riding in an elevator."

Safety is further enhanced with a redesigned Zero Force Sensor system (a SpaceSaver exclusive), a series of infrared photo-electric beams that detect when a

The Eclipse Powered System has been engineered "from the floor up" with the latest technology, resulting in: ★

Menu-based configurability, meaning buyers can choose features and options on an "a la carte" basis to build the system they need. The modular design also allows the flexibility for future upgrades.

! customer is even aware that the potential for a problem exists. The system's building

person or object is present in an open aisle.

If a person or obstacle is detected, carriage movement stops until the person exits or the system is reset. The proven Photo Sweep system also stops carriage travel when a person or object is contacted.

In addition, the optional PowerLink 2 4 /7 remote monitoring system proactively spots potential problems and sends a message alerting a service technician, long before the

batteries. W ith a rechargeable battery pack, ! the user can also move individual carriages at reduced speeds, so access to stored materials is never lost. In addition, the Eclipse Powered System allows companies to meet ADA accessibility requirements.

The Eclipse Powered System also offers lighting options, including energy-saving aisle lighting that illuminates only the occupied aisle and turns off lights automat­ ically after a set period of inactivity.

"When building this new product, we set | out to break the mold of existing powered systems," says Batterman. "To do so, we conducted extensive market research that included customers in every applicable industry, as well as our distributors. The research, in turn, provided the foundation for the design of the Eclipse Powered System. The end result is a system that offers what today's decision-makers truly need in powered high-density mobile storage."

SpaceSaver Corporation is the world's j leading manufacturer of high-density mobile storage and filing systems, as well as steel shelving and related accessories. Since 1972, SpaceSaver has successfully produced storage solutions for library, healthcare, law enforcement, government, museum, corporate, institutional and industrial j applications.

A division o f Kl, SpaceSaver is headquartered in Fort Atkinson, Wisconsin, U.S.A. Tel: 800-492-3434 or visit www. spacesaver. com.

Secure Computing unveils Zero-hour Attack Protection (ZAP) Superior "Positive Security" model in Sidewinder G2 Security Appliance mitigates the need to wait for IPS and virus signature updates Secure Computing Corporation, experts in securing connections between people, applications, and networks, recently unveiled its Zero-hour Attack Protections (ZAP) security technology for the Sidewinder G2 Security Appliance. The latest release of the Sidewinder G2 Security Appliance is scheduled to ship in the first quarter of 2006, and differentiates Secure Computing

from traditional firewall/UTM products by stopping zero-hour attacks automatically without waiting for anti-virus or IPS signature updates.

ZAP technology is based upon the positive security model, which allows only legitimate network traffic and denies everything else. "Negative model" security technologies like IPS gateways are extremely useful, but they allow everything through the gateway unless they recognise known viruses and attacks. The positive security model is therefore superior at preventing

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unknown attacks because it automatically eliminates exposure to many types of attacks-unknown as well as known. ZAP technology combines over 200,000 attack signatures with a positive security model for maximum protection.

Secure Computing Corporation is headquartered in San Jose, Calif., and has offices worldwide.

For more information, see http://www.securecomputing.com.

P R O D U C T NEW S

26

CASE STUDIES In this issue we have tried to collect together as many Case Studies as possible that specifically relate to the Health Sector.

I would like to thank all contributors for their cooperation.

Health records go underground The health sector is one area where records management has always been high on the agenda. Even smaller hospitals generate huge amounts of paperwork and the larger ones can have vast numbers of patient records and administrative documents to contend with. Where and how these are stored is vitally important since many of the records have to be regularly retrieved.

East Cheshire NHS Trust is based at Macclesfield in Cheshire. The main acute hospital is Macclesfield District General Hospital, with 275 acute beds and there are also two community hospitals in nearby towns. The Trust is the main provider of acute health services for people in East Cheshire and it also provides services for neighbouring communities, including residents of North Staffordshire, North Derbyshire and Greater Manchester. The main A&E department at Macclesfield treats about 43,000 patients a year and around 120,000 outpatients are seen each year.

The Trust uses underground facility DeepStore to store many different records including administration documents and patient records. Much of the Trust's material was transferred to DeepStore over five years ago and their section of the vast underground space continues to grow.

Lisa Kirkup, Information Governance Manager explains why they decided to move their records off site, "Prior to us using DeepStore we had records stored in various locations and in different hospital buildings.

This wasn't ideal as it could make information difficult to find and of course took up valuable space."

Lisa is also quick to point out the importance of ensuring documents and

DeepStore has a constant temperature of 14°C all year round together with a

items off site. By freeing up space that was previously used for storage, that space can

humidity band of 60-70%. And because of its underground location there is no UV light, no risk of flooding or lightning strikes,

now be used more productively. And DeepStore is at a particular advantage when it comes to offering clients competitive storage charges because their vast amount

no moisture and no pests. As well as medical records and paperwork, DeepStore's conditions are perfect for Xrays, glass pathology slides and paraffin wax blocks.

According to Lisa, one other advantage of moving the records off site is that in doing so they underwent the process, with DeepStore's assistance, of cataloguing everything into an organised system which makes it quick and simple to find the required document or record.

If they do need an item back they simply contact DeepStore who deliver it within 24 hours. At the moment the Trust are retrieving around 30 to 40 documents a week. DeepStore are currently investigating scan on demand and Lisa feels this would certainly be of use to them, particularly in relation to Subject Access Requests (made under the Data Protection Act 1998). She explains that it's fairly common, in those cases where someone is involved in a car accident, that a copy of the A&E record is requested and then used in support of any claims to Insurers. In most cases the original record will still have to be kept since medical records are subject to minimum retention periods between 8 and 30 years and sometimes longer depending on the circumstances. Lisa points out the importance of having an efficient destruction

Ensuring records are stored securely is also a concern for many health trusts particularly given the confidential nature of much of the material they hold. Steve Holmes, General Manager at DeepStore agrees that for some clients security is one of the guiding reasons behind their choice of records management company, "A t DeepStore there are several layers of security. In the first place it is not visible from above ground, secondly those visitors going underground have to go through two separate security checks, one to get underground and another to ertter the DeepStore area and finally we can provide

programme whereby all records are given a destruction date at which point the item is reviewed and either kept for longer or

completely separate and secure rooms, with their own entry system, should this be necessary. This proves popular with those of our clients who are storing particularly

destroyed. W ithout such a system in place

sensitive material."

other material is kept in the best conditions possible, "Obviously one of the key

hospitals and Trusts could be keeping items needlessly.

advantages of DeepStore is its natural environmental conditions. We can be certain that our patient records, x-rays and the like are not going to deteriorate."

mental conditions and improved efficiency, East Cheshire NHS Trust also benefits from the financial savings that come with storing

C ase s tu d ie s

of ever expanding space means they don't need to build expensive new warehouses.

As well as the importance of environ­

So with ever increasing budgetary pressures on health trusts together with a need to demonstrate maximum efficiency in all areas of operation, it looks like records management is set to play a key role in the health sector for many years to come.

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Electronic medical records: Rx for savings The long term prognosis is better than the short one According to the US Department of Health and Human Services, a national

for years and is now offering it to doctors at no cost. However, some physicians say it is

health information network could save the US $140 billion per year by reducing costs

difficult to install and they don't seem to be rushing to accept the offer.

and improving medical care. It would also contribute to both goals by making it easier to comply with implementing the portability

There are also commercial EMR software solutions on the market, such as eClinicalNotes (www.eclinicalworks,com).

provisions of the Healthcare Portability and Accountability Act (HIPPA).

But none of the commercial availabilities seem to be experiencing a stampede of

A key element in all such calculations, as well as in any discussion of improving health care and the whole healthcare

eager buyers.

For individuals who want to create their

delivery system, are Electronic Medical Records (EMRs) that track patients' histories.

Today fewer than 20% of US physicians use EMRs. There's obvious room for improvement that should be coming soon.

But, an oft-heard expression in the US healthcare world is that "EMR has

updatable to multiple healthcare providers.

Some of these solutions are WebMD Health Manager from WebMD (www.webMD.com), FollowMe from Access Strategies (www.followme.com), and Laxor Personal Health Information Manager from Laxor

(www.laxor.com).

Medem, a for-profit company founded by a group of US medical societies, including the American Medical Association, is now in pilot testing of iHealth Record software that may be available soon (www.medem.com).

EMRs are clearly on their way and

own personal health records (PHRs) as an interim solution, there are several individual software programmes that can be used to create PHRs. The user can turn to such

represent a great breakthrough in medial and health records management. But while

solutions to make all their medical information readily accessible and

they are coming, they're still mostly over the horizon.

been just five years away for the last 20 years."

Most recently, in 2004 the Bush administration set a goal of having an EMR for every American within 10 years. Congress promised over $30 million to help. But even with such government backing it won't be easy or fast.

Healthcare providers are the ones who have to invest in EMR solutions and many physicians in small group practices are not sufficiently convinced of the cost-benefit value of an EMR system. They're not ready yet to make the necessary, and often sizeable, investment. Larger organisations, like hospitals, with more complex electronic health records management systems already in place, could benefit more quickly from EMRs. But many hospitals are also w ary of the conversion costs to support EMRs since many hospitals are in financial trouble and are running at the financial brink. A t the moment, only the US Department of Veterans^Affairs (VA) is forging ahead with EMRs in its health and hospital service operations.

First, efforts A key component of any paperless

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medical records management system is software designed to integrate imaging of diverse records forms, index such things as drug interactions, and allow diagnosis and treatment codes to flow into billing cycles with less human intervention.

The VA has been using its own Vista electronic health record system

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Shands Medical Center discovers a better w a y From a paper past to an electronic future

new system is remarkable. "Some one will

(Health Asset Management, Inc.), a software development developer, and two Kodak i30 scanners in July 2004, following an exhaustive research and

stop in with a contract and I'll put it in the Kodak scanner and hand it back to them in j virtually an instant," she said. "N o more running to the copy room or faxing, j Everything is done electronically from my desktop.

"The many managers appreciate the [ increased efficiency that makes contracts j available at their fingertips and the much quicker turnover in the review and approval process. Now, rather than manually sending contracts for review, they are

review process.

The new system went live in January 2005.

"Almost all the Debbe Monnseratt is Contracts Administrator for Shands Jacksonville (Florida) Medical Center, which is affiliated with the University of Florida. Her department handles a wide variety of contracts, everything from lease agreements to sales and purchasing contracts, for services ranging from high tech diagnostic equipment for the hospital, to software purchase agreements.

"W e have a somewhat unique system at Shands," she notes. "There are 150 responsible managers using the system.

They deal with various vendors, then submit the appropriate paperwork - including contracts, agreements and other documents - to our department. We then route these documents to our legal, finance and other departments for review and approval."

In the past, Monnseratt routed everything in paper form, often by fax or traditional mail. Email with a Microsoft W ord document attached was eventually added to the mix, but even email did not provide a means to overcome the biggest issues affecting routing productivity. "People were constantly dealing

software products we looked at wanted us to adapt to the way they were designed to work," Monnseratt recalled. "We learned that to create a new database or significantly alter templates we would have to contact the software developer(s) and give them the time to write the changes we needed. Instead Paper-

electronically routed to all concerned parties with an e-mail notification and link to the file." W ithin the programme is a content

j

and review module, designed by Shands, where those reviewing are always in the loop. This assures that everyone really is on the 'same page'.

Monnseratt has established different and | differing databases for several departments within Shands. "Each area collects different data, and the beauty of PaperTracer is that it

Tracer adapts to the way we do business.

W ith a brief training session, HAMi showed

is so easily customisable," she noted. "It also allows us to restrict and allow access to our databases. We can easily establish levels of

me how to create departments and I designed the templates myself. Because the

j security and close off some databases." templates are dynamic, I can create a new Her department has even streamlined its database or alter an existing one in minutes. information universe by creating a database Instead of making us fit our square pegs into for closed files and supplying a reference their round holes, they allowed us to create database with example templates and forms, a variety and many variations of square pegs which create the flexibility we want.

"A t the front end of the system are the two Kodak i30 scanners recommended by Michael Tarpley, CEO of HAMi. We also have an older, higher-volume scanner from another manufacturer. It is very large (and occupies a lot of space). The Kodak scanners sit right on our desktops and work

| a user's manual, articles on contract negotiation, checklists of mandatory items, and other useful background material.

j

No waiting time, no wasted time "One of the things I love is that there is no waiting for our IT department or a 1 vendor," Monnseratt said. "We do all the

A streamlined solution Contracts Administration began its search for a more streamlined, productive electronic

programming here. I actually showed our IT directly with the PaperTracer software and ; manager how easy it was to set up a our PCs. They're very compact, seem highly , database and she was using it within a short reliable, and more than fast enouqh for our time to store IT contracts. Having this use." ; autonomy is completely empowering and it Monnseratt and the assistant for legal takes a burden off our IT people, while services in her department use the scanners, allowing us to achieve much greater producboth appreciating the accuracy and ease of | tivity. use of the units. Monnseratt installed her "When you combine the Kodak i30 own machine and was up and scanning in scanners and PaperTracer software, we've minutes. "W e use the Readlris Pro OCR eliminated so much paper, inefficiency and software, provided by Kodak and we're very wasted time. I'm extremely happy with the happy with its performance as well," she combined solution of Kodak and HAMi said. products in our contract management Empowering a better way of doing business process. I would never want to go back to

solution in October 2003. The department purchased PaperTracerSoftware from HAMi

Today, Monnseratt claims the difference between the 'old days' of paper and the

with different versions of documents," she said. "There might be a change from our attorneys, who are in Gainesville. Our finance folks could be looking at a previous version. It was very hard to make sure everyone was on the 'same page', and it was incredibly time consuming. Reconciling all the changes and gaining final approval could drag on and on."

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the old way of doing things."

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29

Hospital Puts Patient Records To Bed The Challenge Along with all other healthcare providers, the Nuffield Hospital in Glasgow needs to retain patient records securely, yet readily accessible for clinicians. Having tried a number of options, the hospital finally arrived at an innovative solution based on windream - the document management software solution which 'looks like Windows'.

The Need For patients currently undergoing treatment, records are live: they are regularly referred to, and updated with the results of tests and observations. When a patient leaves the hospital - whether after outpatient treatment or a spell as an inpatient - the records are stored on the premises until next required. When the patient is due to return, the records need to be readily available for the clinicians to refer to and to update.

Traditionally, the paper files would be checked out of the patient records department and sent back to the outpatients' clinic or ward as necessary. One of the features of Nuffield's patient care is that appointments can be made at short notice; this requires a delivery system which can extract and transfer large numbers of patient records quickly.

Historically, the Nuffield stored all patient records in paper files, migrating them to 'archive' storage when a course of treatment was completed. More recently, they have used the services of a scanning bureau to convert and index the files, returning them on CD for subsequent referral. This latter option has proved expensive, inconvenient - and Nuffield were concerned longer term about the proprietary nature of the system used for this delivery.

The Search The Nuffield decided that they wanted an electronic file storage system which they would host themselves. A requirements specification was prepared; this also included the need to be extendible, particularly to cover documents in the finance department. Alexis Seenan - Deputy Finance Manager - conducted a market survey to find the solution which best met their needs.

The Solution After preparing a short-list and, in association with ADS, a Glasgow-based reseller, they chose a solution based on windream, which met their needs completely.

The reasons for this decision were: ★ windream is easy to learn; it appears to users as if it were a part of the operating system ★ Files appear in a folder structure that looks like a mapped drive

Document and Data Management Business Process Support - Professional Services - Online Content Management - Onsite Managed Services - Facilities Outsourcing

~~ Records Management - Live File Management - Online Tracking Ft Retrieval - Scan on Demand - - Secure Physical Archive

windream.

★

★

They can be saved from any application, with simple user-defined indexing templates, or dragged/copied from another location Searching is also very straightforward: from the task bar, click 'Start..

Search., in windream' For adding scanned documents, there is a variety of options. Nuffield chose a module which works with any TWAIN-compliant scanner The system is highly secure; user permissions are integrated with

★

Active Directory, so do not need to be managed separately windream uses industry-standard MS SQL Server or Oracle databases

★

for index etc. information; files are stored in a secure repository The system and users require very little support

★ ★

It is highly scalable; additional users can be added straightforwardly.

Web options are available

★ ★

Mrs Seenan comments that "windream has done everything that we wanted. We are fully in control of the medical records, and have extended the system to store documents in our accounting department."

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ECM on Show

by Doug Miles, UK Managing Director o f AIIM Europe Is Enterprise Content Management (ECM) a genuine enterprise-wide solution or just a collection of technologies related to document management? As the AIIM Roadshow sets off on its annual tour, Doug Miles claims it can be both.

The theme of the 2006 AIIM Roadshow is "Unravel your document processes". Many of this year's exhibitors and discussion topics focus on scanning and capturing documents from paper and using the results to drive improvements in process workflows. Driven largely by departmental initiatives, investments in document processing can produce excellent returns, and the Roadshow is an ideal opportunity to explore these local improvement projects.

Also represented at the show are the leading vendors of ECM, who have as their ultimate goal enterprise-wide information management of all unstructured data, no matter how or where in the organisation it is generated. Over the last few years these companies have steadily built upon their core document management databases, adding capture modules, records management modules, invoice processing modules and lifecycle storage systems. As the compliance and collabo­ ration implications of documents and e-mails have grown, the infrastructure giants, such as Microsoft, Oracle and SAP, have entered the ECM frame.

So today we have the situation where ECM can be used as an umbrella term to cover a host of document processing, collaboration and content management technologies, with varying degrees of integration between them, but which have the ■

n

potential to become a single store of enterprise­ wide information.

Like most "enterprise applications", ECM has as its goal a single, organisation-wide system which the majority of employees log into as part of their everyday work process. At first sight this would seem appropriate as the tasks of every "information-worker" must revolve around documents and value-added content. However, in many sectors there are other core applications already running the show, such as financial, design, ERP and CRM systems.

ECM evolution So, let's take a step back into history to see what we can learn about the historical growth of the ECM market, and what perspective that might cast on the future. Back in the early nineties, we had "document management" - a straightforward term describing how we captured and stored scanned paper documents, and made them available for simple retrieval or for more complex process workflows.

For many document-heavy applications such as claims processing or delivery logistics, document management quickly became part of the system infrastructure defining those business processes. Other groups, such as lawyers and engineers, adopted the technology for its

controlled access and collaboration benefits.

Meanwhile, improved recognition techniques drove many forms-processing applications.

We could surely say that today, document management is a mature technology and a successful one. Revenues from scanning systems and recognition software have experienced robust double-digit growth over the last 3 years. In a recent AIIM survey over 40% of end users charac­ terised their return on investment from these solutions as "better" or "much better" than other IT investments. Dramatic improvements in scanning technology and a move to decentralised scanning at the departmental level are creating an

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31 explosion in growth of scanners and multi-function units. Visitors to the Capture Centre at the AIIM Roadshow will see how easily their own paperbased forms and documents can be captured and used as a vehicle for process workflow, reporting, collaboration and archive.

So, to continue with our history lesson, towards the late nineties, an ever-increasing volume of documents and related content was being generated electronically. The term "content7' was coined, largely from the Internet, to describe any information of worth to the business such as spreadsheets, images, maps, design files, reports and, of course, e-mails. Much of this content was 1 simply en-route for paper output prior to distri­ bution and use, but a growing proportion would remain in electronic form for its whole lifecycle.

We characterise this content as "unstructured data", of which only 21% is stored and indexed in central repositories or databases, according to the latest AIIM survey. The rest is scattered across local drives (12%), network drives (25%), e-mail systems (20%) and paper (21%).

For obvious administrative and legal reasons many organisations sought to manage and store these electronic documents in a controlled and indexed manner. Those that already used document management systems for scanned documents could see the obvious benefits of storing both types within the same database. And equally obviously, the established vendors in the document management market could see a whole new growth area opening up for them, where user-counts would potentially be in the thousands

and even tens of thousands.

However, the vendors needed a new way to describe this bid for the corporate knowledge base, and preferably one which aligned itself with other wall-to-wall business applications. So the term Enterprise Content Management was spawned - suitably aspirational in its potential benefits, embracing in its scope, and worthy of the interest of "C-level" corporate decision-makers (CEOs CFOs, CIOs...).

Growing Corporate need for ECM Four or five years on from its first use, ECM has indeed attracted high level corporate attention. These larger companies see information management becoming a mainstream part of the system infrastructure. Knowledge worker efficiency, team collaboration, portal presentation, outsourcing and records compliance are all significant drivers of a corporate need for enterprise-wide content management.

AIIM Europe's market analysis has shown that the adoption curve of information and document management systems has experienced an unusually steady growth as the focus has moved from document capture in the early stages, through process improvement and customer service response in the mid-years to the company­ wide information and records management focus of today.

So if indeed ECM is in the steeply rising stage of the demand curve, how are the early adopters getting on? According to Ovum, most ECM implementations have actually been at depart­ mental level. There are very few truly enterprise

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Within the AIIM community, 26% are working to link departmental systems across the enterprise, 27% have implemented departmental systems, whilst 46% are still in the planning or thinking stage. As we know from experience, implemen­ tation of any wall-to-wall system is fraught with issues relating to scalability, change-management, integration with other systems and the sheer scale of the implementation.

Having said that, the reasons for doing it are compelling. We are likely to reach a point were some form of ECM control will be deemed mandatory if companies are to be competitive and resilient, no matter what their size. IT buyers, first from the larger companies and then from the smaller ones, will take a considered view of potential benefits, wrap ECM into their annual spending plans and begin to make major investments across the enterprise.

Meet the experts If you think your organisation is ready to take the next step towards full Enterprise Content Management, or if you think there are still plenty of departmental document process applications to tackle first, why not join over 35 providers of ECM and document capture solutions at the AIIM Roadshow, which will visit Edinburgh: May 8th; Manchester: 9th; Coventry: 10th; Bristol: 11 th; London: 12th. The full education programme includes keynote seminars, roundtable discussions and case-study presentations.

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