Document Scanning Blogs

2009

It has been reported recently that universities are beginning to see the benefits of EDMS and are electronically storing and delivering hundreds of thousands of documents every year.

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With the increasing adoption of mobile technologies enabling employees to work remotely, a recent survey has shown that many UK companies have not revised their document retention policies for electronically stored information to take this into account.

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A recent report across the healthcare and financial sectors has concluded that companies are spending an extortionate amount of money on mobile computing equipment without really understanding the objectives and business processes it is attempting to revolutionise.

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Four years behind schedule, a £12 billion government programme to make millions of medical records available online, is finally due to go live. The records contain details, for example, of allergies and medications and the objective is to make it easier to share such key data about patients.

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Local Authorities have again hit the document management news headlines as they have been advised by the Secretary of State for Communities and Local Government to store more documents online. John Denham has called on Local Government to help cut costs by trying to reduce the amount of duplication in public services.

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Not so long ago the scanning of documents within a company was mostly carried out at departmental or ‘local’ level and is known as distributed scanning. In recent years, however, the arrival of digital mailroom software has meant that businesses are now favouring centralised scanning. The IPC Group’s solution called ‘Mailroom’ allows all incoming post to be scanned, indexed and electronically distributed to the relevant person.

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The HR Department of any company, holds some of the most confidential and sensitive information in the organization and traditionally, it is stored in paper files in filing cabinets.

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In a fast developing world of technological advancement, there is still an enormous dependency on paper forms. For example, patients in hospital have to sign consent forms, customers sign for deliveries, insurance inspectors complete damage reports, construction site inspections and gas pipeline inspections are all form based.

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The phrase ‘the paperless office’ was first used in 1975 by a Mr George Pake who was then Head of the Xerox Research facility. Mr Pake believed that desktop computers would totally replace paper business processes and that technology was set to improve labour intensive office activities.

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One of the most challenging tasks for any company delivering goods is the collection and management of delivery notes. For every consignment, a signature is required as proof of delivery and as soon as the P.O.D. is received by the company’s Accounts Department, an invoice can be raised.

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Recent polls run by Computer Weekly show that ensuring the right information is available to the right people, has the highest rating (25%) in terms of importance within a business’s strategy. And with more remote working than ever, this can be an issue.

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In order to improve the efficiency of their electronic document management systems, U.S. courts are accepting for the first time, electronic versions of the judges signatures.

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Studies were made on a sample of 134 councils on the costs and resources used to produce documents from conception to publication and the results show that there are major areas where huge cost savings can be achieved.

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Recent research carried out in the U.S.A. suggests that companies are finally starting to realise the importance of investing in a structured records management strategy. At the time of the survey only 20% of all companies were ‘very confident’ that they would be compliant with the requirements of legislation such as Sarbanes-Oxley or E-Discovery.

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In July 2009, banking giant HSBC was fined £3.2 million by the Financial Services Authority for failing to secure its systems and to prevent the loss of sensitive customer information.

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We are all now familiar with the newspaper reports of data being lost or left on transport, or even found on rubbish tips, which is something to concern us all. Add to this the criminal element that attack and look to ‘con’ people in the cyber world of the web, then security of information is a key issue.

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The short answer to this question is with an IPC mstore Document Management solution, less space than you used to need!

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The shipping industry is a complex and highly paper intensive business. Each import and export transaction generates a raft of paperwork from the Bill of Lading at the start of the process to the final invoice which goes out to the client.

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The business world is highly dependent on email as a means of communication and many transactions are carried out purely using email. Yet, many organisations do not have an email archiving strategy in place and therefore are at risk of losing valuable information and failing to meet operational and legislative requirements.

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The £12 billion NHS IT scheme to provide a central data base of patient records has been in trouble for some considerable time. Overspends, delays and system performance issues have dogged the project and 2 of the 4 ‘national’ providers of the system have pulled out of the contract.

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BS 10008 is entitled ‘Evidential weight and legal admissibility of electronic information specification ‘ and specifies what is required in order to implement and operate an electronic information management system. The standard is based on BIP 0008 which was designed to deal with issues relating to the integrity and authenticity of information stored electronically.

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More and more businesses are now storing their accounts paperwork electronically and saving valuable office space. Under the terms of the Companies Act, the timescales that the Inland Revenue set for the retention of this material is six years from the end of an accounting period.

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Apart from the major benefits of keeping documents electronically in an EDM system - such as space, speed of access, security, in built disaster recovery- cost is an area that is a factor in considering the best route for information storage.

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Digital pens that can transmit patient notes directly into hospital files via Bluetooth, cutting out data entry, are being trialled by midwives in Portsmouth.

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The Aerospace and Defence industry, by nature, produce a high volume of paperwork, much of which is business critical. The complexity of their products and strict design and QA controls also demand lengthy retention periods.

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The Sarbanes-Oxley Act of 2002, also known as SOX, is a United States federal law enacted in response to the high profile Enron and WorldCom financial scandals.

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The ISO 19005-1 standard defines that PDF/A is the recommended storage format for the long-term preservation of digital documents such as tax, legal, historical and other important documents.

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IPC can now offer a server based digital pen and paper platform that connects your existing paper processes to your enterprise systems, supporting multiple mobile devices including Blackberry.

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