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 IN THIS ISSUE
Kodak Alaris rebrands IM Division as Alaris OneDrive and SharePoint can also now show rich versions of
PDFs and convert PDFs into Word, Excel, PowerPoint or RTF files
The Kodak Alaris Information Management division will now to be edited. Separately, Adobe is also making improvements to
operate under the name “Alaris, a Kodak Alaris business.' While Adobe Sign which will offer deeper integration with Microsoft
the division now has an updated website, logo, and social media Dynamics365.
presence, the parent company remains Kodak Alaris.
A new dedicated Adobe Sign Azure data centre is also being
For decades, the global technology provider has delivered launched in the US, with other regions to follow
information capture solutions for businesses.
Adobe Sign will also now be able to access information from
“Our new name is not about reinvention. It’s about reinterpreta- LinkedIn Sales Navigator to help cut down on contracting errors.
tion,” said Don Lofstrom, President and General Manager, Alaris.
Lastly, the Adobe Scan app is getting the ability to process
“The division’s shift to Alaris puts greater emphasis on the image information from business cards and add it to your contacts
science expertise that helps clients make sense of data and using Adobe Sensei, Adobe's Artificial Intelligence (AI) and
information in their work. Rebranding will also help us target machine learning platform
new markets, build new partnerships, and reach new
customers.” 20 Year Celebrations for IIM
Kodak Alaris has three other business units – AI Foundry; Kodak 2018 marks the Institute of Information Management (IIM) 20th
Moments; and Paper, Photo Chemicals and Film. Each will con- anniversary. Formed in 1998 IIM is the premier Australasian body
tinue to use its current name. for the information management industry. During the past two
Alaris-branded offerings were introduced last year with the decades IIM has brought a wealth of knowledge to its
launch of the Alaris IN2 Ecosystem. The new brand marked the members, kept abreast of trends that are changing the
shift towards integrated offerings that combined scanners, information management industry landscape and witnessed
software and services. tremendous technology advancements.
“The name is new but our Alaris line of scanners are built with IIM Director Robert Goode said, “We at IIM understand current
the same unwavering commitment to productivity, reliability, and evolving digital drivers that are changing our industry and
and quality that our customers and partners have come to we have identified the need to plan for new skills needed for the
depend on for years,” said Lofstrom. jobs for tomorrow.
“The Kodak-branded products that customers know and rely on “As IIM celebrates this 20th anniversary milestone we are
will continue to be available and are an important part of the pleased to announce our “IIM2023 Plan – A Journey into the
Alaris IN2 Ecosystem. Consistent with our ‘future proof’ promise, Future of Intelligent Information Management”. This plan aim is to
all Alaris-branded software is backward compatible to work reboot the information management industry, drive innovation
with our current scanners. The product portfolio includes both and deliver sustainable benefits for our members.
‘Kodak’ and ‘Alaris’ branded scanners.” Between now and 2019 IIM will be working towards a new Infor-
The new Alaris website is live at AlarisWorld.com mation Management Competency Framework that covers four
key categories: Information Management, Risk Management,
Adobe adds PDF tools to Office 365 Information Protection and Information Technology.
Adobe is embedding PDF functionality deep within Office365 For more information on the Institute of Information Manage-
with editing and conversion functions now available directly ment (IIM) visit www.iim.org.au.
from the ribbon in Word, Excel, and PowerPoint online.
All Office 365 users with Acrobat DC subscription for Teams or
Nuance launches Power PDF 3
an Enterprise license will see the PDF tools in their ribbon inter- Nuance Communications has announced a host of enhance-
face. SharePoint Online will also offer a menu option to ments in its newly launched Power PDF 3 editing suite including
“combine files in acrobat” meaning no need to download user experience, conversion accuracy, document compatibility,
documents, merge and upload. eSignature support with workflow integration, collaboration
and text editing.
Power PDF 3 enhancements include:
Publisher/Editor
• Accurate and searchable PDFs and Microsoft Office documents
Bill Dawes are created with layouts stringently maintained.
• Power PDF 3 now supports the ISO PDF 2.0 standard, ensuring
Published by: Power PDF documents are compatible with the widest range of
Transmit Media Pty Ltd existing PDF readers and processors.
ABN 631 354 31659 • Realtime document collaboration is supported, allowing
multiple parties on the same network to edit PDF documents
PO Box 392, Paddington NSW
without inefficient back-and-forth processes such as email,
2021, Australia
while also eliminating document merge conflicts.
Telephone: +61 (2) 9043 2943
• Power PDF 3 features eSignature support from DocuSign,
Fax: +61 (2) 8212 8985 allowing workers to quickly and conveniently sign and send
email: [email protected] documents as part of a secure workflow that can be completed
directly from the PDF interface.
All material in Image & Data Manager is protected under the Commonwealth
Copyright Act 1968. No material may be reproduced in part or whole in any • Enhanced user experience: Power PDF 3 improves ease of use
manner whatsoever without the prior written consent of the Publisher and/ with new tabbed document viewing allowing workers to open
or copyright holder. Editorial contributions are welcome. All resonable efforts multiple documents within a single window and display them
have been made to trace copyright holders.
as tabs.
The Publisher/Editor bears no responsibility for lost or damaged material. The
views expressed in Image & Data Manager are not those of the Editor. While Nuance Power PDF Advanced 3 is available for $A260 with vol-
every care has been taken in the compilation of editorial, no responsibility ume discounts available. Power PDF Standard 3 for individuals,
will be accepted by the Editor for omissions or mistakes within. The Publisher
bears no responsibility for claims made, or for information provided by the home offices and small workgroups is offered for $A189.
advertiser. www.nuance.com/powerpdf

Image & Data Manager | 1

Singapore adopts EU e-invoice standard • Less than half (44%) have visibility into external sharing and
DLP policy violations.
Singapore is seeking to adopt a nationwide, interoperable
• Only 15% of organisations surveyed can see anomalous
electronic invoicing framework based on the PEPPOL system,
behaviour across apps.
which is currently used by 19 European countries such as Britain,
Germany and Norway • While 78% have visibility into user logins, only 58% have
visibility into file downloads and 56% into file uploads.
The announcement from Singapore’s Infocomm Media
Development Authority (IMDA) will make Singapore the first • To protect mobile data, 38% of organisations install agents and
nation in Asia to implement the Pan-European Public Procure- 24% use a trusted device model, where only provisioned
ment On-Line (PEPPOL) e-invoicing standard. corporate-owned devices are allowed access to company
systems.
Some 45 public and private sector organisations, including the
Maritime and Port Authority of Singapore and OCBC Bank, have • 11% have no mobile access control solution in place, granting
reportedly expressed interest in using the system. access to any smartphone or tablet.
That is a preferred mode compared to digitised invoices, which • 69% of organisations rely solely on endpoint solutions for
include those in PDF or Microsoft Word formats, as they require malware protection, tools which cannot detect or block
“some level of human input to process”, said the IMDA. malware at rest in the cloud or employees’ BYO devices.
IMDA has joined PEPPOL as the first PEPPOL authority outside of AOBox extends Google Drive
Europe, a role that involves being able to set national rules and
specifications that meet Singapore’s domestic requirements, as AODocs has announced the launch of AOBox, a platform that
well as appoint and certify Service Metadata Publishers (SMP) allows users to access and share files directly through Google
(colloquially called the address book) and Access Point (AP) Drive, regardless of whether they have a Google account.
providers. IMDA will also ensure conformance to the PEPPOL Available at launch for both Enterprises (AOBox Enterprise) and
technical and service standards. SMBs (AOBox Pro), AOBox is designed to tackle a common
The PEPPOL is an open standard which enables the exchange headache: companies and individuals using G Suite and other
of standardised machine-readable documents over its network. Google tools are often working with networks of customers,
Within the PEPPOL e-invoicing network, companies that wish to partners and suppliers who are not on G Suite. This can create
adopt e-invoicing must subscribe to an Access Point (AP) chronic issues around version control and security.
Provider of their choice. Then, companies can send their ]The most common resulting scenario is that workers and teams
e-invoices to their AP Provider, which checks and verifies the turn to workarounds, often called "shadow IT," to overcome file
receiving of the company’s PEPPOL address through the Service sharing limitations.
Metadata Publisher (SMP). The AP Provider then sends the Even if these "rogue" workarounds are conducted on widely
document to the relevant receiving AP Provider, and then to the adopted platforms like Box and Dropbox, G Suite-based
receiving party. The Singapore Accountant General’s companies face long-term issues around risk, compliance and
Department (AGD) will be working with IMDA to integrate cost control.
Vendors@Gov into the nationwide e-invoicing framework.
AOBox empowers teams and collaborators to reconcile
AGD and IMDA will also be looking at how government differences in file management, file sharing, and collaboration
procurement processes in conjunction with PEPPOL standards platforms.
can be used to drive industry adoption of other common
business messages. Uploaded files are added by AOBox to the Google Drive folder
and downloaded files are read by AOBox from the Google Drive
https://peppol.eu/ folder in which they're stored. Meanwhile, file and folder owners
can access an audit trail containing the detailed activity of the
Enterprises Lack Visibility into external users accessing their content.
External Sharing: Report Anyone can open the Google Drive files shared with them via
A survey of over 570 cybersecurity and IT professionals found AOBox by authenticating their existing Office 365, Outlook,
compliance challenges continue to haunt organisations, with 44 Facebook, LinkedIn, Windows Live, or AOBox account.
percent of respondents claiming they have visibility into exter- "At AODocs, we believe it's possible to provide security and
nal sharing and DLP policy violations in their cloud application processes without limiting collaboration or sacrificing user
and environments. More shocking was the fact that 85 percent experience, and this applies regardless of the content and
of organisations acknowledged they were unable to identify collaboration platforms," said AODocs CEO Stéphane Donzé.
anomalous behaviour across cloud applications. "By allowing G Suite users to securely share their Drive files with
Cloud security company Bitglass commissioned the survey for anyone, AOBox improves user's collaboration experience while
its “Cloud Hard 2018: Security with a Vengeance” Report, helping the company maintain confidentiality!"
“Cloud security is here to stay as is evident by the concerns and Major features of AOBox include:
challenges survey respondents highlighted,” said Bitglass CMO • Secured Workspaces: Non-Google users can access and/or
Rich Campagna. upload files in selected Drive folders.
“Enterprise security teams are concerned about the next- • Activity Tracking:Users can monitor activity in shared files and
generation of cloud threats that pose a risk to corporate data. folders by utilizing a detailed audit log.
There has already been immense progress in the past five
• Realtime Collaboration: Teams can trust they are working on
years as security personnel come to the realisation that legacy
the latest version of documents with external partners and
security tools and processes are not enough to secure their
collaborators.
ever-changing ecosystem.”
• Cost Reduction: Companies can avoid paying for additional
When asked about biggest security threats to their organisation,
licenses from other software vendors.
most cited misconfigurations (62 percent) similar to the
numerous AWS S3 leaks over the past year, followed by • Risk Reduction: Teams can eliminate file duplicates created
unauthorised access (55 percent). 39 percent said external when a file stored in Google Drive is copied to other platforms
sharing was the most critical threat while 26 percent to be shared with non-Google users.
highlighted malware and ransomware. www.AODocs.com

2 | Image & Data Manager

 The best information
demands the best images.

makes sense
Real documents have real problems that can keep you from capturing critical
information. When business depends on intelligent scanning solutions no
matter what condition your documents are in, Alaris makes sense.

AlarisWorld.com
Alaris is a Kodak Alaris business.
Kodak Alaris Australia Pty. Ltd.
Toll free No: 1300 ALARIS (1300 252 747)
Email: [email protected]

All trademarks and trade names used are the property of their respective holders. The Kodak trademark and trade dress are used under license from Eastman Kodak Company. © 2018 Kodak Alaris Inc. TM/MC/MR: Alaris 04/18
Stuff and nonsense in Border
Force record-keeping: Report
The Auditor-General has launched another scathing local area networks (LANs) which are not designed or approved
indictment of record-keeping practice in the for electronic document storage, retention or retrieval. The
Australian federal government, following a wide- department’s inability to locate some documents requested was
not assisted by a high turn-over of senior staff, leading to a loss
ranging investigation into the Australian Border Force
in corporate memory.
(ABF), a mega agency created in 2015 through the
“The ANAO found numerous non-personal network drives with
merger of the border control functions of the
names which give no indication of their contents such as
Department of Immigration and Border Protection ‘Random useful stuff’, ‘old stuff’, ‘Ministerial stuff’ and simply
and the Australian Customs and Border Protection ‘stuff’.
Service. “The department is aware of the record keeping issues. A
While the scope of the Australian National Audit Office (ANAO) November 2016 submission to the Executive Committee entitled
report was quite broad, it specifically found that “record- Records and information action plan 2016–20 stated: Since 2006
keeping continues to be poor” at the new merged agency and it at least 17 reviews of various aspects of records and information
agreed with the department’s own assessment is “that its management (IM) have been completed, all of which identify
records and information management is in a critically poor state. significant scope for improvement.
“Inadequate record keeping has been a persistent theme in “An assessment of the collective review recommendations
the ANAO’s audits of the department. Since July 2010, seven confirms a consistent theme throughout each; a lack of
audit reports of the department have identified issues with sustained follow through, which in turn has left the
record keeping, with three of the reports having made specific Department’s IM in a critically poor state.
recommendations aimed at improving the department’s record “The department has 200 million documents stored in network
keeping, to which the department agreed.” drives (estimated to be growing at 55 per cent per year), 238
“As far back as 2005, a report into the unlawful detention of Ms million records in TRIM, 553 000 cartons (or 241 ‘shelf
Cornelia Rau found evidence of a record keeping system that is kilometres’) of paper-based files and an ‘unknown quantity’ of
seriously flawed.” records stored in emails.
“The problems and their solutions are known to the “These issues aren’t new and have been highlighted in various
department, and it has an action plan to address them, although reviews over the last decade resulting in:
numerous previous attempts to do so have not been successful.” • Poor decision making and advice to key stakeholders or for
The ANAO uncovered fragmented systems and manual records, individuals
with use of the agencies TRIM EDRMS not mandated and staff • Failure to comply with legislative requirements due to poor
not properly trained. information and records managements policies, systems and
“In accordance with its usual practice, the ANAO sought the practices
department’s assistance in locating key documents which were • Failure to deliver on strategic objectives and priorities (risk and
referred to in other documents. crisis management).
“In some cases, the ANAO was able to subsequently locate the “Unless urgent and significant action is taken to address the
documents through its own searches of the department’s record keeping problems and issues which have previously
systems, although key records forming parts of series were not been repeatedly identified, the ANAO continues to consider that
able to be located. In a significant number of cases, the there is a risk to the department’s core functions,” the report
department was unable to locate the documents. concludes.
“Searches are made difficult by the fact that although the The full ANAO report is available at https://www.anao.gov.au/
department has an Electronic Document and Records work/performance-audit/integration-department-immigra-
Management System (EDRMS) called TRIM, many staff do not tion-and-border-protection-and-australian-customs-and-border
use it, preferring to store documents in ‘network drives’ or
4 | Image & Data Manager
Making record-keeping work
By Stephen Bounds This approach works well for defined, repeatable processes such
Even through all government agencies are well aware as service desk management, executive meetings, and case
management. Having KPIs that measure against records placed
of their obligations to maintain records under the law,
in the stage-gate ___location will assist in compliance.
public sector organisations continue to
• Comprehensive capture: Ensure capture of all records that pass
struggle to comply with record-keeping requirements.
through known channels or are stored in a known ___location (e.g.
A significant reason for this is that many people see a shared mailbox). This approach captures many records that are
record-keeping as adding work without adding value. of minimal value to the business, but will achieve records
But what if there was a way to demonstrate practical records compliance with minimal added costs to business transactions.
compliance, while allowing teams to optimise their processes at This approach works best for responsive practices and
the same time? unstructured team collaboration. The key risk is that these
The purpose of compliant record-keeping systems is not just to systems may be assumed to be comprehensive points of
put a “tick in the box”. Broadly speaking, there are three capture when they are not. Risks can be reduced by focusing on
questions that record-keeping seeks to answer: comprehensive capture for key decision makers (for example, by
• What happened? automatically declaring every CEO email to be a record).
• When did it happen? • Activity monitoring: Explicitly task people with monitoring
business activities and capturing records contemporaneously
• Why did it happen? as they are generated. For example, some health facilities have
Record-keeping controls are then applied to the information dedicated staff who record the activities of doctors electronically
answering these questions to: as they do rounds.
• prevent loss, fraud, and malfeasance This approach is most valuable where records capture cannot be
• guard against accusations of loss, fraud, and malfeasance. automated, and it is inefficient or impractical to ask expensive
Every team should care about these outcomes. Further, professionals to stop to record work as they go. Obviously this
organisational processes that clearly demonstrate the intent to approach comes with greater expense, but – particularly where
have a complete and accurate record of activities are a sign of there is significant risk of legal action – it can be a useful option.
mature, responsible governance. This creates stakeholder trust If each team sets their own information flows, each team must
and improves an organisation’s reputation. also take responsibility for planning how they will discharge
Conversely, where systems cannot be shown to routinely and their record-keeping obligations. These plans should be
comprehensively capture records, legal challenges are more tangible, practical, and business-focused, describing (for
likely to have extensive discovery exercises approved. example) how requests for service are accepted and how records
of work performed are stored.
Discovery processes in organisations with immature
record-keeping practices are more likely to require examination This is the point where things normally break down. Many
or disclosure of all e-mail accounts, shared drives, and even back centralised records teams attempt to overlay traditional archival
up tapes. This leads to a significant increase in organisational approaches for records management and storage on team
expenses when legal proceedings do occur. processes, including function/activity classification. This is
overkill and more importantly, without draconian enforcement
According to the UK records boffin James Lappin, the ISO15489 measures such a prescriptive approach to record-keeping is
records management standard still provides the best doomed to fail.
technologically neutral description of how record-keeping
systems need to work. The standard outlines five key tasks of a All that is really required is to identify:
reliable record-keeping system: (a) the correct baseline retention period for team work and
1. Routine and comprehensive capture of all records arising from (b) any broad exceptions that warrant specific handling.
activities that it covers For example – if a team’s records fall within 10-15 classes that
2. Act as the main source of reference for the activities it covers all have a similar retention period, the actual classification is
3. Link records to the activities from which they arose essentially irrelevant. Since storage is cheap and management
costs are expensive, “rolling up” all of these classes to a single
4. Protect records from amendment or deletion retention period achieves the same goal in a pragmatic way that
5. Preserve access to records over time respects the time of staff.
As Lappin explains, when record-keeping was predominantly a Central governance should be limited to noting the group that
paper-based exercise it was feasible to institute control points owns each information space to maintain business continuity
in centralised delivery operations: the mail room, the typing (even when restructures occur) and the agreed top-level
pool, and the file registry. Each applied appropriate governance retention arrangements. Function and activity classification to
controls as paper documents were moved around. retain traceability to the organisation’s disposal authority can
However with the rise of electronic record-keeping, these then be managed behind the scenes.
centralised points of control have been lost. Modern Beyond this simple piece of governance, day-to-day handling of
organisations use distributed information flows that bypass any content in these broad spaces should become the sole
attempts at central governance. prerogative of the team. At the end of the day, record-keeping is
Radical rethinking is required. There are three basic approaches about making business work better. The only path to sustained
with a reasonable chance of success in achieving compliant records compliance comes from teams being able to adopt
record-keeping in a modern organisational environment: processes that they value. Government records teams need to
transform their thinking, working to make a sustained switch
• Stage-gate record-keeping: Set up processes that require
from “big brother” to “trusted partner”.
information to be sent to a compliant ___location before work can
proceed. This approach captures the correct, minimum set of Stephen Bounds is the Executive of Information Management at
necessary records but may be seen to add transaction costs. Cordelta, a Canberra professional and management services firm.

Image & Data Manager | 5

Are ‘Confidentiality Notices’ at
the end of emails pointless?
By Gavin Adkins, Lawyer, Senior Associate, In relation to Key Logic’s attempt to rely on the confidentiality
notice at the end of each email, the Delegate found as follows
Griffiths Hack Lawyers (at [46]):
A recently published decision of the Australian
I am not persuaded that the confidentiality notice at the bottom of
Designs Office suggests that the automatically the email has the effect submitted by the Owner. Case law on the
generated ‘Confidentiality Notice’ in the footer to your effectiveness of such notices is scant to say the least. Nevertheless,
email may not always be effective. it is apparent that notices of that type are added almost universally
In Sun-Wizard Holding Pty Ltd v Key Logic Pty Ltd [2017] ADO 8, by businesses as a matter of course beneath the signature blocks of
Sun-Wizard made a third‑party request for examination of Key their emails regardless of the content of the email to which they are
Logic’s registered and certified design for a “Solar bollard”. appended. It is unlikely that any recipient of an email in a business
Following the submission of evidence by both parties, the mat- setting reads beyond the signature block every time they receive an
ter was heard by a Delegate of the Registrar of Designs. email. It is far more likely that they never read beyond the signature
Sun-Wizard relied on two emails with attached images as block. While a recipient is likely aware that there is probably such a
invalidating prior publications of the design. During the oral notice lurking there—should they happen to turn their mind to the
hearing Key Logic conceded that the images attached to the question—the ubiquitous presence of such notices means that they
emails were of the design. Therefore, the decision turned on are unlikely to have the effect asserted by the Owner, regardless
whether the emails were publications, that is, made available to of the nature of the material either in the email or attached to it. It
member(s) of the public without any restriction as to secrecy or seems to me that in cases where what is contained in emails is truly
confidentiality. confidential, and a sender wishes to make that known, a confiden-
tiality notice at the beginning of an email is far more likely to be
Key Logic submitted that the contents of the emails and the effective in importing an obligation of confidence to the recipient.
attachments “were confidential and received in circumstances
importing an equitable obligation of confidence”. It is possible that the confidentiality notice might have
provided more assistance to Key Logic had the circumstances
Each of the emails was sent to “All EXlites Associates”. been different, for example, if the number of recipients of the
Exactly how many recipients this constituted was unclear, but email messages was more confined.
it was apparent that most of the recipients were sellers of Key In any event, the presence of a confidentiality notice in its email
Logic’s products. Each of the emails included after the footer does not appear to have caused Key Logic any detriment.
signature block, in a smaller font size, a confidentiality notice in Accordingly, there does not appear to be any need to delete
the following terms: the confidentiality notice from your email footer as a result of
Confidentiality: This E-Mail is from EXlites. The contents are this decision, but be aware that the usefulness of such a notice
confidential and are intended only for the named recipient. The might be limited. Key Logic has lodged an appeal with the
recipient is hereby notified that any use, copying, disclosure or Federal Court of Australia.
distribution of the information contained in the E-Mail is strictly Gavin Adkins is a patent attorney whose practice now centres
prohibited. If you have received this E-Mail in error, please reply around IP litigation (patents, registered designs and trade marks)
to us immediately at [email protected]. Please delete the and commercial legal advice.
document from your E-Mail system.

MinerEye launches AI-Powered Data Tracker

MinerEye Data Tracker is a new, AI-powered governance with fast deployment (120TB is managed by a single virtual
and data protection solution, that promises companies the machine) resulting in an exponential ROI for our clients,” says
ability to continuously identify, organise, track and protect vast Avidan
information assets including undermanaged, unstructured and MinerEye promises to immediately save millions in data stor-
dark data for safe and compliant cloud migration. age costs, fast-track cloud migration, and continuously protects
“Companies cannot protect, manage or utilise information against security breaches and ensure regulatory compliance –
they can’t find,” said MinerEye CEO and Co-Founder Yaniv especially GDPR. Data Tracker helps companies consolidate
Avidan. internal file server data into OneDrive as part of Office 365 and
“Using our Interpretive AI, MinerEye fuses computer vision Azure adoption by swiftly identifying, classifying, tracking and
and machine learning to track information at the byte and pixel downsizing the on-premise data before and after it moves to
level, which no other solution has achieved.” the cloud. It integrates with Azure Information Protection to
MinerEye claims most data tracking and classification automate the propagation of labelling and protection to under-
technologies categorise data based on descriptive elements managed and unstructured data.
such as file size, type, name and ___location. Using AI, and a small MinerEye classifies and mediates the movement of current
number of exemplar files, MinerEye learns, detects, and and legacy data and eliminates redundancies while continually
categorizes unspecified types of information. For example, it monitoring both cloud and on-premise repositories.
can detect and group sensitive contracts, customer complaints, MinerEye tailors automated classification capabilities to cur-
log files, corporate videos, or legacy employee information. rent data security controls, ensuring consistent and comprehen-
“In addition, DataTracker is easily installed and maintained, sive classification of all essential data.
with no agent and insignificant network and CPU footprint, https://minereye.com

6 | Image & Data Manager

 Take the data. Leave the paper.

Capture data from any documents, from structured forms and surveys
to unstructured text-heavy papers.
Mobile Capture
Captures content from document images and photos
via tablets and smartphones for instant integration into
organizations’ business processes.

Document Archiving
Captures paper documents and converts them into searchable
digital files that include metadata, and which are optimized for
digital archiving and records management processes.

Accounts Payable Automation

Automated invoice processing can help make AP
departments more productive, and offer significant potential
for immediate savings and fast ROI.

Mailroom Automation
Replaces time and cost consuming manual work for input-
management by digitising, sorting and intelligently routing
all incoming mail in one smart software application.

Document Classification
Automatically identifies various types of documents based
on their layout, text or images.

Forms Processing
Automates data extraction from paper forms (e.g. credit
card applications, questionnaires, damage reports, etc.) to
reduce manual processing costs.

• Reduce document and • Fast ROI — usually 3 • Optimisation of data

data related Costs — to 6 months quality
usually by 50% • Increase Visibility • Reduce Operational
• Accelerate Transactions and Control Costs

ABBYY Australia: abbyy.com.au • +61 (02) 9004 7401 • [email protected]

IP Australia meets Metadata Challenge • IP Office of priority country
• Priority application number/number assigned to priority
Semantic Sciences has published details of a Metadata
application
Extraction Project for IP Australia, the Australian Government
agency responsible for administering intellectual property (IP) • Divisional application numbers (parent/child applications)
rights and legislation relating to patents, trademarks, designs The screenshots below showing the original patent document
and plant breeders’ rights. followed by the metadata extracted from historic patent
IP Australia had 390,000 historic patent documents, dating back specifications:
to 1904, with little or no metadata. It was impossible to search With Sintelix, IP Australia were able to successfully extract
through them effectively. IPA asked Semantic Sciences to extract metadata from 390,000 patent specifications within 6 weeks,
items of metadata using the extraction capabilities of its Sintelix meeting the tight deadline and delivering the required level of
Text and Data Analytics Software so that these records would be accuracy.
accessible to clients. “The project was organised in two stages: a proof of concept
Many of these documents were only available in hard copy and and a main delivery, with a decision gate in between. The results
some of them over 100 years old, in black and white and of IPA received from the proof of concept were good and achieved
moderate quality. Using OCR, these documents were converted within a very short period, so IPA authorised the main project
into a PDF format, creating new opportunities for storage and to proceed. Its timelines were tight (6 weeks) and required high
analysis. accuracy,” said Veena Bhat, Patent Search Capability Coordinator,
IP Australia’s Project Requirements included: IP Australia.
• Capture/extract bibliographic fields from OCRed patent records “Semantic Sciences Research provided IPA with visibility of its
and specifications from 1904 to 1979. progress via online access to progress reports with drill-down
to the source and processed data provided from its Sintelix
• Provide IPA with captured/extracted data in a specified
software platform.
structured XML format
Sintelix provided a solution to IP Australia’s challenges within 2 “Delivered results were excellent. A field accuracy of 99.7% was
months by: achieved, which is significantly greater that IPA would expect
from human transcription. The project was performed on time
• Extracting and transforming existing patent specification
and on budget.
documents into 390,000 PDF documents;
“IP Australia enjoyed a positive experience of working with
• Loading those documents into Sintelix;
Semantic Sciences Research and using Sintelix. The company
• Normalizing and extracting information from those documents, met our procurement and performance expectations for service
creating 390,000 xml files; and providers. We valued Semantic Sciences Research’s timeliness,
• Placing the metadata back into IP Australia databases in a responsiveness and proactivity.”
searchable and easy to analyse format, making records A free trial of Sintelix Text and Data Analytics Software is available
accessible to clients. at https://sintelix.com/trial/
With Sintelix, IP Australia were able to transform a significant
amount of data, extracting a large amount of information,
including:
• Filing date (lodging or lodged date) of patent specification
• Invention title
• Applicant(s) name
• Inventor(s) name
• Agent’s name
• OPI date
• Filing date of basic application/ priority application

8 | Image & Data Manager

Queensland win for Citadel SaaS The selected partners are InterSystems, a global leader in health
information technology, and Umbrellar, a New Zealand-based
Citadel has signed a major new hosted SaaS information Cloud computing company that specialises in digital
management contract with a large government organisation in transformation. MercyAscot has selected InterSystems TrakCare
Queensland. The contract incorporates migration to the electronic medical record (EMR).
Citadel-IX cloud platform, 24/7/365 premium support,
“Through the implementation of TrakCare, MercyAscot will
integration to business systems and the Kapish Productivity
transform care delivery and streamline operational and clinical
Suite. The contract is for 10 years, supports over 7,000 users,
processes,” said Kerry Stratton, Managing Director Asia Pacific at
and is expected to manage over 25 terabytes of data. Citadel’s
InterSystems.
solution leverages the Microsoft Azure cloud platform, and adds
to last year’s 12-year Citadel-IX contract with the Queensland “TrakCare will enable clinicians at MercyAscot to make informed
Department of Transport & Main Roads (which also allows other decisions more quickly and improve safety, efficiency and
state agencies to join under the same commercial terms). patient experience.”
In addition to these two large contracts, Citadel has also added MercyAscot knew it needed to leverage cloud computing
over 3,000 other state and local government users onto the capabilities to deliver benefits in interoperability, potential
Citadel-IX platform, including: Victorian Department of Treasury long-term scalability, and a data platform with the capability to
& Finance, NSW Office of Sport, TAFE NSW, Baw Baw Council and unlock actionable insights from patient data.
Surf Coast Council. “We are excited that, by working with our staff over two years to
Citadel CEO Darren Stanley said: “Citadel continues to scope this project and understand their needs, and by engaging
commercialise its IP across key markets, and our focus on ‘cloud with these two expert providers, MercyAscot has been able to
first’ initiatives is driving this growth. Citadel now has over achieve this key milestone.
24,000 users signed up to its Citadel-IX platform and premium “We are starting recruitment for three pivotal project, technical
support service, which compliments the 110,000 on-premise and change management positions to guide our digital
Government clients and over 45,000 users we support on our transformation. We expect to launch this project in January
proprietary IP systems in Health.” 2019 and look forward to its full realisation in a couple of years,”
“Our partnership with Microsoft to deliver Citadel-IX and other says Dr Sparkes.
innovative technology solutions, such as our world-leading
citizen safety application ‘Keep Us Safe‘ on Azure AU Central,
Maddocks adopts Luminance AI
provides effective secure information management solutions Law firm Maddocks has adopted Luminance’s machine learning
to organisations in support of their digital transformation and technology to streamline the due diligence processes at the
efficiency programs.” Australian firm.
Citadel was also recently award a $A2.4 million contract to The firm selected Luminance due to its ability to significantly
provide collaboration services to the RAAF in NSW with two reduce the amount of time spent on a due diligence review
projects of similar scale in the pipeline for FY19. compared to typical manual methods. In particular, Maddocks
The Company’s focus on higher education is delivering results, valued the platform’s unsupervised machine learning
with work as the core supplier of collaboration technologies to capabilities, which identified new clauses, similarities and
Deakin University commencing earlier this year. Whilst the differences within contracts in the data room from day one of
contract is valued at $A12 million over three years, other the pilot.
advisory and logistic support services are now being provided “We have been looking for an AI tool to help assist with the
that will provide a material uplift to this expected revenue. streamlining of our due diligence processes and Luminance
The second year of Citadel’s engagement as the core technology provided a good solution for us,” added Ron Smooker, Partner at
partner for Monash University has now been completed, with Maddocks.
technology successfully delivered into over 800 collaboration “The platform provides our lawyers with an instant insight into
spaces valued at $A24 million. the data room, allowing them to structure our review and deliver
“The pipeline of opportunities in our key growth sectors of considerable time savings and efficiency gains compared to a
eHealth, Defence and National Security are continuing to grow, manual review alone. We’re looking forward to exploring the
exceeding historical run rates, and strengthen confidence in our opportunities Luminance can deliver in our business and pass
outlook. Our growing SaaS portfolio and user base are these benefits on to our clients.”
providing strong recurring results and our continued Luminance applies machine learning technology developed by
investments in innovation and talent will further support our mathematicians from Cambridge University. The platform reads
valued clients”, said Mr Stanley. and understands legal documents in a similar way to humans,
coping with volumes and working at speeds that no human can
NZ Healthcare provider tackles match. The technology instantly sorts and classifies documents
application unification while highlighting possible anomalies for lawyers’ review.
Top-tier Thai firm Weerawong, Chinnavat & Partners has become
MercyAscot, one of New Zealand’s leading private healthcare the first law firm in Thailand to deploy Luminance’s technology
providers, has signed contracts with two IT providers, to improve the efficiency of their contract review. This follows
InterSystems and Umbrellar, in a major step towards replacing the opening of Luminance’s office in Singapore and shows the
and extending its existing patient administration and clinical growing demand for the technology in the APAC region.
information systems.
Weerawong C&P is one of Thailand’s largest independent firms,
“When we saw the need to replace our administrative and with a team of 15 partners and more than 85 lawyers.
clinical systems, a central element in our Digital Health strategy,
we wanted a unified system that would help improve delivery of Chinnavat Chinsangaram, Senior Partner at Weerawong C&P
care for our patients while enabling our clinicians and other staff said, “We are a firm that embraces innovation and we achieve
to perform at their very best. We wanted a long-term results for our clients by implementing strategies that have not
partnership with providers who could offer thought leadership been previously approached.
and support, to help us to digitally transform,” says MercyAscot "Luminance allows us to transform our due diligence processes
Chief Executive Dr Geoff Sparkes. to create a more efficient system and deliver an even better
service to our clients.”
Image & Data Manager | 9
Insurer’s RPA and AI Success Story
by Mina Deckard, UIPath intelligent RPA solution managed to lower the cost per
Use cases demonstrating the successful merger transaction by a whopping 91%. Quality of information has
improved drastically and is virtually error free. The UiPath Robot
between Robotic Process Automation (RPA) and
accesses the email source, interprets the content contextually,
Artificial Intelligence (AI) are scarce today, but some classifies and files all the necessary documentation, extracts
fast-moving companies are changing that. Hollard, relevant data and updates necessary systems, interacts with
South Africa’s largest privately-owned insurance the human users to complete specific instructions and finally
group, is one such audacious organization where the delivers confirmation once the process is complete.
transformation journey has not only begun, but is Thanks to the Robot’s ability to process data with more-than-
already showing the benefits. human accuracy, the workflow error ratio is now drastically
One year ago, Hollard mandated LarcAI, an intelligent solutions improved, guaranteeing full compliance.
provider, to come up with a way to help the company drive new “The adoption of UiPath technology into the Hollard document
efficiencies in an area where complex, non-routine business flow has made substantial differences in the way data is being
activities were being performed. processed. UiPath allowed Hollard to implement intelligent
Hollard was faced with a volume 1,5 million emails per year robots with the ability to learn as people do - only faster in order
coming in from the broker community. The content of this to become invaluable assistants in the document processing
communication, including attachments, needed to be flow. The data that is passed between systems is more accurate.
interpreted and classified in order to carry out the instructions The wait time for document processing has been reduced. There
required to process each case. Mounting backlogs represented is great satisfaction in adopting the automation by staff because
a big problem, along with the challenge of completing the of the easy nature in which UiPath is used,” said Uven Pillay,
workflow in compliance with Service Level Agreements (SLAs) Head of Strategic Projects at Hollard.
and specific regulatory and statutory provisions. Both the relationship with brokers and Hollard’s own employees
Core values of the Hollard operations required the solution to have improved significantly. This was particularly owed to the
remain customer centric in all aspects and to provide improve- staff’s positive attitude towards automation. They were the first
ments without affecting the morale and sentiment of the staff to attest to the benefits: their work experience flourished as the
pressure posed by the high volumes of processing have
LarcAI turned to UiPath for a solution involved machine diminished considerably.
learning, natural language processing, intelligent OCR and
analytics capabilities, blending into a single user interface with In The Economist's latest issue focused on AI, it's estimated
the expert capabilities from Microsoft Cognitive Toolkit, IBM that while 85% of companies think AI will offer a competitive
Watson and ABBYY. advantage, only one in 20 is “extensively” employing it today. In
a sense, AI is everything that RPA is not.
“In the AI field where we are employing robots to do the work
of humans, open architecture tools may prove very valuable AI requires more thoughtful consideration, takes longer to
as communication between robots, humans and systems will implement and is costly, often involving extensive configu-
be vital. The open platform and architecture of UiPath allow for ration. That is why RPA’s ability to quickly and easily integrate
communication between legacy and newer systems that was with other digital competencies and rapidly scale business
previously not possible without many hours of analysis and processes needs to be paired with AI’s ability to emulate human
code. An AI and robotic solution is the way forward and UiPath judgement. And that is why UiPath’s strategy to build a thriving
allows us to pave that road," said Jannie Strydom, CEO LarcAI. ecosystem of expert RPA and AI capabilities around–and into–its
core Enterprise RPA Platform is the way to go.
The results were outstanding. Not only did the automation
remove backlog risks, but processing is now performed in real Would you like to know more about UiPath's intelligent OCR and
time, with 98% of cases being dealt with autonomously by the NLP capabilities? Watch the webinar with ABBYY at https://www.
software robots 600% times faster than before, saving around uipath.com/webinars/leverage-cognitive-understanding-of-con-
2000 work hours per month. As part of the objective, the tent-with-intelligent-ocr-and-nlp?

RPA delivers real cost savings for FSIs: IDC

Early adopters of Robotic Process Automation (RPA) in We expect continued growth in the next 2–3 years as more in-
the APAC region are reporting costs savings in the range of stitutions appreciate the overall quick-to-realise benefits, more
30–60%, according to a study by analyst firm IDC Financial use cases are presented in the market, and better and advanced
Insights, although the majority of deployments are yet to product propositions are made available by RPA vendors."
include advanced automation techniques such as cognitive Apart from cost savings and fast implementation time, these
technologies and advanced analytics. institutions can reduce the turnaround time to complete a pro-
The IDC Financial Insights latest report titled Robotic Pro- cess significantly – early indicators point to a reduction of turn-
cess Automation in Asia/Pacific Financial Services: Key Learn- around time by 50% – 90%.
ings from 10 Early Adopters identifies the top early adopters of The majority of RPA deployments in the region have been at
Robotic Process Automation (RPA) as seen in Asia/Pacific the basic level of automation.
(excluding Japan) banks and insurance companies. The report "The real game changer for FSIs will be the use of cognitive
highlights a list of financial services institutions (FSIs) such as RPA, where cognitive technologies and advanced analytics are
ANZ Bank, DBS Bank, and Prudential Life Assurance. combined with RPA. With its ability to deal with data from
Michael Araneta , Associate Vice President of IDC Financial multiple and disparate sources, cognitive RPA can deliver by
Insights Asia/Pacific, says, "Aside from the 10 early adopters, designing and launching on-demand, usage-based products that
we note of many more implementations at the pilot stage in align with current market expectations,” says Sneha Kapoor, Se-
2018, with other FSIs fervently waiting to take their first step. nior Research Manager at IDC Asia Pacific.
10 | Image & Data Manager
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shaping tomorrow with you

 ECM
NEXT GENERATION

Content Analytics
Machine Learning
Intelligent Capture

12 | Image & Data Manager

By Alan Pelz-Sharpe accepts that there will be multiple workflows and integration
points in play within a single organisation.
When any technology sector becomes ‘mature’ it gets Again, rather than one workflow system optimized for one
into a rut. It’s as if there is a collective question of repository there will be multiple and (sometimes) competing
“Why change things, aren’t we are all doing just fine?”. automation and process systems.
Even so, over the past few years, things have begun to In our architecture outline, 2.0 also extensively utilizes traditional
change, and the fundamentals of how an optimal ECM content analytics, AI and ML (and in some cases Deep Learning)
system might work in the future are being reimagined. at three layers in the stack.
The change in our opinion at least is due to interest in the
potential of:
Corpus Analysis
• Artificial Intelligence and Machine Learning Most established firms have millions (in some cases billions) of
stored historic documents sitting in legacy systems and
• An increased regulatory burden
document repositories.
• Easy access to cloud storage and distributed processing
Few have any real insight into what is in these documents or
capabilities
what value (or risk) that these documents carry.
• The need to manage, route, and control multiple sources of
Machine Learning and Deep Learning systems can be trained to
inputs
analyse this corpus of data for legal discovery, the identification
• Managing an overwhelming amount of unstructured data of risks, duplicates, and redundancy.
• Increased need to process and act on data quickly
• The cumulative cost of storing large volumes of unmanaged
Active Analysis
and access data Active files and documents in ECM 2.0 leverage machine
• The move to API and service-based architectures learning to ensure that intelligent capture, document
classification, summarisation, and insight are applied.
Together these factors provide a tipping point for new technical
approaches to manage and draw value from both active and It’s here that we see most of the current activity in the market
dormant files to emerge. occurring, whether that be to improving capture efficiencies
or simply applying accurate classifications to meet increasing
The fact is that first generation ECM, Document and Record
regulatory oversight needs.
Management systems were all proprietary systems built around
the idea of a single repository. Activity Analysis
Or as marketers like to call it ‘a single source of truth’, one
Though to date, external activity analysis has been primarily the
repository to rule them all. But the world has moved on, content
concern of web content and There is a growing interest in
resides in multiple repositories, in the cloud and on premises.
analysing who engaged with the content, how they engaged
Our attempts at corralling everything into one place has failed.
with the content and when, and in the process
It’s time to approach the problem from a different perspective. extracting key business insights.
So we thought it would be a good idea to provide some It’s also worth noting that Blockchain (aka distributed ledger
structure for this change in approach from ECM 1.0 to 2.0 and technologies) will likely play a key role in the future of ECM.
we came up with this diagram. Blockchains are more than BitCoin and money laundering, they
can provide an indisputable and immutable
(never to be changed) audit trail of every
activity and action that a piece of content or
file undertakes.
It’s early days but we know of many vendors
and buyers of ECM technology that are
actively and enthusiastically exploring its
future use.
So, in summary ECM 2.0 opens up a range of
possibilities to leverage the rich, yet
currently unloved legacy silos of data
organizations have accumulated, whilst also
extracting more value from new content and
automating more activities down the line.
The shift will be a major but worthwhile
undertaking, and it will play out over many
years. But do not be overwhelmed, as in
many cases, the first step may just be simply
moving your files to cloud storage.
For as the Chinese saying goes, a journey of
a thousand miles begins with a single step.
Carpe Diem!
ECM 2.0 If you would like a copy of our new report “Intelligent
ECM 2.0 systems in the future will take a contrary position to the Information Management – from ECM 1.0 to 2.0” send us an email
1.0 systems that focused on the importance of a single at [email protected]
repository.
ECM 2.0 systems will take for granted that although some Alan Pelz-Sharpe is an industry analyst with extensive experience in
business documents and files may be closely managed in a information & process management working with businesses and IT
closed repository, most will not and never will be. 2.0 also executives to analyse and define needs and priorities.
Image & Data Manager | 13
Realising a Vision for 21st Century ECM
By Ralph Gammon
In today’s market, traditional ECM functionality is
table stakes. According to noted IT market
consultant and Crossing the Chasm author Geoffrey
Moore, enterprise content management (ECM) has
historically been classified as a system of record. And
because most organizations have already made their
investments in these types of back-office applications,
Moore believes there is little competitive advantage
that can be gained by throwing more money at
them. Instead, Moore suggests that going forward,
successful businesses will focus their IT investments
on improving their “systems of engagement.”
Systems of engagement are applications that manage
interactions. These interactions can come from outside sources, Workflow technology can be used to create connections
such as vendors, customers and partners, or internal sources like between systems of engagement and systems of record,
employees. In an Internet-connected world, where real- time ensuring compliance and data verification, as well as more
response is increasingly expected, effectively managing these efficient interactions, which should lead to improved
interactions can make or break a business. How fast an transactions, processes and business results.
organization responds to a query can mean the difference Because of their intelligence, modern e-forms can be designed
between a making a sale and losing a customer. once and optimized to display on whatever type of device they
According to an onboarding study conducted by Cornerstone are being accessed on. They can also be packaged in mobile
Advisors for the banking industry, only 10% of potential apps. Because of their versatility, e-forms can be utilized by
customers who start a new account application process finish internal sources like call centre employees, as well as external
it.1 Obviously, current systems of engagement could use some users like customers and partners.
improvement. One way of doing that is by effectively In addition, because they can be created within an ECM
connecting ECM systems are designed to serve as repositories application, they can be attached directly to a workflow. This
for managing unstructured content like documents, e-mails and eliminates the extra step associated with collecting traditional
other records related to transactions. According to Moore, ECM, forms and running them through a capture application.
enterprise resource planning (ERP) and customer relationship
management (CRM) applications are used to “capture every Capturing data from traditional forms can also be manually
dimension of our commercial landscape, from financial intensive, while e-forms data is automatically captured when the
transactions to HR to order processing to inventory forms is completed.
management to CRM to supply chain management to product Workflow kicks in after a document is captured or an e-form is
lifecycle management, and on and on.” submitted. It determines how the forms will be processed. For
Obviously, these systems contain vital business information, example, an insurance claim might be automatically routed to
which is often needed to successfully complete transactions a claims adjuster for review. Which adjuster receives it might
initiated through systems of engagement. depend on the amount or type of claim. A claim cannot be
settled until its workflow has been completed and data has
And, what good is a system of engagement to a business if it is been entered into an adjudication system.
not leading to a transaction? The definition of “transactions” can
vary based on market, but they include signing up new Like a traditional ECM system, the adjudication system is
customers for services, selling products or just capturing regarded as a system of record. Because ECM systems have
information that can be used for future product marketing historically had to connect with other systems of record, as well
decisions. as ingest information (through capture) from outside sources,
they make an ideal bridge between systems of engagement
Building a Bridge and systems of record. And workflow represents the network
through which information can flow between both sides.
Capture and workflow represent two key elements of ECM -
especially if it is going to be leveraged to improve systems of Let’s look at the example of a mortgage application. The system
engagement. Historically, capture applications have been used of engagement might be an e-form accessed through a bank’s
to manage the input of scanned and electronic documents, as mobile app. The mobile app might also include functionality
well as their associated metadata, into ECM. Once this input is that enables the user to take a picture of any supporting
ingested, workflow is used to route it to the appropriate documentation like W-2s and other tax forms.
destinations. All this is submitted to an ECM system, which could
While effective at what they do, most capture applications automatically audit the package for completeness and then
account for only a small number of the potential input avenues either ping the applicant for additional information or pass it on
associated with systems of engagement. Especially as more to an underwriter for consideration. At the same time the
Millennials who grew up depending on computers enter the documentation is being stored for regulatory compliance.
workforce, traditional forms will continue to become a less The metadata could also be analysed and used to determine
popular means for collecting information. Rather, Web sites, the likelihood that a loan would be issued. If the likelihood falls
mobile apps and new types of means for electronic above a certain threshold, based on business rules, workflow
interaction will continue to evolve and replace paper forms as could be used to notify the customer of their impending
the standard for doing business. As a result, e-forms are clearly success, while feeding the data into a loan origination system,
the wave of the future. where it will receive a final review. This type of automated
workflow could be used to reduce the time it takes to secure a

14 | Image & Data Manager

 customer from days to a matter of minutes. In addition, it can that workflows be able to change with them. For example, what
ensure that the entire loan process is in compliance with regula- if in response to a Tweet that has gone viral, a bank receives
tions. an explosive volume increase in online loan applications? Or a
The bottom line is that leveraging ECM to connect systems of natural disaster overwhelms an insurance company’s mobile
engagement with a system of record addresses multiple hot claims channels? To best serve their customers and prevent
points: bottlenecks, these organizations are going to require workflows
that can be adjusted on the fly.
• It creates a smooth flow of information between the two
systems. In relation to workflow, a modern ECM system also needs a
strong data analytics component. This will enable users to
• It enables the system of engagement to take full advantage
determine when their workflows need to be changed.
of information stored in a system of record for purposes such as
data completion and verification. Because if you don’t know that something is backed up or
non-optimized, it’s In addition, workflow analytics can be used
• It can ensure that only transactions with a complete set of
to help manage other applications. For example, to optimize
information are ultimately submitted to a system of record,
its accounts payable system, it helps if an organization knows
reducing the risk of non-compliant transactions and the number
how much the invoices that it currently has in process are worth
of exceptions that have to be dealt with downstream.
and when those amounts are due for maximizing early pay
• It increases the speed transactions are completed, which discounts.
improves customer service, whether the “customer” is a
A modern ECM system should also be cloud-based. This will
consumer, patient, student, business partner, internal
enable it to meet the increasing desire of businesses to license
employee or anyone else. This encourages more return business
hosted applications, which reduces the burden on their IT
and reduces the number of lost customers, offering a better
departments while increasing their deployment flexibility.
return on marketing investments spent cultivating those
Today’s ECM also needs to be able to run across multiple devices
customers in the first place.
and OS to meet increasing diversity in these areas.
A Future Vision for ECM That all said, an organization also wants all the functionality of a
traditional ECM application. This includes capture, search,
So what should the next generation of ECM look like? security and records management — as well as e-forms to help
Obviously it needs to have a strong workflow component. users capture documents before they are even printed.
Workflow is the glue that connects multiple steps in a process. FileBound, a member of the Upland Software family of
Historically, workflow has primarily been deployed within ECM enterprise work management applications, is offering all this as
to manage back office processes which rarely change. But, as part its ECM application.
workflow moves closer to customer engagements, it needs to
become more flexible. This will help it address the constantly Ralph Gammon is the editor and publisher of the Document Imag-
evolving nature of systems of engagement — which require ing Report newsletter, as well as the Document Imaging Talk blog.

Automate your business

with intelligent workflow.

+ Workflow Automation

+ Document Management

+ Electronic Forms

+ Analytics

+ Integration

filebound.com.au
On-premise, Cloud, or Hybrid?
Which ECM is right for you?
By Milan Vukovic and the vendor will take care of service reliability, security and
As a way of capturing, managing, storing and maintenance for you.
delivering content and documents, an enterprise Low upfront and ongoing costs - Because it is a managed
content management system (ECM) can be worth its service, you can count on the vendors to keep an eye on security
and upgrades, and focus on running your organisation.
weight in organisational gold.
Cons: Less flexibility - The ECM can’t be customised to your
Traditionally, document and content management was done
specific needs, because it’s sold as a set package.
using an on-premise ECM, but the emergence of cloud
technologies expands the ECM offering to cloud or hybrid, Reliance on vendor - The data delivery really depends on your
combining the best of both worlds. You now have to choose a ECM vendor and internet provider. If they’re having technical
suitable ECM and one of two deployment options. issues, so will you – until the issue is fixed.
But which type of ECM is right for your business? Will an Contract-based - Because you are working with a vendor, you
on-premise solution be the best fit, or is a cloud-based ECM are probably locked into a contract for pricing and service. If you
better for your business? want to switch vendors, you have to wait until the contract is
over.
Or maybe a mixture of both? Here we’ll discuss what you need to
know about on-premise, cloud-based and hybrid ECM solutions Cloud-based ECM systems are good for:
to help you make the best decision. • Small-to-medium sized businesses and other companies that
don’t have the facilities to house servers, or the budget to hire
On-premise ECM specialised staff.
Like most technologies, ECM systems were traditionally kept in- • Industries who serve remote customers.
house. That’s still an option – it really depends on your • Industries who work online or on-the-go.
requirements.
Security is often cited as an issue when it comes to cloud-based
Pros: Regulatory Compliance - Enforcing regulatory services. However, this is usually not a technology issue, as many
requirements is easier compared to cloud due to complete vendors are able to offer companies a private cloud option for a
control of the environment. premium.
More control - Your IT department can continuously develop it Instead, security is more of an internal process issue. The AFR
to meet your specific needs, rather than those of your vendor. reports that while 50% of data held in cloud-based systems is
E.g. integrations with other systems can be relatively simpler considered sensitive, 90% of Australian executives said they
over the intranet. believed people within their companies were using systems in
Cons: Up-front cost - An on-premise ECM requires a significant violation of their approved policies.
up-front cost in terms of IT staff and hardware.
Ongoing costs - The total cost of ownership of an ECM can be
Hybrid ECM
more expensive than a cloud-based solution, due to the cost of A hybrid ECM system combines the best of both worlds to suit
maintaining and updating the supporting infrastructure. Also, your organisational processes.
you may need to hire more IT staff. For example, you could keep confidential and priority systems
On-premise systems are great for: on-premise, and have it automatically push data through the
• Enterprise businesses that have the facilities and resources for a cloud for remote or mobile staff.
large IT department. That way, you could have a document created internally, sent
• Organisations who process high-volume and large content files to the cloud for external feedback, and returned to original user
(think HD video or large and lengthy documents). to sign-off. Once documents are processed you can keep them
stored in the archive (since you will rarely need to access them
• Industries with demanding needs for information security and
again).
therefore need more customisation and greater control
(especially when security threats are a daily issue ). Pros : Allows you to meet the compliance needs of your specific
industry while allowing remote staff to be efficient. Good for
• International organisations that need more customisation
collaboration and review.
because they deal with more than one monetary system or tax
scheme. Cons : Can be complex to set up and test. You’d have to consider
the total cost of ownership of both systems.
Cloud-based ECM So, what kind of ECM do you need? The type of ECM system you
The cloud is fast-becoming the norm for Australian need really depends on the specific needs of your
organisations. In fact, technology that allows organisations to organisation. Besides regulatory compliance, there are a bunch
run their systems in the cloud is a major reason why Australian of other factors that you need to consider. How can you keep
technology spending is projected to grow to $84.8 billion this your ECM secure and accessible at the same time? Have you
year. But like all things, it has its strengths and weaknesses. considered things like disaster recovery and backup? To make
sure you’ve considered everything, download our ECM checklist
Pros: Ease of access - For remote workers all you need is an – the complete guide to finding the right ECM for your business.
internet connection – and you won’t run into intermittent
connectivity issues like those often experienced on a VPN. https://offers.kyoceradocumentsolutions.com.au/checklist-
enterprise-content-management-ecm-system
Also, modern ECMs support smart devices for your mobile
workforce . Milan Vukovic is Product Manager - Solutions at Kyocera Document
Solutions Australia.
Less hassle - There’s no need to for hardware or storage space,

16 | Image & Data Manager

A Strategy for Search – the key to
an effective Digital Workplace
By Marcus Dervin everything on their desktop.
An oft-quoted statistic has information workers Like most things in the Digital Workplace, search is an area
spending 1.8 hours each day or 9.3 hours per week where early planning delivers dividends. The more help you can
searching for information. If you are in a team of five, give your intranet or collaboration platform to deliver expected
results, the more accurate your search outcomes and the more
this equates to one of you making about as much
satisfied people will be.
progress as if they spent the day at the football.
Help people find what they need by:
Before everyone volunteers for this job, it’s worth taking a look
at search from the perspective of a Digital Workplace, as this is 1) Encouraging Search – place it front and centre, and make it
often a significant source of: available from every page. With both SharePoint Online and
on-premise, you can create a different user interface for search
1) Essential information in the form of templates, policies, staff that is more relevant for users.
profiles and project status reports; and
2) Creating relevant Search filters. Rather than relying on out of
2) Frustration driven by irrelevant search results, out of date the box filters like date range and author, create filters people
content, duplicates and absent authors. can relate to. Use data visualisation to make searching easier
Effective information sharing is invariably a key goal for new such as creating a map as a refiner instead of a list of city names.
Digital Transformation projects and one that must deliver from 3) Shortcuts: Give people the ability to search in different ways
launch if staff are to engage successfully with their new intranet through your Information Architecture. For example
platform. megamenus can link directly to information without too many
Even with the best data hierarchy in the world, the fastest way to clicks, or custom search functionality can sift through legal
locate relevant documents is often through search. documents only.
4) Displaying Templates are reusable HTML designs you can
build to show Search Results in whatever design you wish. Slick
presentation breeds user confidence.
5) Managing content from day one: multiple copies of the same
file, out of date content and no approval process in place for
critical documents or pages make it harder to search. Set up
managed metadata or tags to filter results early on and
communicate these throughout your organisation. Ensure teams
know to store documents in libraries and link to them instead of
keeping them in Yammer streams for example.
After launch, the work continues. In a recent CMSWire webinar,
H&R Block Intranet Program Manager Karen Dawns described
her focus on search as a central intranet experience.
H&R Block added a simple feedback mechanism to their intranet
search results, then drilled down into people’s responses to
find what they had searched for and what they hoped to find.
The top issue was that the information being looked for simply
wasn’t in the intranet.
Karen’s response was not to tell users to look somewhere else,
it was to extend the search function to additional sources and
visually highlight recommended search results from external
systems. This, among other search and content refinements,
improved their favourable user rating for “finding information” to
86% in 2018.
Search is just one of the 9 Pillars or Digital Workplace Search is crucial to the success of your intranet and
Success featured in Marcus Dervin’s new book: Digital collaboration solution. Understand Search from the outset,
Transformation from the Inside Out create and implement an effective strategy and you and your
https://webvine.com.au/book/ teams will see the benefits every day.
Use Discount code: ‘IDM’ for 20% off.

We are used to the efficiency of Google search and expect our

internal systems to work the same, perhaps forgetting that high
levels of content redundancy and a lack of data lifecycle Marcus Dervin is the found-
management mean SharePoint has to wade through a lot of er of Digital Transformation
data to try and deliver the content users are searching for. consultancy Webvine.
Your intranet does not have the search engine luxury of
rewarding good content and penalising bad.
With a poor search experience, people will quickly lose faith in
their digital workplace and stick to existing methods of
information storage like shared drives, or even worse, storing
18 | Image & Data Manager
 Using PDF/UA in accessibility checklists
By Duff Johnson, PDF Association The 47 checks that may require human judgement boil down to:
Organizations tasked with ensuring their electronic content is ac- • Confirming that the document’s semantics as indicated by the
cessible aren’t really interested in the technical details. They need tags are accurate
straightforward solutions, usable workflows, reliable results and • Confirming that the order of semantic content is logical
accountable systems. Throughout the US federal government, the • Confirming that any role-mappings in use are valid
accessibility requirement these agencies must meet is Section 508, • Several checks that apply equally to other forms of content (col-
which itself identifies WCAG 2.0 Level AA as its standard, among or, contrast, metadata, alternate text for images, language)
other requirements. • Checks pertaining to JavaScript, or other content-specific checks
Many other governments worldwide also use WCAG 2.0, and • All of these tests may be performed very efficiently by software
increasingly, it’s being adopted in commercial settings engaged in designed for PDF/UA validation. For example, it’s possible to per-
improving their accessibility to disabled populations. form most of these tests via a quick review of pages and tags.
As an operational matter, the process of assuring that content is Applying PDF/UA to accessibility-validation processes allows
accessible involves substantial training, adequate software and suffi- one to package sets of tests together, streamlining the validation
cient staff-time. Anything that helps streamline this process, reduces process.
costs, or facilitates accessibility upgrades or validation in more con- If agencies can learn to use the PDF/UA indicator, accessibility
tent, is of interest. checklists can get a lot easier. Authors and vendors could leverage
PDF remains indispensable. A recent analysis presented at PDF PDF/UA as part of a declaration of conformance ( VPAT in Section
Days Europe 2018 concluded that one in 20 static web pages was 508 jargon) for each document. Deliverables specifications might
a PDF file. But the web holds just a small fraction of documents. then be summarized as:
Trillions of PDF files exist in private collections as the embodiment • PDF/UA conformance (as certified by the vendor or provider,
of documentation, contracts, invoices, statements, policies, records, and spot-tested by the procuring agency).
terms, maps, academic papers and so many more applications. • Policy requirements (i.e., the gap between PDF/UA and the
Due to PDF’s inherent flexibility, the testing required to account standard you need to meet). Such requirements might include (as
for the potential variety of content in PDF files can be substantial. examples):
PDF/UA, the ISO specification for accessible PDF, packages these • application of specific WCAG 2.0 Success Criteria that are de-
requirements together and includes (according to the Matterhorn sirable in addition to qualities covered by PDF/UA
Protocol ) 136 distinct tests for accessible PDF files. • restrictions in terms of fonts or font-sizes used
This might seem daunting. Which is unfortunate, because it • generalised requirements for the use of simple tables
should be liberating. Of the 136 tests described in the Matterhorn • any other specific policy
Protocol, 87 may be fully automated with software. Human inter- This approach would set clear, consumable expectations and re-
vention is only required to assess and correct any errors located by duce testing complexity to help drive achievement of organizational
software. accessibility objectives.

Image & Data Manager | 19

The latest health data breach is one reason
why I’ll be opting out of MyHealthRecord
By Robert Merkel subject to mandatory reporting of data breaches.
Family Planning NSW took its website offline for a Some of the representative bodies of medical specialities
“security update” after learning that hackers breached attempt to assess privacy and security as part of practice
its booking system in May. The organisation notified accreditation. In the case of general practitioners, the Royal
Australian College of General Practitioners’ accreditation
its clients via email, and journalist Lauren Ingram,
standards require practices to develop privacy and security
who was personally affected by the data breach, procedures and policies. They also provide a more detailed
shared the notification on Twitter. information security standard .
The letter stated that: These databases contained information Unfortunately, it’s not at all clear how rigorously these policies
from around 8,000 clients who had contacted Family Planning and procedures are actually checked, both for their adequacy
NSW through our website in the past two and a half years, and whether they are actually followed.
seeking appointments or leaving feedback.
My informal inquiries in the sector suggest that at the very least
Family Planning NSW offers reproductive and sexual health accreditation processes do not focus heavily on the technical
services, and the breach has sparked fears that sensitive aspects of privacy and security. My own general practitioner is
personal information about clients could have been fully accredited by the RACGP via one of its approved
compromised. accreditation assessment partners, but does not even have a
In this case, the risk to patients is not as severe as it could have privacy policy on its website.
been. Medical practices typically keep the actual medical More evidence that the health sector has work to do in this area
records of patients separate from online booking systems. comes from the new mandatory notification requirement for
However, the information in the booking system is still sufficient data breaches. Since its introduction earlier this year, the health
to assist with identity fraud. Furthermore, for some patients, sector has had more notifications than any other sector .
there are very serious risks merely in disclosing that they are
patients of such services: ".. the combination of improved access to
records and less-than-perfect information
Ransomware is common cybercrime security practices in the health sector is
According to the notification, hackers exploited a weakness in likely, in my view, to increase the risk of
the web-based booking system of Family Planning NSW and privacy breaches."
demanded a Bitcoin ransom.
We don’t know the full details of this particular attack, but the
information in the notification letter indicates the attackers may What can patients do?
have used some kind of ransomware . Ransomware is malicious
software that electronically locks up (encrypts) the data on a As in many other aspects of healthcare, patients generally have
computer system. If no backup is available, the only way to to place their trust in the competence and diligence of the
access the data is to pay the ransom for the key to unlock professionals. But patients who believe they face particularly
(decrypt) the data. high risks do have some options to protect themselves.
Ransomware authors do not typically attempt to read the The Australian Privacy Principles require that, where
contents of the information they hold to ransom – their business practicable, patients should be able to interact with a medical
model involves denying access to information, not making practice anonymously, or under a pseudonym. The RACGP
use of it. However, ransomware that has sufficient access to accreditation material (PDF link) recommends practices set up
scramble data, has sufficient access to steal that information. procedures to support this.
Therefore, while it is more likely than not that no information Even if a pseudonym is not for you, it is prudent to consider
was actually copied, it cannot be guaranteed. minimising the amount of information you provide on medical
Technically sophisticated attackers will sometimes use what booking services, which are inherently more vulnerable than
appears to be one type of attack (such as ransomware) to medical record systems not exposed to the public internet.
disguise their real intentions. Security professionals who A major change to the way your medical data is managed is on
specialise in “incident response” (IR), are able to assess this risk the way – and one with serious privacy implications. The My
when an apparent ransomware attack has occurred. I expect Health Record is a centralised repository of personal healthcare
that in a high-profile data breach like this, IR specialists have information, maintained by the Australian government. It is
been consulted. designed to improve healthcare by improving access to patient
information for doctors, as well as facilitate research.
Medical privacy could be inadequate However, the combination of improved access to records and
It is not feasible for patients of a medical practice to assess the less-than-perfect information security practices in the health
adequacy of the security and privacy processes – and nor should sector is likely, in my view, to increase the risk of privacy
they. Patients aren’t expected to assess the skill of a surgeon to breaches.
operate, or whether the instrument sterilisation processes are You have the chance to opt out of the My Health Record system
adequate! during a three-month window between July 16 and October 15.
Instead it is the legal and ethical obligation of medical practices, After this date, a record can be rendered inaccessible but not
and the bodies that accredit them, to ensure their technology completely deleted. This data breach, and the rate at which they
and processes are adequate to protect privacy and security. are occurring throughout the healthcare sector, further
All medical practices are required to implement the Australian reinforces my intention to opt out.
Privacy Principles specified in the Privacy Act , regardless of size Robert Merkel is Lecturer in Software Engineering, Monash
(most other small businesses are not). Medical practices are also University. This article originally appeared on The Conversation.

20 | Image & Data Manager

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A bright future for
document capture
By Henry Patishman Key enablers of growth
More than ever, the future is looking bright for docu- Multi-sectoral adoption. In sectors as diverse as healthcare,
ment capture software. A series of reports published education, finance, transportation and insurance, document
recently not only forecast dizzying growth for the capture solutions are now essential to not only meet routine
document capture software market worldwide but document imaging needs, but also to assist in regulatory
also predicts that, in the near future, the solutions will compliance. In the financial sector, document capture solutions
be a must-have tool for businesses everywhere. help streamline processes such as bank account opening, loan
processing, credit card applications and many other operations.
A report by Market Research Report Search Engine (MRRSE)
Healthcare providers are also reducing their data entry costs by
anticipates that the sector for the Document Capture Software
using the technology to capture patient documentation, billing
Market will rise at a positive annual growth rate during the peri-
data, and regulatory filings.
od 2018-2026. Another report released in May by Transparency
Market Research sees "rising demand for big data and analyt- Platform services: The increasing use of Platform as a Service
ics" fuelling growth in the document capture software market (PaaS) services for document capture and processing operations
over the next decade. And yet another report on the "Global has enabled organisations to reduce cost and improve efficiency
Document Capture Software Market Competitive landscape by without the complexity of building and maintaining IT infra-
MarketResearch appeared in May. structure. As well as facilitating easy accessibility, PaaS based
deployment provides a model for metered service (pay-per-use)
With the document capture software market's competitive land-
software delivery, greatly encouraging prudent use of resourc-
scape heating up every passing week, key global players - from
es. The growing demand for PaaS based document capture
ABBYY Software and Adobe Systems to IBM, Kofax and Open-
solutions will continue to propel industry expansion in the near
Text - are continuously striving to stand out in their respective
future. According to Gartner, enterprises are confident that PaaS
offerings. To understand why document capture software is
can be a secure, scalable application development platform.
taking centre stage in enterprise document management, it is
important to understand its essence and how it is transforming Enterprise content management (ECM). The growing demand
business. for document capture solutions to manage enormous volumes
of business documents, email, images, reports and forms in
Why document capture matters organisations is another factor that will fuel the industry growth
in the near future. The increasing need for web-based solutions
In the past, office tasks such as data entry and invoice process- that enable businesses to securely store, maintain and access
ing were manually performed on paper, making the process digital records in a systematic and efficient way is expected to
time-consuming, costly and inefficient. As the volume of busi- create immense market potential over the next seven years.
ness information increases, so is the need for companies to op-
timally leverage that information for better business outcomes. Growing with the Cloud. With the continued growth of cloud
Scanning paper-based documents is not just a matter of turning computing, it’s only natural that cloud-based services and solu-
paper documents into digital images, it is also crucial to extract tions would see similar growth. Document capture solutions are
business-critical information from the scanned documents. increasingly cloud-based for several reasons including scalabil-
ity, interoperability and usability. Factors such as simplified IT
Document capture technology has evolved from a true end-to- infrastructure and management, remote access from anywhere
end paper process, to centralised back-office scanning and from and cost efficiencies will fuel industry expansion as they enable
there to mobile capture and a cloud-based self-service model. larger participation from smaller organizations and cater for
In addition to optical character recognition (OCR) technologies, their core requirements. Forrester sees the public cloud market
which convert scanned text to editable text, the new Intelligent growing rapidly to $US236 billion in 2020, up 23% from 2014
Character Recognition (ICR) can read and analyse handwritten while Gartner projects the cloud computing market reaching
characters from electronic images. $US411B by 2020.
Intelligent document capture software is now able to cater for The future remains bright for organisations that deploy docu-
documents irrespective of how they enter an organisation. In ment capture software to propel their digital transformation
this respect, the term “document” is used very broadly as it en- initiatives. Leveraging innovative capabilities in cloud platforms
compasses regular paper documents as well as email communi- and Intelligent Character Recognition and even RPA will not
cation, email attachments, web feedback and applications and only speed up digital transformation initiatives but also deliver
even social media. business-wide process improvements as well.
Latest advances in document capture technology have vastly These disruptive technologies allow easy extraction of action-
improved the efficiency, accuracy and cost effectiveness of core able information from business documents, automating the
business activities, enabling companies to gain valuable insights process of document processing, classification, and validation.
for improved decision-making while consolidating information, In today’s world, where instant data access, business intelli-
reducing redundancies, securing shared files and meeting com- gence, security and efficiency are critical to success, companies
plex regulatory obligations. will ignore document capture technologies at their peril.
Here are four reasons the global document capture software Henry Patishman is Director of Sales (Australasia) at ABBYY.
market can persist for years. Contact ABBYY at [email protected] or on (02) 9004 7401 for
any further information.
22 | Image & Data Manager
 NSW launches Open Data e-learning module
NSW Information Commissioner and Open Data Advocate, governance,’ Ms Tydd said.
Elizabeth Tydd, has launched a new e-learning module on The IPC is promoting good governance through the release
Open Data in collaboration with the NSW Department of of a new, freely available Open Data e-learning resource.
Finance, Services and Innovation (DFSI). ‘DFSI are leading the state’s work in better understanding
‘Launched in May to close out Information Awareness and ensuring accountability for using and sharing Open Data.
Month (IAM), our new Open Data e-learning module is an This e-learning resource has been developed in line with the
opportunity to increase public awareness of information and NSW Open Data Policy and is being delivered under our com-
its place in all aspects of daily life and to promote information mitment to provide education and training to our stakeholder
practices and policies to support sound information manage- groups across NSW information access and privacy legislation,’
ment across organisations,’ said Ms Tydd, NSW Open Data Ms Tydd said.
Advocate and CEO of the Information and Privacy Commis- ‘I am pleased to launch the new Open Data module which
sion NSW (IPC). has been designed to provide an understanding of Open Data
‘Transparency of government actions – sound practices along with an explanation of how public sector organisations
for information access and information sharing are central to can embed good information practices to support Open Data
building trust and achieving an effective democratic system. release in NSW.
‘Our challenge as custodians of government information, is ‘Open Data offers great potential value to the communi-
to embrace the ‘digital world’ and apply its benefits to promote ty and government. The benefits are diverse, ranging from
accountability, deliver better services, engage with the commu- improved efficiency to greater public participation in the devel-
nity and at the same time, ensure our systems protect informa- opment of government policies and community services.
tion privacy and security. ‘I encourage all public sector employees to complete the
‘Building trust and confidence in our ability to ethically and Open Data e-learning course, available for free on the IPC web-
effectively manage information in the digital age is essential site ,’ Ms Tydd said.
to advancing Open Government. Our new e-learning module More information and resources on information access and
is also designed to elevate knowledge of sound information privacy rights in NSW are available at http://ipc.nsw.gov.au/

Image & Data Manager | 23

AI for Records
Management

By Anthony Woodward Additionally, we can also look at the content inside the
document using linguistic analysis techniques to classify it
appropriately.
Automation is the best way to address the major
challenges of records management today. But what is 2. Machine Learning
automation, really? Machine Learning uses statistical techniques to give computers
There are two main categories of automation to consider: the ability to learn. In plain English, this means if you are editing
Fingerprinting technology: Sample documents are provided to a document with a colleague, the computer can infer that you
an application that represent the types of content in an have a stronger relationship with that person than someone
organisation. These are analysed by the application to find who has never authored a document with you.
common characteristics, which could include things like Once you track these relationships across multiple platforms and
phrasing or formatting. These common characteristics are content, the computer can know a lot about your work
referred to as the document’s “fingerprints”. preferences and behaviour, creating a fingerprint that can be
Linguistic analysis: When provided with sample documents the used in future cases.
application extracts data and metadata from the samples. It then This fingerprint can help us build relationships between
uses linguistic analytics to determine what records series should documents for records management purposes and help reduce
be applied to what content. the number of classification errors by recognising what content
Within these two main categories there are seven types of should be classified as a record.
automation we typically deal with in the Records Management It can also help us to group together like information, such as all
world. They can use Fingerprinting, Linguistic analysis, or both as content related to a certain customer across all content sources,
methods of automation. All of them help us to classify content which improves productivity and the collaboration experience,
correctly against the file plan, and in some cases, we can build in additional to helping us to be more compliant.
relationships between content for event better classification.
This also helps us to enhance search and retrieval of information. 3. Natural Language Processing
Collectively, these automation techniques are referred to as Natural Language Processing (NLP) is artificial intelligence
Artificial Intelligence (AI). concerned with the interactions between computers and human
At RecordPoint we are making significant investments in (natural) languages. It also looks at how to program computers
Research and Development to enhance our products with to process enormous amounts of natural language data using
greater AI capabilities. We have focused on the concepts below linguistic analysis.
and how they apply to Records Management, Information NLP includes a large group of automation tasks, but a few
Management, and Information and Data Governance. This article directly apply to records management. First, NLP can be used
explains the key approaches we are focusing on. to identify terms and metadata that are actually relevant to the
Types of Automation document, as if a person had manually read and chose terms,
rather than the terms that appear most frequency.
1. Automated Classification Second, optical character recognition (OCR) can recognise text
Automated classification is the application of categories, labels, in images and classify them appropriately.
tags, or metadata to content. This can be done using fingerprint- Third, given a chunk of text, NLP can identify the relationships
ing and/or linguistic analysis. among named entities. For example, it could pull the name of a
We can understand a lot about content by looking at finger- person from the document and automatically look up what
prints, such as who uploaded it, where they put it, and the department they work in, even if the department is not
document title. From this, we can often infer a classification. mentioned in the document directly.

24 | Image & Data Manager

There are many more examples, but these are just a few.

4. Automated Rules Three Reasons to Tackle

Automated rules can perform repetitive actions on your
behalf. They are triggered when certain criteria are met. For
Document Sprawl Today
example, when a document is classified as a contract over
$500,000, a retention schedule can be automatically applied. By Marko Sillanpaa
Using fingerprinting and/or linguistic analysis we can Document sprawl across multiple silos effect every organisation.
automatically identify when the triggers occur and what rules According to AIIM, 52% of organisations have three or more
should be used. document or content systems another 22% have five or more systems.
5. Black Box Most of these content repositories don’t talk to each other forcing
users to work across multiple applications to access the documents
Black box automation is related to NLP and classification. It
they need to perform their daily jobs. Here are three reasons to
is another type of automation the identifies relationships
between data and predicts the next data in a sequence. address document sprawl today.
1. Increase Operational Efficiency
For example, we can count how many times a word appears
in a document (top ranked words) or find relevant terms With content spread throughout an organisation it is given that it
using linguistic analysis. We then would compare it to other will take time to find information when you need it. According to
similar documents to develop a fingerprint. When a future a McKinsey report, employees spend 9.3 to hours per week while an
document matches that fingerprint, we can start to infer what IDC report puts that number at 12.5 hours. That is like having one
metadata might apply to that document. out of every four employees doing nothing but looking for
This is applied to records management to be able to identify documents. Today, users need to search various systems for
the relationships between content and data, to ensure they documents needed to perform their daily roles. By federating content
are classified correctly and the appropriate retention policy repositories, documents can be accessed across content systems from
has been applied.
one common application. Users are able to access documents from
6. Neural Networks one application instead of logging into several. This allows easier
access to documents hidden away in legacy content stores or file
Neural networks improve performance on classification by
looking at other examples where a category has been
systems. Federated repositories also allow users to not only find these
applied, like in fingerprinting. For example, in image documents but change them as well.
recognition, they might learn to identify images that contain 2. Address the Needs for Compliance
a dog by analysing example images that have been manually The value of information as an asset is being recognised by more
labelled as “dog” or “no dog” and using the results to identify and more across organisations. No longer are organisations
dogs in other images. concerned with records retention but also new regulations, like the
Neural networks are another tool that helps us better classify GDPR, are requiring a higher knowledge of the documents an
content for records management purposes, so we are more organization maintains. This means that more controls are
confident in the classification and that the correct retention constantly being placed on documents. Implementing controls across
policy has been applied.
multiple disconnected systems is complex and time consuming. By
7. Deep Learning federating content repositories, retention and other
information governance rules can be set in a single application
Deep learning is a type of machine learning. In this case, deep
learning can use a hierarchy of concepts, such as a and the controls can be enacted on the documents where they sit.
hierarchical file plan, to classify content. From one interface you can set retention schedules or identify which
For example, say your file plan hierarchy is Legal -> Contracts. documents contains personally identifiable information (PII) and the
In deep learning the document would first be identified controls can be set in the content repositories in which they reside.
as a legal document using fingerprinting and/or linguistic 3. Reduce Annual IT Costs
analysis, then it would only look at categories under legal to Maintaining various content stores can be costly. This starts with
identify it is a contract. This can be repeated over hundreds of annual maintenance costs. Each system may also require specialized
layers. In each case the previous layers inform the next layer skills to maintain. Often an administrator familiar with one platform
of classification.
may not be familiar with another. User training also increases with
Learn More about Artificial Intelligence Automation multiple platforms. Legacy systems can increase these costs as annual
There are certainly a lot of Artificial Intelligence (AI) maintenance increases on older versions and the specialised skills
automation concepts that can apply to records management. need to maintain the system become harder to find. If the platform is
It can be daunting to understand them all and how you can
get the benefit for your organisation.
out of maintenance it can create high levels of risk. By federating
content repositories, platforms can be consolidated as needed. Focus
The great news is that at RecordPoint, we’re doing the hard
work for you, so you can automatically benefit from these
on support and future growth can be placed in the federated
technologies by using our products. Our goal is to make it repository, while existing integrations can be maintained to legacy
easier for you to automatically identify records and classify systems from legacy repositories. Consolidation does not need to
content using AI. occur in one step which decreases the need for major changes in
Schedule a demo with us and see how we can help your existing processes and integrations.
organization benefit from records management automa- Document sprawl effects almost every organisation. Documents
tion. Have more questions? No worries. Simply contact us at are spread across various content repositories and locations. But there
https://www.recordpoint.com/contact-us/and let us know no reason that content can’t work together.
how we can help you. Marko Sillanpaa is responsible for developing the OEM/VAR channel
Anthony Woodward is Chief Technology Officer & Founder of for Simflofy's content integration platform. www.simflofy.com
RecordPoint
Image & Data Manager | 25
Senate Committee report
highlights govt. legacy issue
A Senate Inquiry into “Digital Transformation” has by late-2015 but was finally suspended in mid-2018 with over
issued a report that is highly critical of the Australian $A100 million spent so far. However once again, this was not
Commonwealth Government’s efforts to date, specifically a Digital Transformation initiative, it was undertaken
because a legacy system was nearing end of life.
although the report’s conclusions are firmly split
along party lines. The Committee received many submissions highlighting the
extent of the legacy issues that are hampering digital
With an ALP/Greens majority on the committee, the final report transformation efforts within Commonwealth Government
was predictably scathing of the Liberal-National coalition agencies.
government.
“A number of department and agencies’ submissions
It “considers that the government has not demonstrated that it demonstrated the difficulties arising from ‘legacy’ systems, such
has the political will to drive digital transformation.” as new systems being overlaid on outdated hardware which
“It has become clear to the committee that digital in turn have been subject to ad hoc iterations of updates and
transformation is a policy area beset by soaring rhetoric and upgrades, as well as outmoded business processes, and security
vague aspirations by government, largely unconnected to the vulnerabilities arising from old technologies,” the report notes.
actual policy activities actually undertaken,” the committee’s A 2015-16 ICT trends report found that 44 per cent of the
majority said. government’s major applications are over a decade old and that
However, a dissenting report from the minority of Government 53 per cent of the government’s desktops and laptops are past
senators on the committee argues that “there have been the end of their planned useful life.
hundreds, if not thousands of digital projects, both large and Ian Brightwell, former CIO of the NSW Electoral Commission,
small, funded by the government that have been delivered noted that ICT program failure in the APS is due in part ‘to poor
successfully … the very few examples hand-picked by the backend infrastructure and systems upon which to build online
committee represent very much isolated unfortunate systems’.
exceptions against a background of high performance in the
delivery of digital solutions.” The DHS’ legacy ICT systems are now over 30 years old.
The report includes a lengthy section attempting to define John Murphy, DHS Deputy Secretary, Payments Reform, noted
“What is ‘digital transformation’ of government services.” It does that “… essentially, the environment that we’re working in is
not reach any firm conclusion. one that was largely designed back in the seventies, eighties
and nineties, which was largely constructed around paper and
telephones and largely based on face- to-face interactions.
The DHS’ legacy ICT systems are "I think it’s fair to say that that mode of operating has largely
now over 30 years old. continued. I think we would all recognise that, in this day and
age - particularly around customer expectations of digital,
simple, clear, easy-to-use, safe and available anytime, anywhere
Committee Chairperson, ALP Senator Jenny McAllister, puts for- - that is a very, very difficult proposition for the delivery of
ward a utopian vision for the promise of digital transformation. welfare without a fundamental change.”
i.e. “that technology will open up new policy possibilities and The National Archives of Australia (NAA) reinforced the legacy
allow government to make a real impact in people’s lives more challenge with its estimate that almost 40 per cent of
effectively, efficiently, and frictionlessly.” Commonwealth agencies have not implemented a program
A large portion of the report is devoted to four case studies, for assessing, keeping, migrating or destroying their digital
three at the Department of Human Services (DHS) and one at information.
the Australian Taxation Office (ATO). “Additionally, over half (52.4 per cent) of agencies reported in
The ATO web site outages of 2016-2017 were highlighted, 2016 that they lacked the business processes and systems to
however this was caused by a network hardware failure and not enable the migration (transfer) of relevant digital information
a particular product of any Digital Transformation efforts. to the Archives. Also of concern is the low number of agencies
which have not identified the cost-benefits of managing
The DHS came in for some severe criticism over the expense information digitally, with just 2.4% doing so in 2016.”
and ongoing delays in the replacement of a legacy application
for child support, a program that was initially to be completed Paul Shetler, former Chief Executive Officer at the Digital
Transformation Office, along with former colleagues, submitted
26 | Image & Data Manager
that, “The Australian Government should develop a clear under- of $A33.5 million to undertake its lead role until 2019-20. It has
standing of legacy applications. Legacy applications are not oversight of all ICT projects worth greater than $A10 million.
limited to old technologies. They may include systems that are The Senate Committee report concludes that “Its contribution is
still current, but whose vendors are unable to support muted because its role is confined to the level of assistance with
government’s future technology vision. As a whole-of- discrete projects at the operational level.
government initiative, there should be clear pathways and time-
“Even there, its involvement is limited. At the time of its creation,
lines for transitioning to a modern technology architecture, with
it was intended to operate as a ‘powerful new program
regular reporting to these plans
management office’ that would track ICT and digital projects
“Legacy, poor architecture and non-standard projects slow down across the whole of government, stepping in to remediate where
or work against the transformation of government services; things are not working. In reality, it had only a minor role in the
wrong methodologies, inappropriate outsourcing, wrong/ case studies examined by this committee.”
incompatible/obsolete technology make things worse.
Government senators disagreed “with the majority view that a
centralised mega-agency is the answer to the whole-of-
... almost 40% of Commonwealth government approach to digital transformation of government
agencies have not implemented services. In their dissenting report, Senators James Paterson and
Amanda Stoker write “Such an approach to digital
a program for assessing, keeping, transformation is rooted in the old command-and-control view
migrating or destroying their digital of the public sector that does not acknowledge the need for
active engagement, flexibility and collaboration. The functions
information. of government departments and agencies are diverse and
distinct and it is important that the relevant corporate and policy
expertise and knowledge are harnessed when transforming
"Departmental inertia is such that spending needs to be service delivery.
controlled so that departments are delivering the right thing,
“Where appropriate, Government senators support an approach
the right way.
where departments and agencies have the ability to build digital
“Our experience working in digital transformation in the United platforms and solutions to meet their particular portfolio
Kingdom has suggested that providing a single agency with programs. Such platforms and solutions should be leveraged
spend controls over whole-of-government digital products is as appropriate across the government and more importantly,
the best way to ensure coherent and consistent service delivery. should continue to place the users and their experience at the
Digital teams should be required to regularly report on project centre.”
methodologies, timelines and achievements to date in order for
The full report is available at https://www.aph.gov.au/
funding to be continued.”
Parliamentary_Business/Committees/Senate/
The Digital Transformation Agency has been allocated funding Finance_and_Public_Administration/digitaldelivery/Report

Image & Data Manager | 27

Advance Moves Forward with OPEX
How much paper is it worth scanning as part of an preparation process. This provides for much better management
electronic document management project? It’s a of jobs and improved Quality Control.”
fraught question, but the answer seems to be ‘only As documents are removed from envelopes and scanned in one
what you need’ with legacy records and ‘Day Forward’ step, operators can view each image to ensure it is properly
scanning of new documents as they are produced. captured and identified. This reduces time-consuming and
costly re-scanning later in the process.
The push towards Day Forward Scanning as a step on the path
towards full Digital Transformation is driving strong growth in OPEX document scanners are able to scan a wide range of
the scanning business at Australia’s Advance Record irregular, folded, and damaged media without the need for
Management, headquartered in Geelong, Victoria careful stacking, jogging, or document repair. 
Founder Peter Newland established Advanced Record “The Falcons have provided tremendous flexibility and
Management in rented quarters in North Geelong, in 1994. The efficiency,” said Newland.
firm now provides document management solutions to a wide “They have greatly simplified our workflow. In addition to Day
range of customers across Australia, including off-site storage, Forward scanning, we do a lot of dedicated mailroom scanning
document imaging, and online content management.  and Scan on demand for the huge volume of physical
The company also offers data protection services such as tape documents we hold in our facilities,” said Newland.
vaulting and online back-up capabilities. “OPEX was also able to help us deliver a specialised mailroom
Advance provides services to a number of growing businesses process for one of our clients that required cheques to be
across a variety of vertical markets e.g. healthcare, government,scanned as they arrived. The Falcons are now able to scan the
education). cheque and add the image to a spreadsheet along with the
unique Magnetic Ink Character Recognition (MICR) code which
Today, Advance has 9,000 square metres under storage, more is printed at the bottom of a cheque. This enables us to bank the
than one million boxes and 30 employees. With $A4M invested cheques and perform an audit for our client in the one
over the past two years It has added a new storage facility everyworkflow”
18 months, each covering 1000sq m and holding 100,000 boxes,
with further construction in the pipeline. Recognising that the transition to paperless is a long journey
that requires extraordinary investments and process changes,
The Victorian Office of Public Records recognises Advance businesses need an economical way to fill in the gaps during the
Record Management as an approved document manager conversion from paper to digital.
for government record-keeping, and it has also achieved IS0
9001;2008 certification. With the implementation of a content management system
there is a focus on “improving” business workflow. Day Forward
Along with long time General Manager Philip D’souza, Peter Scanning allows business to achieve some of the benefits of
Newland keeps in direct contact with clients to maintain a having information stored electronically while deferring
consistent presence for the company and stay on top of shifting disruptions of workflows that originated with paper.
demands for bureau services.
Advance now has more than 50 million pages of digitised
Advance Record’s digital scanning bureau business began documents in cloud storage for clients using a variety of
operations six years ago and now offers a full document solution Electronic Document and Records Management Systems
that includes identifying record types, determining indexing (EDRMS).
methods and leveraging content in existing legacy systems.
“There is still a huge growth in paper out there and a
The company prides itself on helping organisations manage burgeoning demand to convert that to an image. Getting the
hard copy and digital information – hence the recent installationimage is easy, it’s how the client can use it after that, that is the
of industry-leading OPEX Falcon scanning workstations. This is real value add,” said Newland.
addition to other high volume A3 and A4
flatbed scanners, three A0 plan scanners,
an A2 book scanner and letter opening
equipment.
Advance acquired its first OPEX Falcon
scanning machine two years ago and has
since acquired three more. There are six
full-time staff now working in the
scanning bureau.
The latest OPEX model is a top of the
line FalcolnRED, which combines OPEX’s
high-volume production scanning
technology with an envelope opening
and extraction unit, the OPEX Model
72 Rapid Extraction Desk. FalconRED, is
designed to attack the most difficult and
daunting of digital mail centre workflow
challenges. Peter Newland said the unique
devices have revolutionised mail handling
and document management at Advance
Record Management.
“A single operator can open, extract,
capture, process in-line, print an audit trail, Byron Knowles, OPEX Manager of Business Development APAC and Peter Newland,
and sort mail contents without a separate Owner, Advance Record Management.
28 | Image & Data Manager
Storage is the secret weapon
that protects unstructured data
By Marina Brook That’s why enterprises need to re-examine both their security
infrastructure and their storage infrastructure from the ground
up. They need to implement modern storage techniques if they
The volume of unstructured data - freeform truly want to defend against attacks. They need to realise that
information that does not fit neatly into databases storage is not merely a container for enterprise data, it can also
organised by fixed categories—is exploding. By 2022, be designed to successfully mitigate the risks associated with
93% of all digital data will be unstructured, IDG unstructured data.
Research predicts. All organisations face the danger of a hacker destroying their
Much of this will be corporate data, including email and text data. And they all need a backup storage solution to be able to
messages, audio files of customer service recordings, video files recover it in that worst-case scenario. So, in a perfect world, they
of YouTube uploads, text files or Word documents and PDFs, would all keep extremely close track of their data and back it up
social media posts and more. to ensure it can be recovered easily.
Having reached epic proportions, unstructured data presents The trouble is, the closer an organisation comes to realtime
huge storage and processing challenges. Machine-generated data saving, the more expensive it gets. So, they make a choice:
data such as medical 3D imaging and satellite imagery, and data depending on the value of the data they’re protecting, they may
created by the Internet of Things, keeps adding new and larger decide to accept one minute of data loss—or perhaps one day.
streams of unstructured data to the flood.
Because unstructured data is far more accessible and easier to
The way forward
share than structured data, it poses a significant risk in terms of Fortunately, this dilemma can be resolved. Innovations such as
vulnerability from cyber-attacks. Due to its varying nature, and continuous storage snapshots allow organisations to capture
the challenges of identifying where it resides in the enterprise and ‘back up’ their unstructured data cost-effectively in near
network, it is difficult to protect unstructured data from real-time. A storage snapshot is a set of reference markers for
unauthorised access and/or to prevent it from leaving the secure data at a particular point in time. It serves as a detailed table of
company environment. contents, providing organisations with instant access to previous
The challenges presented by storing and protecting such data copies of their data.
raise concerns relating to compliance with data protection and IT managers are realising that storage-based technologies like
privacy laws such as Australia’s NDB and the EU’s General Data snapshots provide an additional form of backup and offer the
Protection Regulation (GDPR). next level of reactive recovery from an attack. For example, the
Traditionally unstructured data has been of lesser value than data referenced by snapshots is immutable, making it highly
structured data. But that’s changing. Its value is rising quickly resilient to ransomware attacks.
because as unstructured data grows unabated, it tends to The second challenge is that unstructured data can simply
contain a higher level of vital information. And because it is overwhelm organisations. Just as they have dealt with one
increasingly spread across an organisation’s infrastructure, this terabyte, 10 more terabytes arrive. Market analyst Gartner
data is a treasure trove for hackers. Often, organisations have expects to see growth of 800% over the next five years. This calls
little awareness of the volume, composition, risk and business for a storage infrastructure that can both manage growth and
value of their unstructured data—making awareness a critical secure all that unstructured data. This is where object-based
first step in its protection. scale-out storage stands out.
Unlike structured data, which grows predictably, unstructured Object-based scale-out storage gives organisations the means to
data grows unpredictably and exponentially. Predictable, linear deal with exponential data growth cost-effectively. With features
growth can be managed with old-school storage techniques such as deduplication and compression which compact the over-
such as over-provisioning—purchasing more storage than is all data, it helps organisations to get out of reactive mode and
needed to meet anticipated growth. But unstructured data is having to constantly deal with storage provisioning.
another animal entirely and most enterprise IT infrastructures are Object-based scale-out storage lets organisations focus on
not designed to handle it. This is a problem both in management higher value tasks of data management and protection.
terms and from the data security perspective. Infrastructure that Despite the many challenges, the good news is that modern
can’t scale and adapt to unpredictable data growth exposes the storage technology can come to the rescue of organisations: it
data to risk. can deliver quicker, more granular recovery points so they don’t
Organisations understand this. They know they need multiple lose data in the event of an attack. It can also lock down certain
layers of protection from endpoint to network security, patch types of data to ensure higher levels of protection. Indeed,
management, and Identity and Access Management (IAM) etc. to object-based scale-out storage can be an organisation’s secret
safeguard their data. However, security measures are perfect only weapon in gaining better control of their unstructured data and
until they are penetrated, and organisations need to get security mitigating risk once and for all.
right 100% of the time. Hackers need just a single successful Marina Brook is Head of Sales, StorageCraft APAC
breach to compromise data.

Image & Data Manager | 29

Back scanning minus
the headaches
There are many aspects to consider when embarking which will take place over the next few months. We have to
on a major back scanning project, and one of the most comply with a range of legislation for heath files so RecordPoint
daunting if pursuing an in-house approach is was required to assist with managing retention.
acquiring the necessary scanning hardware and “Initially we looked at scanning bureaus that could deal with
software to digitise the archive, as well as developing our files, which are broken up into nine different sections, in an
automated fashion using barcodes. I was familiar with EzeScan’s
the expertise to make it all run smoothly.
capabilities in this area and so we contacted them for a solution.
Scanning specialist EzeScan is gaining traction with a head-
“Being able to hire scanners from EzeScan for the duration of the
ache free option providing the ability to rent scanners and the
back scanning project and benefit from their support in
necessary software for the duration of a project, with setup and
configuring the software has been a great advantage.
training included. Once the project is completed, the user simply
hands it all back having had the ability to better manage cash “We now have two sites in NSW scanning our heath files and
flow by choosing to either CAPEX or OPEX the solution costs. we have bought one Kodak scanner and leased three more. We
know this project has an end date and we didn’t want
The retrospective digitisation of existing paper records is
equipment that we would no longer need after that date.
conducted for a variety of reasons: to provide better access to
historical records, save storage space or provide a digital backup. “We have only had one issue with a scanner since beginning the
project and it was great to be able to just hand it back to
Large back scanning projects always need careful analysis to
EzeScan and have them quickly send us a replacement.”
determine if they are genuine value for money, taking into
account retention and access requirements, re-use and ongoing “Having branches across the State, and with miners often being
business value of the records concerned. transient and not always staying in one ___location, having the
digital file is now a great advantage.”
There are a number of cost considerations when deciding to
digitise in-house or outsource to a service provider. At first
glance, in-house appears to be the easiest option, but it can be
Pitcher Partners
more expensive. Pitcher Partners is a national association of independent
accounting, auditing and advisory firm firms, with each at
For two Australian organisations, choosing EzeScan scanner
differing stages of their digital transformation journey
rentals made the decision to stay in-house much easier.
In support of the Melbourne firm’s business strategy, a digital
Coal Services transformation journey was launched. The timeline was
purposely aligned with a new office being built and a move-in
Coal Services is an industry-owned organisation committed to
date of June 2018.
providing critical services and expertise to the NSW coal
industry. It operates a Specialised Health and Safety Scheme An analysis was performed to decide on whether the scanning
that provides an integrated suite of services aimed at preventing requirements would be completed in-house or outsourced to a
injury and illness in the workplace. These include the provision third party. It became apparent that the requirements could be
of workers compensation, occupational health and best fulfilled if the activity was performed in-house and, on this
rehabilitation services, the collection of statistics and the basis, EzeScan was engaged to assist in providing both hardware
provision of mines rescue emergency services and training to and software to deliver the agreed outcomes.
the NSW coal industry. Supported by Glen Roy, the firm’s Practice Services Supervisor,
Coal Services Records Manager Stephen Parkes said the EzeScan seamlessly completed this requirement at short notice
organisation was at the very early stages of its digital journey, which ensured the firm’s deliverables were met
and most of its interactions with NSW coal miners were “We ended up deciding it was better to do it in-house and the
paper-based, including medical records and forms, reports and solution was to rent the scanning hardware and software from
drug and alcohol tests. EzeScan for three months.
A first step towards digital transformation was the adoption of "We already have two permanent Kodak i4200 scanners and the
Office365 in 2017 then RecordPoint for managing records EzeScan software for mailroom processing and accounts
management in SharePoint Online. payable, the rental solution meant we could deal with this short-
“Our first focus was back scanning tens of thousands of legacy term back scanning project quickly and simply”.
files with millions of documents containing the health records of “We rented three more i4200 scanners and brought in a couple
miners who were no longer in the business,” said Parkes. of temps. Then once the project was completed we just handed
“This has now evolved into also scanning 23,000 active files the hardware and software back to EzeScan,” Glen commented.

30 | Image & Data Manager

 Enterprise Collaboration: Still Wandering in the Desert
by Craig Roth, Gartner the far edge of non-routine work, where it is very hard to pin
Information workers may sit in a sea of fuzzy cubes, spread down exactly what the tool will be used for and get a list of
across windowless floors lit by fluorescent lights, but when it requirements.
comes time to collaborate they are often wandering the desert Accordingly, this market is working on the Steve Jobs
looking for a home. principle of “A lot of times, people don’t know what they want
Every day in businesses across the world there are as many until you show it to them.” And so we keep showing them new
chances to collaborate as grains of sand, but too few workers types of tools and examples of how they are to be used. We’ve
know where to go online to engage with peers or partners. Only been doing that for years and are still at 16%.
16% of workers make daily use of collaboration tools (according It is frustrating to any advocate of collaboration technology
to a Gartner survey of over 3000 workers in 7 countries). Some to see it going unused. You can ask workers what they want, but
of the remaining 84% may truly not have a need to collaborate the ghost of Steve Jobs appears again and reminds you “It’s not
given their current roles (which is a subject for another debate), the customer’s job to know what they want”.
but certainly not all. Yes, it is important to listen to potential customers and
It’s easy to blame the vendors, but I think the truth is that certainly to design with them in mind, but there is a burden
buyers don’t yet know what they want. on vendors – an unusually large one compared to other more
Sure, at a high level they do: “we want to collaborate better”. task-specific software categories – to come up with the iPod of
But the devil is in the details and the mechanism is up for grabs. collaboration; that perfect design that just makes sense.
Collaborative workspaces, enterprise social networks, unified We keep getting closer and I am optimistic that one of the
communications, workstream collaboration, content collabo- vendors out there – perhaps a wise “megavendor” or maybe
ration, and employee communication platforms have all been a fiesty small one – will hit on the direction that finally leads
introduced with fanfare over the past few decades and are all modern workers out of the collaboration desert.
viable options with varying degrees of success and overlap. Craig Roth is a Research Vice President at Gartner focused on
My fellow analyst Mike Gotta talks about how we’ve moved cloud office suites, collaboration tools, content management, and
from a focus on productivity and routine work to a focus on how they are being impacted by digital workplace and digital
performance and non-routine work. Indeed, we’re moving to business trends.

Why did the chicken cross the road?

…. to access a supported version of HPE CM!

HPE Records Manager versions 8.2 and below

are no longer supported.

If you’re on an unsupported version of

TRIM / Records Manager
contact us to upgrade today!

www.infoproficiency.com.au | +61 8 6230 2213 | [email protected]

Slow Advance in Data and Analytics: Gartner
A worldwide survey* of 196 organisations by Gartner,
Inc. showed that 91 percent of organisations have not
yet reached a "transformational" level of maturity in
data and analytics, despite this area being a number
one investment priority for CIOs in recent years.
"Most organisations should be doing better with data and
analytics, given the potential benefits," said Nick Heudecker,
research vice president at Gartner.
"Organisations at transformational levels of maturity enjoy
increased agility, better integration with partners and suppliers,
and easier use of advanced predictive and prescriptive forms
of analytics. This all translates to competitive advantage and
differentiation."
The global survey asked respondents to rate their organisations
according to Gartner's five levels of maturity for data and
analytics. It found that 60 percent of respondents worldwide
rated themselves in the lowest three levels.
The survey revealed that 48 percent of organisations in Asia
Pacific reported their data and analytics maturity to be in the top
two levels. This compares to 44 percent in North America and
just 30 percent in Europe, the Middle East, and Africa (EMEA).
The majority of respondents worldwide assessed themselves at
level three (34 percent) or level four (31 percent). Twenty-one
percent of respondents were at level two, and 5 percent at the
basic level, level one. Just 9 percent of organisations surveyed "It's easy to get carried away with new technologies such as
reported themselves at the highest level, level five, where the machine learning and artificial intelligence," said Mr. Heudecker.
biggest transformational benefits lie. "But traditional forms of analytics and business intelligence
"Don't assume that acquiring new technology is essential to remain a crucial part of how organisations are run today, and
reach transformational levels of maturity in data and analytics," this is unlikely to change in the near future."
said Mr. Heudecker. "First, focus on improving how people and Organisations reported a broad range of barriers that prevent
processes are coordinated inside the organisation, and then look them from increasing their use of data and analytics. There isn't
at how you enhance your practices with external partners." one clear reason; organisations tend to experience a different set
Improving process efficiency was by far the most common of issues depending on their geography and current level of
business problem that organisations sought to address with maturity. However, the survey identified the three most common
data and analytics, with 54 percent of respondents worldwide barriers as: defining data and analytics strategy; determining
marking it in their top three problems. Enhancing customer how to get value from projects; and solving risk and governance
experience and development of new products were the joint issues.
second most common uses, with 31 percent of respondents "These barriers are consistent with what Gartner hears from
listing each issue. client organisations who are at maturity levels two and three,"
said Jim Hare, research vice president at Gartner.
Enterprise reporting "As organisational maturity improves to enterprise level and
The survey also revealed that, despite a lot of attention around beyond, organisational and funding issues tend to rise."
advanced forms of analytics, 64 percent of organisations still In terms of infrastructure, on-premises deployments still
consider enterprise reporting and dashboards their most dominate globally, ranging from 43 to 51 percent of
business-critical applications for data and analytics. Similarly, deployments depending on use case. Pure public cloud
traditional data sources such as transactional data and logs also deployments range from 21 to 25 percent of deployments, while
continue to dominate, although 46 percent of organisations now hybrid environments make up between 26 and 32 percent.
report using external data. "Where the analytics workloads run is based a lot on where the
data is generated and stored. Today, most public cloud
workloads are new and we won't see the percentage of cloud
use rise until legacy workloads migrate en masse," said Mr. Hare.
"This scenario will happen eventually, but given the extent to
which modern data and analytics efforts overwhelmingly use
traditional data types stored on-premise, this shift will likely take
several years to complete."

Research Methodology
This research was conducted via an online survey in the second
quarter of 2017 among Gartner Research Circle members - a
Gartner-managed panel composed of IT and business leaders -
as well as an external sample source. In total, 196 respondents
from EMEA, Asia Pacific and North America completed the
survey. Respondents spanned 13 vertical industry categories,
and revenue categories from "less than $100 million" to "$10
Overview of the Gartner Maturity Model for Data and Analytics billion or more."
32 | Image & Data Manager
Knowledge Management is Thriving
and More Critical Than Ever
By Bob Armacost
Some notable observers have declared that
“knowledge management is dead,” that it is an old,
tired concept that creates little to no value in
organizations. This drumbeat of negativity is
misguided. On the contrary, knowledge management
(KM) has evolved and matters more than ever to all
types of companies and organizations.
Roughly 70 percent of the valuation of public companies today
comes from intangible assets, and one of the most important
assets is an organization’s knowledge. It is the intellectual
property created in R&D labs, insights on customer trends
gleaned by marketing, new cost-reduction practices found on
the shop floor, and the collective experience of the organization’s
people. Knowledge workers are creating and discovering
knowledge every day and are conversely also seeking
knowledge from others both inside and outside the
organization.
Many organizations have mobilized to apply this knowledge
to continuous learning and new value to deliver faster growth,
more efficient and cost-effective operations, higher-quality
knowledge at the front line of the business in ways it never was
products and services, and greater human resource
before. These require knowledge to be a central part of the
development. These efforts have become more deliberate since
end-to-end business model and cannot be an afterthought.
knowledge management emerged as a management concept
in the 1990s, with organizations of all sizes investing significant Second, many of the notable “failures” of Knowledge
amounts in people, processes, and technologies. Management can be traced back to poor design and
management of the program. While entire books can be written
The Challenge on these failures, the most common pitfall is organizations who
don’t articulate what knowledge is for their business and people,
Unfortunately, many organizations have not realized their
or the practical business benefits they are trying to achieve. The
intended benefits from these investments, with some
result is well-meaning, often costly technology efforts that are
abandoning their organized KM efforts altogether. Some
not aligned with the business’ strategy, or tied to impact.
business leaders have perceived these investments as not
value-added, expressing frustration in many ways: Finally, the concept of Knowledge Management has evolved.
Historically, KM has typically been built as a central, monolithic
“We spent millions on a large content management system, but
entity, with the goal of serving all business groups and all people
nobody can find anything.”
through a single set of tools and processes. Unfortunately, in
“Our expensive new collaboration tools go unused, as everyone most organizations, this is the wrong approach.
seems fine using email.”
The imperative is not to force-fit a single program everywhere,
“Our people say it is a pain to collect and contribute knowledge but instead align the right tools and behaviours to the right
to the database.” business purpose, across the organization. What works to
“We have dozens of KM staff and I don’t know what they do or enhance Customer Service is different that what is needed to
how they add value.” improve Quality Assurance. The result will be a collection of
This feedback is not isolated, as these and other examples have business-led enablement programs that are often not even
attracted the attention of analysts and observers, with some called "Knowledge Management."
writing openly about the decline, or even “death,” of KM. Some Businesses now can choose from a wider and expanded set of
actual recent quotes: tools and capabilities under the "KM" umbrella, including Digital
“Knowledge management isn’t dead, but it’s gasping for Asset Management, Business Intelligence, Social Collaboration,
breath…Any chance that this idea will come back? I don’t think Enterprise Search, Communities, Crowdsourcing, and many
so.” others. Each of these need to play a specific (and varied) role
across an organization and are no longer focused just on large
“Knowledge Management is dead, thank God.” content repositories. When tied to a clear business purpose and
Evolution and Renewal of KM built around how people and teams work every day, these can
and do make huge impact.
These fears are misleading. First, the need for businesses to drive Going forward, the successful “KM” program may simply be good,
results and competitive advantage through data, smart business process enabled by technology, whether called
experience and insight has never been greater. This is being KM or not. Given all of this, we shouldn’t be talking about the
driven by ever-increasing business complexity, as well as the “death” of KM, but its renewal!
rapid explosion of new tools and data, while markets demand
Bob Armacost is a consultant with deep experience building and
greater speed and performance than ever.
leading knowledge management, social learning, information
In addition, in more emerging businesses (e.g. Uber, Amazon), services and innovation across large, global professional services
“knowledge” is intrinsic to the service or product, putting firms. To learn more, visit http://iknow.us/.

34 | Image & Data Manager

 12 7 - 8 August 2018
National Convention Centre
Canberra

4
Co-located with: Cyber Security in GOVERNMENT Digital ID SHOW
Register your all-access conference pass now
www.techingov.com.au
THE
Purchase ANNUAL
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GOVERNMENT TECHNOLOGY LEADERS ACROSS AUSTRALIA
Technology in Government is Australia’s largest IT event for the Government. Co-located with Cyber Security in
Government and the Digital ID Show, it combines a high-level conference with a large scale exhibition, bringing
together senior Public Sector Technologists and Communications Experts to learn, network and source ICT
solutions for the ongoing transformation within the Government.

Hear from industry leading experts about the latest trends

Sandra Särav Hudson Hollister Charles McHardie Professor Toby Walsh

Global Affairs Director, President, Data Coalition, CIO, Department of Human Professor of Artificial
Estonian Government CIO Board of Directors, Data Services Intelligence, UNSW
Office Foundation

Hon. Angus Taylor MP Avi Shavit Dr Maria Milosavljevic Carmel Ali

Member for Hume, Minister Strategic Advisor in Cyber NSW Government Chief GM, Information and Safety,
for Law Enforcement and Security, Israeli Innovation Information Security Officer, Chief Security Officer,
Cyber Security Authority NSW Department of Department of Internal
Finance, Services and Affairs Te Tari Taiwhenua
Innovation

David Birch Alan Bell Andre Boysen Geoff Slagle

Author, Advisor & Director Digital Identity, Chief Identity Officer, Director, American
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All those emails on
privacy mean nothing!
By Tim Ebbeck, Executive Chairman, IXUP is higher. Dig a little deeper, however, and the true impact of
If you’re like me, you’ve no doubt received hundreds GDPR begins to emerge.
of emails in May from organisations around the world Any company, regardless of where it’s based but which has
wanting to update you on their privacy policies. They consumers in Europe must now literally monitor, secure, manage
and organise every single piece of sensitive data they hold, and
were all rushing to meet a deadline of Friday 25 May.
in unprecedented detail. The same applies to any EU member
While for most people they were just more emails for state government. Organisations must now be able to identify
the trash, there was, nonetheless, an important reason and track individual pieces of data. They have to be able to
behind them. identify who has accessed that data, where it’s been accessed,
Friday 25 May was a watershed date. For most people around as well as when and how. And they have to respond to any
the world it seemed a day pretty much like every other. Except consumer or citizen who wants to know how their data has been
if you live in the European Union (EU) and tried to visit the web- used in the past, or who wants their entire record expunged as
sites of the Los Angeles Times, the Chicago Tribune or The New York part of the right to be forgotten. The organisational
Daily News. Instead of their landing pages, you’d have seen the infrastructure needed to do all this is, in a word, huge.
message: "Unfortunately, our website is currently unavailable in So not surprising then that some large US organisations, like
most European countries." the LA Times, the Tribune and the NY Daily News, have already
This wasn’t a server error or a problem with undersea cables. This decided that blocking users is the lesser of two evils – the other
was a conscious decision to cut off a half billion-strong consum- being complying with GDPR. This won’t help them, though,
er market as the lesser of two evils. Big call. because they still have historical data on EU citizens, and must
toe the line. And longer term, their business models rely on
The denial of service by the media websites and the emails you
being able to monetise the data they hold.
received hinted at the magnitude of the change coming for
people and organisations, not just in the EU but across the entire The world of data has become so inextricably complicated that
world from May 25. As of that date, the General Data Protection it is impossible to unravel where true ownership of data lies, and
Regulation (GDPR) came into effect in 28 European countries. accordingly, who gets to claim ownership and privacy rights.
This important economic block, which is home to 500-million Take, for instance, a basic online transaction: A consumer in
consumers and citizens, now boasts the most robust data Townsville in Queensland Australia buys a spare part for her car
regulation in the world. While it’s triggered a fundamental shift online from Italy using an Australian bank-issued credit card on
in how personal data is collected, managed, stored and used, the VISA platform. The buyer, the Italian vendor, the Australian
few organisations have grasped the enormity of the impending bank, and VISA aren’t the only parties to this transaction. There
changes to the way they need to operate, and to how consum- are multiple banks involved in transnational e-commerce; there
ers and citizens can now control and access their own data. is the hosting platform for the vendor’s website; the buyer’s
email provider; the satellite services that transmit the
In brief, GDPR means that any organisation, whether it’s Amazon,
transaction data; and various other parties. This simple
Google, a government, a small online retailer, school, hospital,
demonstration reveals that every piece of data comprises
football club and so on, must be completely transparent about
contributions from multiple parties in many jurisdictions.
how it uses personal data it collects. Consumers and citizens
must give explicit permission for their data to be used or shared It also indicates that implementing a consumer’s right to be
in any way, and organisations with more than 250 employees forgotten is a tangled web.
must hire a data officer. Identifying the ‘owner’ of data is a challenge yet to be tested
This doesn’t just apply in the EU. Our transnational world means by the authorities tasked with enforcing the new data privacy
that even, for instance, a stamp-collecting club in Wagga Wagga regime. It will be further complicated by having to abide by
with members in the EU must comply. Failure to do so means a the GDPR as well as the relevant data regimes in each country
substantial fine: €10 million or 2% of global revenue – whichever where the various transaction elements occurred. It almost

36 | Image & Data Manager

goes without saying that there could be significant differences
between them. And we haven’t even touched on the emergence
of non-jurisdictional transactions facilitated by blockchain and
Australia’s privacy protection
settled with cryptocurrencies. laws “unsustainable”
In Australia, the advent of the open banking regime in July 2019 Australia’s weaker privacy protection laws will be unsustainable
poses another raft of headaches, as bank customers will be as tough new measures giving individuals “the right to virtually
entitled to greater access to and control over their data. In the
disappear”, come into force in the European Union, according to
next year, the banks – already grappling with a host of
reputational, trust and operational issues – must implement a senior researcher at the University of Sydney Business School.
a seamless process to facilitate open banking, accommodate The EU’s General Data Protection Regulation (GDPR) gives
GDPR, and have their arms around every country’s data regime individuals access to all data collected on them, the ability to
in order to provide skeptical customers with full confidence in correct errors and the right to move data between organisations
their data governance strategy. such as banks and insurance companies. Companies found in
It won’t stop at the banks. We already know that energy and breach of the new regulations could face fines of up to € 20 million
telecommunications are next, and the ‘open data’ trend is likely (A$ 31 million) or four per cent of their global turnover.
to continue until it covers every aspect of the public and private The Business School’s Professor Vince Mitchell says the
sectors in Australia.
regulations, which effectively give individuals the right to
Don’t underestimate the size and impact of what lies ahead. “disappear”, will have a significant impact on Australian compa-
It’s against this convoluted background that I contend that the
nies with EU connections and on EU Companies dealing with
last-minute rush to send out privacy emails is just a box-ticking
exercise. It certainly doesn’t address the root of the issue, which Australia.
is the security and sovereignty of data. “Major personal data breaches like CBA, Cambridge
Why’s this the case? It’s because complex systems (including Analytica and Yahoo show how vulnerable our privacy is,” said
manual, human and complex technological processes) that have Professor Mitchell. “Now, the regulators in Europe are adopting the
developed over many decades weren’t designed with privacy at world’s toughest measures and Australia may have no choice but to
their core, except in very rare instances. follow suite. EU companies will have to ensure that Australian
One privacy email I received came from Mozilla, the creator of firms comply with the GDPR before transferring data to them and
the Firefox browser. This paragraph in particular caught my eye: will then have to obtain explicit consent from EU regulators to do
“…unlike other organizations, Mozilla has always stood for and so,” said Professor Mitchell.
practiced data privacy principles that are at the heart of privacy “Australian companies that gather data on individuals will have
laws like the GDPR. It feels like the rest of the world is catching to comply with the GDPR before doing business with the EU
up to where we've been all along.” or an EU firm. This could create a two tiered system of privacy
Mozilla appears to be among the few companies that had the protection with people enjoying more rights when they deal with
foresight to bake data security into their entire business and an EU based company or one with EU connections and this is just
operational model from the start, instead of applying a
band-aid overlay that requires vast and expensive monitoring
unsustainable,” Professor Mitchell warned.
and reporting systems. Australia is currently not included on the European
Another company that took that approach is IXUP.
Commission’s list of non-EU countries considered to have
adequate data protection laws and is, therefore, not permitted to
IXUP saw the new world data order coming several years ago,
and came up with a simple, elegant solution that accommo-
deal freely with the EU.
dates the rights of consumers and citizens regarding their per- “It’s worth noting that while New Zealand does make the grade,
sonal information while also meeting the needs of organisations Australia is not even amongst those countries with which the EU
to monetise data. is currently holding so called adequacy talks,” Professor Mitchell
Our patented software platform rests on the two pillars of the said.
sovereignty and security of data. Consumers have confidence The new EU regulations shift the balance of power away from
in the fact that organisations using IXUP don’t need to share companies and towards individuals who will have the right to know
their personal data in order to collaborate with other parties. what data is being collected on them and to challenge its intended
Furthermore, they have the assurance that each element of that
use. They will also have the right to opt out of certain types of data
data is locked down with unique encryption, creating multiple
layers of security. processing such as profiling and have the ability to challenge any
decisions on such things as medical insurance or bank loans.
With data secure from the outset and never, ever sharing it, the
need for all the other belts and braces becomes redundant. “The GDPR will, for example, provide protection in high risk
Suddenly, complying with GDPR and other data security and situations where individuals are required to give passport, drivers
privacy regimes becomes easy, simple and cost-effective. licence or visa information to estate agents, banks, immigration
Organisations that tried to bring together disparate technology agents, employers and accountants,” Professor Mitchell said.
solutions to share their data just can’t provide enough band-aids “It will also apply to sensitive data such as political opinions,
to overcome the privacy exposures their systems create. religious affiliation, sex life, gender identity, union membership,
That’s why IXUP’s technology is different. Secure data. Trusted ethnicity, physical or mental health or criminal convictions.”
collaboration. By design and from Day One. This requires consumers and companies to undergo a shift in
mindset,” Professor Mitchell said. “Under these regulations, a
Tim Ebbeck has more than 30 years of business experience in a person never really gives their data to a company, they simply
range of roles and industries. Previously he was MD of Oracle allow them to process it, and so companies should never consider
in Australia and New Zealand, and Chief Commercial Officer of it their data. Importantly, these regulations apply to any company
NBN Co. Prior to NBN Co he was CEO of SAP in Australia and New
holding or processing the data of EU citizens including Australian
Zealand. He is also a former CFO of SAP, Compaq, and Unisys and
Investment Director in the venture capital industry. For more infor- companies with EU connections.”
mation visit www.ixup.com
Image & Data Manager | 37
A new way to hide information in plain text
Computer scientists at the Columbia University School "This hidden information, though not visible to humans, is
of Engineering and Applied Science have invented machine-readable just as barcodes and QR codes are
FontCode, a new way to embed hidden information in instantly readable by computers. However, unlike barcodes and
QR codes, FontCode doesn't mar the visual aesthetics of the
ordinary text by imperceptibly changing, or
printed material, and its presence can remain secret."
perturbing, the shapes of fonts in text.
Data hidden using FontCode can be extremely difficult to
While having obvious advantages for spies, FontCode has detect. Even if an attacker detects font changes between two
perhaps more practical application for companies wanting to texts--highly unlikely given the subtlety of the perturbations--it
prevent document tampering or protect copyrights, and for simply isn't practical to scan every file going and coming within
retailers and artists wanting to embed QR codes and other a company.
metadata without altering the look or layout of a document.
Furthermore, FontCode not only embeds but can also encrypt
FontCode creates font perturbations, using them to encode a messages. While the perturbations are stored in a numbered
message that can later be decoded to recover the message. The ___location in a codebook, their locations are not fixed. People
method works with most fonts and, unlike other text and wanting to communicate through encrypted documents would
document methods that hide embedded information, works agree on a private key that specifies the particular locations, or
with most document types, even maintaining the hidden order, of perturbations in the codebook.
information when the document is printed on paper or
converted to another file type. "Encryption is just a backup level of protection in case an
attacker can detect the use of font changes
to convey secret information," says Zheng.
"It's very difficult to see the changes, so
they are really hard to detect -- this makes
FontCode a very powerful technique to get
data past existing defences."
To use FontCode, you would supply a secret
message and a carrier text document.
FontCode converts the secret message to
a bit string (ASCII or Unicode) and then
into a sequence of integers. Each integer is
assigned to a five-letter block in the regular
text where the numbered codebook
locations of each letter sum to the integer.
Recovering hidden messages is the reverse
Like an invisible QR code, FontCode can be used to embed a URL, as in this example process. From a digital file or from a
where each of four paragraphs is embedded with a different URL. Retrieving one of photograph taken with a smartphone,
the URLs (here for a YouTube video) is done by taking a snapshot with a smart device FontCode matches each perturbed letter to
(right) and decoding the hidden message using the FontCode application. the original perturbation in the codebook
to reconstruct the original message.
FontCode is not the first technology to hide a message in Matching is done using convolutional neural networks (CNNs).
text--programs exist to hide messages in PDF and Word files Recognizing vector-drawn fonts (such as those stored as PDFs
or to resize whitespace to denote a 0 or 1--but, the researchers or created with programs like Illustrator) is straightforward since
say, it is the first to be document-independent and to retain the shape and path definitions are computer-readable. However,
secret information even when a document or an image with it's a different story for PNG, IMG, and other rasterised (or pixel)
text (PNG, JPG) is printed or converted to another file type. This fonts, where lighting changes, differing camera perspectives, or
means a FrameMaker or Word file can be converted to PDF, or noise or blurriness may mask a part of the letter and prevent an
a JPEG can be converted to PNG, all without losing the secret easy recognition.
information.
While CNNs are trained to take into account such distortions,
Changxi Zheng, associate professor of computer science and recognition errors will still occur, and a key challenge for the
the paper's senior author, created FontCode with his students researchers was ensuring a message could always be recovered
Chang Xiao (PhD student) and Cheng Zhang MS'17 as a text in the face of such errors. Redundancy is one obvious way to
steganographic method that can embed text, metadata, a URL, recover lost information, but it doesn't work well with text since
or a digital signature into a text document or image, whether redundant letters and symbols are easy to spot.
it's digitally stored or printed on paper. It works with common
Instead, the researchers turned to the 1700-year-old Chinese
font families, such as Times Roman, Helvetica, and Calibri, and
Remainder Theorem, which identifies an unknown number
is compatible with most word processing programs, including
from its remainder after it has been divided by several different
Word and FrameMaker, as well as image-editing and drawing
divisors. The theorem has been used to reconstruct missing
programs, such as Photoshop and Illustrator.
information in other domains; in FontCode, researchers use it
Since each letter can be perturbed, the amount of information to recover the original message even when not all letters are
conveyed secretly is limited only by the length of the regular correctly recognized. Using the Chinese Remainder theory, the
text. Information is encoded using minute font researchers demonstrated they could recover messages even
perturbations--changing the stroke width, adjusting the height when 25% of the letter perturbations were not recognized.
of ascenders and descenders, or tightening or loosening the Theoretically the error rate could go higher than 25%.
curves in serifs and the bowls of letters like o, p, and b.
"We are excited about the broad array of applications for
"Changing any letter, punctuation mark, or symbol into a slightly FontCode," says Zheng, "from document management software,
different form allows you to change the meaning of the to invisible QR codes, to protection of legal documents.
document," says Xiao, the paper's lead author. FontCode could be a game changer."

38 | Image & Data Manager

The future of capture lies in the cloud
Ike Kavas is the founder and CEO of Ephesoft, with 20 IK: Unstructured content is
years of document capture, document management, I think growing four times
workflow and systems engineer experience. faster than the structured
content. One of the reasons
His previous role was Chief Technology Officer at
is that we have democra-
Ephesoft and he holds a patent on supervised tised content generation.
machine learning for document classification and For example, we now allow
extraction. On a visit to Australia for a series of people to take a picture of
customer events, IDM asked Ike to expand on expand documents and add a digital
the company’s mission of turning the world’s signature before submitting
unstructured content into actionable data. them. But every time you
digitally sign a document,
that turns into a pdf file.
IDM: You started the business in 2010 looking to revolution- Guess what, that’s another
ize the enterprise capture. In your mind, what were some of document stored in your
the biggest pitfalls of this technology? repository as unstructured content that we as Ephesoft need to
IK: I think there were three main drivers in my head. One is, I turn into data for actionable information. It’s definitely getting
felt like the innovation was not there. The vendors at the time worse and that’s why Ephesoft is going towards the cloud, you
were just updating their UI and not adding any significant value need hybrid cloud elasticity because the sheer scale of data
to the space so I wanted to bring something new. The second is not something that you can handle by putting some more
one was I saw the cloud is coming. Number three was as a result servers on-premise any more.
of being so closely involved with many projects for content
classification and extraction on unstructured documents. They IDM: There is also a lot of hype today regarding AI, analytics
would take so long, many, many months and millions of dollars. and machine learning. Where do you think the main appli-
I wanted to bring that technology to the masses and you can cations of this are coming?
only accomplish that by making the product accessible and easy
to implement. This is one of the reasons we brought in subscrip- IK: I look at the AI and machine learning from two angles. One is
tion pricing eight years ago. I love subscription because it makes how I can drive down the professional services engagement so
us work harder for the customers because next year they can that the customers from Ephesoft can actually implement these
just switch to another vendor if we don’t keep up. technologies faster. Through machine learning and AI we can
have the computers analyse the data and extract what you need
rather than us or the business analyst writing rules or repeating
IDM: How do you believe Ephesoft differs from other cap- the system where the data is handled template by template.
ture solutions? Those are really old school things. The second portion is how
IK: I think number one is the licensing model. We are very we can empower the business analysts. When you look at the
flexible and we don’t charge for click count and number two data, say you have 2 million records that you reconciled from
is the innovation. My nightmare at night is that somebody is all the documents that you had in that process and then you
going to come and ‘out-innovate’ us like we did. That’s why we combine that with other databases, the business analyst has to
work really hard and our self-mandate that we put in this is that make intelligent decisions and you need to make sure that you
we need to innovate something new every two years, so we empower them to make the intelligent decisions faster. So, by
have been trying to do that. I think that’s our main differences analysing this data the business analysts can find the data they
so that constant improvement you see from Ephesoft. need and then make the decision that they are supposed to
make. AI is all-encompassing and machine learning has differ-
ent flavours. We really believe in supervised machine learning
IDM: Where does smart document capture end and business because we believe in that AI is not yet smart enough to figure
process begin, are they the same thing? out what’s important for businesses analysts. You must tell the
IK: That’s a good question. You have to think of us as data machine ‘these are the important things that I care about for
transformation service. We take unstructured content, whether my business for my process’ and computers need to learn and
email, document, pdf file whatever it is, and we turn that into amplify that so that’s why supervised machine learning is the
information and give it to someone else. You can run your work- basis of all of our technologies.
flows with that and that’s where the difference is.
IDM: How do you see the future of document capture and
IDM: And how does that fit with something that’s getting a Ephesoft and from here on?
lot of airplay these days, robotic process automation (RPA)? IK: Enabling cloud is critical. In a few months we plan on em-
IK: I think the RPA is very popular because it allows you to access powering our TransAct product with the flexibility of the cloud.
the data and combine it with other sources just to transform it. Many of our customers struggle with their peak volumes as
In RPA you can say ‘go to this website and capture this data’ or when you buy an on-prem system you have to buy X number
you could ‘go to this database and capture this data’. But you of servers to support your peak volume so you can process on
can’t say that ‘go to this pdf file and capture the data’. We are the time and meet your sales. But with the cloud that’s not the case.
layer between that pdf file and what RPA needs. We can go to You can actually have only one server on-premise and when the
repositories, pdf file or any unstructured content and turn that peak volume hits you can just outsource or do everything on the
into structured data that RPA can then utilise and transform so cloud. That’s the short term roadmap but in the long term we
we are an essential piece of the puzzle. have to be the best of the best on transforming
unstructured data and giving that structured version of the
data to our partners and customers and. If we just focus on that
IDM: T. People have been quoting the Gartner figure that
we will not only create great value but also become a baseline
unstructured data represents 80% of all enterprise content.
system for all of our partner and customers.
Is that figure still valid, improving or getting worse?
Image & Data Manager | 39
4 Tips to De-risk your AP Automation Project
By Lee Bourke They need to provide significant input into the project. The
Payable Automation is the process of re-engineering problem is that these key resources are generally already
over-utilised in their normal working week. Having them
the accounts payable process to create and improve
contribute a significant effort to your project will leave a big
efficiencies. More often than not it involves hole in the current process that will cause many issues.
digitisation and centralisation of a process that is
What normally happens is the day-to-day operational issues
currently manual and paper-centric. When done take priority on the project and the project slips well out into
correctly an AP Automation project is not just automa- the future. Good leadership here plans for this resource issue by
tion of the current process, it is a complete re- back training other resources into some of the key components
imagining of the process. of the SME's current role. That allows them to be freed up to
Organisations are drawn towards AP automation projects participate in the new automaton project without significant
because they offer a very large set of potential benefits. These negative impacts to the organisation.
benefits include cost reductions, accuracy improvements, 2. Consider Cloud Deployment - Research* has shown that
resource reallocation, improved cash management, access to cloud delivered AP solutions are 100% more likely to deliver real
early payment discounts, avoidance of late payment penalties, time visibility into an organisations cash position. This is just one
improved vendor relationships and increased staff satisfaction of the benefits that organisations can enjoy when they choose a
just to name a few. cloud deployment model.
Unfortunately for most organisations they need to run a change A cloud deployment model will provide stakeholders access to
project before they can access those benefits. This can be information when they want it from anywhere in the world. Any
challenging as history tells us that approximately 50% of change modern cloud-based solution will offer mobile access to
projects lead to frustrated delivery (failure to deliver on time, to information as well as allowing staff to process their workflow
budget and / or the full scope) or completely failed delivery. tasks on their mobile device as well.
We have put together our top tips to avoid being in the 50%. A less known but hugely compelling reason to choose cloud
Here they are; deployed solutions for AP processing is based around the
1. People Leadership - It should come as no surprise that skills required to maintain that type of solution. Corporate IT
people leadership sits at number 1 in our list. Despite the Departments have many IT skills but few of them are specialists
significant advances in labour management since the Industrial in document capture, document management, workflow and
Age we are still seriously deficient in the way we lead our most data integration.
valuable resource through these change projects. When these technologies are deployed in the cloud your cloud
If you want to improve your people outcomes on a project then hosting partner will have these skills. That way when there is an
you need to start communication about the project (what it is, issue you can rest assured that the right resources with the right
why it is needed, how it will impact the individuals etc.) with the skills will get it resolved quickly.
team early on and where possible engage them in some of the 3. Choose an Integration Capable Solution - Even if your first
decision making. It is important that organisations also let the project stage does not require integration with your ERP, it will
team know what the non-negotiables for the project are. likely be a future need. AP automation solutions that provide
Allowing team members to think they can change an outcome maximum ROI need to access vendor, PO, receipting and
that is a non-communicated non-negotiable is just a waste of other critical information from the ERP so that they can make
energy that will become a massive de-motivator for the informed approval routing decisions. They will also need to be
individual when they eventually work out that it is non- able to pass electronic invoice data back into the ERP so that
negotiable. For this I will use the Bus analogy. The team need human labour is not needed to do it. None of this can happen if
to know that the bus they are on is going to a new destination. your solution does not have a strong integration capability.
They need to know that the destination is not open for debate, This capability will also be essential if you plan to use the
however, what is open for debate is some of the semantics implemented platform to automate other key business
relating to the journey. e.g. which seat they will take, will there processes. e.g. HR Automation, Contract Management,
be stops on the way etc. Having the courage to engage the Customer Service Processes. In the information Age companies
team early will lead to superior project outcomes. that are able to effectively connect their technology have a
Your project team will need good levels of Executive Support. significant advantage over those that cannot.
The key people on the project need to know they have the 4. Partner with a Trusted Advisor - Generally an organisation
backing of the executives. They need decisions made in a will only run one AP Automation project and it is impossible for
timely manner and required resources made available to ensure it to be a core skill of the organisation. There are a number of
success. They also need executives to step in where needed and companies, like ours, that do plenty of these projects. Probably
remove roadblocks. the biggest influence on your potential success will be the
Engage your IT department early. In our experience the IT quality of the partner you choose to do the project with.
department will be a great ally on a project like this if they are Engaging a company like ours will enable you to tap into
engaged early and are able to make sure their input is heard. decades of process re-engineer and technology deployment
The modern IT department is usually very concerned with experience. When deployed for your benefit this experience will
delivering business value and they will want input. On the underwrite the risk associated with running such a large change
contrary, bringing the IT department in late will lead to your program.
frustration as you have to wait while they go about their normal Hopefully these tips help you deliver a successful AP Automa-
checks and balances. tion project. If you would like to meet with us to discuss your
The final people leadership tip we have is to look after your specific project please email us at [email protected].
Subject Matter Expert (SME). Most organisations have a person *Ref. Aderdeen Group 2015, Bring Invoice Processing Costs Back to
that is central to the successful operation of the current AP Earth with AP Automation in the Cloud.
process. This person will be in high demand as you set about
Lee Bourke is CEO of FileBound Australia.
planning an automation project.

40 | Image & Data Manager

 E-Invoicing: The search for AP/AR automation and legal compliance
By Adam Beldzik – thus PEPPOL should be EU-widely used.
Many enterprises have already included the increase in e- Using Italy as an example, from B2G e-invoicing to B2B tax
invoicing rate and processes automation in their strategies. control being almost there, we can expect the trend that more
Most of them decide to hire a regional or global provider to and more EU countries will follow and implement the B2B or
achieve the synergy effect. This is a very good decision but B2C exchange of invoices via the governmental servers to have
currently organisations face the challenge of dynamically a better tax control .
changing e-invoicing legislation in every country. Designed to reduce errors and prevent VAT fraud, the
A few years ago, Council Directive 2010/45/EU was mandatory electronic invoicing will be extended to all
expected to unify the legislation regarding e-invoicing, at least economic operators in Italy with the 1th of January 2019
within EU Member States. There were slight differences among deadline. However, for taxpayers operating in certain business
the countries, for example the approach to obligation to Buyer’s sectors, the compulsory e-invoicing regime will be effective
consent or the required retention period. starting from the following dates:
But member states, like Portugal, Spain, Hungary or Poland 1 July 2018 for B2B supplies of gasoline or diesel fuel
implemented their own methods to increase the control over intended for use as motor fuel and for services rendered by
invoicing process to decrease the VAT gap which has been subcontractors under a contract the PA
estimated in EU Member States at around EUR 151.5bn in 1 September 2018 for invoices issued to non-EU consumers
2015. Beforementioned countries implemented the obliga- of tax free shopping (amount above EUR 155),
tion of reporting the invoice data to tax authorities in a specific 1 January 2019 for all other transactions between individuals.
format – with each country deciding on its own requirements What about the global business?
regarding the data format and deadlines. Companies having business partners worldwide cannot
The challenge for companies with subsidiaries, for instance focus on EU states only. The “old fashioned” ways like paper
in Hungary or Spain, is to provide the proper data content in or e-mailed PDFs should still be handled via OCR technology
the invoice (modifications in ERP system) to the e-invoicing/ (Accounts Payable) or with postal partners (Accounts
ERP provider to generate and send the proper report to tax Receivable ) to handle the 100% invoicing process worldwide.
authorities . In each country a separate approach is required to Depending on an individual company’s approach to e-invoic-
handle the types of statuses received from the tax authorities ing, it is highly recommended to choose a provider with wide
after submitting the report. scope of functionalities offered and is able to cover the legal
Will the 2014/55/EU Directive be the e-invoicing compliance issues.
game-changer? The legislation requiring public administration In case you have already made up your mind on e-invoicing
entities to handle structured e-invoices will, most likely, increase strategy, remember that sooner or later the buzz words like
the e-invoicing penetration rate, as 30% to 40% enterprises machine learning, robot process automation (RPA) or artificial
(depending on the country) deliver the goods or services to intelligence (AI) will become reality. Your company needs to
these entities. The trend is to oblige the delivering entities (e.g. think about them in advance in order to implement the best
in France or Italy) to place only structured e-invoices. optimization programme available.
But the challenge for international companies is to handle the Adam is a Director of the E-INVOICING Business Unit in
interface with governmental platforms (like Chorus in France) Comarch Group https://www.comarch.com/

Gov. claims eInvoicing "progress" "If standards for eInvoicing are widely adopted, it will not only
be easier for industry to do business with government and other
The Australian government says it will work to industries, but also cheaper for all parties involved in a transac-
progressively adopt electronic invoicing (eInvoicing) tion," said Minister Keenan.
across all levels of government. Minister for Revenue Deloitte Access Economics estimates that eInvoicing could result
and Financial Services, the Hon Kelly O'Dwyer MP, said in economy-wide benefits of up to $A28 billion over ten years.
embracing eInvoicing is a win-win situation, which will In March this year Prime Ministers Malcolm Turnbull and Jacinda
both improve government processes and help Ardern agreed for Australia and New Zealand to take practical
businesses. action around common approaches to eInvoicing. As a result,
the Government has established a Trans-Tasman working group
The Government recently completed an implementation study
to support industry to standardise eInvoicing processes in
into the benefits for the economy from the Australian Govern-
Australia and New Zealand, and take advantage of opportunities
ment adopting eInvoicing and made three recommendations:
arising from the digital transformation of our economy.
• encourage government agencies to adopt eInvoicing at a time
The working group includes members from the Australian Taxa-
that aligns with their business plans and needs;
tion Office, the Department of Industry, Innovation and Science,
• adopt eInvoicing in a way that is consistent with the Digital the Department of Jobs and Small Business, the Digital Transfor-
Business Council's (DBC) interoperability framework; and mation Agency, the Treasury, and the New Zealand Government.
• work with the Government's Shared and Common Services Representatives from state and territory governments will also
program to implement eInvoicing where possible. be invited to participate.
The Minister Assisting the Prime Minister for Digital Transforma- The working group will consider the most appropriate ways
tion, the Hon Michael Keenan MP, said eInvoicing aligns with the to support industry to maintain the standards in the DBC
Government's broader ambitions to deliver faster and easier to framework, and how to accredit participants in the eInvoicing
use digital services to all Australians. network. The Government will continue to work closely with
industry on the implementation of eInvoicing.
Image & Data Manager | 41
 ENTERPRISE GUIDE

ABBYY people to provide information securely on an

anywhere-anytime-any device basis.
Phone: (02) 9004 7401
E-mail: [email protected] Servicing both large and small, public and private sector
Web: www.abbyy.com.au organisations across all industries, our team of highly
ABBYY is a leading global provider of technologies and qualified staff have global experience working with all
solutions that help businesses to action information. The versions of Micro Focus Content Manager (CM).
company sets the standard in content capture and It is this experience coupled with our extensive range of
innovative language-based technologies that integrate software solutions that enable our customers and their
across the information lifecycle. ABBYY solutions are projects to be delivered faster, more cost effectively and
relied on to optimize business processes, mitigate risk, with more success.
accelerate decision making and drive revenue. At Kapish we are passionate about all things Content
Thousands of companies process more than 9.3 billion Manager. As a Tier 1, Micro Focus Platinum Business
pages of documents and forms annually using ABBYY Partner, we aim to provide our customers with the best
technologies. ABBYY solutions and products are used by software, services and support for all versions of the
many of the largest international enterprises and Electronic Document and Records Management System,
government organizations, as well as SMBs and Content Manager.
individuals. ABBYY technologies are licensed by Quite simply, our products for CM make record-keeping a
world-leading hardware and software vendors to breeze. Kapish was recently awarded the HPE
provide Image Pre-Processing, OCR, Data Capture and Information Management & Governance – Partner of the
Format conversion capabilities for their products. ABBYY Year 2017 award.
technologies and products, available on a number of
platforms (mobile, desktop and server) and a variety of
operating systems (Windows, Linux, Mac, iOS, Android, Fujitsu Australia
etc.), include FineReader, PDF Transformer, FlexiCapture, Tel: 02 9776 4555
Email: [email protected]
Recognition Server, Mobile Imaging SDK, Lingvo, and Web: au.fujitsu.com/scanners
ABBYY Compreno-based Fujitsu, as one of the world’s leading document
Semantic technologies. scanner companies for both Desktop and Workgroup
scanners, offers compatibility with over 200 different
DocsCorp document imaging applications. The result is state of the
art image solutions from innovative portable units all
Tel: 1300 559 451
Email: [email protected] the way to large centralized production environments.
Web: www.docscorp.com Fujitsu document scanners are renowned for their
DocsCorp is a leading provider of productivity software performance, remarkable image quality, fail-safe paper
for document management professionals worldwide. handling and Fujitsu's legendary reliability.
Our offices and products span the globe with over New innovations include:
500,000 users in 67 countries. Our clients are well known • Overhead contactless scanning of fragile documents,
and respected global brands that rely on DocsCorp for thick books and oversized items;
their technology needs. Our mission is to provide • Ability to input and sort multiple small documents,
document professionals who use enterprise content business cards, etc., just by laying them on the desktop;
management systems with integrated, easy-to-use • Ultra-sonic and patented ISOP paper sensing
software and services that extend document processing, technology that prevents batched document damage;
review, manipulation and publishing workflows inside and
and outside their environment to drive business • Mixed batch scanning & automatic paper skew
efficiency and to increase the value of their existing tech- correction.
nology investment.
Our solutions include:
• contentCrawler - intelligently assesses image-based FileBound
documents in content repositories for batch conver- Phone: 1300 375 565
Email: [email protected]
sion to text-searchable PDFs, making every document Web: www.filebound.com.au
searchable and retrievable FileBound is an end-to-end process automation solution
• compareDocs delivers unparalleled levels of efficiency for enterprises of all sizes. FileBound is a cloud-native
and accuracy in the document comparison process document management system with advanced workflow
• cleanDocs provides a high level of confidence that capabilities that automates the flow of enterprise work.
metadata is cleansed from confidential or sensitive This comprehensive enterprise content management
documents before being sent externally. (ECM) solution features capture, document
management, workflow, electronic forms, analytics,
Kapish mobile access (IOS and Android) and much more. It
presents in a single, easy-to-use application that
Tel: (03) 9017 4943
Email: [email protected] manages business processes from beginning to end and
Web: http://kapish.com.au/ reliably connects people and information.
Kapish is a member of the Citadel Group (ASX: CGL). FileBound provides organisational efficiencies, drives
Citadel solve complex problems and lower risk to our out manual paper-based processes to decrease costs,
clients through our tailored advisory, implementation increase productivity and support compliance with
and managed services capabilities. internal and external mandates. FileBound users have the
With over 250 staff nationwide and an ability to ‘reach flexibility to create a variety of solutions from complex
back’ and draw on the expertise of over 1,500 people, AP automations to simple document archival and
we are specialists at integrating know-how, systems and retrieval processes.
42 | Image & Data Manager
 ENTERPRISE GUIDE

EzeScan OPEX
Phone: 1300 393 722 Contact: Byron Knowles, Business
Fax: (07) 3117 9471 Development Manager - APAC
Email: [email protected] Phone: +61 484 596 470 (m)
Web: www.ezescan.com.au Email: [email protected]
Web: www.opex.com/contact/sales-contact/
EzeScan is one of Australia’s most popular production
capture applications and software of choice for many OPEX is a recognised global technology leader in
Records and Information Managers. This award winning document imaging, high-speed mailroom automation and
technology has been developed by Outback Imaging, an material handling.
Australian Research and Development company Since 1973, OPEX systems have provided performance
operating since 2002. Solutions range from centralised enhancing workflow solutions and cost-
records capture, highly automated forms and invoice effective results to thousands of organisations worldwide.
processing to decentralised enterprise digitisation platforms OPEX systems are designed for a wide variety of industries
which uniquely align business processes with digitisation including financial services, insurance, healthcare, govern-
standards, compliance and governance requirements. With ment, retail, non-profits, utilities, telecommunication, service
advanced indexing functionality and native integration with bureaus, educational institutions, and fulfillment operations.
many ECM/EDRMS, EzeScan delivers a fast, cost effective OPEX has developed innovative prep reducing scanners that
method to transform your manual business processes into address the root causes of workflow issues our customers
intelligent digital workflows. face. Minimising preparation, paper handling, and other
EzeScan benefits include: manual tasks not only improves efficiency, but also results
• initiate intelligent automated processes; in superior transaction integrity and information security.
• accelerate document delivery; As documents are removed from envelopes/folders and
• minimise manual document handling; scanned, operators can view each image to ensure it is
• capture critical information on-the-fly; and properly captured. This prevents time-consuming and costly
• ensure standards compliance. re-scanning later in the process. Moving image capture up-
stream also reduces information management risks.

Information Proficiency/Sigma Data

Tel: 08 6230 2213 Epson
Email: [email protected] Contact: Clyde Rodrigues
Web: infoproficiency.com.au Phone: 0429 487 013
Information Proficiency/Sigma Data Email: [email protected]
Web: www.epson.com.au/products/scanners
specialise in Information Management
Solutions, Technology and Services. Our Epson is a global innovation leader dedicated to
focus is on implementing efficient exceeding expectations with solutions for markets as
processes critical to enhancing diverse as the office, home, commerce and industry.
productivity, improving transactional Epson’s advances in scanning technology deliver the perfect
speed, reducing costs and achieving regulatory compliance balance of speed and reliability for image reproduction of
for your organisation. We supply and support Records and unbeatable quality. From compact mobile scanners to A3
Content Management software and solutions that improve flatbed scanners that operate at speeds up to 70ppm, the
business processes, as well as our range of leading range is designed for a variety of demanding organisations
productivity and connectivity tools. We work hard to where fast and easy document
understand our client requirements and implement management is required. Combine that with high
solutions to match. Our team is made up of experienced and productivity software that allows networking and ‘scan to’
diverse industry certified professionals. We strive to build options including the cloud, its versatile functions
lasting relationships with our clients, providing continuous dramatically expand data usability and online document
improvement and mature solutions which significantly workflow. A high quality scanner is a powerful tool. For
improve your end-to-end business processes and outcomes. unbeatable reproduction of photographs, documents and
graphics, you can't do better than the Epson scanner range -
outstanding results, simple operation and value for money.
UpFlow
Phone: 1300 790 360
Email: [email protected] OnBase
Web: www.upflow.com.au Contact: Moana Amoa
PSIGEN, PSICapture is an innovative document capture Phone: +61 2 8249 4561
Email: [email protected]
platform engineered to combine automation, efficiency, Web: www.onbase.com/en-au
stability and Enterprise-class scalability. PSI:Capture provides OnBase is recognised as a market leader in enterprise con-
unmatched integration with just about any ECM or ERP tent management (ECM). OnBase manages your enterprise
platform [e.g. SharePoint, Xero, Trim, Objective etc.] and content from the point of inception all the way through the
allows the utmost in flexibility for deployment in large or information lifecycle to archival and final destruction. When
small organisations. Whether you want a simple scan choosing OnBase to meet your ECM requirements, you will
workflow or complex document capture, PSI:Capture gain capabilities which far exceed standard ECM
provides a solution to meet your specific needs. Document functionality. OnBase also provides case management,
Capture and Scanning is a challenge in any organization. business process management (BPM) and capture
With an array of scanning devices, capture needs and back- technologies on the same platform, which can be further
end content management systems, it is ineffective to settle extended with our file sync and share solution, ShareBase.
for multiple applications to accomplish one goal. The OnBase platform can integrate with your existing
PSI:Capture provides a single capture platform that can meet environment, extend to mobile devices and be made
all your needs. UpFlow is the Asia Pacific distributor. available on premises or in the cloud.
Image & Data Manager | 43
TOOLS &
TECHNOLOGY

Falcon STS for the Digital Mailroom Text Analytics for Contracts enables clients to run teams across
multiple time zones, 24/7, using multi-tier review and analysis
OPEX Corporation unveiled its latest product offering in workflows. ABBYY service personnel simplify customer engage-
Mailroom Automation. STS (Sort, Track, Scan) is a module that ment by taking responsibility for configuration, staging and
promises to deliver on the promise of a bona fide digital mail processing of documents, to accelerate the delivery of con-
centre, one that has been long expected but never fully realised, tract-based intelligence to client personnel.
until now.
The granular level of insight is achieved using ABBYY’s compre-
An extension of the Falcon Series of Scanners (Falcon and hensive NLP technology, which combines syntax, semantics,
FalconV), Falcon STS captures envelope images, sorts and pragmatics and machine learning to identify sections, target
tracks mail pieces, and enables mail centres to scan and deliver specified entities and understand complex structures.
envelope contents digitally. STS provides for solutions across
It provides the high level of accuracy and customization needed
any number of applications including digital mail delivery, mail
by lawyers dealing with complex contracts during negotiations
tracking, and return mail processing.
or mergers and acquisitions, and compliance and security pro-
Designed for large volume mail operations, Mail Matrix delivers fessionals when dealing with risk.
single-pass fine sorting of mail and is capable of digital envelope
For more information and pricing details, contact ABBYY at sales@
imaging and piece tracking. Falcon STS, with its multifunctional
abbyy.com.au or on (02) 9004 7401.https://www.abbyy.com/en-au/
capability, is aptly situated to serve mail centre operations with
solutions/text-analytics-for-contracts/
low and mid-volumes that seek to increase their service value.
When combined with an OPEX Model 72 Rapid Extraction Desk, New Version Of AD Enterprise
Falcon STS is fully capable of envelope imaging, sorting, and
AccessData Group has announced the release of AD Enterprise
piece tracking as well as envelope opening, content extraction,
6.5, a new version of its software tool for managing internal
and document scanning – all with a single operator. There is no
forensic investigations and post-breach analysis.
other device on the market that can offer this unique set of capa-
bilities. Managed service organizations can increase their value The new release features enhancements to the software prod-
proposition to their customers by utilizing Falcon STS with Rapid uct’s existing post-breach analysis capabilities, including more
Extraction Desk for any number of standalone applications. thorough “memory analysis” searches for malware, targeted
data preview and collection of all complex data types directly at
Contact: Byron Knowles, Business Development Manager - APAC
the user endpoint, and improvements to the user interface that
Email: [email protected] Phone: +61 484 596 470 (m) Web:
streamline investigations.
www.opex.com/contact/sales-contact/
“AD Enterprise 6.5 provides even deeper visibility into data so
Text Analytics for Contracts organisations can investigate the causes and potential implica-
tions of a data breach, then act swiftly to conduct their post-
ABBYY has announced the launch of ABBYY Text Analytics for breach analysis and execute crucial response actions,” said Tod
Contracts, a managed service that automatically discovers Ewasko, Director of Product Management at AccessData.
insights from contracts and leases to speed up risk mitigation,
“Unlike other solutions, no third-party software or complex
obligation analysis and content migration.
scripting languages are needed in conjunction with AD Enter-
There is an increasing demand for integration of natural lan- prise to manage the network investigation and post-breach
guage processing in text analytics, helping to convert human analysis.”
language to machine language for computer processing.
AD Enterprise gives deep visibility into data residing on enter-
Currently, the ABBYY Text Analytics for Contracts service is able
prise networks and employee devices so that IT executives and
to process contracts written in the English language. More lan-
information security professionals can work with digital forensics
guages will be supported over time.
experts to investigate possible employee wrongdoing, fact-
ABBYY’s human-like understanding of contracts enables users check a whistleblower’s claims, respond to government inquiries
to speed-read documents by pinpointing sections, clauses and or conduct post-breach analysis.
facts for systems of records or other business processes to drive
Highlights of AD Enterprise 6.5 include:
contextually informed, accelerated decision-making.
Live memory analysis — Enhanced searching capabilities enable
The service is designed for large and medium-sized enterprises,
users to conduct more thorough “memory analysis” in the after-
large-scale system integrators and independent software ven-
math of a breach, identifying possible malware that has been
dors who need to automatically leverage the intelligence em-
left behind on the network, which improves the speed of the
bedded within sectioned documents including contracts, leases,
response and reduces chain of custody risk during the investiga-
regulatory filings and more, to augment business decision-mak-
tion.
ing processes and ensure compliance with emerging regulations
such as GDPR and ASC606. Targeted preview and collection — A remote agent deployed
by the software product enables the preview of live data at the
“Text Analytics for Contracts empowers businesses to reduce
endpoint, anywhere across the enterprise, so investigators can
time-to-content, automate time-to-decision and accelerate
then determine what data should be collected. This saves time
their time-to-compliance. It simplifies the use of semantic and
as well as storage costs, since only data critical to the case needs
AI technologies to automatically identify intelligence within
to be pulled back and ingested into the tool for analysis.
contracts and streamlines analysis to dramatically reduce turn-
around time,” said Bruce Orcutt, Vice-President, Head of Product Tasking collaboration among investigators — Built-in collabo-
Marketing at ABBYY. ration features enable investigators to communicate with each
other and across departments to share notes, tasks, and escalate
The service’s modular, extensible and scalable cloud-based archi-
incidents, directly within the product.
tecture allows contract processing as well as discovery, review
and analysis workflows to be easily customised – all with zero Parsing additions — The addition of several new parsers helps
infrastructure footprint. investigators analyse even more data types. A few of the new
parsers include Windows registry activity, several SSH Parsers,
Micro-service based workflows provide users with a highly flexi-
Net Logon events, and parsers for Android including Google™
ble environment to perform section, obligation and compliance
Hangouts, Kik, contacts from address books, calendars, SMS and
analysis, drawing on products and technologies from ABBYY’s
call logs.
portfolio of AI, NLP, recognition, and information capture tech-
nologies, as well as third-party products and services. https://accessdata.com/products-services/ad-enterprise
44 | Image & Data Manager
Dynamsoft ups Barcode scanning speed deferred response to synchronised messages.
Kx recently-launched an on-demand offering, a subscrip-
tion-based version of kdb+ with a flexible pricing model that
expands the availability and appeal of kdb+ for a much wider
universe of use-cases. Kdb+ on-demand makes massively-par-
allel application architectures more accessible to developers,
putting more compute power at their fingertips. Kdb+ 3.6 builds
on that by expanding the tool kit available for those program-
mers who are building ever larger systems.
Simon Garland, Chief Customer Officer of Kx, commented:
“Anymap makes it very easy for developers to work with both
structured and unstructured data. Version 3.6, combined with
our on-demand offering, makes it easier than ever for develop-
ers to deploy many more cores for short periods of intensive
computation and only pay for what they use.
“Together they give technologists access to new application
design and architecture possibilities. These capabilities continue
Kx’s tradition of providing simple, elegant solutions to large and
complex data problems.”
Dynamsoft has updated its Barcode Reader Software www.firstderivatives.com and www.kx.com
Development Kit with an updated algorithm that has improved
barcode scanning speed by an average of 50 percent while also FineReader 12 takes on the cloud
improving upon barcode reading accuracy. ABBYY has announced the launch of FineReader Engine 12, its
The updated SDK also now allows the use of customizable next-generation software development kit (SDK) that can now
barcode reader templates for developers to further optimize be applied to applications running in virtual and cloud environ-
performance for specific workplace scenarios. The new Barcode ments, along with those running on premise, providing intelli-
Reader SDK is version 6.0. gent OCR for 208 languages, PDF conversion, and data capture.
The increase in speed performance is based on many Dynamsoft FineReader Engine 12 enables businesses to broaden the
image set tests. Scanning of 1D and 2D barcodes in a four-core spectrum of software applications and services they offer using
CPU environment were used to conduct testing and to produce modern cloud platforms like Amazon AWS and Microsoft Azure.
an average speed. The increased performance in this major Virtual environments, e.g. VMware Workstation and ESXi, Docker
update comes from many algorithm improvements. New algo- Containers and Oracle VM VirtualBox, are supported as well.
rithms were added for barcode localization on photo images and “ABBYY FineReader Engine 12 answers the growing demand for
for text filtering on document images. Also, the algorithms for applications using OCR and data capture on virtual machines
barcode decoding were revamped. or in the cloud. This version of the SDK gives companies and
For the new custom barcode reading template, developers can organisations freedom to build software that works best for their
use it to create flexible barcode scanning templates for specific business goals and enter new markets by taking advantage of
use cases. There are currently two pre-set templates: Doc Mode the advanced features and over 200 recognition languages,” said
and Photo Mode. These optimized templates ensure better Dr. Rainer Pausch, Senior Director of Global Product Marketing of
performance depending on your scan scenario. There is also SDKs at ABBYY.
an option to create custom templates to specify parameters in- The SDK can be used to provide enterprise applications with text
cluding barcode format, source image type, max barcode count, recognition, PDF conversion, and data capture functionality. This
localization mode, and more. includes converting scans into searchable PDF, PDF/A, Word or
Dynamsoft's Barcode Reader SDK 6.0 is provided with rich code Excel documents, accessing data on photos, screenshots, indus-
samples and is now available for download from the Dynamsoft trial displays, or even car instrument panels and infotainment
website. systems. Using the toolkit, applications are able to convert TIFF
libraries into PDF, PDF/A, Word or other formats and accurately
http://www.dynamsoft.com extract field values.
Rapid access to unstructured data This version of the SDK also offers improved OCR of the Japanese
language and introduces Farsi as a new recognition language.
First Derivatives, a developer of time-series analytics for stream- Its enhanced layout reconstruction is especially important for
ing, real-time and historical data, has announces that its Kx working with financial documents.
technology now supports rapid access to unstructured data with
the release of kdb+ 3.6, the latest version of its database and A new classification module employs machine learning and nat-
analytics technology. ural language processing (NLP) in order to classify documents
with precision, down to the smallest detail. FineReader Engine
The rapid analysis of unstructured data is essential in many in- 12 also adds new output formats including PDF 2.0, PDF/UA, and
dustries. With kdb+ 3.6, Kx has enhanced the developer’s ability HTML 5. Powered by artificial intelligence, FineReader Engine 12
to manipulate vast amounts of unstructured data. In particular, works with 208 languages, provides outstanding recognition ac-
the new ‘anymap’ capability allows developers to query unstruc- curacy even for multi-language documents and delivers searcha-
tured data held in kdb+ much more rapidly. This makes it easier ble and editable digital copies that retain the original layout.
to combine structured and unstructured data within a kdb+
database and analyse them both at high. The SDK also accelerates time-to-market for applications as it
offers easy integration, pre-configured tools, code samples and
Kdb+ 3.6 also has a number of new features that make it even other components.
faster including: (i) JSON support as a primitive feature in the
language, which results in a speedup of at least 10x; (ii) adding a ABBYY FineReader Engine 12 for Windows is available worldwide
new compression algorithm to the existing list and (iii) improve- immediately. The Linux and Mac versions will be released in June
ments to speed of GUID lookups. To improve the efficiency and July 2018 respectively.
and flexibility of distributed queries, kdb+ 3.6 has also added https://www.abbyy.com/ocr-sdk/

Image & Data Manager | 45

TOOLS &
TECHNOLOGY

AvePoint Cloud Records VERS Compliant format, without any need for a process change on the buyer or
supplier side,” said Michael Pyliotis, Vice President – Asia Pacific,
AvePoint has announced its Cloud Records software is VERS Basware.
(Victorian Electronic Records Strategy) compliant. AvePoint
“Suppliers can email PDF invoices directly from their ERP system.
Cloud Records is a SaaS based solution used to manage the
Basware handles the data extraction, content validation and
information lifecycle including content classification, retention
augmentation process automatically by utilising a range of dif-
and disposal, comprehensive auditing, reporting, and physical
ferent technologies including deterministic algorithms, machine
records.
learning and optical character recognition,”
As a VERS compliant solution, the Public Office Record of Victoria
Basware says an analysis of the millions of transactions flowing
(PROV) has certified that government agencies and
through its existing system shows that 70% of PDF invoices are
enterprise customers alike can leverage AvePoint Cloud Records
machine-readable, which means they can be processed auto-
to overcome physical and electronic records management
matically by extracting the invoice information directly from the
around authenticity, reliability, and ensuring content is
PDF file without the need for optical character recognition (OCR)
maintained in a complaint format long term.
technology. The advantage over OCR is faster processing and
“Our customers benefit greatly from this certification of our SaaS less room for character interpretation that can lead to invoice
records solution,” said Blair Hainsworth, Managing Director of exceptions and human intervention.
AvePoint Australia and New Zealand.
With machine-readable PDFs, the exact information from the
AvePoint’s on-premises and hybrid records management solu- supplier’s ERP system is transmitted directly into the buyers’
tion is VERS compliant for SharePoint 2010, through to 2016 and purchase-to-pay solution – meaning errors will become a thing
will continue to support on-premises customers with SharePoint of the past. In cases where the PDF is not machine-readable, the
2019 when it debuts later this year. invoices are automatically routed to OCR process.
Dynamic Authorisation for SharePoint “There is an increasing need to address the wide gap between
invoices received as structured data in EDI/XML format, and pa-
Software developer Axiomatics has collaborated with per invoices that are processed using OCR. We have seen organ-
consultancy firm Knowit Secure AB to release the Axiomatics isations focus on building complex EDI/XML connections with
Extension for SharePoint allowing a policy-based approach their strategic or high-volume suppliers and then settle for paper
to SharePoint access control. The extension integrates the invoices and OCR to connect to their long tail,” said Pyliotis.
Axiomatics Policy Server into existing SharePoint sites to provide The first version of Smart PDF will be available in 2018, with
dynamic Attribute Based Access Control (ABAC) to documents significant feature upgrades planned over the next year.
and data managed within SharePoint.
www.basware.com/en-au
Although document-level permissions are available in
SharePoint, they require time-consuming ongoing manual SharePoint Provisioning Engine
maintenance, and are not suited to large deployments. As
enterprise deployments expand, this creates a burden on BindTuning has announced a SharePoint solution that promises
SharePoint and IT administrators alike and becomes increasingly to transform the way businesses install, deploy and maintain
significant when sensitive data and critical assets are stored their SharePoint sites. BindTuning’s platform offers a suite of
within SharePoint documents. tools including beautifully designed web parts and themes that
extend the functionality and ease of use of SharePoint and Office
“A growing need for centralised access control in SharePoint has
365 and now BindTuning templates that allow you to deploy
emerged to control access to documents containing intellectual
comprehensive sites without writing a single line of code.
property and regulated data,” said Gerry Gebel, vice president of
business development at Axiomatics. The BindTuning Provisioning Engine desktop app simplifies the
deployment of shared workspaces built upon a rich foundation
“Our SharePoint extension will reduce time spent managing
of BindTuning themes, web parts and templates to create profes-
authorisation and enable centralised reporting to ease the
sionally designed fully functional Office 365 websites, intranets
administration and management burden, help prove regulatory
and extranets.
compliance and simplify ongoing audit tasks.”
Users can choose from a library of in-app templates including
The Axiomatics Extension for SharePoint was developed in
traditional intranet home pages, team sites, line of business
collaboration with Knowit Secure. By extending dynamic
applications like GDPR compliance, and sites specific to certain
fine-grained access control using an Attribute Based Access
industries such as manufacturing and education. All templates
Control framework into SharePoint, customers can implement
are fully customizable by the customer after installation. Instal-
one central regulatory framework for information access, for
lation of all products is completely visual; reduced to a few clicks
all documents stored in SharePoint. It allows organisations to
and requires no coding.
evolve the access control to a hybrid approach that extends, not
excludes, legacy SharePoint access control. Businesses that need to launch multiple sites with a consistent
look and feel—such as team sites or customer portals—will be
https://www.axiomatics.com/product/secure-access-control-
able to use the desktop app to deploy additional sites within
sharepoint/
minutes. What’s more the engine makes it easy for administra-
Smart PDF Invoice processing tors to push out product updates across entire site collections
and is designed to support Classic SharePoint environments.
P2P provider Basware is launching a Smart PDF invoice captur- Support for Modern SharePoint environments will be available
ing service in 2018 that will take advantage of the high percent- soon. BindTuning will continually refresh the templates available
age of machine-readable PDFs that do not require OCR in the in-app template gallery. The company is committed to not
Smart PDF invoice capturing service easily extracts data from only remaining current with the latest releases from Microsoft,
any machine-readable PDF, creating a touchless invoice automa- such as SPFx, but to an expanding range of theme designs,
tion process. web parts, tools and templates for business applications and
industries.
“With Smart PDF, we are taking the next step in helping our
customers realise maximum efficiency and achieve touchless BindTuning's Provisioning Engine and templates are available for
invoice processing. Suppliers simply email PDF invoices to immediate download. A 15 day free trial is also available.
Basware, and our customers receive invoices in their preferred http://bindtuning.com/bindtuning-provisioning-engine

46 | Image & Data Manager

'Pattern Search’ for GDPR Compliance Linguamatics automatic text analysis
FileCloud, provider of a cloud-agnostic enterprise file sync and Linguamatics, a developer of natural language processing (NLP)
sharing platform (EFSS), has announced “Pattern Search,” a GDPR text analytics technology, has announced the latest release
compliance feature, to help administrators discover and manage of its I2E AMP platform to automate the discovery of critical
sensitive data and to increase the probability of mitigating insights from text using NLP. The I2E Asynchronous Messaging
potential GDPR violations. Pipeline (AMP) platform fault tolerant workflow management for
The FileCloud platform offers features that help organisations real-time document and record processing, addressing the NLP
to adhere to the wide requirements of GDPR, including user text-mining and ETL (extract transform load) requirements for
consent requirement, federated search to search for content healthcare and life science organistions of all sizes by allowing
across all users, data portability and special accounts with audit users to plug I2E into enterprise workflows and rapidly process
and search privileges for data protection officers (DPOs). With streams of data at scale.
FileCloud, the company says, enterprises can control and be I2E AMP 2.0 includes enhanced functionality to speed overall
aware of where the data is stored and processed. This control throughput and performance, sophisticated pre- and post-pro-
aids enterprises in their GDPR compliance efforts. cessing capabilities, a Web GUI to simplify the set-up of initial
GDPR stipulates that all personal data of EU residents must be workflows, and new AMP Agents for smarter load balancing,
stored and processed securely. It also allows users to request easier deployment, and optimised I2E management.
access to any information a company possesses on them. Under Within the life sciences, I2E AMP enables the automated trans-
these new regulations, many different data types are categorised formation of text into structured data across the drug discovery
as personal, leaving enterprise organizations with information and development pipeline. I2E AMP is highly configurable,
scattered across file servers and clouds unaware or unable to allowing the flexible use of a wide range of ontologies and busi-
properly hold and process their data responsibilities. In turn, this ness rules to be applied.
leaves businesses open to non-compliance penalties of 4% of Pharmaceutical companies are using I2E AMP in target selection,
the company’s revenue. for example to generate target-indication dashboards from pat-
With the new Pattern Search feature, said Madhan Kanagavel, ents; in business intelligence to generate email alerts for clinical
CEO, FileCloud, administrators and auditors can centrally look up trial insights; to build safety databases from internal reports; and
sensitive data and instantly identify whether any files have been in regulatory affairs for document QA.
shared inappropriately. AMP allows healthcare users to quickly extract critical clinical
IT and system administrators can now search for common data details buried as unstructured text within EHRs, transform the
types using built-in pattern identifiers including email address- text into discrete data, populate data warehouses, and support
es, phone numbers, and credit cards. In addition to common predictive risk models.
patterns, the FileCloud product team has created templates New pre- and post-processing features enable the identifica-
to search for complex patterns such as license plate numbers, tion of document sections and evaluation of I2E NLP results for
driver’s licenses, and national identification numbers, which are specific clinical criteria.
different across countries. By allowing organizations to discover
This realtime NLP capability supports a more complete, 360-view
sensitive data, it can be categorized appropriately using meta-
of each patient so that providers can easily detect patient risk
data, then stored and shared with the right access control, the
and predict adverse events, match patients with clinical trials, or
company says.
support clinical document improvement workflows.
Pattern Search is currently in beta; the technology feature set
https://www.linguamatics.com
will be generally available during Q3 2018.
www.getfilecloud.com NetDocuments adds DocsCorp’s
AI enhances iManage governance contentCrawler technology
iManage has announced AI enhancements to its two core NetDocuments, the cloud-based document and email man-
security and information governance products, iManage Threat agement (DMS) platform for law firms and corporate legal and
Manager and iManage Security Policy Manager . compliance departments, has announced an exclusive integra-
iManage Threat Manager,which utilizes machine learning to tion with DocsCorp.
improve threat detection, now adds AI to more accurately detect NetDocuments Optical Character Recognition (OCR) is an OCR
“smash and grab” threat patterns. Characterized by abnormally and image compression technology delivered as a secured
high and intensive activity over a short time-frame, smash and cloud-to-cloud service without requiring any on-premises
grab attacks are a common threat pattern that can result in large software to be installed. NetDocuments OCR is powered by
data losses. In addition, new end-user analysis identifies areas of DocsCorp's patented contentCrawler, a cloud-based content
non-compliance which can then be targeted for remediation. analysis technology.
The new release of iManage Security Policy Manager - which NetDocuments OCR will monitor all incoming images and
manages need-to know security and ethical walls at scale across image-based PDFs and automatically convert to searchable PDF
iManage Work, file shares, time and billing and other systems and full-text index all the content. NetDocuments OCR will be
- offers the ability to use prior document access and billing ac- widely available to customers starting in July, 2018.
tivity to automatically exclude users from working on opposing Commenting on the arrangement, Dean Sappey, President,
projects. This allows firms to easily onboard new clients while DocsCorp, says: “We have had a proud 12-year partnership
still meeting their ethical responsibilities. integrating our suite of applications into the NetDocuments
The new release also improves the enforcement of need-to- platform.
know security by automatically removing inactive users, ena- "We are very grateful for the confidence NetDocuments has
bling a professional services firm to keep very tight control over shown in our technologies and that it will use our Microsoft
who has access to highly sensitive content. Azure-hosted cloud application as the core technology for pro-
As professional services firms increasingly seek to use AI and viding OCR and image compression capabilities to its customers.
other digital technologies to transform the way they work, This agreement underscores our global reputation for quality,
stronger security and information governance are emerging as innovation, and service.”
key requirements in these digital transformation initiatives. For more details, contact [email protected]
Image & Data Manager | 47
TOOLS &
TECHNOLOGY

Epicor updates DocStar ECM Solution removes access barriers to isolated content silos, and reduces
the cost of application development.
Epicor Software as announced the newest release of the DocStar
Additional NLP functionality has been added in this release.
Enterprise Content Management solution. The new release
Using NLP, the conceptClassifier platform will generically identi-
includes document capture and DocStar ECM Forms enhance-
fy people, locations, and company names within document text.
ments, expanded mobility, and new DocStar ECM Package-
Works case management functionality. In addition, the solution Redaction capabilities have been incorporated into the concept-
supports greater productivity and responsiveness by providing TaxonomyWorkflowcomponent, enabling automated removal of
anytime access to capture, process, search, retrieve, share, and sensitive content, identified by entity extraction, regular expres-
collaborate around documents critical to business transactions. sions, and custom entities specific to business needs.
Available for iOS and Android devices, the DocStar ECM mobile http://www.conceptsearching.com
app delivers secure and quick access to the DocStar ECM reposi-
tory, enabling users to gain timely workflow approval from their Workshare adds email and chat to
mobile devices anywhere, anytime. Users can email files in the Document Comparison solution
same manner as the DocStar ECM desktop version, where docu-
ment access is granted in a seamless, secure fashion via a unique A new feature for Workshare’s document comparison solutions,
URL or attachment and is password-protected. Selective Compare, enables users to run a redline comparison
on snippets of text from emails, chat or pasted from a file and
DocStar ECM PackageWorks supports digital document package instantly see the differences, rather than having to review an
compilation with intelligent workflows for comprehensive case entire document. Users are able to copy any type of text, table,
management. This provides a secure platform to gather, group, image or code from anywhere, paste it into the new Workshare
review, approve, and distribute documents quickly and easily in tool and click Compare. Any differences are then clearly
a consistent and accurate process. DocStar ECM PackageWorks displayed in the Workshare Compare environment.
streamlines collecting and managing key documents as part of
the case management process. Workshare Selective Compare is generally available in the next
release of Workshare 9.5.3. It can be deployed as a traditional
Key enhancements include improved optical character Windows application on the desktop or as a cloud-delivered app
recognition (OCR) engine speed and accuracy, barcode and that can run inside browsers, mobile devices, PCs, or be
patch code recognition, and document splitting. Users can embedded in other document creation, sharing and
onboard documents more quickly and efficiently with preset, management platforms. Comments can be made directly in
document-specific settings for optimal quality. Additionally, a document and it’s possible to launch a comparison from
users can extract more accurate document text for easier docu- Outlook or your DMS with full integration into iManage, Net-
ment indexing and searches. Improved document splitting and Documents, HighQ and other leading document management
automated workflow assignment allow for more accurate and applications.
faster document processing with fewer exceptions.
https://www.workshare.com/product/compare
www.docstar.com www.epicor.com

SAP embeds Predictive Analytics Download as a Permission with Connect

Recognising that there are multiple scenarios that require
SAP has launched the application edition of SAP Predictive Ana- organisations to share content but restrict the ability to
lytics software to help enterprises create and manage predictive download local copies, Objective Corporation has introduced a
machine learning models for applications that run business ac- new “Download as a Permission” feature for its Objective
tivities, including supply chain, finance and accounting, human Connect platform.
capital management and customer management.
Objective Connect is designed for secure and controlled sharing
Codeveloped with Accenture, the application edition embeds of documents by public sector organisations and those in
predictive and machine learning capabilities in enterprise appli- regulated industries. It integrates with Micro Focus Content
cations, putting powerful data-driven insights at the fingertips Manager/Records Manager/TRIM, Microsoft SharePoint and
of every business user. Once embedded, the application can Objective ECM.
independently manage the end-to-end lifecycle of predictive
and machine learning models that can adapt automatically to Some of the applications where Objective can see the
changing business conditions. Download as a Permission functionality proving useful include:
Media Communications. Security Clearance and Legal Services,
It provides enterprises with the flexibility to add, modify and where control must be retained.
extend predictive and machine models within these applica-
tions to solve new problems. With a single click, users can easily When a new Workspace is created in Objective Connect, the
automate the retraining, scoring and deployment model. The default permission provided for participants is now Preview
ability to provide valuable business insights is accomplished only.
through machine learning libraries in the SAP HANA business Participants must be actively enabled with “Download”
data platform. Users can take data in SAP S/4HANA and build capability in order to provide them with the additional ability to
predictive models that can be integrated into the application to edit and delete documents.
understand predictions under changing variables and When a Participant has not been given the Download ability,
relationships. a watermark is applied to documents. This has been done to
provide an additional level of security.
conceptClassifier adds CMIS support However, adding the ability to Download will remove all
Concept Searching has announced Release 5.4.5 of its flagship watermarks.
conceptClassifier platform. Highlights include Content The watermark includes:
Management Interoperability Services (CMIS) support, new
features to Natural Language Processing (NLP), and redaction • Workgroup Name;
capabilities. • Participant email address; and
CMIS introduces the ability to crawl and classify content stored • Date and Time stamp (UTC).
in any content management or document management system. A trial version of Objective Connect is available at http://www.
Leveraging these content assets increases business agility, objectiveconnect.com/

48 | Image & Data Manager

DIGITISE
The Easy Way
The digitalisation of business can be and accessing information. An
a daunting task for most enterprises, enterprise with the right tools and
but with the advent of Big Data workflows can perform Electronic
and analytics, it’s a critical step for Content Management more efficiently,
facilitating proper record keeping, saving both time and resources
increasing security, and organising for more essential everyday tasks.
Learn how Brother Scanning Solutions can assist your
business and visit brother.com.au/scannerwhitepaper