Digital Print Management

How does it work?

Information is captured or converted into digital format with each item classified using intelligent capture. It is then indexed and placed in the document management system

A workflow process notifies the user or group of the existence of the document so that they are able to control the processing of this document to its completion.

An additional workflow process is then created to let the sender of the document know that it is being dealt with.

Once allocated the document is then moved into the correct folder within the document management system which contains all other relevant information and documents.

Management information from incoming documents and their current status within the business is available.

What benefits can be derived from implementing a digital mailroom?

Turning all incoming paper mail, faxes, electronic mail into images reduces operational costs, reduces manual processes and provides instant access to documents by employees irrespective of where they are located.

Decision-making processes are quicker because the information is accessible faster.

Reduced paper storage and archiving costs by encouraging employees to do without paper for example reducing printing and copying of documents.

Minimal distribution of paper-based mail.

Creating digital images of incoming mail and establishing a workflow process ensures the document can be tracked through its life cycle.

A scanned document is accessible by authorised users and can be referenced to other relevant documents in the document management system.

The security of the process guarantees the authenticity and integrity of the document which aligns with the records management policy of the company.

Finally

Many companies believe that they are legally obligated to archive documents in paper format for a certain amount of time such as accounting and contract documents.

The legal admissibility of scanned documents is still perceived as an issue for many businesses because they want to avoid risk at all costs.

It is the reason why businesses rely on costly paper-based archiving and storage.

But the reality is that only a small minority of documents are required to be paper-based and most digitised documents are legally acceptable in a court of law.

The ICO (Information Commisioners Officer) is not holding back when it comes to mis-management of data security.

To quickly illustrate:-

A County Council had to pay £130,000 in December 2011 for a breach of data security relating to confidential child protection case details being inadvertently sent out in error.

In Scotland, a Council was fined £140,000 in January this year for disclosing sensitive personal data about children and their carers to the wrong personnel.

A Care Trust in the South-West was fined £175,000 in August for publishing personal details of staff on its website.

At the very heart of these breaches of data confidentiality was the “printer”; the piece of equipment we take for granted everyday when it comes to printing off emails and necessary information we need to record or refer to!

Printers and MFD’s represent a serious security risk.

How so?

In the case of the Welsh Council, the security breach was related to a mix-up at the printer because an unauthorised case worker had picked up confidential child case notes from the shared office printer and then sent them out as part of another report.

An easy mistake to make particularly when you have shared office printers, get distracted and forget until later to collect your printed documents.

Staff rummaging through the tray on the office printer to find the document they printed earlier is commonplace in most organisations.

But it can be an easy fix.

How? A quick installation of a simple but effective print management solution.

That is safe, secure, manageable and effortless.

Many Companies and Councils have basic print reporting software which lets them know how much toner and paper is being consumed but it doesn’t safe guard what and where it gets printed and by whom.

In a busy office, paper can pile up and by the time you go to collect your vital bits of information you find stacks of paper. Its easy for someone to collect their report or email or letter and inadvertently pick up the first few or the last page of what you sent to be printed.

Not having a secure print management solution in place can prove costly. What results is the document being printed again which is time consuming. In the case of the aforementioned Councils it can pose a data protection breach if the information is confidential and specific to an individual only.

Integrated, secure print management software ensures that the printed documents are secure and confidential until the user is ready to authorise and collect them.

By implementing a print management solution with networked printers and MFP’s (multi-functional devices) is the most secure and efficient way of ensuring organisations safe guard themselves against print and data security issues.

Print management solutions provide the tools you need as an organisation to manage a fleet of networked printers and the security of the documents printed.

Human intervention is the weakest link when there is no secure print management solution in place.

Automating manual processes ensures that an organisation can lock down data security throughout the document journey – from creation, sharing, distribution to storage and archiving.