Traditionally Print Management(PM) Software and Document Capture(DC) Software has been offered to companies as a means to “reduce” print costs, and improve the user experience with printers and Multi-Function Devices (MFD). The Return on Investment (ROI) would be reducing waste and by managing the volume of colour prints and copies to potentially save up to 30% on costs.
The way personal information is handled and how personal information is handled, particularly information stored in documents, will be the future compelling reason to invest in PM Software and DC Software . This is been driven by the imminent introduction of the GDPR (Europe) and the POPI Act.
The European GDPR states that any company doing business with European companies has to be compliant with GDPR-this affects many South African based companies dealing with suppliers and customers in Europe.
Nearly 22 % of companies in South Africa had not started any form of POPI compliancy by July 2017, and a substantial number were only partly compliant. This would mean a huge opportunity for Office Automation Service Providers to add value to existing and potential customers, by offering PM Software and DC Software.
Nuances E-Copy Sharescan and Safecom PM Software enables organizations to protect prints and scans, by securing access to the device through an authentication process, where only the users approved by the organization can operate the printers and MFD. The authentication process uses the organization’s company directory (Active Directory or LDAP), which would be administered by the organizations authorized personal, to validate the users’ identity to match that of the company directory. Only once a match is confirmed can the user access the Nuance Print Management or capture functions on the MFD or printer.
A full audit trail of each user’s activities can be tracked, monitoring all input and output using E-Copy, as well as the comprehensive reporting in Safecom.
Using E-Copy, scanned and uploaded documents that contain personal information, are temporarily stored in E-Copy, until they are routed to the destination systems (which are controlled by the organization). Document retention can be defined by the Nuance E-Copy administrator to remove any document, which may have remained in the system as a result of routing failure.
Considering the potential fines to companies, and possible legal action if POPI is not adhered to, as well as the potential reputation damage to a company, the ROI for procuring PM Software and DC Software is essential for any company dealing with info capture.
It can also be argued that the company would still achieve the 30% savings traditionally spoken about as the value proposition.