However, once OCR software has been correctly configured to read lines in different styles of document, accurate reading of forms is high – ranging from 85% to 90%. A threshold can be set by users so that any document that falls below a certain level (e.g. 80%) is entered manually. So any document that can be read less than 80% accurately is flagged up for manual indexing. Anything above this value is saved automatically.

The system automatically consolidates this process by matching different documents and line items in original order, and stores all documents in appropriate order folder.

Automatic invoice amendment

Any discrepancy is automatically flagged up and investigated. This generates an amendment to sales invoice issued to customer, which in turn reduces company’s debtor days by ensuring that sales invoice matches customer’s GRN.

Should there be any discrepancies or delays in receiving payment, staff have online access to all delivery information stored in order folders.

Integrating intelligent document recognition and classification technology provides significant customer benefits:

• Reduced administrative overheads • Improved business visibility • Reduced invoicing errors and attendant disputes and delays • Increased cashflow by minimising debtor days • Improved customer service • Enhanced corporate image

Tokairo is an international solution provider of electronic document management systems and education solutions.

The principles underlying records management – creation, retention, identification and retrieval – apply equally to both electronic and paper media. This means that procedures for e-mail and other information held on shared and personal hard drives have to be as robust and detailed as those for other records.

Conflictions in Compliance

Document management systems are challenged when different data in same document relates to both Data Protection Act and Freedom of Information Act, since one is geared for confidentiality, other for accessibility.

Leading document management systems such as TokOpen, control who can view different parts of a document, meeting conflicting needs of both pieces of legislation.

In a typical document, such as a Wire Transfer Application form, some of information falls under Freedom of Information Act, and other parts of document are private meaning access must be restricted and audited in accordance with Data Protection Act. Certain data must not be disclosed to anyone outside bank as it is private and for internal use only.

Document management software overcomes this problem by hiding internal information when document is viewed by someone outside bank. Users with authorised access are still able to view whole document.

In same example, applicant’s name and address are protected by Data Protection Act, and should therefore only be seen by staff members dealing with that client, such as HR or Accounts. Remaining staff do not have access to these specific document details. TokOpen document management software can ensure compliance with this.

Document Management: Way Forward

The increasingly complex demands of legislation underline need for businesses to implement document capture and document management systems. However, even though a document management system is an important component, alone it will not ensure compliance. A wider view is needed to ensure businesses maintain their compliance with changing legislation.

In a court of law, judge will consider evidence based on several criteria:

•Are procedures clear and consistent, with a requirement to document procedures? This is often referred to as a document policy.

•Are procedures enforced? This is a shared responsibility between management and selected document management system's access and privilege controls.

•Can claims be substantiated? This relies heavily on document management system’s audit trail.

Compiling a Document Policy

After establishing which regulations have to be complied with, a document policy is required covering following:

oScope of information covered oSecurity classifications oStorage media oFile format and version control oStandards (compliance and regulations) oRetention and destruction oResponsibilities

A document policy defines how information is stored, and is therefore central to ensuring compliance. It should serve these main purposes:

oEnsure everyone knows what they can do oDefine business practice at time oDemonstrate why a given action was undertaken, e.g. explains why a document was destroyed oReinforce documents’ evidential weight oHelp authenticate documents to increase legal weighting oImprove court’s view of evidence presented

Consideration also needs to be given to how long documents should be stored. This depends on type of document and industry-specific regulations.

This raises an interesting question. What is legal position if original document is electronic? This can best be answered in three steps.

•Civil Evidence Act 1995

oAuthenticated copies will be accepted with equal weighting to original oLater revisions are given greater weight than superseded revisions

•Admissibility

oDoes court accept this evidence? oWith what weight?

•Appropriate procedures must be followed if documents are to be taken to court

Therefore, when considering compliance, legal weight given to a document also needs to be taken into account. In addition to ensuring that documents and information are managed in accordance with compliance legislation, document management software also plays a key role in ensuring that optimised legal weighting is given to documents, should they be presented in a court.

Improving documents’ legal weighting depends on three key factors:

•Information management

oSystem management (duty of care, audits, etc.) oOperational issues (good management practice)

•Legal issues

oGeneral (e.g. Data Protection Act, invoice storage, etc.) oIndustry-specific (compliance/regulations etc.) oOrganisation-specific (internal regulations etc.)

•Need for clearance permissions

Companies therefore have a duty of care responsibility to ensure they are compliant with legislation. This is best described as information security and can be summarised with following questions:

•Can a court be assured that information (evidence) has not been inadvertently or maliciously altered, or some of it lost?

oi.e. due care has been taken of data

•Basic criteria can be met

oConfidentiality (who has had access?) oIntegrity (is it reliable?) oAvailability (can it be retrieved?)

Summary

Ensuring compliance with legislation is a responsibility shared between:

•The staff, following clearly defined document procedures •The management enforcing these procedures •The document management system policing and enforcing duty of care responsibilities

Tokairo is an international solution provider of electronic document management systems and education solutions.