The Xplor View - July 2008 - (Page 14)

documents transmitted by email. Hardly a day goes by without some kind of data security issue being raised. This can be overcome by applying a password to the PDF. The other issue is possibly the sheer number of email messages that are received by any one individual in any given day. It is not hard to imagine a scenario where an important email gets overlooked or deleted in error as just another spam selling attempt. If anything, fax is even less foolproof than email. When a document arrives at a business office, unless the fax machine is in a private area, there is not much to prevent anyone else looking at it. The current crop of multi-function office devices do little to improve this, although with new technology at the device, it should be possible for received fax messages to be stored until a user with the right privileges logs onto the machine. The method whereby a user can retrieve a document relies on an EDM (electronic document management) system where documents can be uploaded, again in PDF format, and indexed in such a way that they can be retrieved by users with the correct password. In this case, there may still be a need to send an email alert that a new document has been uploaded and is available for viewing. There is still the issue of getting the password to the user, or subsequent loss of the password, but as people become more aware of keeping sensitive information secure, this can be solved. Both of these options are in place in Local Government, which is a sector in the UK where xl print have a large presence with the Paris suite of software. Capita Software Services and xl print are providing an increasing number of options that allow local authorities to reduce the amount of paper that is sent out in the course of delivering benefits and collecting council tax and business rates revenue. These options include sending electronic council tax bills and business rate bills, particularly to Direct Debit payers, providing access to documents online via a self-service module, and sending landlord benefit reports by email rather than printing them and sending multiple letters to the same landlord. All of the options above allow the same document to be printed, sent by email, or displayed as a PDF as part of the overall Revenues and Benefit system. A further enhancement to the system is planned for this year where copy letters that are sent to a landlord when a tenant’s benefit changes will be optionally sent by email rather than printing and posting. All of these initiatives are helping everyone save money and are environmentally friendly, as well as providing a real client choice in the way that documents are delivered and accessed. It will take some time to move to a new way of working, but with the availability of products such as the Paris suite, all the elements are in place for businesses of all sizes to work towards electronic document delivery as well as traditional print. In the majority of cases, this can be achieved without a major overhaul of core business applications. For more information on the Paris suite of electronic document delivery, visit www.xlprinteurope.com Malcolm Wells Managing Director xl print Europe mwells@uk.xlprint.com “ these initiatives are helping everyone save money and are environmentally friendly, as well as providing a real client choice in the way that documents are delivered and accessed.” 14 The VIEW Journal Xplor European Edition Issue 5 July 2008 http://www.xlprinteurope.com

Table of Contents Feed for the Digital Edition of The Xplor View - July 2008

The Xplor View - July 2008 Contents Cover Story: Drupa 2008: The Highlights Review New Technology: Inkjet Technologies Moving Forward New Technology: QR Codes: Leading Edge but not Bleeding Edge A Fresh Look at Electronic Document Delivery Management: Growing Your Business Through Tendering The Experts Versus the Amateurs News: Xplor UK & Ireland Supports Total Print! Expo� Part Two: The Latest Developments in Knowledge Management Xplor Europe News: Short News Items for the Xplor UK Programme and Europe News

The Xplor View - July 2008

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