This white paper discusses how organizations can reduce paper usage through various strategies in order to lower costs, enhance security, and be more environmentally friendly. It notes that while the idea of a paperless office has been discussed for decades, paper consumption remains very high. The document recommends optimizing printing infrastructure, using scanning and digital documents more, setting double-sided printing as the default, and only printing documents when necessary. Adopting these practices can help organizations reduce paper usage significantly while improving information management and security.
In today’s digital world, there have been enormous strides to reducing the paper we work with on a daily basis and all the paper that represent the accumulation of paper over the last 20 to 40 years. That is the good news. The bad news is there is still tons of paper that makes up the “backfile” that is typically stored in facilities were access is difficult. There is still an enormous amount of paper used daily in operating most companies around the globe. Some have taken the technology and process steps to reduce the amount of paper and streamline the operations that previously processed the paper. Other are sticking with paper and paying the price of not doing anything. What can be done with technology and what is the payback stepping into the digital world where there is significantly less paper. This paper addresses this technology and points out the associated benefit over and above the elimination of the physical paper.
Topic Computing: A New Experience Paradigm for the Age of Information OverloadDavid Lavenda
Information overload is real and it’s getting worse. Work environments are particularly prone to overload, given the never-ending stream of emails, chat messages and application notifications workers receive on a daily basis. Interestingly, though, research shows that information overload at work is more often due to poor information quality rather than sheer quantity. (Information quality is considered poor when it’s disconnected and/or incoherent, making it difficult to decipher and process).
In today’s digital world, there have been enormous strides to reducing the paper we work with on a daily basis and all the paper that represent the accumulation of paper over the last 20 to 40 years. That is the good news. The bad news is there is still tons of paper that makes up the “backfile” that is typically stored in facilities were access is difficult. There is still an enormous amount of paper used daily in operating most companies around the globe. Some have taken the technology and process steps to reduce the amount of paper and streamline the operations that previously processed the paper. Other are sticking with paper and paying the price of not doing anything. What can be done with technology and what is the payback stepping into the digital world where there is significantly less paper. This paper addresses this technology and points out the associated benefit over and above the elimination of the physical paper.
Topic Computing: A New Experience Paradigm for the Age of Information OverloadDavid Lavenda
Information overload is real and it’s getting worse. Work environments are particularly prone to overload, given the never-ending stream of emails, chat messages and application notifications workers receive on a daily basis. Interestingly, though, research shows that information overload at work is more often due to poor information quality rather than sheer quantity. (Information quality is considered poor when it’s disconnected and/or incoherent, making it difficult to decipher and process).
Whoever made up the saying “it’s not worth the paper it’s printed on,” obviously had no idea just how much that piece of paper costs from a business standpoint. One study estimates companies spend about $8 billion per year just managing paper. And that’s just in the US. Expand that globally, and it’s a world of pain. Find out how you can reduce your paper investment.
Learn more. Visit the Green Digital Hero page: https://discover.docusign.com/green-digital-hero
Whoever made up the saying “it’s not worth the paper it’s printed on,” obviously had no idea just how much that piece of paper costs from a business standpoint. One study estimates companies spend about $8 billion per year just managing paper. And that’s just in the US. Expand that globally, and it’s a world of pain. Find out how you can reduce your paper investment. Check out this whitepaper: “Why it Pays to Use Electronic Signatures.”
http://dtm.docusign.com/earth-day?jumpid=ed-infographic-42215
For years, business has been built on paper: from contracts and brochures to purchase orders and invoices. But all that printing and sending and copying and filing forms has taken a heavy toll on natural resources. And still does. See what you can do to reduce paper-based processes.
Learn more. Visit the Green Digital Hero page: https://discover.docusign.com/green-digital-hero
We are offering long-term sustainable, easy to use, and safe content management and delivery system with social and environmental concerns in mind while developing wearable content delivery technology that will minimize the risks of being exposed.
How Forward-Thinking SMBs Think About Document ManagementXerox
How the most forward-thinking SMBs are cutting costs, increasing efficiency and growing their business by optimizing their print environment.
Learn More: https://www.xerox.com/en-us/small-business
As much as document management software can help businesses in any industry, there are still doubts surrounding the reality of a paperless office. Electronic workflow can be difficult to develop, but critics have been unnecessarily skeptical of the technology for years.
Is the paperless office a fantasy resized 600
The undeniable benefits of paperless
Business 2 Community contributor Lou D'Adamo recently wrote a piece on the may ways paperless document workflow can assist the bottom line of almost any company. Here are just a few methods to consider when going through the many benefits that come with the paperless lifestyle.
Electronic documents replace the need for any and all printed material
All digital data can be easily organized and searched for specific content
Shipping charges and inter-office mail can be completely eliminated
Self-encrypting hard drives can better protect data than a physical lock and key
Electronic documents can be e-signed with equally legal binding
What's more, implementing the electronic workflow that comes with the paperless lifestyle saves a great deal of physical space. Consider how many square feet a single office allocates to filing cabinets, copy machines, printing areas and paper storage alone. This space could be used for productive purposes, but many companies continue to stick to the same old things.
Why the non-believers are wrong
Even with the benefits of paperless on clear display, the technology still has its detractors, though they've diminished as time wears on. The Economist printed an article in 2012 detailing how paper consumption had actually increased since their report on the emerging paperless office back in 1980, using this argument as a basis for claiming the concept was a myth from the very beginning.
"In a 1980 briefing in The Economist entitled 'Towards the paperless office', we recommended that businesses trying to improve productivity should 'reduce the flow of paper, ultimately aiming to abolish it'," the article explained. "Since then, alas, global paper consumption has increased by half."
Though this statistic wasn't encouraging at the time, it doesn't lessen the inherent value that document management software undeniably possesses - just because any given industry is slower to catch on to a useful tool doesn't mean the tool isn't significant. Since 2012, the popularity of paperless has actually increased as the recession continued to hit smaller organizations, causing them to downsize their offices and, sometimes, work from home.
The paperless office isn't a myth - in fact, it can be the change that means that can change the productivity of an entire company in a very positive way. When a paperless infrastructure is fully implemented, there's almost no need for a physical location at all, save for face-to-face meetings and mutual projects.
This document from Konica Minolta describes how document management, one of the final frontiers in cost control, can reduce your hard costs and labour costs associated with handling paper documents.
This year’s DLM-Forum has the theme of “The Memory of the Information Society”. This “memory” is no longer information which can be recognised and understood straightaway with the naked eye, as was the case in the past, but rather non-transparent data, stored on a computer system. Technical tools are required to find it and make it readable once more. This is not a disadvantage, however, as modern information technology tools enable us to handle efficiently the exponentially growing mountains of data and documents. The use of electronic information systems further promotes the trend of producing an increasing quantity of information by digital means, which afterwards is only available in digital form.
Builder.ai Founder Sachin Dev Duggal's Strategic Approach to Create an Innova...Ramesh Iyer
In today's fast-changing business world, Companies that adapt and embrace new ideas often need help to keep up with the competition. However, fostering a culture of innovation takes much work. It takes vision, leadership and willingness to take risks in the right proportion. Sachin Dev Duggal, co-founder of Builder.ai, has perfected the art of this balance, creating a company culture where creativity and growth are nurtured at each stage.
Whoever made up the saying “it’s not worth the paper it’s printed on,” obviously had no idea just how much that piece of paper costs from a business standpoint. One study estimates companies spend about $8 billion per year just managing paper. And that’s just in the US. Expand that globally, and it’s a world of pain. Find out how you can reduce your paper investment.
Learn more. Visit the Green Digital Hero page: https://discover.docusign.com/green-digital-hero
Whoever made up the saying “it’s not worth the paper it’s printed on,” obviously had no idea just how much that piece of paper costs from a business standpoint. One study estimates companies spend about $8 billion per year just managing paper. And that’s just in the US. Expand that globally, and it’s a world of pain. Find out how you can reduce your paper investment. Check out this whitepaper: “Why it Pays to Use Electronic Signatures.”
http://dtm.docusign.com/earth-day?jumpid=ed-infographic-42215
For years, business has been built on paper: from contracts and brochures to purchase orders and invoices. But all that printing and sending and copying and filing forms has taken a heavy toll on natural resources. And still does. See what you can do to reduce paper-based processes.
Learn more. Visit the Green Digital Hero page: https://discover.docusign.com/green-digital-hero
We are offering long-term sustainable, easy to use, and safe content management and delivery system with social and environmental concerns in mind while developing wearable content delivery technology that will minimize the risks of being exposed.
How Forward-Thinking SMBs Think About Document ManagementXerox
How the most forward-thinking SMBs are cutting costs, increasing efficiency and growing their business by optimizing their print environment.
Learn More: https://www.xerox.com/en-us/small-business
As much as document management software can help businesses in any industry, there are still doubts surrounding the reality of a paperless office. Electronic workflow can be difficult to develop, but critics have been unnecessarily skeptical of the technology for years.
Is the paperless office a fantasy resized 600
The undeniable benefits of paperless
Business 2 Community contributor Lou D'Adamo recently wrote a piece on the may ways paperless document workflow can assist the bottom line of almost any company. Here are just a few methods to consider when going through the many benefits that come with the paperless lifestyle.
Electronic documents replace the need for any and all printed material
All digital data can be easily organized and searched for specific content
Shipping charges and inter-office mail can be completely eliminated
Self-encrypting hard drives can better protect data than a physical lock and key
Electronic documents can be e-signed with equally legal binding
What's more, implementing the electronic workflow that comes with the paperless lifestyle saves a great deal of physical space. Consider how many square feet a single office allocates to filing cabinets, copy machines, printing areas and paper storage alone. This space could be used for productive purposes, but many companies continue to stick to the same old things.
Why the non-believers are wrong
Even with the benefits of paperless on clear display, the technology still has its detractors, though they've diminished as time wears on. The Economist printed an article in 2012 detailing how paper consumption had actually increased since their report on the emerging paperless office back in 1980, using this argument as a basis for claiming the concept was a myth from the very beginning.
"In a 1980 briefing in The Economist entitled 'Towards the paperless office', we recommended that businesses trying to improve productivity should 'reduce the flow of paper, ultimately aiming to abolish it'," the article explained. "Since then, alas, global paper consumption has increased by half."
Though this statistic wasn't encouraging at the time, it doesn't lessen the inherent value that document management software undeniably possesses - just because any given industry is slower to catch on to a useful tool doesn't mean the tool isn't significant. Since 2012, the popularity of paperless has actually increased as the recession continued to hit smaller organizations, causing them to downsize their offices and, sometimes, work from home.
The paperless office isn't a myth - in fact, it can be the change that means that can change the productivity of an entire company in a very positive way. When a paperless infrastructure is fully implemented, there's almost no need for a physical location at all, save for face-to-face meetings and mutual projects.
This document from Konica Minolta describes how document management, one of the final frontiers in cost control, can reduce your hard costs and labour costs associated with handling paper documents.
This year’s DLM-Forum has the theme of “The Memory of the Information Society”. This “memory” is no longer information which can be recognised and understood straightaway with the naked eye, as was the case in the past, but rather non-transparent data, stored on a computer system. Technical tools are required to find it and make it readable once more. This is not a disadvantage, however, as modern information technology tools enable us to handle efficiently the exponentially growing mountains of data and documents. The use of electronic information systems further promotes the trend of producing an increasing quantity of information by digital means, which afterwards is only available in digital form.
Builder.ai Founder Sachin Dev Duggal's Strategic Approach to Create an Innova...Ramesh Iyer
In today's fast-changing business world, Companies that adapt and embrace new ideas often need help to keep up with the competition. However, fostering a culture of innovation takes much work. It takes vision, leadership and willingness to take risks in the right proportion. Sachin Dev Duggal, co-founder of Builder.ai, has perfected the art of this balance, creating a company culture where creativity and growth are nurtured at each stage.
SAP Sapphire 2024 - ASUG301 building better apps with SAP Fiori.pdfPeter Spielvogel
Building better applications for business users with SAP Fiori.
• What is SAP Fiori and why it matters to you
• How a better user experience drives measurable business benefits
• How to get started with SAP Fiori today
• How SAP Fiori elements accelerates application development
• How SAP Build Code includes SAP Fiori tools and other generative artificial intelligence capabilities
• How SAP Fiori paves the way for using AI in SAP apps
The Art of the Pitch: WordPress Relationships and SalesLaura Byrne
Clients don’t know what they don’t know. What web solutions are right for them? How does WordPress come into the picture? How do you make sure you understand scope and timeline? What do you do if sometime changes?
All these questions and more will be explored as we talk about matching clients’ needs with what your agency offers without pulling teeth or pulling your hair out. Practical tips, and strategies for successful relationship building that leads to closing the deal.
Essentials of Automations: Optimizing FME Workflows with ParametersSafe Software
Are you looking to streamline your workflows and boost your projects’ efficiency? Do you find yourself searching for ways to add flexibility and control over your FME workflows? If so, you’re in the right place.
Join us for an insightful dive into the world of FME parameters, a critical element in optimizing workflow efficiency. This webinar marks the beginning of our three-part “Essentials of Automation” series. This first webinar is designed to equip you with the knowledge and skills to utilize parameters effectively: enhancing the flexibility, maintainability, and user control of your FME projects.
Here’s what you’ll gain:
- Essentials of FME Parameters: Understand the pivotal role of parameters, including Reader/Writer, Transformer, User, and FME Flow categories. Discover how they are the key to unlocking automation and optimization within your workflows.
- Practical Applications in FME Form: Delve into key user parameter types including choice, connections, and file URLs. Allow users to control how a workflow runs, making your workflows more reusable. Learn to import values and deliver the best user experience for your workflows while enhancing accuracy.
- Optimization Strategies in FME Flow: Explore the creation and strategic deployment of parameters in FME Flow, including the use of deployment and geometry parameters, to maximize workflow efficiency.
- Pro Tips for Success: Gain insights on parameterizing connections and leveraging new features like Conditional Visibility for clarity and simplicity.
We’ll wrap up with a glimpse into future webinars, followed by a Q&A session to address your specific questions surrounding this topic.
Don’t miss this opportunity to elevate your FME expertise and drive your projects to new heights of efficiency.
Epistemic Interaction - tuning interfaces to provide information for AI supportAlan Dix
Paper presented at SYNERGY workshop at AVI 2024, Genoa, Italy. 3rd June 2024
https://alandix.com/academic/papers/synergy2024-epistemic/
As machine learning integrates deeper into human-computer interactions, the concept of epistemic interaction emerges, aiming to refine these interactions to enhance system adaptability. This approach encourages minor, intentional adjustments in user behaviour to enrich the data available for system learning. This paper introduces epistemic interaction within the context of human-system communication, illustrating how deliberate interaction design can improve system understanding and adaptation. Through concrete examples, we demonstrate the potential of epistemic interaction to significantly advance human-computer interaction by leveraging intuitive human communication strategies to inform system design and functionality, offering a novel pathway for enriching user-system engagements.
Smart TV Buyer Insights Survey 2024 by 91mobiles.pdf91mobiles
91mobiles recently conducted a Smart TV Buyer Insights Survey in which we asked over 3,000 respondents about the TV they own, aspects they look at on a new TV, and their TV buying preferences.
Transcript: Selling digital books in 2024: Insights from industry leaders - T...BookNet Canada
The publishing industry has been selling digital audiobooks and ebooks for over a decade and has found its groove. What’s changed? What has stayed the same? Where do we go from here? Join a group of leading sales peers from across the industry for a conversation about the lessons learned since the popularization of digital books, best practices, digital book supply chain management, and more.
Link to video recording: https://bnctechforum.ca/sessions/selling-digital-books-in-2024-insights-from-industry-leaders/
Presented by BookNet Canada on May 28, 2024, with support from the Department of Canadian Heritage.
Encryption in Microsoft 365 - ExpertsLive Netherlands 2024Albert Hoitingh
In this session I delve into the encryption technology used in Microsoft 365 and Microsoft Purview. Including the concepts of Customer Key and Double Key Encryption.
GraphRAG is All You need? LLM & Knowledge GraphGuy Korland
Guy Korland, CEO and Co-founder of FalkorDB, will review two articles on the integration of language models with knowledge graphs.
1. Unifying Large Language Models and Knowledge Graphs: A Roadmap.
https://arxiv.org/abs/2306.08302
2. Microsoft Research's GraphRAG paper and a review paper on various uses of knowledge graphs:
https://www.microsoft.com/en-us/research/blog/graphrag-unlocking-llm-discovery-on-narrative-private-data/
A tale of scale & speed: How the US Navy is enabling software delivery from l...sonjaschweigert1
Rapid and secure feature delivery is a goal across every application team and every branch of the DoD. The Navy’s DevSecOps platform, Party Barge, has achieved:
- Reduction in onboarding time from 5 weeks to 1 day
- Improved developer experience and productivity through actionable findings and reduction of false positives
- Maintenance of superior security standards and inherent policy enforcement with Authorization to Operate (ATO)
Development teams can ship efficiently and ensure applications are cyber ready for Navy Authorizing Officials (AOs). In this webinar, Sigma Defense and Anchore will give attendees a look behind the scenes and demo secure pipeline automation and security artifacts that speed up application ATO and time to production.
We will cover:
- How to remove silos in DevSecOps
- How to build efficient development pipeline roles and component templates
- How to deliver security artifacts that matter for ATO’s (SBOMs, vulnerability reports, and policy evidence)
- How to streamline operations with automated policy checks on container images
Securing your Kubernetes cluster_ a step-by-step guide to success !KatiaHIMEUR1
Today, after several years of existence, an extremely active community and an ultra-dynamic ecosystem, Kubernetes has established itself as the de facto standard in container orchestration. Thanks to a wide range of managed services, it has never been so easy to set up a ready-to-use Kubernetes cluster.
However, this ease of use means that the subject of security in Kubernetes is often left for later, or even neglected. This exposes companies to significant risks.
In this talk, I'll show you step-by-step how to secure your Kubernetes cluster for greater peace of mind and reliability.
Securing your Kubernetes cluster_ a step-by-step guide to success !
Tl whitepaper less_paper_office_francois_ragnet
1. White Paper
The “Less Paper” Office:
How to Reduce Costs,
Enhance Security and be a
Better Global Citizen.
Contents François Ragnet
Managing Principal,
Technology Innovation
2 Paperless or Less Paper?
Xerox Global Services
2 The numbers are staggering March 2008
2 Good news and bad news on paper
3 What to do about paper?
4 Optimize the output infrastructure
4 Make your documents more efficient and effective
5 What’s next?
5 Conclusion
6 About the author
2. The “Less Paper” Office:
How to Reduce Costs,
Enhance Security and
be a Better Global Citizen.
This is a white paper on how to use paper more responsibly, reduce the amount of
paper that your organization uses and effectively drive business improvement
from a cost, communication, and environmental standpoint.
Paperless or Less Paper?
As long ago as the late 20th century, people began talking about the possibility
of a “paperless office.” The first prediction of the paperless office was actually
introduced in an article in Business Week in 1975 on “The Office of the Future.” It
became a buzzword in the 1980s. It coincided with the advent of the personal
computer, and the hope was that all documents could be processed electronically
and that paper would become irrelevant.
Since then, a number of technologies have made it seem within our grasp—chief
among them desktop publishing, the web, e-mail, XML, content management
systems, e-books, and more. Today, digital information flies around the world and
into, through and out of our organizations, is managed and secured in digital
repositories and drives business at lightning-fast speeds.
But has paper disappeared? Not at all. Actually, paper consumption is still
increasing, soaring to extremely high levels.
Paper continues to predominate in activities that involve knowledge work, reading
and collaboration. Paper is becoming a more temporary medium as people print,
use and discard documents rather than keeping everything they print. Paper has
become a display medium for human collaboration. In The Myth of the Paperless
Office, Sellen and Harper claim, “We are not headed towards offices that use less
1
paper but rather towards offices that keep less paper.”
So, despite all of the advances and all of the talk and promises, we’re still using a lot of
paper, and the vision of a paperless office is looking more and more like an illusion.
The numbers are staggering.
We use desktop publishing to produce digital documents by the billions each year,
but we still print them in astounding numbers. Lyra Research estimated that in
2006, 15.2 trillion pages were printed worldwide. IDC suggests that between
2007 and 2010, more than 10 trillion pages will be printed in offices in the U.S.
alone. But HP tops them all, predicting that by 2010, 53 trillion pages will be
printed worldwide (including graphic arts applications such as transactional
printing). That’s trillion with a capital T.
That’s a lot of trees and a lot of dollars. And a lot of information in a form that is
great for reading and reviewing, but also one that is too easily lost, damaged or,
worse, stolen.
It’s also a form that moves too slowly for today’s global business clock.
Good news and bad news on paper.
The good news is that growth in the use of paper appears to be under control at a
relatively flat 3% per year, actually declining in some regions already. The bad
news is that paper use is still growing while it should be declining.
The consequences for businesses are still serious:
Paper is expensive. It represents a significant cost for office printing and commercial
printing (more than 20 percent of the total cost). It adds up quickly when you
consider that document-related activities consume up to 15 percent of a company’s
annual revenue.
1
The Myth of the Paperless Office, Abigail J. Sellen and Richard H.R. Harper, MIT Press:
Cambridge, MA. 2002.
2
3. Paper is an information management nightmare. When information exists only
on paper, it is extremely difficult to store, manage and share. Those storerooms
with labyrinthine rows of filing cabinets are a drain on time and productivity as
people go on daily quests for missing information.
Those warehouses full of printed matter represent the most stale and stagnant
form of information, slowly decaying to an inevitable fate of unplanned
obsolescence. It is estimated that 30 to 40 percent of offset-printed materials go
to waste.
And what about all of the ideas, notes and knowledge captured on paper and
never shared? That’s a travesty for any organization.
Paper represents a compliance and security risk. There are other impacts as well.
Regulatory compliance issues require businesses to keep accurate records, provide
thorough documentation on a number of business operations, and handle
personally identifiable information appropriately. Information on paper tends to
be easily misplaced, or simply left lying around where people who shouldn’t have
access to it, do.
Security issues have to be part of the conversation as well. Information on paper
is harder to keep track of. The fact is, every day companies around the world are
vulnerable to their most valuable information walking out the door in someone’s
briefcase. Just Google “stolen trade secrets” to see what I mean.
Paper is a finite resource. Then there are the trees to consider. Trees are more than
just beautiful to look at; they are a vital part of our ecosystem. We have to be
conscientious and produce paper in ways that are sustainable. That’s something that
we at Xerox take very seriously.
As one of the world’s leading providers of document output solutions, we take
great strides to reduce and manage the impact of paper consumption on the
environment. All Xerox paper is sourced from responsible foresters and we make
extensive use of recycled paper. That is a commitment backed by a $1 million
investment and three-year partnership with the Nature Conservancy to advance
sustainable forest management.
We’re innovating in the area of paper manufacture as well. Our High Yield Business
Paper TM is produced by mechanically grinding wood into pulp instead of using
chemicals. This environmentally friendly process produces twice as much paper from
the same amount of trees.
What to do about paper?
Start by using less. There are a number of very basic and simple strategies for
using less paper, significantly less.
Use common sense! First of all, only print when you have to. Second, use both
sides of the paper whenever possible. Xerox was the first to enable two-sided
printing and copying because of the obvious advantage of cutting paper use in
half on every print and copy job. You can set two-sided printing as the default on
print drivers. Use N-up pages if you don’t need a full quality printout. Third, print
in color when appropriate. Using color is a much more effective way of
communication when used responsibly.
Scan to e-mail, workflow and repository. Scanning is a simple-to-use capability on
almost every multifunction device now. It is the fastest way to deliver hard-copy
information to a distribution list, ideal for review teams to share markups and
revisions, avoiding the cost of overnight delivery, fax lines and the associated cost
and use of paper.
Get your organization to implement scanning solutions for everyday tasks. Focus
on areas that add the most value such as processing invoices, purchase orders,
sales contracts and resumes. Use formats such as searchable PDF and add
metadata to make the information easier to find and more useful to a greater
number of people.
Use scanning to managed repositories to help project teams collaborate with
secure access and greater control of information.
3
4. Digitize information as early in the process as possible. Scanning is clearly a key
less-paper strategy. Here’s some food for thought as to where it can get you.
The same digital document can be shared instantly and travel to as many
destinations at the same time as needed, whereas paper documents must be
duplicated and distributed individually.
Take a look, for example, at what we are doing for the “Digital Mailroom”. It
focuses on the daily flood of business correspondence that organizations have to
deal with. It employs a variety of intelligent scanning technologies that mimic the
human processing of incoming mail: read, recognize, categorize, index and
forward for appropriate processing. The Digital Mailroom benefits include time
(improved processing speed), quality (higher quality service to the client), cost
reduction and regulatory compliance.
Optimize the output infrastructure.
Here’s another way to get control of paper usage. From our experience performing
assessments of our clients’ environments, most organizations do not know how
many output devices they have. Do you? Sometimes we find more devices than
people!
We apply our expertise to bring the ratio of people to devices in line, consolidate
assets with a combination of workgroup multifunction devices and local printers,
and make sure that people have the right tools in the right places to get their
work done effectively and efficiently. We call it, “the optimum office.”
The Xerox Office Services Suite includes a technology called Print Infrastructure
Mining, which computes print usage patterns to help optimize your print fleet
while reducing paper consumption.
By using Social Networking algorithms (a la youtube.com, amazon.com, etc.) this
technology developed at the Xerox Research Centre Europe automatically collects
print activity, i.e., where you print, and potentially what kind of document formats
you typically print in.
This technology enables the administrator to identify the best way to rationalize
and right-size your infrastructure, to make it more efficient and less costly, and
thus use less power and paper.
Make your documents more efficient and effective.
When you do print, make sure that you are making the best use of available
technologies to make your documents more effective.
Here are a few examples.
Using variable information (VI) printing in your marketing communications can
help you deliver more targeted, relevant messages and offers. So instead of mass
mailings generating a 1 to 2 percent response rate, you can use full-color VI
printing and leverage client data and increase response rates by a factor of four!
Print less. Generate greater return on investment.
The same goes for your transactional documents such as statements and
invoices. You can turn these must-read documents into hardworking promotional
documents by embedding marketing offers (based on known client history and
preferences). Create a trans-promo document that helps you up-sell and cross-sell
other products and services and avoid those annoying extra inserts that more
often than not are printed only to get ignored or tossed.
Make your documents more valuable—make them more interesting to attract
®
your clients’ interest. For example, Glossmarks gives a nice, holographic-like
effect to your documents—with a standard printer, standard toner, and the right
software, and with Xerox color.
When appropriate, build in records management and security to your printed
materials. New marking technologies such as the aforementioned Xerox Microprinting
Glossmarks, plus Microprinting, UV fluorescence and InfraRed Marks enable you
to embed security information into documents to create audit trails and prevent
counterfeiting, thus decreasing useless copies.
Developed at the Xerox Research Center Webster, all of these techniques can
print variable data to secure documents at a run length of one and disappear
when the document is copied. They can be created on a standard printer, with
standard toner and paper.
4
5. These Specialty Fonts are backed by several patents and patent applications.
Because the Specialty Fonts can be made without special inks or equipment,
there are no extra supply costs or additional steps required during printing. Users
can embed the security feature as a normal part of their printer’s process.
What’s next?
For you, responsible use of paper starts with using less and recycling what you use.
More and more, people are finding that paper is a temporary medium, ideal for
sharing in meetings, organizing our day, reviewing/revising, etc., then discarding.
So if the information on the paper is short-lived, why not make the marks on the
paper short-lived as well? Xerox has pioneered a few technologies that will help you
do just that.
Temporary documents are part of Xerox’s ongoing investments in sustainable
innovation—or “green products”—that deliver measurable benefits to the
environment, such as solid ink printing technology, which generates 90 percent
less waste than comparable laser printers; more energy-efficient printers, copiers
and multifunction devices; and other paper-saving innovations.
Electric paper and e-book
The e-paper technology is work that originated in the 1980s and was pioneered at
the Xerox Palo Alto Research Center (PARC), before gaining broader adoption over
the last few years. The concept of portable, easy-to-use e-paper holds the potential
of delivering new forms of incredibly rich content. Embedded video, links to
supporting material, dynamic data presentation and e-books would represent a
major step forward in how we communicate. However, bringing a usable,
affordable version of e-paper to market is still years out. And whether people will
readily adopt it as a replacement for paper is still to be determined.
Transient Paper
Two out of every five pages in the office are for “daily” use, like e-mails, Web
pages and reference materials that have been printed for a single viewing.
Unfortunately printed pages use inks and toners that last indefinitely and require
the paper to be recycled in order to be reused.
Wouldn’t it be great to reuse the same sheet of paper over and over again?
We call this new technology erasable paper. After that, the marks disappear and
the paper can be reloaded into the device. I guess you could call it a remarkable
form of paper.
Developed at the Xerox Research Centre Canada, this new form of printing for
one time use utilizes compounds that change color when exposed to light, and
then gradually disappear over the next 16-24 hours.
Now users can print things like daily schedules, e-mails, meeting notices,
directions, etc, have them when they need them, and simply place them back in Erasable paper
the input tray when they are done.
Xerox has filed for patents on the technology, which it calls “erasable paper.” It is
currently part of a laboratory project that focuses on the concept of future
dynamic documents.
Conclusion
So will paper disappear some day? Can we ultimately achieve the long-promised
but unfulfilled vision of a paperless world? And when we do, will we then have
to deal with the incredibly messy, cluttered and largely unmanaged world of the
expanding digital universe which, EMC-sponsored research from IDC predicts,
will reach 988 exabytes 2 , increasing six fold from 2006?
It seems more possible now that we may one day find an economically feasible,
suitable replacement of the “physical” artifact of a document. But we are not
there yet … and in the meantime, it behooves all of us to pursue the very
achievable vision of a “less paper” office.
2
An exabyte is equal to 1018 bytes
5
6. About the author
François Ragnet
As Managing Principal, Technology Innovation, within
Xerox Global Services, François Ragnet leads a team
charged with transferring novel technologies into
mainstream Xerox solutions offerings. Current initiatives
focus on text-, image- or feature-based categorization of
documents, as well as identifying deeper semantic
analyses which will enable Smart Document generation
from traditional legacy formats or paper. His team also
focuses on enhancing current offerings within the office
environment to improve the efficiency of current
products and streamline support processes.
Previously, Ragnet served as program manager and senior project leader for the
Xerox Research Centre in Europe where his team provided innovative technologies
in support of next-generation Xerox offerings. Their goal was to provide solutions
that allow users to filter configure and extract information from documents across
advanced platforms that bridge production, printing and scanning. François was
also a project leader in wireless technologies, specifically mobility and wireless
(Bluetooth), content management, security, print and infrastructure management.
While at the Research Centre of Europe in Grenoble, France, Ragnet was a
founding member of the Technology Showroom—a showcase of experimental
technologies that hosts international events with clients from all over Europe.
Prior to joining Xerox, Ragnet was a researcher at the National Institute of
Standards and Technology in Gaithersburg, MD, where he focused on creation of
a demonstration platform for state-of-the-art collaborative work technologies.
He holds a master’s degree in telecommunications from the Institut National des
Telecommunications, Paris, France.
To learn more about François’ work, visit:
www.xerox.com/thoughtleadership_Ragnet
To read his Future of Documents blog, visit:
http://futureofdocuments.blogs.xerox.com/
Xerox Global Services
Xerox Global Services will help you take a new look at the business challenges you
face today. No other company has more experience making your business
processes more cost-efficient and secure, from managing your assets in the office
to records management to services for large-scale print production. And only
Xerox Global Services uses Smarter Document ManagementSM technologies to
deliver the results that you can see and measure.
For more information on Xerox Global Services, visit:
www.xerox.com/globalservices
6