Clearing the paper trail

More companies in the Gulf are transferring all paperwork on to digital files to cut costs and boost productivity.

One survey conducted by Xerox last year found that only 8 per cent of companies in the Middle East were already managing their documents digitally. Yet nearly two-thirds were starting to implement a document management system to help save printing costs, the environment and to run more efficiently. Investments such as these are helping to drive spending on IT products in the Emirates, which is projected to reach US$3.5 billion (Dh12.85bn) this year, according to the latest UAE information technology report.

But experts warn there are a number of concerns to keep in mind both during the transition and after. "Security is one of the most important aspects of document management systems," says Naoshi Yamada, the deputy managing director of Canon in the Middle East. "It must be carefully studied."

Canon, along with other technology companies such as Xerox, Microsoft and Juniper Networks offer businesses different products when it comes to managing documents digitally. Their computer-based software systems typically help managers and employees track, store and share electronic documents, such as client information or past orders. Emerson Process Management, which supplies control-system parts for the oil and gas industry, has turned to these kinds of programmes to track a lot of its customer documents as well as internal engineering work. "Speed is one of the key advantages," says Dave Tredinnick, Emerson's president.

Because this kind of business information often includes private or sensitive data, companies are advised to look into offerings that include features such as automatic backup, password-protected access and the ability to track employee actions.

Other important areas of concern include creating different levels of access that would allow only certain individuals to read or edit important files. It's also crucial to ensure a server is properly protected so that information can be shared without outsiders getting unauthorised access.

"The vast majority of all data breaches that's part of the surveys we've conducted in recent years came from poorly protected servers," says Justin Doo, the security practice director for emerging regions at Symantec Corporation.

"Organisations really need to approach digital documentation with a logical priority - the same sort of priority they would apply to the actual physical storage of that information," he says.

"For example, if you had employee records containing information you wouldn't file in an open filing cabinet, you'd apply a similar logic in that if you put information into a secure [computer] folder, you still have to ensure an office admin can't open it."

Juniper Networks recently created a software app for mobile phones to address the growing concerns over employees accessing sensitive business data. Forty per cent of businesses surveyed by the company this year considered smartphones the device that posed the largest security threat. Juniper's app, which is known as Pulse, allows busy professionals to secure their connection before accessing data from work.

"Executives want more access to intranet-based systems [that link them to the office], and to do that securely with mobile devices," says Adrian Pickering, the vice president of Juniper in the Middle East and Africa.

Moving documents to the digital form can help save costs over the long run, especially for bigger businesses. About 6 to 8 per cent of a company's revenues tend to go towards the printing and handling of documents, says Dan Smith, the head of integrated marketing for Xerox in the Middle East and Africa. "Six to 8 per cent appears to be small," he says, "but if you're a $1bn company, that's a large amount of money."

nparmar@thenational.ae