Tag Archives: Paperless and the law

SPA: How much money is it costing your company?

The last post I wrote was just a small note trying to explain what a SPA is and how is can effect the paperless system and also the office environment.

If I told you it could cost your company approximately £17.29 or should I tell you it is already costing your company £17.29 per month per computer.

Source of information company for the  employee average

www.census.gov

Year 2004 U.S States only (excluding establishments)

Employee (100 to 499) small companies                      86,538

Paid Employees                                                                        16,757,751

 16,757,751/86538 = 194

Average employees 194 say 20% have computers averaging it to 38.8 computers per company.

 Calculations from my Hypotheses Testing Frame Work

£17.29 per computer per month

17.29 * 39 = 674.31 *12 = 8091.72 * 86,538 approx £ 700,241,265

So from the above figures and the average calculation, it’s costing  approximately £ 700, 000, 00 a year in a less efficient system just because we have ignored the small notary paper items such as SPA.

I have just designed a template which will be available in the New Year which will be free to down load when my new website will be launched both will be available in the New Year

If you know that an every day routine or action within the work place is costing you money would you like to know about it.

Would you have a closer look at this information I think in general you would.

I think the main thing about this activity is that it’s been within our work environment for as long as we can remember so to have an answer over night would be quite difficult to predict, although this has been the first stage of what I believe may be one of the problems for the development of the paperless office.

There will be a few more posts before this site changes to a new site and by the way the new site will be called The Paperless Endeavour.

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Paperless and ISO 1799 (27001) (27002)

If these acts are very broadly all to do with security (see early posts for a more details description) and in fact any organizations that handles and depends on information.

How can a paperless system assist these regulations?

I think we have to look at the wider picture and understand why we use a paperless system to try to find an answer for this area.

It’s certainly not a case to say that we have to design a special area for this act to take place within a paperless system as nearly all companies will be connected to these acts in some way due to the fact we must handle peoples information just to employ and of cause some companies will require a more complex system if they depend on peoples information.

So do we design a paperless system to accommodate these acts or do we try to place these requirements into an already paperless system which could be better known as a Document Management System with added security due to the possible sensitivity of the information.

Some of the companies who have installed a respectable Document Management system will be happy with the outcome and to a certain degree this is more than acceptable to a normal company dependant of the type of information and type of company who has to use these regulations to a great degree, these two statements go without saying and are pretty common.

But could we say that a process of actions and processors within a system is the best answer, I think it’s more to do with we have to use what is available to us at the time of installation and what has been designed and already accepted.

It obvious that security has to play a big part if we intend to use the computer as an office or to assist a paperless system, that it the main point of the acts to protect people information.

One of the better areas of these acts is that is more to do with a code of practice/guideline rather than a certification standard, organizations are free to select and implement other controls, or indeed adopt alternative complete suites of information security controls as they see fit.

We can all agree that technology will grow and become better as technology grows in time, so could you say that this will always be open to debate in the areas of acceptability and how this will react to a paperless system.

We could say that this will always be the case, simple because technology will always grow but we do have to find that intermediate where a practical solution will be available to provide a practical answer.


Paperless and the Data Protection Act 1998

We have stated that the DPA can be a complex act to process and can contain sensitive information and personnel information about individuals.

So can a paperless system assist this act?

I think the main question we have to ask ourselves is to what degree do we store or hold this type of information and for how long.

If you have read the post within this section you will know that there are eight key areas within this act.

  • Fairly and lawfully processed
  • Processed for limited purposes
  • Adequate, relevant and not excessive
  • Accurate and up to date
  • Not kept for longer than is necessary
  • Processed in line with your rights
  • Secure
  • Not transferred to other countries without adequate protection

I think the first four key areas are straight forward and are not really a key area to the paperless system although the process to achieve these areas must be given serious consideration when applying this information to a PC or to a system which has been developed for your organization or company.

One of the areas that sometime can be overlooked is that of first “input”, some system allow the person to do this electronically and this information is transferred automatically into the main data bank, but there are still a lot of paper information which has to be transferred manually into the electronic data system.

At this stage paper can cause a problem not only in the sense of a paperless environment but also transferring that information without paper and obtaining a secure transfer, this is a more to do with the Electronic Signature Regulations 2022 and the ESR Data protection which has been covered with an other section of the blog.

The next two areas: Not kept for longer than is necessary and processed in line with your rights, once again this will depend on the type of organization and company where these are used in the contents of there application.

The last two are certainly two of the main concerns within this act which have caused problems with the design and also its potential damage weather its long term or short term damage.

Secure can mean a lot of areas within this section, secure form hackers, secure loss of data, secure of storage, secure within a day to day usage. Secure of transferring and secure of non active viewing and usage.

One of the area that I am totally confused about is that, sometimes we read and see on the news, that a USB stick was left on a train or lost in a public place, its not the reason that the information was lost, unfortunately people are human and mistakes are made, but it’s the lack of protected procedures that companies introduce when applying this act, its knowing that these incidents happened not because of human or computer error but the procedures allowed this to happen.

How was the information transferred on the stick in the first place, you can say that its like a person working in a bank taking some of the money out of the bank, taking it home and saying that he or she has to count it while he or she is at home, it should not happen in the first place, it should not even entered the person mind, never mind carrying out the act

I think this act and the paperless system is difficult to separate, not because it is complex but it would be difficult to design a totally paperless system which is separate from the standard PC installation and keep it connected within the organizations computerized frame work.

We must also ask our selves do we want to separate this information, I think it can only be answered to the type of information you have in the first place, although storage and input and also day to day activities may benefit from totally paperless environment.

Once again this section is really dependant to the type of information and how the organization and company is using this information in the first place


E Paper Vs the Computer

Frage eines Standbesuchers "Läuft Wikiped...

Image via Wikipedia

There has been one thing that I have wondered about, when looking at the development of E Paper , will it replace the computer, does it want to replace the computer and will it be allowed to replace the computer.

 Looking at the development of E Paper one would assume that in the beginning this was to assist the resolution and readability of the computer screen back in the 1970s.

If we view the facts so far with regards to the development,  E Paper has been developed  as a viewing and reading tablet and a device that you can down load or transfer reading material , in general terms thats it.

In non technical terms E paper could be a tablet that has selected software parameters and is designed with a flexible material to give the feeling that it has paper properties.

 So with these observations will the E Paper be a competitor to the PC!!

I generally don’t think so, but with my next breath I hope they do not over engineer this fantastic opportunity, coming from an engineering back ground we try to make things simple and easy to design, it should be said that I hope it finds it place within this technological media and also the work place.

In my other posts I have blown caution to the wind and stated that this may have already happened, let’s keep it simple, design it for its purpose.

Would we be right to assume that the computer and E Paper will both have a rightful place weather it’s for social media or within the work place hopefully both will be able to work along side each other.


E Paper : Should we stop ?

Why do we have to be careful, if we look at the steady progressive growth of the development of e paper form the computer screen technology to the present flexible readable sheets and wonder what this application can also be developed for?

A lot of articles and reports are indicating that it will assist the development of reading to the areas of down loading educational reports, manuals and scripts etc, this can only be a good thing or is it.

I say that not wanting to stop this technology advances but also have some concerns of how this has grown or developed and what will it develop into.

I have repeated this sentence in so many of my posts and I will repeat it again on how the customer perceives the product and not what the product has been perceived into.

If we have an imaginary world and e paper has been developed and all things are great, what is the next step ?

How can the e paper be manufactured at a cheap price and in the real world what will it compete with Paper products, books and printing in general etc?

The concept of the paperless office had the same problem and is only starting to be accepted as a real product will the e paper have the same problem!

I do believe that the e paper must stop, stop in the sense that technology must stop making in to a product that is not usable to the every day person.

What has happened is that as technology has grown from one product and transferred part of that technology into another product.

If we look at the e paper, it started from the computer screen and then went into mobiles phones and eventually turned into flexible sheets .

What will happen is that if the latest e paper or flexible sheet is not transferred into a commercial product that every person can use then we will throw more technology at it ,nobody will be able to use it because of what I have mentioned above and it will repeat it’s self and an other product will benchmark the latest version of the technology of the e paper.

They will place it into the computer device and the e paper will not be E paper, it will be an latest computer tablet that will allows you to read at a better resolution and quality.

The rolling technology situation will start all over again and this will keep repeating to the level that we will be reading articles that are stating that the e paper is pipe dream and will never happen in our life time.  

This may be a different view but if you look at this closely you can see this happening already, the e paper is starting to become recognised but we have not targeted a commercial market yet. I hope this does not happen and we stop and take a closer look and a person or an organisation takes this to the next step.

Before it’s to late !!!!!!


E Paper (Technical basics)

Electronic paper (Side view of Electrophoretic...

Image via Wikipedia

Electronic paper was first developed in the 1970s by Nick Sheridon at Xerox‘s Palo Alto Research Center. The first electronic paper, called Gyricon, consisted of polyethylene spheres between 75 and 106 micrometres across.

Each sphere is a janus particle composed of negatively charged black plastic on one side and positively charged white plastic on the other (each bead is thus a dipole. The spheres are embedded in a transparent silicone sheet, with each sphere suspended in a bubble of oil so that they can rotate freely.

The polarity of the voltage applied to each pair of electrodes then determines whether the white or black side is face-up, thus giving the pixel a white or black appearance. At the FPD 2008 exhibition, Japanese company Soken has demonstrated a wall with electronic wall-paper using this technology.

In the simplest implementation of an electrophoretic display, titanium dioxide particles approximately one micrometer in diameter are dispersed in a hydrocarbon oil. A dark-colored dye is also added to the oil, along with surfactants and charging agents that cause the particles to take on an electric charge. This mixture is placed between two parallel, conductive plates separated by a gap of 10 to 100 micrometres.

When a voltage is applied across the two plates, the particles will migrate electrophoretically to the plate bearing the opposite charge from that on the particles. When the particles are located at the front (viewing) side of the display, it appears white, because light is scattered back to the viewer by the high-index titania particles.

When the particles are located at the rear side of the display, it appears dark, because the incident light is absorbed by the colored dye. If the rear electrode is divided into a number of small picture elements (pixels), then an image can be formed by applying the appropriate voltage to each region of the display to create a pattern of reflecting and absorbing regions.

Electrophoretic displays are considered prime examples of the electronic paper category, because of their paper-like appearance and low power consumption.

Examples of commercial electrophoretic displays include the high-resolution active matrix displays used in the Amazon Kindle, Barnes & Noble Nook, Sony Librie, Sony Reader, and iRex iLiad e-readers.

 These displays are constructed from an electrophoretic imaging film manufactured by E Ink Corporation. Also the technology has been developed by Sipix Microcup[9] and Bridgestone Quick Response Liquid Powder Display (QR-LPD). The Motorola MOTOFONE F3 was the first mobile phone to use the technology, in an effort to help eliminate glare from direct sunlight during outdoor use.

Electrophoretic displays can be manufactured using the Electronics on Plastic by Laser Release (EPLaR) process developed by Philips Research to enable existing AM-LCD manufacturing plants to create flexible plastic displays.


E Paper History

1974-gyricon-material

There have been various reports about the history of E paper that it was developed in the late 60s and early 70s by Xerox PARC, who were developing and attempting to get Xerox management to appreciate the Alto personal computer; they never did.

It was the world’s first office and word-processing computer, but this remarkable machine had one serious drawback: the cathode ray tube display it used was not the best; the problem was that the contrast was not bright enough, and the contrast was not great.    

A major improvement to assist this problem was the introduction of Gyricon; this was used with a rotating-ball and was based on a physical phenomenon called “electro capillarity.” The electro capillarity display worked by moving colored liquids against a white background as you can appreciate that this was back in the 70 and 60 and it was really a very basic spin of to what we seen on the screen today.

As time pasted the concept of E Paper slowly declined and the birth of the computer was born, and that area is history, it’s not really since the birth of the e reader that we see the development of E paper in its present form to which we own this to the potential growth of the electronic reader.

Since this time there was always the back ground research and development of e paper form all the usual companies, the various report where been published indicating that this development  was and still is a thing of the future.

Two articles were published, “E Is for E-Paper: An Electronic Paper Primer for the Graphic Communications Industry” and “E-Paper Technologies and Opportunities in Publishing, Communications and the Graphic Arts”  this examined the two major products releases by (the iRex iLiad and the Sony Reader) it also looked at the other potential devices waiting in the wings.

In 2006/2007 Sony started to develop a so called Sony Style e-store to where the e reader could down load various books to read etc. We have to be very carful here for most of the reports and articles are stating that the e books have elect iconic paper , could that be an misleading phrase, the device that they were reading form was to replace books ,it was common sense to think that the e books have e paper, the question of what you would class as e paper really has to spring to mind, we have seen this development before to the concept of the  paperless office, were terminology has been placed in to a section and in time the design process has lost it’s true meaning.

If we look at the years of 2008 to present and break it down to its Utilization then Electronic paper is the way out for people who read a lot off their screen. But there are also big expectations on the field of replacing printed newspaper, school books and manuals.

Advantages of the eBooks reader are, besides a handy, light size, the largestorage capacity and the fast and easy adaptation of the content. Additional advantage is that some models have the option to make notes that can be transformed into printed text.

A promising development of electronic paper is the flexible e-paper. Philips spin-off Polymer Vision presented in 2007 a first commercial utilization of flexible electronic paper in the form of the Readius, a smartphone with foldable screen. This makes it possible to equip a small device with a relatively large screen.

This has mostly been carried forward and developed commercial with the introduction of the skiff, which is a flexible sheet that can be used to read newspapers and more sheet design in reading , rather than the a traditional book design.

Although the skiff was never a commercial success, this was not to the problem of the material design of the product but a more commercial failure in how to market the product as a multi functional reading tool and acquiring the appropriate networking solutions to capture a new type of reader, some of the reports state that it was ahead of its time, I must disagree with this, it is only a question of time when a design concept will look and feel and the same size of a piece of paper, to what we are all used to and not a small computer device replacing the book.

Vizplex is another development with regards to eInk displays which are equipped with this technology and have a greater contrast and the pages can be switched faster. Vizplex is also more suitable for larger screens and therefore more suitable for a A4 size piece of paper.

One of the problems trying to trace back this history is that the E paper really has come from how this product has developed within the existing technology, it’s hard to state that the e paper was developed in the 60s and 70s, where it was the development of the computer screen that started it, can you class the e paper as a computer screen and once again the major leaps and bounds of this products has come from the mobile phone industry with a foldable screen.

 I think that in the early days it should have been called an e display( which it was) which has changed and developed into a piece of e paper.

So to try to track down a precise date has become difficult and I think its still an area to say that this is an ongoing development so has the e display finally turned into a piece of paper, I do believe that it will, but it will certainly taken more time and alot more research before we can clearly and confidently state this.

sony electronic paper