Tag Archives: Scanners

Is SPA Just note taking?

I have written this post for various reasons. I have spent the past two years studying an area of what I think is connected to an important area of the paperless office not only to the office environment but to the paperless environment.

I still think that this subject is very important not because I have provided calculations that it exists and tried to bring it to the attention of anybody who is connected to the paperless environment but as a building block to try to understand how an interaction of written communication which is not directly connected to your computer main frame or connected to the office PC can be classed as a paperless system.

And to this day you can not state that you are running a true paperless system if you still perform SPA’s within your work office or environment.

Could you state that SPA’s are just a form of note taking ! to a certain degree this could be true but there is an underlining point to make that if these items are still performed within the office and people are still using paper to perform these actions, why have we not found an answer to the problem ? 

Most of the people who will read this post will probably say that there is not a problem with this area and if you look at it on the surface then you will be right but if you look at the whole of the area within this field you just might open a door to find the answer with regards to a bigger picture.

Could this be the interaction between people in the office which are still using written communication between colleagues and not having the software or hardware that is commercially acceptable and commonly used within the office.

Then it might just make you think about what a paperless office or paperless system is or what it should represent.

I think what we all agree that SPA’s or software programmes by themselves are not just the answer for a better paperless system it can cover all areas from management and attitude and a way of thinking to really bring the message home that the paperless system could and will benefit companies from saving money, ROI, work flow efficiency, better working conditions and also a greener environment and all these things are connected to a paperless system.

I write this post because it’s time to move to the next satge SPA’s will still play a big part of the site and certainly will still be used as the foundations of what I have mentioned above.

If you still believe that SPA’s are still just a form of notes then you will be pleased to know that I have enclosed some links to say exactly that.


The above links are apps that you can buy for your I pad and they represent exactly that, software that has been designed to take notes and small messages which you can use with your I pad.

Have a look at the links and see what you think ?

My background to the paperless system is that of an academic back ground and with attending university next year will continue for another couple of years yet with hoping to look at the paperless system once again in a different view.

Putting the “Office” into the Paperless Office

If we want to bring the paperless office to a new height and bring the paperless system to an office, do you think that the office as we all known and understand will have to change?

Has the office stopped the potential growth of the paperless system, what would we class as a office in real terms has the office ever changed, you would be right to say once or twice, we started with the traditional layout, a picture looking like George Orwell’s Film 1984, not in the sense of big brother but in the sense of totalitarian presence with a straight line of desks, all in a dark grey and black colours and a strict sense of uniformed procedures with no curves for flexibility.

Times changed and we started to understand that the work force should have a more relaxed atmosphere, not so straight and down the line, but a space between the desk and yourself and a so called workable free area.

This workable free area became more common and we started to look at the work space and not a desk, individual offices became obsolete and an open space had no barriers between the workers and the managers, we slowly developed into the open plan office and this really provided a greater open space were we could glide around and have this free feeling to encourage better working conditions.

Up to a point these have been the main areas, give or take a few untraditional methods, I write this simply because if we want the paperless office to develop we must consider all the connecting and surrounding aspects, put it another way, if you were buying a sport car you would expect it to have a powerful engine to class it as a sports car not a middle of the road family car engine, is this slowly happing to the paperless system  

If we want a paperless office should we look at the office in the Paperless office in a different way?

I did write a few other posts regarding this area called Attitude and a way of thinking which really does some this areas up.

Will we have to change our thinking and adapt the office to a paperless system or shall we adapt the hardware and the software to a accommodated the concept of the paperless office.

I think we should look at both areas and hopefully meet them in the middle;

I will write in the future how to change an office to accommodate a paperless system not stating which products are available but a comprehensive look at a potential design view to a medium size company.

E Paper History


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


Paperless and the Civil Evidence Act 1995

We all can agree that the concept of the paperless office is becoming a reality as more systems and programs are been designed but do we have to consider the legal and compliance requirements when thinking about preparing for a paperless system.

The answer is yes we do, but unfortunately there is not a yes and no situation in how you design this, as you can appreciate companies and organizations will have different system and processes .The self employed person with a small company will not have to worry about this area, the main area is the items that we would recommend not to copy or transfer into a electronic document.

If we look at the Civil Evidence Act 1995, you could be right in assuming that this is really for the laws, courts and soliciting professions and in most cases this will be the case.

How can this Act assist the paperless system, the main area is that if you want to introduce a paperless system, transferring paper into a electronic document may have to follow certain guidelines. The problem with this is not that you can not copy paper documents in to electronic documents but it’s the area of integrity and authenticity, i.e. proof that it has not been tampered with and that it still retains its integrity as an original record.

We must also remember that at this point that they are so many ISO and BSI rules and guidelines that certain areas will cross over into each sections so therefore compliance can be covered from one guide line to another.

Most of the information will tell you that the guidelines are set out in BSI DISC PD0008, the British Standard (see older post) which relates to the Legal Admissibility of Evidential Information Stored Electronically. It provides a framework and guidelines that identify key areas of good practice

So in real terms what are the guide lines, Audit data requirements, Access control considerations, Interface requirements and backup obligations?

In very English terms it’s the Big Brother of the office, all documents are traced and tracked so if any printing, scanning and copying happens to a document it can be traceable and auditable.

So how is this connected to the paperless system and how does it assist this concept the main question you have to answer is? What is the original documents in the first place, is it an electronic transaction or a paper document that will have to be scanned.

To place this act in any category with the paperless system there are many areas to take into account and Audit trails are one of them. So if one of the answer is that the original document is presented in an electronic form then this has crossed over, to what you could say is a start of the paperless system to what degree do you conduct this audit system, This is really dependant to the type of business you control.

I do believe that every small business should have a basic audit program, we are not talking about the expensive and complicated bespoke systems, but to have a simple system within your structure is a good house keeping practice.

I have placed a few links, showing the basic systems which are designed for the smaller organization and Equitrac is probably a system that is used for the bigger and more professional organizations.





We still must remember that the audit trail is only a small part of the act and all other sections must be taken into account.

The other areas will be posted later in the same category.

ISO 27001

ISO/IEC 27001:2005 Information technology — Security techniques — Specification for an Information Security Management System

ISO/IEC 27001 is the formal set of specifications against which organizations may seek independent certification of their Information Security Management System (ISMS).

ISO/IEC 27001 specifies requirements for the establishment, implementation, monitoring and review, maintenance and improvement of a management system – an overall management and control framework – for managing an organization’s information security risks.  It does not mandate specific information security controls but stops at the level of the management system.

The standard covers all types of organizations (e.g. commercial enterprises, government agencies and non-profit organizations) and all sizes from micro-businesses to huge multinationals. 

This is clearly a very wide brief.

Bringing information security under management control is a prerequisite for sustainable, directed and continuous improvement.  An ISO/IEC 27001 ISMS therefore incorporates several Plan-Do-Check-Act (PDCA) cycles: for example, information security controls are not merely specified and implemented as a one-off activity but are continually reviewed and adjusted to take account of changes in the security threats, vulnerabilities and impacts of information security failures, using review and improvement activities specified within the management system. 

According to JTC1/SC27, the ISO/IEC committee responsible for ISO27k and related standards, ISO/IEC 27001 “is intended to be suitable for several different types of use, including:

  • Use within organizations to formulate security requirements and objectives;
  • Use within organizations as a way to ensure that security risks are cost-effectively managed;
  • Use within organizations to ensure compliance with laws and regulations;
  • Use within an organization as a process framework for the implementation and management of controls to ensure that the specific security objectives of an organization are met;
  • The definition of new information security management processes;
  • Identification and clarification of existing information security management processes;
  • Use by the management of organizations to determine the status of information security management activities;
  • Use by the internal and external auditors of organizations to demonstrate the information security policies, directives and standards adopted by an organization and determine the degree of compliance with those policies, directives and standards;
  • Use by organizations to provide relevant information about information security policies, directives, standards and procedures to trading partners and other organizations that they interact with for operational or commercial reasons;
  • Implementation of a business enabling information security; and
  • Use by organizations to provide relevant information about information security to customers.”

Structure and content of ISO/IEC 27001

ISO/IEC 27001:2005 has the following sections:

0 Introduction – the standard uses a process approach.

1 Scope – it specifies generic ISMS requirements suitable for organizations of any type, size or nature.

Normative references – only ISO/IEC 27002:2005 is considered absolutely essential to the use of ’27001.

 3 Terms and definitions – a brief, formalized glossary, soon to be superseded by ISO/IEC 27000.

4 Information security management system – the ‘guts’ of the standard, based on the Plan-Do-Check-Act cycle where Plan = define requirements, assess risks, decide which controls are applicable; Do = implement and operate the ISMS; Check = monitor and review the ISMS; Act = maintain and continuously improve the ISMS.  Also specifies certain specific documents that are required and must be controlled, and states that records must be generated and controlled to prove the operation of the ISMS (e.g. certification audit purposes).

5 Management responsibility – management must demonstrate their commitment to the ISMS, principally by allocating adequate resources to implement and operate it.

6 Internal ISMS audits – the organization must conduct periodic internal audits to ensure the ISMS incorporate adequate controls which operate effectively.

7 Management review of the ISMS – management must review the suitability, adequacy and effectiveness of the ISMS at least once a year, assessing opportunities for improvement and the need for changes.

8 ISMS improvements – the organization must continually improve the ISMS by assessing and where necessary making changes to ensure its suitability and effectiveness, addressing nonconformance (noncompliance) and where possible preventing recurrent issues.

Annex A – Control objectives and controls – little more in fact than a list of titles of the control sections in ISO/IEC 27002, down to the second level of numbering (e.g. 9.1, 9.2).

Annex B – OECD principles and this International Standard – a table briefly showing which parts of this standard satisfy 7 key principles laid out in the OECD Guidelines for the Security of Information Systems and Networks.

Annex C – Correspondence between ISO 9001:2000, ISO 14001:2004 and this International Standard – the standard shares the same basic structure of other management systems standards, meaning that an organization which implements any one should be familiar with concepts such as PDCA, records and audits.

Mandatory requirements for certification

ISO/IEC 27001 is written as a formalized specification such that accredited certification auditors are meant to be able to use the standard as a formal description of items that their clients must have in order to be certified compliant. It does indeed specify certain mandatory documents explicitly. 

However, in other areas it is vaguer and, in practice, other documents are commonly demanded, including certain items which provide the auditors with evidence or proof that the ISMS are operating. 

Organizations can specify the scope of their ISO/IEC 27001 certification as broadly or as narrowly as they wish.  Understanding the scoping documents plus Statements of Applicability (SoA) is therefore crucial if one intends to attach any meaning to the certificates.  If an organization’s ISO/IEC 27001 scope only notes “Acme Ltd. Department X”, for example, the associated certificate says nothing about the state of information security in “Acme Ltd. Department Y” or “Acme Ltd.” as a whole. 

Similarly, if the SoA asserts that antivirus controls are not necessary for some reason, the certification body will doubtless have checked that assertion but will not have certified the antivirus controls – in fact, they may not have assessed any technical controls since ISO/IEC 27001 is primarily a management system standard, so compliance requires the organization to have a suite of management controls in place but does not necessarily require specific information security controls.

Certification is entirely optional but is increasingly being demanded from suppliers and business partners by organizations that are concerned about information security. 

Certification against ISO/IEC 27001 brings a number of benefits above and beyond simple compliance, in much the same way that an ISO 9000-series certificate says more than “We are a quality organization”. Independent assessment necessarily brings some rigor and formality to the implementation process (implying improvements to information security and all the benefits that brings through risk reduction), and invariably requires management approval (which is an advantage in security awareness terms, at least!).

The certificate has marketing potential and should help assure most business partners of the organization’s status with respect to information security without the necessity of conducting their own security reviews.

eReaders, can we curl upto a book !

So there is no confusion to what we are writing about, when we say hardware we mean what you physically hold in your hand, some people do class hardware as the software running application, I do think that this seems to be I little misleading at times and I do believe that it can play a important role when designing and also reading from a eReader.

What do you say is the most important factor when designing a eReader, it’s stylish looks with all the modern applications, it’s ability to connect to the world wide web, crystal clear reading surface, back and white print or colour, it’s looks and feel to replicate a book or newspaper the list is endless and it will be a personnel choice but there must be a bare minimum requirement to all eReader designs.

This has to be a clear and crystal reading screen, you can have all the latest gadgets, but if this is not acceptable then you are on to a loser before you begin.

I think in the early days when the eReader was just starting this was a problem but as we all know as technology grows, these small areas are ironed out and we do not have such a problem anymore.

E Ink displays has somewhat slowed lately, with the Kindle and the Sony reader models being out for quite a while now. Things are looking up, however, with the latest announcement from E Ink trying to update the display tech in order to beat the Apple iPad.

Most noticeable features are an improvement from the standard 7:1 contrast ratio screens to the much easier on the eye 12:1 ratio – and a faster refresh rate. E Ink claims this refresh rate is fast enough to support simple animations.

So if we are starting to master the concept of the reading ability, then what else could you class as been important.

To follow are the products on the market that everybody is buying and they all have a general same design parameters.

I generally believe that it’s not what you class been important but what do you want to read and how you want to read it, Do you want to read the item on the go or do you want to read it in the comfort of your own home.

I do think that this area has reached a turning point as to what the customer perceives to what the product should be to what the designer perceives what the product should be.


All the above Ereaders are approximately designed the same with regards to the overall demin 8 * 5.3* 0.36 to 10.4 * 7.2 * 0.4 Inches. Weighs approximately 8 to 12 ounces some are designed with touch screen some are not the running applications are a other story, as I have mentioned within an other post.

 My main point is that the above Ereaders are designed to be small, compact, portable and are really designed for the so called on goes that are constant on the move and who require information at a press of a button.

Is there or should there be a section if you want to read in private or in the comfort of your own home, I certainly believe that there is, if I wanted to read a book or even a magazine then I would not want to read a small potable compact screen.

I do believe that these types of Ereaders are great and they do provide a great portable devices for people which require information or need to read a few pages etc, but if I wanted to curl up to a book or magazine this is not the type of environment that I would be comfortable with.

So is there an answer I generally believe that the above Ereaders are great for the purpose but I have my concerns with regards to the type of environment that this will slowly progress to, it is only matter of time before the general public will start and want to read a book or a newspapers in the comfort of they own home

The above products will not be acceptable, Why , to small and to expensive , there is a nature progression here that the eReader will be become a thing of the past and the new buss word will be Tech paper, a single sheet that will let you down load any book, newspaper or document, the size of approx the I pad where you can keep the feeling of that traditional aspect.


eReader File,Format (Matrix)

Hardware Reader  Plain text PDF ePub HTML Mobi- Pocket Fiction- Book DjVu
Amazon Kindle 2, DX   Y   Y   N    N     Y      N   N
Amazon Kindle 3    Y   Y    N     Y     Y      N   N
Android Devices    Y   Y    Y    Y     Y     Y   Y
Apple iPad    Y   Y    Y    Y     Y     Y   Y
Azbooka WISEreader    Y  N    Y    Y     Y     Y   N
Barnes & Noble Nook    Y   Y    Y     N     N     N   N
Bookeen Cybook Gen3, Opus     Y   Y    Y      Y     Y     Y    N
COOL-ER Classic     Y   Y    Y       Y     Y      Y    N
Foxit eSlick     Y   Y    Y     N     N     N    N
Hanlin e-Reader V3    Y   Y    Y    Y      Y     Y    Y
Hanvon WISEreader    Y    Y    Y    Y     N     N   N
iRex iLiad    Y    Y    Y    N     Y     N   Y
Iriver Story    Y    Y   Y     N     N     N     Y
Kobo eReader    N   Y   Y    N     N     N    N
Nokia N900    Y   Y    Y    Y     Y     Y   Y
NUUTbook 2    Y   Y   Y   N    N    N   N
OLPC XO, Sugar    Y   Y    Y    Y    N    N   Y
Onyx Boox 60    Y   Y   Y    Y     Y    Y   Y
Pocketbook 301 Plus, 302, 360°    Y  Y   Y    Y    Y    Y   Y
Sony Reader    Y  Y   Y   N    N    N   N
Viewsonic VEB612     Y  Y    Y    Y    Y     N   N
Hardware Reader  Broadband eBook eReader Kindle WOLF Tome Raider Open eBook              
Amazon Kindle 2, DX N N Y N N N              
Amazon Kindle 3 N N Y N N N              
Android Devices N Y Y N Y Y              
Apple iPad N Y Y N Y Y              
Azbooka WISEreader N N N N N N              
Barnes & Noble Nook N Y N N N N              
Bookeen Cybook Gen3, Opus N N N N N Y              
COOL-ER N N N N N N              
Foxit eSlick N Y N N N N              
Hanlin e-Reader V3 N N N Y N N              
Hanvon WISEreader N N N N N N              
iRex iLiad N N N N N N              
Iriver Story N N N N N N              
Kobo eReader N N N N N N              
Nokia N900 N N N N N Y              
NUUTbook 2 N N N N N N              
OLPC XO, Sugar N N N N N N              
Onyx Boox 60 N N N N N N              
Pocketbook 301 Plus, 302, 360° N N N N N N              
Sony Reader Y N N N N N              
Viewsonic VEB612 N N N N N N              


The above is a simple matrix that will tell you which file, format is connected to which device, this is for reference only and it will give a guide to what is available at the time of print and I am sure it will change as things progress.

The main point is that if you look at the matrix there are so many different types for each device that it’s getting to appoint that we need to try to break it down to no more than 2 or 3 file types and a Platform can be designed to help all parties concerned.