Tag Archives: Sociability

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.

ESR 2000 Data Protection

Data Protection

5.—(1) A certification-service-provider who issues a certificate to the public and to whom this paragraph applies in accordance with paragraph (6) below—

(a)shall not obtain personal data for the purpose of issuing or maintaining that certificate otherwise than directly from the data subject or after the explicit consent of the data subject, and

(b)shall not process the personal data referred to in sub-paragraph (a) above—

(i)to a greater extent than is necessary for the purpose of issuing or maintaining that certificate, or

(ii)to a greater extent than is necessary for any other purpose to which the data subject has explicitly consented,

unless the processing is necessary for compliance with any legal obligation, to which the certification-service-provider is subject, other than an obligation imposed by contract.

(2) The obligation to comply with paragraph (1) above shall be a duty owed to any data subject who may be affected by a contravention of paragraph (1).

(3) Where a duty is owed by virtue of paragraph (2) above to any data subject, any breach of that duty which causes that data subject to sustain loss or damage shall be actionable by him.

(4) Compliance with paragraph (1) above shall also be enforceable by civil proceedings brought by the Crown for an injunction or for an interdict or for any other appropriate relief or remedy.

 (5) Paragraph (4) above shall not prejudice any right that a data subject may have by virtue of paragraph (3) above to bring civil proceedings for the contravention or apprehended contravention of paragraph (1) above.

(6) Paragraph (1) above applies to a certification-service-provider in respect of personal data only if the certification-service-provider is established in the United Kingdom and the personal data are processed in the context of that establishment.

(7) For the purposes of paragraph (6) above, each of the following is to be treated as established in the United Kingdom—

(a)an individual who is ordinarily resident in the United Kingdom,

(b)a body incorporated under the law of, or in any part of, the United Kingdom,

(c)a partnership or other unincorporated association formed under the law of any part of the United Kingdom, and

(d)any person who does not fall within sub-paragraph (a), (b) or (c) above but maintains in the United Kingdom—

(i)an office, branch or agency through which he carries on any activity, or

(ii)a regular practice.

(8) In this regulation—

“data subject” and “personal data” and “processing” shall have the same meanings as in section 1(1) of the Data Protection Act 1998(1), and

“obtain” shall bear the same interpretation as “obtaining” in section 1(2) of the Data Protection Act 1998.

Electronic Communication Act 2000 and the Paperless Office (General Summary)

The general thoughts are that the E.C.A act has had an overall impact on the development of the paperless system and the paperless office , as this was it’s intension to do so, not in the last two areas but certainly to help and to make a more secure system, that we can all benefit form.

This only can have a rebound effect to the paperless systems and Paperless office systems. We are seeing at the moment that securing file and documents within the business environment is slowly becoming second nature to any small or large business, not only that due to the technology which is available this is slowly becoming a cheaper option.

You will read articles that the act was just a small stepping stone, that has opened a very large wound, and you will be correct to assume that, the overall thought of encrypting or making things more secure and also to make a measurable impact of the various ways of making this happen within the ever increasing technology race.

One of most measurable area is that of recognition of the electronic signature that could be used in the court of law, id I do believe is a big step in the right directs, we must remember that the act is 10 years old, so a lot will have happened since then.

Will the main thought process of Cryptography make any major radical changes to what we use today, I think to the every day person who users the internet of any paperless system, this will not have a major change it will help to simonize the process of security, but behind close doors things have changed and I believe they will for many years to come.

We must remember that there are many examples of cryptography; security of information is never one hundred percent perfect. Even though more complex encryption methods are always being created, sophisticated hackers can learn to adapt and find a way to crack these systems and in all cases we just need to try and be one step ahead of the game.

Just to confirm that the difference between cryptography and encryption terms are Cryptography is the study and methods used for the security of messages and other important information, while encryption is the specific techniques that make these methods possible.

What are the differences of Digital Signatures and Email Encryption methods?

Encryption use asymmetrical keys, the goal of a digital signature and that of email encryption are entirely different. A digital signature is used to verify that a particular electronic document was created by a particular individual and has not been altered in the transmission process. The process is used to authenticate the author and the contents of the document beyond a shadow of doubt.

Email encryption, on the other hand, is used to maintain the privacy of the contents of an email. Generally, information that should not be privy to everyone is subject to email encryption.

When implementing digital signatures, the public key is used for decryption while its corresponding private key is used for encryption. The process for email encryption is exactly the opposite.

Email encryption and digital signatures are certainly not mutually exclusive, even though they have differences. There are occasions where establishing the identity of an e-mail’s author is equally as important as maintaining the security of its contents.

This is a scenario where both technologies would be used in conjunction with each other.

I think that a general understanding of this act plays a major role when looking at the concept of the paperless system and in years to come will certainly assist the general development of a paperless system.

B.P.M and the Paperless System

The Business Process Management Life-Cycle

Image via Wikipedia

Business Process Management is a management focusing approach regarding all aspects of an organization with requirements and needs of the client. It is a holistic management approach that promotes business effectiveness and efficiency while striving for innovation, flexibility, and integration with technology.

The main part of Business Process Management is the business process, which can be descried as a “collection of related structured activities that produce a service or product that meet the needs of a client”.

 The system approach is very similar to the management work flow system and is a large key to the design of a paperless office system, designed to meet the requirements of the customer and the paperless office system. The main area where this system has helped the paperless office system is that of how companies have been able to use the Technology to assist the client to achieve a more approachable system.

This is a very similar to a works flow management system but has the client’s requirements in mind and not an internal steps management flow system.

The system acts in two ways it assists the management process to achieve internal efficiency but it also achieves direct connect to a client, when information has to be sent direct this does only effect invoicing but all kinds of transferable information.

Reading various reports from company’s introduction to the Paperless Office software system and the management work flow system and especially the Business Process Management, generally they have seen an increase in the transaction rate, of receiving documentation using a Business Process Management this has helped to increase efficiency of approximately 15% although this information is believable a general concerns will have to be measured to take into account there own advertising and offering statically information.

Both the management and business systems are a step in the right direction concentrating on the actual process of paper, this has to be addressed in the general terms and covering all aspects of the Paperless Office System.

Although this does leave a big gap in the secondary paper issues and to a certain degree is more of a process meets technology in the event that it might change and remove the paper form the office.

A main aspect of the management system is process, but including within the process there are various factors. One of the factors is the filing requirements and associated filing requirements.

Attitude and Way of thinking

There is an area that is of the most important and it would not matter if you had all the latest products and installed a new system this is the area of attitude and controlling the environment to achieve and accept a paperless office concept and system.

Looking back at what could be descried as a new way of achieving this attitude would be in the 1980’s when office layout became open plan. This changed the general attitude of the standard working office.

It’s this kind of thinking and attitude that will help the paperless office become a reality and a possible future way of thinking to make the paperless office a concept that will be acceptable

In the book (Harper and Sellen,2002);Myths of Paperless Office” a case study was observed and followed to the degree that a company changed all its office procedures and worked around the new installation of Paperless Office.

This action may seem to be rather extreme but in the real world could this be the way to handle and implement a Paperless Office System.

Not just taking the software packages or any new products and tell the staff how to use these tools but to encapsulate the whole experience and encourage this concept to all the aspects of the office environment.

One of the ideas that came out if this case study was the office implemented a total commitment to the concept and also to the green environmental issues.

It wanted to change there office procedure but felt that just saving spare or scrap paper was not enough so they introduced a new business plan that required a radical change and a new way thin thinking

The company’s decision was to change to a new way of thinking to a new level not just the standard savings which most companies have done with trying to be green with implementing small changes which could be introduced to any office or company.

The companies decision was totally there own and not all companies would have changed this radically obviously not all companies would have the ability to change the whole company and change the companies paperless office policies so each installation has to be viewed on there own merit.

The main items that have been established from this section are that of not all companies are at the same level or at the same point with there business plan to implement this change.

The decision has to be right for the company and every angle and possibility has to be taken into account when deciding to implement a Paperless Office System.

Basic Reading and Writing (Paperless)

As stated in the previous articles the web page design with regards to reading has indicated a deficiency but what about how the computer is used as a writing device for the concept of the Paperless Office.

Trying to make the Paperless Office a reality that it will play a part in the lives we live in regarding the office and work place could the problem be that we are trying to design an environment rather than a product or could this is the other way round that we are designing a product rather than an environment.

Is there some confusion to what has been designed so far believing that may be a software package will be adequate and to call it a paperless office?

Designing software which fits into our standard computers is this still only designing a non Ould (2007), management flow system which helps us to organise what is already in use but advertised and sold as an answer to the Paperless Office.

Instead of designing software could the answer be the hardware?

There can be a lot of descriptions meaning Hardware for the purpose of the article the author has indicated that the hardware will mean Computer screen, keyboard and the external hard drive. If we need to look at the hardware should we look at what we do in the office but has the design of the standard computer been left standing and become unsociable

We must start with the basics reading and writing how people interact with the keyboard and also the screen how we can improve the readability. Can we improve when we write on the screen can we feel the same feeling that we get form a piece of paper and a pen.

The paperless office will evolve itself believing that it is a simple as that. This may be a bold statement but changing the concept of what we call a home computer and also what we have in the work place which consist of a screen and keyboard.

The only main big difference is how you connect all the computers together and do you have enough space and is your main frame big enough. So what could the answers be to change the concept of how we read and write form a computer.


Could one of the answers be that making the screen designs a more interactive item at the moment its design is static changing the size of the screen. When reading from the screen everything in an oblong sense it’s a piece of paper on its side.

Making the screen detachable form the stand so you can actually move it around but at the same time still is able to read form the screen. Buttons could be placed on the side of the screen to keep you interactive with the screen, scroll up down etc, and move to the next page etc. The screen must be able to placed back in to the stand and be secure if you need to send a long time situated at your desk or table.

Design a reading software button that all written text weather in a web site or in a word document and PDF document spans to a white back ground and there are no distractions and if you want to read a report or an article it could be designed so it is as close as possible to reading a book.

Reading an article or a report it would be possible to physically take the screen from the stand and read it where ever you like. So you get the feeling of and the interaction of holding something when reading.

The software design of the pages and front etc will come in time people will be able to chose there own requirements to suite there own needs obviously we would assume that the older generation would want it as close as possible to the real thing but the new generation would not be so particular as there are already used to the age of the computer rather than books.


The keyboard is a writing implement and for some time now technology has used haptics Galvet, Charles, Stein (2004), of the screen to the relation of a technology pen this has been very up and down and when this was the first introduced, it was going to change the way we used the computer and unfortunately after a period of time the resolution of the type and writing was not good enough.

Was the technology pen misunderstood? Could this be the reason why, considering what we write and in what contents, social, work, fun, is the tech pen a real requirements.

What do we use a pen and paper form at the moment if you have to write a report would you start writing on a piece of paper or would you go straight to the word doc and start typing.

What would you want to write with a tech pen it would come in no more than four categories, impulsive, message, reminder, sub broken (note writing).

 Anything that is subject to continuous sentences and Para graphical would most be performed in a typed format. So there is a requirement for a tech pen but not to replace the more traditional pen.

The keyboard design is a major area that has to be addressed why has the keyboard design not changed over the years. The keyboard type sets still has this continuous number of buttons that are added to the keyboards most of them are not used and can be a complete waste of time.

What changes have happened to any electrical device that involves typing the only example that could be used is the mobile phone instead of using a standard type set the action involves a more pick process from a screen and button then traditional typing.

Placing the type set on the screen this can still be a difficult area to address the reason for this is that most reports and findings state that people do not like typing to the degree where they can not feel the button been pressed down.

Making the keyboard more electronic and displaying less buttons on the type set would help to minimise the structure of the keyboard .The principal of making a more hand held instrument than a flat based keyboard would take into account the problem of distant physical connection to the screen as discussed in the previous sections.

The main purpose for the these changes is not to change them for the sake of it but for the basic principals to be understood and the main reason is so the user can have a more interactive usage but at that the same time covering what the computer and all the aspects should be doing and that is making sure that the computer is designed for the bare essentials for reading and writing.

File Bank System (Paper File) Concept

The paper file can be an important factor when taking into account the overall concept of the Paperless Office it can contribute a true understanding of the meaning Paperless of how to reduce a large amount of spare paper requirements.

 One of the physical problems that is a contribution to the paperless office is the reality problem and the feeling ness of new technology that does not have a physical and solid presence.

 How can a file bank help us to overcome this problem? File banking can allow a across section of new technology and also a slower rate of decreasing the problem of physical reality.

Files can be transferred onto a memory stick or a USB Device and the file can be downloading onto other computers.

This is not a major step in advanced technology but this is not the purpose the purpose of the file bank system is that it allows you to keep that physical reality check with the areas of still having to hold and carry a file which is transfer in to a file bank station.

The purpose of the file bank station is that it will replace the old fashioned filing cabinet but it will keep the presence of files stored in a central area and not in each individual computer.

How File Banking works is that you have a Flash File and a redesign USB device. The file is still situated within the hard drive and the files transfer onto the USB Device and then you download it into the file bank the file bank is a total stand alone central file system.

The file bank is not connected to your computer the main reason for this is that there seems to be no intermediate solution for filing for the Paperless Office System.(the file bank station is not networked)

The other main reason is that the company can control the cost of the installation as the file banks are stand alone systems you can decide how many File banks you require, one to each floor of your office complex or one to each department this will also help to keep the cost down.

 The system still keeps the reality and physical presence of a file and a central filing system. Each filing station could have a special reading section and or a scanning section the other main purpose for this is to keep it portable and but also to keep it independent to keep the cost down so it is cost effective for the small companies.

 To the author knowledge there is not a commercial product that offers this system of file banking. If this system was introduced it would certainly help to reduce the storing of the paper file which are situated around the office.

As i have mentioned this is not a major technology advance system,this is not it’s purpose it’s to help a slower rate of decreasing the problem of physical reality.

 The file is down loaded onto the USB Device and then it can be physically carried to the File Bank and then information is down loaded into the designed software..

File banking could be a correct step in the right direction if the reports and studies are indicating that the general public are still not confidence with a totally free paper environment then a slow incremental step would probably be the best solution not as a paper requirement but still having the physically reality .


Basic sketch of the file bank system is in the above link.

The above diagram indicates how the File Bank System works with three easy steps.