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What quickly became apparent was that, irrespective of how good the software or hardware we had, very few clients actually want to scan their own documents. Users were telling us - and we still hear this any number of times to this day - that their staff would find any excuse to avoid doing their scanning, and they'd rather outsource the process. We started our scanning service offering for just one client initially, with a few pallets of paper.

Luckily for us, the service really took off and it went down very well with our clients. They appreciated being offered the option of outsourcing the operation as opposed to buying the solutions from us, and that very quickly became the preferred route for pretty much all of our clients.

DT: How did you make the jump from a traditional scanning bureau to offering cloud-based DM services?
DW: As we focused more on the bureau side of the business, we expanded the services we could provide and at the same time grew our own levels of expertise. We had one client initially who, instead of wanting the usual service of having their scanned documents returned to them on a CD or returned electronically, requested a completely hosted solution. They didn't want any software installed at their premises, they wanted it all web-based. That was how, back in 2005, we made our first foray into cloud computing - even before it was officially called cloud.

We investigated a number of different approaches and eventually decided on the Alchemy engine as the most appropriate software platform, and that was what we built our system offering, Freedocs, on. That first client ran the system for about a year, so we knew we had a stable platform, at which point we started to offer the service to other potential clients.

DT: How important has Freedocs been to the continued success and growth of Storetec?
DW: The Freedocs system now is one of our flagship services: it contains around 650 million pages at the moment, for a wide range of businesses, large and small. It allowed us to really grow the service side of the business, being able to offer our clients a wider variety of options for access to their information.

We can tailor the system to suit our clients' requirements of course, so that each individual customer is using a bespoke version of Freedocs. The maturity and stability of the product has helped open lots of doors with us to companies who might have been considering buying software of their own. Instead of having to look at a potential investment of 15, 20 or even 50 thousand pounds for a software solution, they can now envisage a much more economical cloud-based service.

DT: Has the fact that you have the Freedocs offering made it easier for Storetec to get into buying conversations with companies who perhaps hadn't already made any investment or evaluation of DM systems?
DW: there's no question it is 'an easier sell': we've found ourselves in meetings where one supplier is telling a prospect they need 20,000 pounds worth of software, scanning equipment of perhaps similar value, then they'd come in and spend three days training the client's staff to do the job. Then we have the alternative pitch which is that there is no setup cost, no software to buy - you're effectively 'renting space' on our system, and best of all we'll do all the work for you!

It really is a no-brainer to outsource these processes: client staff have their own projects and deadlines, they don't have spare time, and ultimately they just don't want to be doing scanning. So the job doesn't get done. Because scanning tends to be 'tagged onto' a worker's normal roles and responsibilities, it's never done well. When clients bring in temporary staff to manage a specific capture project, it's usually even worse. Those temps won't be around in six months time when someone is trying to find an essential record.

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