01732 759725 44 classified, how it is protected, who can access it and how it can be interrogated quickly to enable better, faster decision‑making. Our role is to make that transition as simple and non‑disruptive as possible. As a starting point, we are making it easier for customers to ingest documents into digital workflows, whether it’s from the MFP, via email, drag and drop, mobile devices, external portal access with third-party ID verification or through integration with existing platforms. Importantly, this is done without requiring changes to their core systems, removing a significant barrier to adoption. When it comes to technologies, AI is by far the most powerful new addition. We are now seeing solutions that are built from the ground up with AI at their core, rather than it being a bolt-on module to existing platforms. This fundamentally changes what’s possible, giving organisations a level of control and visibility over their data that simply wasn’t achievable before; while ensuring it’s applied in a secure, governed way within their own environment, without reliance on external internet-based models. Customers can use AI to automatically index, rename and classify documents into a structured, searchable format, extract hidden information easily and route documents through workflows based on their content. It can also identify patterns, flag exceptions and support automated decision-making. Whether it’s processing invoices, managing contracts, or handling HR onboarding, AI moves organisations beyond simply storing documents to truly understanding and utilising their information, unlocking greater efficiency, accuracy and insight across the business, without compromising on data security or control. Ultimately, the most effective deployments are those that fit seamlessly into the customer’s existing environment, are easy for users to adopt and are designed around real operational needs. Greig Millar: Security risks often sit in the everyday document processes that businesses take for granted – from sensitive print jobs left unattended, to scanned files being sent to the wrong location, or employees having access to functions they don’t need. That’s why we’re focused on helping customers build security into the workflow itself, not treating it as an add-on. Through Brother Cloud Solutions, businesses can use features such as cloud secure print, end-to-end encryption, user authentication and role-based access control to reduce the risk of unauthorised access, data leakage and human error. For example, documents can be held securely in the Brother Cloud until the authorised user releases them at the device, while role-based access controls can limit functions such as scan-to-email for teams handling sensitive information. Our devices can also automatically monitor for irregular network activity and shut down if malicious processes are detected. For customers, this means greater control over how documents are captured, shared and printed across the organisation. And for partners, it creates a clear opportunity to have more strategic conversations around compliance, hybrid working and risk reduction – backed by secure, practical tools that fit into customers’ existing workflows. Arwel Griffiths: For me, it has to start with understanding what the customer is trying to achieve. In the majority of situations, it’s not about replacing paper completely; it’s about making information easier for people to access and share. We partner with Develop, as an authorised dealer in Wales, and their range of MFPs offer excellent scanning capabilities and can help businesses move documents quickly into digital systems and cloud-based storage. I often find that it’s the simple changes that make the biggest difference, and this is working out how to save time and improve day-to-day efficiency. John Green: We look at each request from our customers from the ground up. It starts with understanding how information moves around the business. Many customers still rely on paper-based processes without realising how much time and effort is involved. The MFPs available now are often the starting point towards customers making the transition. For instance, MFPs have been enabling documents to be scanned in and sent straight into the systems people use every day, for years now, so customers, aware of this and all the other network features, are not phased when it comes to transforming the rest of their operations. We’re seeing good results from solutions that integrate with Microsoft 365, CRM and document management systems because they help customers access information more quickly, improve data security and productivity. Daniel Gilbert: Our role is to help customers replicate what works in their existing processes, then refine and streamline those workflows so they’re genuinely fit for a digital environment. Most organisations still rely on long‑established habits, and without staff uptake, even the best‑designed digital workflow will fall apart. People naturally revert to what’s familiar, so we break projects down into manageable stages and focus heavily on user experience. If a digital process isn’t intuitive, users will find a workaround, and that could be detrimental to a project’s success. Crucially, we spend time understanding how documents move across multiple departments. A workflow that looks efficient in isolation can easily create issues elsewhere. Digitising a form in one department shouldn’t result in someone in another department printing it back out because the digital version doesn’t fit their process. It’s about using a mix of technologies that support real‑world behaviour to deliver long‑term value rather than short‑term fixes. Matt Hill: A lot of the friction in paper-to-digital comes from the gap between the print/scan environment and where people actually work. Integrations that close that gap without custom development are what’s moving fastest in deployments. What’s proving most effective in real deployments VOX POP …continued Matt Hill Gareth Pearce Daniel Maddox
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