Driving Operational Efficiency in the NHS

In our Optimising NHS Print and Document Workflow Procurement in 2026 blog, we explored key public sector considerations. In this follow‑up, we look at three focus areas that we can help NHS teams drive operational efficiency:

In this blog we cover:
● A short guide to our AI-powered post-scan solutions
● Managed print services: Building a resilient, connected office print ecosystem.
● Security posture & insights from Quentyn Taylor, EMEA Senior Director of Product, Information Security and Global Incident Response, Canon Europe

Why it matters: NHS workflows depend on accurate document capture and classification to reduce manual admin tasks that could be subject to error and GDPR risk.

● Example: Therefore™ uses metadata and intelligent classification to turn scanned documents into structured, searchable libraries, enabling faster compliance and interoperability.

● Recommended for: Both clinical and administrative areas such as medical records, pathology, HR & procurement

Why it matters: Ensuring compliance with Data Security and Protection Toolkit (DSPT) and the CAF is essential for protecting patient data and supporting operational resilience. Automated audit trails and intelligent document handling help reduce manual risk and free staff to focus on care delivery.

● Example: IRISXtract automates document-heavy processes like invoices and clinical notes, ensuring data integrity and traceability without manual intervention.

● Recommended for: finance, accounts payable departments and legacy processes that have not yet been digitised such as GP referrals.

Why it matters: NHS workflows rely on multiple systems and teams. When processes are isolated or manual, patient mail can be delayed, creating bottlenecks and increasing the risk of data exposure.

● Example: Digital or Hybrid Mailroom Solutions use the AI-powered capture, classification, and compliance tools described above, managing both inbound and outbound correspondence. Incoming post is scanned, intelligently classified, and automatically routed to the right department, while outbound communications leave a clinician’s desk digitally and reach patients seamlessly. This creates fully automated mail journeys, improving patient access to information, reducing administrative delays, and supporting inclusive, high-quality care.

Why it matters: Multifunction devices are networked endpoints handling sensitive data; securing them is critical for CAF alignment.

● Example: imageFORCE series applies AI-driven security settings to minimise vulnerabilities and maintain compliance with minimal IT overhead.

Managed Print Services (MPS) have evolved beyond cost control because multi-functional printers are no longer simple devices. Today, they act as networked hubs for sensitive data, making MPS procurement essential for IT teams to maintain security, compliance, and efficiency.

We see that more MPS tenders focus on addressing security, automation, and digital workflows requirements together as one integrated priority. Yet, confidence remains low across the board. According to BT Group (2025), just 42% of NHS staff trusting the existing systems to safeguard sensitive patient data. Against this backdrop, UK frameworks increasingly ask suppliers to position Managed Print Services (MPS) not just as a cost-control measure, but as a critical tool that helps customers align to stringent public-sector security and compliance needs.

The MPS from Canon is formed in three tiers, making it ideal for creating bespoke packages and coupled with AI-powered document management, healthcare providers can reduce risk, accelerate processes, and create a resilient, connected ecosystem aligned with NHS priorities for efficiency and digital integration.

As highlighted by the Health Service Journal (HSJ), the NHS’s transition from the Data Security and Protection Toolkit (DSPT) to the Cyber Assessment Framework (CAF) marks a notable shift toward practical, evidence-based cyber assurance. Unlike traditional models that rely heavily on documentation, CAF emphasises evidence-based cyber assurance. The move is particularly timely given the recent Cyber Security and Resilience Bill.

We asked Quentyn Taylor, EMEA Senior Director of Product, Information Security and Global Incident Response, Canon Europe: What role does procurement play in strengthening NHS’s cyber defenses?

Here is what Quentyn had to say:

“Endpoint security is a critical, often overlooked area of concern. Many organisations lack full visibility over potential entry points. Print, which often flies under the radar, is one such endpoint – responsible for the flow of information through a business and highly vulnerable when not secured.

Global supply chains also vulnerable to data loss and hacking risks due to the interconnected nature of multiple vendors with varying security standards. The lack of visibility into a partner’s security practices can mean organisations are at risk – not because they aren’t secure, but because a supplier might be a ‘weaker link’. It’s vital to be able to isolate a supplier quickly in the event they are compromised.

Building operational resilience in 2026 and beyond means considering both current threats and emerging ones. When procuring goods and services, NHS organisations need to consider comprehensive visibility, isolation mechanisms for compromised partners, clear action plans, and regular simulations to increase preparedness. Other readiness activities – such as simulating response to breaches and recovering procedure – are key to ensuring your security team is prepared for the inevitable.”

For procurement teams, this means security should be part of every conversation with print and information management suppliers, ensuring solutions are designed to protect staff and patient data at every step.
That’s why our security services are designed to turn this principle into practice, with solutions such as:
● CyberGuard for the Health Sector
● Print and scan security
● Software for security and compliance

Print, scan, and document workflows remain essential to NHS operations even as the push toward a fully digital future accelerates. Under the Procurement Act 2023, healthcare organisations can prioritise more than cost, making choices that balance efficiency, security, and integration. By embracing AI-driven automation, managed print services, and CAF-aligned security, procurement becomes more than buying technology, it’s about building a connected ecosystem that drives productivity, safeguards patient data, and scales with NHS priorities.