Electronic Distribution of Legacy Documents in PDF

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Electronic Distribution of Legacy Documents in PDF, a presentation from Crawford Technologies Inc. http://www.crawfordtech.com/

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Electronic Distribution of Legacy Documents in PDF

  1. 1. Electronic Distribution of Legacy Documents in PDF<br />A presentation fromCrawford Technologies Inc.<br />www.crawfordtech.com<br />Follow, Like and Join us at<br />about.me/CrawfordTechInc<br />
  2. 2. Agenda<br />Background<br />Legacy Application definition<br />Review Objectives of Electronic Document Delivery<br />Examine Workflow <br />Role of PDF<br />Implementation<br />
  3. 3. Introducing Crawford Technologies<br />Founded in 1995 and based in Toronto, CrawfordTech is a privately held global software company<br />On PROFIT 100 list of fastest growing companies in Canada<br />Core competency is in transaction print stream and document production software, including:<br />Automated Document Factory and Integrity solutions<br />Document Re-engineering solutions<br />Print stream conversions/transform solutions<br />Document Archive Solutions<br />Document integration/workflow solutions<br />Document Accessibility Services<br />
  4. 4. Legacy …<br />All applications originally designed to be printed<br />Snapshot reporting instruments<br />Include Legacy output<br />AFP, LCDS, metacode<br />Also new applications<br />PostScript, PCL, Word, RTF<br />
  5. 5. Applications<br />Bills<br />Invoices<br />Customer Statements<br />Confirmations<br />Letters<br />Assessments<br />Reports<br />Insurance Policies<br />…almost anything…<br />
  6. 6. Objectives<br />Distribute Documents Electronically<br />For distributed printing<br />For Viewing<br />Feed other work flows<br />Offer new services to customers and users<br />Move from paper to electronic processes<br />Print only what needs to be printed<br />Let users/customers print their own<br />Index and Archive<br />Clean up document (i.e. eliminate OMR, Barcodes)<br />Automated management process<br />
  7. 7. Previous workflow<br />JES Spool<br />USPS<br />Application Print Files<br />Inserters<br />
  8. 8. Desired workflow<br />JES Spool<br />Server<br />Application Print Files<br />Splitter<br />W W W<br />Individual sub-document packages<br />
  9. 9. Realistic workflow<br />Server<br />Server<br />JES Spool<br />USPS<br />USPS<br />Application Print Files<br />Inserter<br />W W W<br />Splitter<br />W W W<br />Transform<br />Individual sub-document packages<br />
  10. 10. Web Presentment<br />Users can view documents on screen<br />In place of paper documents<br />Adjunct to paper documents<br />Proofing paper documents<br />Print on their local printer<br />Download files for viewing printing and other uses<br />
  11. 11. Benefits<br />Competitive advantage<br />Keeping up with customer expectations<br />Provide quick access to information<br />More information can be distributed easily<br />Marketing opportunities<br />Hyperlinks, messages, graphics, dynamic 1 to 1 features<br />Paper reduction<br />Cost reduction potential<br />
  12. 12. Web Formats<br />Can be collection of document files<br />Can be a database containing data that is dynamically converted to viewable format<br />Data Formats<br />Browser (HTML/XML)<br />Acrobat (PDF)<br />Plug-in (Custom)<br />Download format (i.e. ZIP)<br />
  13. 13. Why PDF?<br />Distribute Documents Electronically<br />Fidelity to printed document is important<br />Document Distribution when formatting is important<br />Color is important<br />Typeface matching is important<br />When the document will be printed by the user<br />Document needs security controls<br />Users sophisticated enough to download Acrobat Reader<br />
  14. 14. Where does XML fit in?<br />Document formatting is not critical<br />No need to replicate printed document with fidelity<br />Document will not be printed by user<br />Excellent for web page linking users to PDFs or other files<br />Dynamic viewing of information<br />
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  19. 19. Good PDF<br />Type 1 Fonts for clean look<br />Vector graphics where possible<br />Bookmarks for easy navigation<br />Full Color<br />1 to 1 with paper document<br />Small file size for quick downloads<br />Appropriate security <br />Supports maximum releases of Acrobat<br />No full page images<br />No Private Objects requiring plug-ins<br />
  20. 20. Advanced Features of PDF<br />Browsers available on many platforms<br />Protection built in<br />Keep users from modifying, printing & copy/pasting<br />Digital Signatures<br />Bookmarks<br />Text searchable<br />Interactive Forms capability<br />Embedded Scripts<br />Prints on most printers with reasonable fidelity<br />
  21. 21. Server<br />Server<br />JES Spool<br />USPS<br />PDF Transform workflow<br />Application Print Files<br />PRO Meta to PDF<br />PRO AFP to PDF<br />WWW<br />Splitter<br />PRO JES Spool Extraction <br />PRO Meta Normalization & Indexing Facility<br />WWW<br />Transform<br />Individual sub-document packages<br />PRO Meta to PDF<br />PRO AFP to PDF<br />
  22. 22. PRO JES Spool Extraction<br />Pulls jobs out of MVS spool for automatic transform based on dataset attributes<br />Returns converted output files to spool for printing<br />Optionally transmits files via FTP<br />MVS, OS/390, z/OS, JES2 & JES3<br />Runs in 3 modes<br />BATCH program<br />Started Task<br />Functional Subsystem (FSS)<br />Optional component that can provide some interesting benefits<br />
  23. 23. PRO Meta Normalization & Indexing Facility<br />Creates page independent metacode print steam<br />Any page can be printed without reading through the preceding pages in the file<br />Each page fully composed (metacode and DJDEs)<br />Can be stored in file on DASD or archive media<br />Allows quick direct access to specific pages for viewing or printing<br />File can optimized for rate speed printing directly to Xerox printer<br />Convert OFFLINE applications to ONLINE<br />
  24. 24. PRO Meta Normalization & Indexing Facility<br />Can split print file into multiple output files<br />Individual statements<br />Groups of statements (branch, broker or agent)<br />Report splitting<br />Creates an index file containing filenames and index fields from the data<br />Can be XML, HTML, CSV, or user-defined format<br />Files can be named using variable data information<br />MVS, Windows or Unix<br />
  25. 25. Server<br />Server<br />JES Spool<br />USPS<br />PDF Transform workflow<br />Application Print Files<br />PRO Meta to PDF<br />PRO AFP to PDF<br />WWW<br />Splitter<br />PRO JES Spool Extraction<br />PRO Meta Normalization & Indexing Facility<br />WWW<br />Transform<br />Individual sub-document packages<br />PRO Meta to PDF<br />PRO AFP to PDF<br />
  26. 26. PRO Meta to PDF<br />Transforms from Xerox LCDS and metacode to PDF<br />Automatically converts Xerox resources to PDF<br />Maps fonts to standard Acrobat or embedded Type 1 fonts<br />Bookmark support<br />No limit on number of indexes <br />Can be multi-level indexes<br />External Index file can be created with ProMeta Indexer<br />All the above are done in a single pass conversion<br />
  27. 27. PRO Meta to PDF<br />Can merge PDF “Overlay” files to emulate pre-printed forms<br />Or extend your marketing reach<br />Exits for pre-scan of data & field suppression and modification<br />Acrobat security feature (encryption) is supported<br />All PDF resources are compressed to keep file size small<br />Use in server-side application for PDF on-the-fly <br />Can also be run in batch mode<br />MVS, Windows or Unix<br />
  28. 28. PRO AFP to PDF<br />Converts from AFP to PDF<br />Supports AFPDS (MO:DCA-P) and mixed-mode AFP<br />All PRO Meta PDF output options are available<br />Bookmarking, Overlay Merging, Security, etc.<br />
  29. 29. PRO Document Indexer<br />Creates Index files while a document is being processed<br />Plugs into all PRO transform and normalization products<br />Runs in same pass as transform<br />Creates Index files in different formats:<br />Comma Separated Values (CSV)<br />Fixed Fields, Fixed Records<br />HTML or XML<br />User-Defined<br />Field manipulation capabilities (I.e. text reversal)<br />Any number of index keys selected from print stream<br />Can extract all fields from a statement<br />
  30. 30. <ul><li>Manipulates fields on documents
  31. 31. Plugs into all PRO transform and normalization products
  32. 32. Runs in same pass as transform
  33. 33. Add fields to pages
  34. 34. OMR marks with integrity counts
  35. 35. Barcodes
  36. 36. Control numbers
  37. 37. Add slip sheets
  38. 38. Suppress OMR, Barcodes, text fields, images</li></ul>PRO Document Enhancer<br />
  39. 39. Server<br />Server<br />JES Spool<br />USPS<br />PDF Transform workflow<br />Application Print Files<br />PRO Meta to PDF<br />PRO AFP to PDF<br />WWW<br />Splitter<br />PRO JES Spool Extraction<br />PRO Meta Normalization & Indexing Facility<br />WWW<br />Transform<br />Individual sub-document packages<br />PRO Meta to PDF<br />PRO AFP to PDF<br />
  40. 40. When To Transform<br />BATCH<br />Batch window is long<br />CPU cost low<br />PDFs are small<br />Disk space cheap & large<br />No flexibility in contents<br />Hit rate high<br />ON-THE-FLY<br /><ul><li>Batch window is short
  41. 41. CPU cost high
  42. 42. PDFs are large or numerous
  43. 43. Disk space at a premium
  44. 44. Flexibility in contents
  45. 45. Marketing, Hyperlinks
  46. 46. Hit rate low</li></li></ul><li>Server<br />Server<br />JES Spool<br />USPS<br />PDF Transform workflow<br />Application Print Files<br />PRO Meta to PDF<br />PRO AFP to PDF<br />WWW<br />Splitter<br />PRO JES Spool Extraction<br />PRO Meta Normalization & Indexing Facility<br />WWW<br />Transform<br />Individual sub-document packages<br />PRO Meta to PDF<br />PRO AFP to PDF<br />
  47. 47. You’ve been watching:Electronic Distribution of Legacy Documents in PDF<br />Connect with us on<br /> Twitter Facebook LinkedIn<br />Visit about.me/CrawfordTechInc now<br />

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