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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/

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

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  • 1. Electronic Distribution of Legacy Documents in PDF
    A presentation fromCrawford Technologies Inc.
    www.crawfordtech.com
    Follow, Like and Join us at
    about.me/CrawfordTechInc
  • 2. Agenda
    Background
    Legacy Application definition
    Review Objectives of Electronic Document Delivery
    Examine Workflow
    Role of PDF
    Implementation
  • 3. Introducing Crawford Technologies
    Founded in 1995 and based in Toronto, CrawfordTech is a privately held global software company
    On PROFIT 100 list of fastest growing companies in Canada
    Core competency is in transaction print stream and document production software, including:
    Automated Document Factory and Integrity solutions
    Document Re-engineering solutions
    Print stream conversions/transform solutions
    Document Archive Solutions
    Document integration/workflow solutions
    Document Accessibility Services
  • 4. Legacy …
    All applications originally designed to be printed
    Snapshot reporting instruments
    Include Legacy output
    AFP, LCDS, metacode
    Also new applications
    PostScript, PCL, Word, RTF
  • 5. Applications
    Bills
    Invoices
    Customer Statements
    Confirmations
    Letters
    Assessments
    Reports
    Insurance Policies
    …almost anything…
  • 6. Objectives
    Distribute Documents Electronically
    For distributed printing
    For Viewing
    Feed other work flows
    Offer new services to customers and users
    Move from paper to electronic processes
    Print only what needs to be printed
    Let users/customers print their own
    Index and Archive
    Clean up document (i.e. eliminate OMR, Barcodes)
    Automated management process
  • 7. Previous workflow
    JES Spool
    USPS
    Application Print Files
    Inserters
  • 8. Desired workflow
    JES Spool
    Server
    Application Print Files
    Splitter
    W W W
    Individual sub-document packages
  • 9. Realistic workflow
    Server
    Server
    JES Spool
    USPS
    USPS
    Application Print Files
    Inserter
    W W W
    Splitter
    W W W
    Transform
    Individual sub-document packages
  • 10. Web Presentment
    Users can view documents on screen
    In place of paper documents
    Adjunct to paper documents
    Proofing paper documents
    Print on their local printer
    Download files for viewing printing and other uses
  • 11. Benefits
    Competitive advantage
    Keeping up with customer expectations
    Provide quick access to information
    More information can be distributed easily
    Marketing opportunities
    Hyperlinks, messages, graphics, dynamic 1 to 1 features
    Paper reduction
    Cost reduction potential
  • 12. Web Formats
    Can be collection of document files
    Can be a database containing data that is dynamically converted to viewable format
    Data Formats
    Browser (HTML/XML)
    Acrobat (PDF)
    Plug-in (Custom)
    Download format (i.e. ZIP)
  • 13. Why PDF?
    Distribute Documents Electronically
    Fidelity to printed document is important
    Document Distribution when formatting is important
    Color is important
    Typeface matching is important
    When the document will be printed by the user
    Document needs security controls
    Users sophisticated enough to download Acrobat Reader
  • 14. Where does XML fit in?
    Document formatting is not critical
    No need to replicate printed document with fidelity
    Document will not be printed by user
    Excellent for web page linking users to PDFs or other files
    Dynamic viewing of information
  • 15.
  • 16.
  • 17.
  • 18.
  • 19. Good PDF
    Type 1 Fonts for clean look
    Vector graphics where possible
    Bookmarks for easy navigation
    Full Color
    1 to 1 with paper document
    Small file size for quick downloads
    Appropriate security
    Supports maximum releases of Acrobat
    No full page images
    No Private Objects requiring plug-ins
  • 20. Advanced Features of PDF
    Browsers available on many platforms
    Protection built in
    Keep users from modifying, printing & copy/pasting
    Digital Signatures
    Bookmarks
    Text searchable
    Interactive Forms capability
    Embedded Scripts
    Prints on most printers with reasonable fidelity
  • 21. Server
    Server
    JES Spool
    USPS
    PDF Transform workflow
    Application Print Files
    PRO Meta to PDF
    PRO AFP to PDF
    WWW
    Splitter
    PRO JES Spool Extraction
    PRO Meta Normalization & Indexing Facility
    WWW
    Transform
    Individual sub-document packages
    PRO Meta to PDF
    PRO AFP to PDF
  • 22. PRO JES Spool Extraction
    Pulls jobs out of MVS spool for automatic transform based on dataset attributes
    Returns converted output files to spool for printing
    Optionally transmits files via FTP
    MVS, OS/390, z/OS, JES2 & JES3
    Runs in 3 modes
    BATCH program
    Started Task
    Functional Subsystem (FSS)
    Optional component that can provide some interesting benefits
  • 23. PRO Meta Normalization & Indexing Facility
    Creates page independent metacode print steam
    Any page can be printed without reading through the preceding pages in the file
    Each page fully composed (metacode and DJDEs)
    Can be stored in file on DASD or archive media
    Allows quick direct access to specific pages for viewing or printing
    File can optimized for rate speed printing directly to Xerox printer
    Convert OFFLINE applications to ONLINE
  • 24. PRO Meta Normalization & Indexing Facility
    Can split print file into multiple output files
    Individual statements
    Groups of statements (branch, broker or agent)
    Report splitting
    Creates an index file containing filenames and index fields from the data
    Can be XML, HTML, CSV, or user-defined format
    Files can be named using variable data information
    MVS, Windows or Unix
  • 25. Server
    Server
    JES Spool
    USPS
    PDF Transform workflow
    Application Print Files
    PRO Meta to PDF
    PRO AFP to PDF
    WWW
    Splitter
    PRO JES Spool Extraction
    PRO Meta Normalization & Indexing Facility
    WWW
    Transform
    Individual sub-document packages
    PRO Meta to PDF
    PRO AFP to PDF
  • 26. PRO Meta to PDF
    Transforms from Xerox LCDS and metacode to PDF
    Automatically converts Xerox resources to PDF
    Maps fonts to standard Acrobat or embedded Type 1 fonts
    Bookmark support
    No limit on number of indexes
    Can be multi-level indexes
    External Index file can be created with ProMeta Indexer
    All the above are done in a single pass conversion
  • 27. PRO Meta to PDF
    Can merge PDF “Overlay” files to emulate pre-printed forms
    Or extend your marketing reach
    Exits for pre-scan of data & field suppression and modification
    Acrobat security feature (encryption) is supported
    All PDF resources are compressed to keep file size small
    Use in server-side application for PDF on-the-fly
    Can also be run in batch mode
    MVS, Windows or Unix
  • 28. PRO AFP to PDF
    Converts from AFP to PDF
    Supports AFPDS (MO:DCA-P) and mixed-mode AFP
    All PRO Meta PDF output options are available
    Bookmarking, Overlay Merging, Security, etc.
  • 29. PRO Document Indexer
    Creates Index files while a document is being processed
    Plugs into all PRO transform and normalization products
    Runs in same pass as transform
    Creates Index files in different formats:
    Comma Separated Values (CSV)
    Fixed Fields, Fixed Records
    HTML or XML
    User-Defined
    Field manipulation capabilities (I.e. text reversal)
    Any number of index keys selected from print stream
    Can extract all fields from a statement
  • 30.
    • Manipulates fields on documents
    • 31. Plugs into all PRO transform and normalization products
    • 32. Runs in same pass as transform
    • 33. Add fields to pages
    • 34. OMR marks with integrity counts
    • 35. Barcodes
    • 36. Control numbers
    • 37. Add slip sheets
    • 38. Suppress OMR, Barcodes, text fields, images
    PRO Document Enhancer
  • 39. Server
    Server
    JES Spool
    USPS
    PDF Transform workflow
    Application Print Files
    PRO Meta to PDF
    PRO AFP to PDF
    WWW
    Splitter
    PRO JES Spool Extraction
    PRO Meta Normalization & Indexing Facility
    WWW
    Transform
    Individual sub-document packages
    PRO Meta to PDF
    PRO AFP to PDF
  • 40. When To Transform
    BATCH
    Batch window is long
    CPU cost low
    PDFs are small
    Disk space cheap & large
    No flexibility in contents
    Hit rate high
    ON-THE-FLY
    • Batch window is short
    • 41. CPU cost high
    • 42. PDFs are large or numerous
    • 43. Disk space at a premium
    • 44. Flexibility in contents
    • 45. Marketing, Hyperlinks
    • 46. Hit rate low
  • Server
    Server
    JES Spool
    USPS
    PDF Transform workflow
    Application Print Files
    PRO Meta to PDF
    PRO AFP to PDF
    WWW
    Splitter
    PRO JES Spool Extraction
    PRO Meta Normalization & Indexing Facility
    WWW
    Transform
    Individual sub-document packages
    PRO Meta to PDF
    PRO AFP to PDF
  • 47. You’ve been watching:Electronic Distribution of Legacy Documents in PDF
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