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“Pushing the limits” of efficiency inDocument Intensive Business ProcessesDATE: May 2012PRESENTED BY: Scott Mackey, VP Cus...
Agenda• About Adlib• Active Initiatives – The Art Of The Possible• Other Opportunities for Efficiency 2
Purpose• Educate:  • Doing more with less  • The art of the possible
ABOUT ADLIB4
Adlib – Who we are• Software company – HQ outside  Toronto, Canada                            Adlib Customers• Leading exp...
Adlib – What we do    • Provide technology and expertise to international      companies and government organizations enab...
Adlib In Government      •   Public access to content, FOIA      •   Archiving / LAC / NARA      •   Scanned Images into s...
The art of the possible…    ACTIVE INITIATIVES8
Initiative 1 - ATIP• ATIP (Access to Information and Privacy)  • “Finding government information online could    be made e...
ATIP - Redaction of Sensitive InformationPattern Match:   *@ECTAerospace.com   1.555.xxx.xxxx
ATIP – Related Requirement     • New ways and means of presenting and       enhancing the accessibility and utility of    ...
ATIP – Note about Content and Accessibility• Content + context  • PDF retains original fidelity vs. free-flowing    conten...
Initiative 2 - Open Government (by default)• April 2012, 106 departments, 12 months  • “…there are reams of data and repor...
Open Govt – Related Requirement     • New ways to distribute and deliver information       resources to Canadians.       •...
Initiative 3 - Shared Services Canada• Announced August 2011• “Shared Services Canada will have a mandate  to streamline I...
Shared Services – Related Requirement     • Must be more strategic and creative than ever       in its use of resources   ...
Shared Services – Related Requirement     • Reduce information technology costs and save       taxpayer money       • Crea...
Shared Services – sample architecture      Console    Reporting   System Health                               Monitoring18
Shared Services – what about ‘Cloud’• Impact of the cloud, data security and  sovereignty  • A lesson from private industr...
Other Government Priorities - Capture     • New methods to incorporate precisions about       the status or description of...
Capture• Standardize incoming content to keep content  flowing• Turn those ‘reams’ of legacy content, paper and  even micr...
Other Government Priorities - Archival     • New services or infrastructures for the       preservation, curatorship or lo...
PDF/A and Archiving  Reducing the Risks and Costs Associated with Long-  Term Archiving• PDF/A the ISO standard for long t...
The art of the possible…OTHER EXAMPLES24
Adding Value Across the ECM Life Cycle                                                                    Transformation  ...
It’s about other internal efficiencies too…• Briefing Binders, Proposals, SOP’s• Case Management, eDiscovery• Automated ap...
Executive Briefing Binders                                                            Significant manualand              ...
Secure Message Archiving                                                  Email messages and                              ...
Standard Operating Procedures (SOPs)                                                           Significant manual valid  ...
CONCLUSION30
Summary• Technology strategy is on the right track –  shared services (w/ automation)• Content strategy must include (but ...
Q&A, Contact Info, Links•   Scott Mackey – smackey@adlibsoftware.com•   http://www.adlibsoftware.com/blog.aspx•   http://w...
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PRESENTATION: Tips and Tricks for Government Agencies to Push the Limits of Paper

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Would you like to enhance the efficiency of your agency? Read this presentation by Scott Mackey, VP of Customer Success, to learn more about pushing the limits of paper within a public sector environment.

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PRESENTATION: Tips and Tricks for Government Agencies to Push the Limits of Paper

  1. 1. “Pushing the limits” of efficiency inDocument Intensive Business ProcessesDATE: May 2012PRESENTED BY: Scott Mackey, VP Customer Success @ Adlib© ADLIB 2012. THIS SLIDE PRESENTATION CONTAINS PROPRIETARY AND/OR CONFIDENTIAL INFORMATION.
  2. 2. Agenda• About Adlib• Active Initiatives – The Art Of The Possible• Other Opportunities for Efficiency 2
  3. 3. Purpose• Educate: • Doing more with less • The art of the possible
  4. 4. ABOUT ADLIB4
  5. 5. Adlib – Who we are• Software company – HQ outside Toronto, Canada Adlib Customers• Leading expert in document-to-PDF transformation• 10+ years experience• 5,000+ Customers Worldwide• 50 + Countries• 100+ Partners• Microsoft Certified Gold Partner and a member of the PDF/A Competence Center Adlib Partners5
  6. 6. Adlib – What we do • Provide technology and expertise to international companies and government organizations enabling them to; • Improve the efficiency, quality and control of document intensive business processes • Reduce the risk of non-compliance with regulatory agencies • Reduce IT costs by centralizing document transformation • Leverage content-to-PDF as a shared service across the enterprise.6
  7. 7. Adlib In Government • Public access to content, FOIA • Archiving / LAC / NARA • Scanned Images into searchable content • Web content capture/harvesting • Regulatory submissions • Supplier communications (e.g. normalize incoming documents/CAD) • Process documentation and approval workflows • eDiscovery, Litigation Support • Redaction of sensitive Information • Executive Briefing Binders / Board Books • Internal & External Correspondence (e.g. Project Status, contracting) • Shared Services supporting programs across departments7
  8. 8. The art of the possible… ACTIVE INITIATIVES8
  9. 9. Initiative 1 - ATIP• ATIP (Access to Information and Privacy) • “Finding government information online could be made easier by: • releasing data in a timely manner, (ed. Automation) • ensuring information is discoverable via mainstream browsers, (ed. …and devices) • making data searchable, watchable and sharable, (ed. OCR) • posting online PDF copies of documents and publications that have been released, (ed. )“ • Note: role for redaction?
  10. 10. ATIP - Redaction of Sensitive InformationPattern Match: *@ECTAerospace.com 1.555.xxx.xxxx
  11. 11. ATIP – Related Requirement • New ways and means of presenting and enhancing the accessibility and utility of Canada’s digital business assets and documentary heritage information resources • Convert (PDF), combine (merge) and enhance (stamping) documents to create accessible content that can be easily found and navigated11
  12. 12. ATIP – Note about Content and Accessibility• Content + context • PDF retains original fidelity vs. free-flowing content morphed to device, not always ideal or even valid • Why PDF - fidelity, device independence, common look and feel via automated rendering/rules, available via automation/shared services • PDF via OCR preserves the original look, feel and context (original image + hidden, searchable text)
  13. 13. Initiative 2 - Open Government (by default)• April 2012, 106 departments, 12 months • “…there are reams of data and reports assembled by the departments that can be released. • “The government will create what it calls a Virtual Library – an online searchable repository of published federal documents including consultant reports, Access to Information summaries, government research, presentations and white papers.” Source: IT World Canada
  14. 14. Open Govt – Related Requirement • New ways to distribute and deliver information resources to Canadians. • Deliver the right content (accessible PDF, HTML, JPG, secured/stamped page) • ,,,at the right time (on demand, part of an automated process) • …to the right device (browser, smart phone, …) • …using the medium of choice (web page, email attachment, print, ...)14
  15. 15. Initiative 3 - Shared Services Canada• Announced August 2011• “Shared Services Canada will have a mandate to streamline IT, save money, and end waste and duplication.”• Benefits of automation via shared service with open/flexible integration • Reduce complexity and associated errors • Remove desktop software • Consolidate IT resources • Save money
  16. 16. Shared Services – Related Requirement • Must be more strategic and creative than ever in its use of resources • Centralize and consolidate services to support multiple processes • Automate manual processes • Leverage enterprise-grade tools to maximize uptime16
  17. 17. Shared Services – Related Requirement • Reduce information technology costs and save taxpayer money • Create a single, centralized collection of content transformation services to support multiple business systems and repositories • Eliminate license, deployment and maintenance costs spread across multiple vendors17
  18. 18. Shared Services – sample architecture Console Reporting System Health Monitoring18
  19. 19. Shared Services – what about ‘Cloud’• Impact of the cloud, data security and sovereignty • A lesson from private industry (Pharma)…
  20. 20. Other Government Priorities - Capture • New methods to incorporate precisions about the status or description of information resources into information systems through data and metadata; • Leverage existing system, repository or document metadata, combined with newly discovered (e.g. via OCR) in-document content20
  21. 21. Capture• Standardize incoming content to keep content flowing• Turn those ‘reams’ of legacy content, paper and even microfiche into searchable content• Content can be extracted to XML, Txt etc. as required
  22. 22. Other Government Priorities - Archival • New services or infrastructures for the preservation, curatorship or long-term storage of information resources; • Leverage internationally recognized, open standards where possible • E.g. long term content accessibility via PDF/A (ISO 95001) and Optical Character Recognition (OCR)22
  23. 23. PDF/A and Archiving Reducing the Risks and Costs Associated with Long- Term Archiving• PDF/A the ISO standard for long term archiving• Key considerations: • Document formats supported • Recognition of images to searchable PDF/A • Effective PDF to PDF/A ‘Repair’ capability • Output quality (fidelity, structure, hyperlinks, and searchability) • Comprehensive validation to ensure compliance • Active member of the PDF/A Competence Center
  24. 24. The art of the possible…OTHER EXAMPLES24
  25. 25. Adding Value Across the ECM Life Cycle Transformation -Format PDFEnhancing the -Enhancements &ECM Life Cycle Watermarks Enterprise -Assemble Search -Personalization -Optimize w/ -Security Searchable -Approval Content, metadata Technology -Content -Legacy Docs Manage -OCR/Images -Content -Fax Management -Collaboration -Workflow / BPM -Automation Output Classification -Print – paper / fax -Indexing -Web Distribution -Searchable -eCommunication Content Mobile eStatements Archive AIIM ECM Life Cycle -PDF/A -TIFF
  26. 26. It’s about other internal efficiencies too…• Briefing Binders, Proposals, SOP’s• Case Management, eDiscovery• Automated approvals (e.g. digital signatures)
  27. 27. Executive Briefing Binders Significant manualand effort to combine print individual copies, then mail to Board members Little lead time for Board members to review before meetings Before After 100 documents Automated production of encrypted PDF,needed for executive access through portal decision-making or emailed to Board Ability to search within the Briefing Book Automated Combine, Convert and Extra time for Board member review Enhance process creates searchable PDF 27
  28. 28. Secure Message Archiving Email messages and  attachments printed to maintain secure backup Email with recordsattachments Huge administrative  burden, high cost Limited search capability,  high regulatory risk Before After Emails and all attachments  automatically saved as single PDF-A documents Records easily searchable for authorized government  employees Secure, searchable, Dramatically reduced costs PDF-A  Improved regulatory28  compliance
  29. 29. Standard Operating Procedures (SOPs)  Significant manual valid effort to distribute copies, then manual access by users Regulatory compliance  at risk if expired copies used Before After System for tracking &  Expiration version to to printed date appliedupdating SOP’s ensure compliance Eliminate manual  distribution steps Updates quickly Automated publishing process distributed and utilized creates time-sensitive SOP’s in PDF  29 format
  30. 30. CONCLUSION30
  31. 31. Summary• Technology strategy is on the right track – shared services (w/ automation)• Content strategy must include (but not rely on) PDF• This combination will facilitate the goals of transparency and cost efficiency – doing more with lessHopefully this generated some new ideas you can use!
  32. 32. Q&A, Contact Info, Links• Scott Mackey – smackey@adlibsoftware.com• http://www.adlibsoftware.com/blog.aspx• http://www.aiim.org/• http://www.pdfa.org/

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