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.
Question: Who here has heard of Adlib Software? Take poll….
PDF/A – Reducing the Risks and Costs Associated with Long-Term Archiving With the increasing regulatory need to access documents and data for 10 up to 100 years and beyond, long-term archival of electronic documents is not only a priority, but a growing requirement. Organizations in industries such as Pharmaceuticals, Financial Services, Public Sector, Manufacturing, Legal, Publishers and many more are challenged to choose an archival strategy that will enable them to access past data in a standard format on demand today or anytime in the foreseeable future. The Solution PDF/A ( The “A” = “Archive”, the ISO standard for long term archiving. As a leading provider of document transformation solutions, Adlib is committed to provide the industry’s most robust, standards-based PDF/A implementation for long-term document archiving and compliance. Adlib is an active member of the PDF/A Competence Center www.pdfa.org , the governing organization committed to the continued development and adoption of PDF/A. Why Adlib and PDF/A? Unlike other document transformation vendors, Adlib provides a rich implementation of PDF/A engineered for optimal document accuracy, fidelity and searchability for higher ROI. Unique features like: PDF to PDF/A ‘Repair’ : Unlike vendors like Callas, Adlib is able to correct a wider range of issues associated with legacy PDFs like automatically correct namespaces, tags and even properly embed the correct fonts to achieve a higher conversion success rate. Accurate Fidelity and Searchability: Other vendors like Luratech take a simplified approach to PDF/A by ‘flattening’ files to an image format then wrapping that image with a PDF/A wrapper. Adlib extends the notion of searchability by taking documents that arrive as images and turning them into a searchable, validated PDF/A allowing the content to be properly searched and leveraged. Validation Tools: Adlib rigorously tests the quality the quality of our PDF/A conversion capabilities using files from the Isartor Test Suite, which was developed by the PDF/A Competence Center. The Isartor test suite includes 204 PDF/A files that do not conform to the PDF/A standard. On June 25 th , 2010 Adlib Express successfully converted 202 out of 204 (an industry-leading 99% conversion rate) to valid PDF/A-1b format! By supporting and advancing broadly accepted industry standards like PDF/A Adlib products help to reduce the risk and costs associated with long-term document archiving solutions. Information, data and drawings embodied in this document are strictly confidential and are supplied on the understanding that they will be held confidentially and not disclosed to third parties without the prior written consent of Adlib Software.
Thompson Information, data and drawings embodied in this document are strictly confidential and are supplied on the understanding that they will be held confidentially and not disclosed to third parties without the prior written consent of Adlib Software.
PRESENTATION: Tips and Tricks for Government Agencies to Push the Limits of Paper
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
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
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
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?
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 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
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)
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
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
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
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
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
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 industry (Pharma)…
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
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
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
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
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
It’s about other internal efficiencies too…• Briefing Binders, Proposals, SOP’s• Case Management, eDiscovery• Automated approvals (e.g. digital signatures)
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
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
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
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!