Tuesday, July 22, 2008

Document Management and OCR

Document Management and OCR using server based Adlib Express software.

Solutions for automated document management.

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Wednesday, July 16, 2008

A Document Management example - LAW FIRM

Torys LLP is a U.S.-Canadian Business Law Firm with 300 lawyers in New York and Toronto.  Torys offers a wealth of talent, experience and seamless service to clients in North America, Europe, Asia and Latin America.

“There are approximately 1.8 million documents circulating the firm,” says Frank Post, Systems Manager at Torys.  These documents are circulated amongst lawyers, clients and the regulatory filing systems that are mandatory within the legal industry.  The information must be secure and non-editable, a task that has become more manageable since Adobe PDF became the global standard for exchanging documents

The PDF format allows lawyers at Torys to securely send electronic documents in a non-editable format to clients and external parties.  As well, to reduce incoming file sizes, the mandatory Sedar® security filing system and Teraview® real estate application only accept submissions in PDF format.

Business Challenge

Torys often purchased intermittent copies of PDF software as the need to convert Microsoft Word, Excel, PowerPoint and Project files increased.  It became costly and time consuming to install and maintain the individual desktop licenses.  The challenge was to find a replacement that would not only reduce cost and maintenance but also easily integrate into the workflow of each user without engaging the lawyers in a time consuming learning curve,


ExpressConversion Server provides PDF conversion functionality to 600 Torys employees from a single server.  At their desktop, users can convert to PDF via their right click menu or a shortcut to their Program menu.  The server is configured to enable users to email files to a designated mailbox, be automatically converted to PDF and returned to the sender via email.  Converting files with ExpressConversion Server is so simple that the only training required was a two-paragraph email explanation.
In the cases where file size is important, Torys is benefiting from the PDF compression ad onn.  “A 100 page document was scanned and resulted in a size ranging from eight to 40 megs.” says Post who added, “When converted and emailed with ExpressConversion Server, the file size was less than 1 meg”.  Even more importantly, ExpressConversion Server presents a significant cost savings for Torys.  The installation and maintenance fees of a single server license, versus multiple desktop licenses, are both cost and time efficient.


ExpressConversion Server is:

  • Quick to learn - With only a two paragraph explanation, staff were able to convert to PDF easily from their own desktops.
  • Cost efficient - Without any client software and only one server, everyone in the firm had PDF conversion abilities from their own desktop.
  • Simple - One server application allows for simple installation and maintenance.
  • Customizable - Adlib software quickly integrated within Torys existing Sedar® security filing system and Teraview® real estate application.
  • Flexible - Express’ wide range of functionality provides additional options for various other workflows.

Download the Whitepaper

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Adlib Software Unveils ExpressRecognition Server 4.1 for Fast, Easy-to-Deploy OCR and Imaging Workflow With Critical Archive Functionality

New Version of Server-Based Solution Creates PDF/A Files for Archiving in One Automated Step

BURLINGTON, ON, Jul 14, 2008 (MARKET WIRE via COMTEX) -- Adlib Software, a leader in advanced server-based document conversion, recognition and publishing, announced Adlib ExpressRecognition Server 4.1, a standalone optical character recognition (OCR) and imaging technology that now supports the PDF/A format. Now, companies can rollout ExpressRecognition Server as an automated and powerful individual application, saving time, money and paper with better end-to-end management of documents and document images while meeting long-term document preservation standards.
With Adlib ExpressRecognition Server, organizations avoid the expense and poor quality of desktop solutions and privacy risks associated with Software-as-a-Service solutions, while extracting the maximum value from their paper documents and images. For organizations with large volumes or mission-critical content, such as life sciences companies, legal firms, government organizations and manufacturers, accurate OCR is the first step in reducing costs associated with document management, increasing revenue and avoiding risk.
ExpressRecognition Server now supports the PDF/A format, critical to the successful long-term archiving of critical documents. PDF/A, which is an ISO standard, aims to preserve the visual appearance and integrity of documents by ensuring the document file is self-contained -- embedding images, fonts, color profiles and removing hyperlinks and attachments while ensuring the new PDF file XMP metadata matches the original document information. With Adlib ExpressRecognition Server, transforming documents to PDF/A is embedded in a company's workflow as one step from the OCR scan through to the conversion. By converting documents into an ISO standard such as PDF/A, organizations ensure compliance and provide an efficient search and retrieval mechanism.
"There are many choices that an organization can make when it comes to OCR solutions. However, in many instances, the quality, speed, accuracy and flexibility are sub-par and actually lead to significant issues later in the information lifecycle," said Jean Ouellette, chief software architect and co-founder of Adlib. "Our customers recognize that a successful document workflow begins with quality OCR. We are delivering a proven, reliable, scalable technology that easily integrates into any enterprise infrastructure and at a fraction of the cost of alternatives."
Adlib ExpressRecognition Server integrates into a company's workflow through web services, email, watched folders, XML job tickets or scripting. It takes large volumes of images including scanned images, photocopies, archived documents, faxes, image-only PDFs and images embedded in other documents and turns them into searchable PDF, text and PDF/A formats. Once converted, a document can be indexed, searched, repurposed and managed by an organization's content management system. Organizations can also extend their document transformation capabilities with Adlib's ExpressConversion and ExpressPublishing suite of products in order to achieve an end-to-end document workflow.
Adlib ExpressRecognition Server can be further enhanced with Barcode Recognition and Optical Mark Recognition (OMR) options. In addition, it can perform OCR on specific regions of a page -- a process known as Zonal OCR -- and extract the recognized data into XML files for further analysis.
Adlib ExpressRecognition Server enables organizations to:
--  Achieve document transformation in record time by eliminating manual
data entry, minimizing outsourcing and automating transaction processing of
forms and invoices.

-- Capture documents with precision and speed using concurrent document
processing, image pre-processing and barcode recognition.

-- Add the ability to easily process, search and navigate through

-- Meet ISO standards through PDF/A formatting.

About Adlib Software
Adlib Software is a leading producer of document conversion, recognition and publishing software. Its products integrate seamlessly with enterprise applications as part of any strategic content management workflow. Adopted by leading Enterprise Content Management vendors as the standard in document rendering, Adlib Express Server products scale to work well in departmental applications right up to an enterprise-wide document transformation framework service, accessible by any automated document workflow.
Chris Yardley
Marketing Manager
Adlib Software

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Thursday, July 10, 2008

Top 10 issues for regulatory document publishing - PDF/A

Top Ten Issues to consider when conforming to regulatory submission guidelines and rules.

  1. PDF/A - The PDF Archive standard is different than a standard PDF in that it provides all of the document font information to provide universal rendering and a standards based metadata is mandated. PDF/A-1b will require that the document be structured or tagged so that it may be searched or repurposed.
  2. The ability to easily repurpose, repaginate and index for different regulatory agencies.
  3. The ability to update hyperlinks embedded in the document.
  4. Fast, accurate OCR (optical character recognition) to create searchable indexes from images.
  5. The ability to use HTML overlays and create sophisticated watermarks and stamps. (Example: Logo location, confidential mark, header/footer, sidebar notes)
  6. Zonal recognition in OCR. Processing thousands of documents that have embedded email addresses or phone numbers requires the ability to really use this information and intelligently interpret it. Ideal for Invoicing issues and customer lists.
  7. Merge and Split ability. After creating a 500 page PDF, you should retain the ability to automatically break it up again and create smaller documents.
  8. Configurable XML job ticket instructions to make background processing seamless.
  9. Server based watched folders that each have defined rules. Send a document to a watched folder and it converts/translates/recognizes it and knows what to do with it afterwards.
  10. Email ability. Send a document to a user defined email address and have a document converted and either sent to an archive or sent back to a predetermined email address.
Adhering to strict submission regulations for document publishing and specific rules attached to many submission procedures can be daunting. Especially if your submission process involves thousands of pages. An intelligent, unattended solution is the most efficient method for reducing errors and overall costs.

contact me at adlibweb@adlibsoftware.com

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Wednesday, July 9, 2008

Best Practices using server based OCR Webinar

Webinar announcement

Date July 15,2008    11 AM PST/  2 PM EST

Discover how Adlib ExpressRecognition Server positively impacts the bottom line for businesses like yours.Most paper-intensive or transaction-based businesses recognize the advantage of using OCR to accelerate business processes but still are under the impression that implementations are costly and timely, utilize precious IT resources and don’t work.This Webinar will describe OCR: what it is, how it can be utilized for maximum advantage, how leading companies including MCMC LLC, Northern Natural Gas and Goodmans LLP are benefiting and why a server-based solution for high volume document workflows makes sense within today's IT environments. Learn how to engage Adlib ExpressRecognition Server either as an add-on to any existing Adlib Express Server product or as a standalone application to provide a wide array of document conversion (Word to PDF, DWG to PDF, HTML to PDF and more), OCR Text Recognition and PDF editing, (document assembly and stamping), functionality.Review the benefits to your business during this Webinar:Eliminate manual data entry and save time searching for documentsReduce costs on archiving and minimize outsourcingAutomate transaction processing faster and more accurately, i.e. forms and invoicesReduce IT dependency and reduce the number of vendors supporting separate document workflows.

Click here to register

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Document Conversion and Management

The business case for converting various documents into PDF's is clear. It has become familiar functionality in many Content Management Systems and easily provides a common platform for sharing documents and standardizing information.

Reversing the process by converting PDF's to other document types is a little less common but by no means less important to those who need it. Often companies need to re purpose the content of a PDF and usually revert to manually replicating the content to anther usable format.

Adlib Software has created a series of Extensible Output File Type Add-On modules that allow companies to automatically convert PDF documents into other reusable type documents. The entire series of Extensible Output Add-Ons supports the conversion of multiple formats to multiple formats when combined with the Extended File Type Support (EFTS) Add-On. Rarely does any user group need support for all documents types and few only need support for one. Adlib therefore bundles its various offerings into a menu of several strategic functional clusters that support the creation of similar file types.

The entire process can be automated, avoiding the need to have any human-machine interface. Documents can be fed into the engine by the thousands through a workflow call, the documents are analyzed by the EFTS Add-On module and automatically converted to any number of supported file types such as PDF, HTML,TXT,RTF,etc., by one of the Extensible Output Add-On modules.

Adlib Software provides automated, bulk, document and edocument processing into PDF for searchable, archival purposes for the medical, legal, pharmaceutical,manufacturing and educational markets.

Visit Adlib Software

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Tuesday, July 8, 2008

PDF conversion

Adlib Express Conversion Server attaches to the central hub of any intranet system along with BPM (Business Process Management), ERP (Enterprise Resource Planning), ECM (Enterprise Content Management), CMMS (Computerized Maintenance Management System) and PLM (Product Life cycle Management).
Information traveling to the central server through each of these conduits is processed according to defined user rules.
Perhaps a user requires information from BPM to be converted to PDF, indexed, watermarked and then sent to PLM for review or action. PLM then acts on the PDF document and can then send it to an archive.

Processing thousands of documents per day can put a strain on some systems, and that is why Adlib Express Server is scalable, servers come with a load balance that can automatically detect other servers and reroute jobs to other servers to equalize traffic load. The system also knows how to restart itself unattended in the event of system failure or error. The server will then provide a log of all activities including a list of documents that are not processed (for example, an unknown file type or damaged document).
The server load balancing is automatic and so is the error handling.

The user can setup watched folders that know that every time a document is stored in this watched folder, a specific set of actions are carried out. The system is designed to mail to an unlimited number of folders. The system can be setup to receive documents from a dedicated email address. Email documents, messages and/or attached files can be instantly converted based on a particular email address. Multiple addresses can be setup to perform different conversion tasks based on rules. The converted documents are then sent back to the original email address.

PDF formats can also be changed. The user may require a streaming PDF type that allows the document to be viewed online quickly. The first page loads and while the user is reading, it streams in the background.

Adlib will handle over 300 different file types. This means that different users do not need the primary application in place in order to view the file. Another benefit of this is that during the deployment of documents, it is not necessary for each user to have a licensed copy of the original application that created the document. For example, all users would be able to view Word documents, but would need a licensed copy of Word on their system. By converting to PDF first, users simply require a PDF reader, freely available on the internet. This cuts on-site licensing costs for software significantly.

The publishing efforts required by large organizations, producing thousands of documents can be overwhelming, so ExpressConversion Server can be setup through a web interface to assign specific functions to a document. Merge and split operations will intelligently split a document using a rules engine, and then reassemble the chapters under new rules; a new table of contents will be generated and the document can then be sent to its final destination. Repagination, reorganizing and rebuilding hyperlinks are all automated. This is essential for processes that require government compliance or internal submission rules.

A document from one organization may not meet the needs of another regulatory agency, so Adlib Server will reparse, reorganize and reformat the document to meet any set of rules.

A cost saving device, Adlib Server reduces errors, man hours,quality control issues, application maintenance, implementation times, user training and IT overheads. The OCR component is faster than competitive technologies and the load balancing capabilities of the server system can dedicate one server to OCR and one to PDF creation if needed. This improves the ROI of the operation.

Adlib is providing a solution that does more than just convert your documents to PDF. It provides an interface to extensive rules engines and document management protocols to seamlessly handle all of your document publishing and OCR needs.

A low learning curve, and single application solution can save large institutions millions of dollars in document related costs.
Adlib Software is a leading producer of document conversion, transformation and publishing software.
It's products integrate seamlessly with enterprise applications as part of any strategic content management work flow or collectively act as a framework for a stand alone solution.
Adlib's Document Transformation Framework has a modular architecture allowing for single feature adoption or an entire end to end document conversion and workflow automation solution.

With thousands of customers in over 50 countries, Adlib Software has proven to be a global leader in its field. In fact, many of the worlds largest Enterprise Content Management ECM companies embed Adlib Software technology into their own solutions due to Adlibs proven reliability, high degree of document fidelity and unparalleled scalability.

Today, in addition to our own successful sales team, channel partners; including world-class ECM vendors, systems integrators and value added resellers, proudly represent Adlib's software in the marketplace. The result is a growing number of small, mid-sized and Fortune 1000 companies who rely on Adlib Software solutions on a daily basis for their enterprise-wide document transformation needs. For them, they simply Adlib it!

Adlib Software provides automated, bulk, document and edocument processing into PDF for searchable, archival purposes for the medical, legal, pharmaceutical,manufacturing and educational markets.

Visit Adlib Software

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Friday, July 4, 2008

Streamlining Regulatory Publishing with Submission-ready PDFs

                           The regulatory minefield


Time to market is often  held hostage by the global regulatory landscape but few industries face regulation on the same scale and level of complexity as Life Sciences companies. It is surprising then how often the key results of research are compiled and maintained on nothing more sophisticated than a series of unmanaged MS Word documents and even hand-written forms. Submission Documentation often consists of hundreds of thousands of pages. Extend this over multiple jurisdictions and languages, add in the complexity of joint ventures, patent laws, sub-contracting and outsourcing research to CROs and it is hardly surprising that some FDA and EMEA (European Medicines Agency) submissions were traditionally delivered not by the box load but by the truck load.


Gaining an Unfair Advantage


When every day is critical, ensuring that you have effective regulatory submission processes and technologies in place is “table stakes”. Having leading-edge document management technologies coupled with collaborative document transformation tools, on the other hand, is a significant competitive advantage. The effective implementation of these technologies can significantly accelerate submission lifecycles, which contributes directly to the bottom line.


Preparing high quality, submission compliant PDF documents can be a time-consuming and highly iterative process but they are critical to successful submissions. The highly collaborative and fractured nature of the research and development process means that many of the original source documents that make up the submission need to be manually reworked. The rework stems from deficiencies inherent in MS Word or the rendering process itself, particularly the inability to retain key navigation information during conversion to PDF. This kind of manual rework is time-consuming, prone to error and, not surprisingly, very expensive. These deficiencies can be overcome during the PDF creation process by having the right technology in place. 


 The FDA has introduced eCTDs (electronic Common Technical Documents) to streamline and simplify the submissions process. The eCTD standard  - which will soon evolve to RPS (Regulated Product Submission) is an interface between industry and the agency for transferring regulatory information while at the same time taking into consideration the facilitation of the creation, review, lifecycle management and archival of the electronic submission.


Even companies not required to make eCTD compliant submissions are seeing the advantages of an electronic workflow in accelerating time to market. They are finding ways to leverage the technology and transform eCTD into suitable printed CTD. The European Union has mandated that all 27 member countries be ready to accept electronic submissions by 2009. Finding the appropriate technologies to handle both electronic and print requirements is a challenge.


The documents for an Investigational New Drug Application (IND) or New Drug Application (NDA) submission are always “in play” – constantly under review, endlessly annotated and eternally being “improved”. These improvements must not corrupt the perfection of the submission, which is often the result of post-production re-rendering where critical errors are made or repeated.


Submission Ready PDFs – A proven ROI


Robust PDF rendering forms the backbone of many document management workflows and is the lifeblood that flows through the entire eCTD submission lifecycle. By creating higher quality renditions, quality assurance churn can be reduced to only minutes per document. This is a significant process acceleration over traditional QA cycles – searching for missing, broken and invalid hyperlinks – that usually takes hours to complete. The cost savings, projected over submissions running into the hundreds of thousands or even millions of pages, have proven to be enormous.


Submission-ready PDFs are infinitely flexible and contain an almost limitless set of features. These PDF outputs can be readily equipped with essential elements like access control, standardized hyperlink styles, embedded fonts, comprehensive Tables of Contents, audit history and Bookmark structures. These PDF documents are also flexible and scalable at every stage of the submission lifecycle, particularly important given the FDA’s increasingly assertive use of post-marketing “risk minimization action plans” (RiskMAPs)


Software applications, like those offered by Adlib Software, focus on document rendering quality while employing a design philosophy of stable, open protocols and standards such as XML and Web services. Adlib’s document transformation technologies streamline the rendering process for documents being used in the submissions process. By integrating seamlessly into the document workflow, any source document can be easily rendered automatically into a submission-ready PDF.


Although many of Adlib’s customers are reporting savings in the millions of dollars by applying these applications to the submission process, the benefits of a solution like Adlib Express Server is that their scalable conversion, publishing and OCR rendering functionality can be leveraged across the entire enterprise to create a complete rendering framework for all sorts of document workflows. The robust infrastructure of Adlib Express Server is designed to be a foundation for growth that allows Life Sciences organizations to take advantage of existing investments in skills and technology to achieve document management efficiencies that support the critical work they do on behalf of the population – and their shareholders.

About Adlib Software

Founded in 1998, this Canadian-based company is the preferred provider of document conversion and document workflow automation software products for an increasing number of leading organizations including global companies in Life Sciences, Pharmaceuticals and Health Care. Its sole focus is to provide the best solutions for document conversion, OCR text recognition and publishing. Its enterprise class applications have been designed to be seamlessly integrated and fully scalable to suit the needs of any document workflow within any document management solution. Adlib Express Server applications can be found working in hundreds of pharmaceutical companies worldwide. For more information, please visit their website at Adlib Software

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Thursday, July 3, 2008

Convert large quantity of documents to PDF

Adlib Software develops server based applications for automating document conversion, publishing and OCR (Text Recognition) within automated document workflows.

Specifications allow the user to comply with government compliance regulations, archive, provide edoc solutions, merge, split, stamp and watermark documents.

Adlib Software provides
ExpressConversion Server
ExpressRecognition Server
ExpressPublishing Server

and provides a complete Enterprise package, ExpressEnterprise Server

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Wednesday, July 2, 2008

Adlib eDocuments: Adlib eDocuments

Adlib eDocuments: Adlib eDocuments

Adlib Software provides Enterprise, server based batch document conversion to PDF for all markets. Publishing and OCR (text recognition) for seamless background document conversion to PDF.

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