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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,

Solution

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.

Benefits

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
    documents.

--  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.

Contacts:
Chris Yardley
Marketing Manager
Adlib Software
+1.905.631.2875
+1.905.639.3540
cyardley@adlibsoftware.com
 www.adlibsoftware.com

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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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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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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

Technorati Tags: pdf, xps, convert, ocr, text, recognition, document, word, pdf/a, server, enterprise, batch, edocument, automate, stamp, archive, , secure, watermark, bates, barcode, publishing, , format, secure, adlib

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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Tags: pdf, server, enterprise, convert, publishing, edocument, adlib, document, word, invoice

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Adlib eDocuments

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, midsized 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


Technorati Tags: adlib, pdf, bulk, batch, automate, volume, capture, archive, edocument, submission, guidelines, server, express, unattended, stamp, secure, watermark, bates, legal, healthcare, medical, financial, government, military, education