This presentation discusses how government organizations can improve efficiency in document-intensive processes. It provides examples of initiatives like Access to Information requests, open government, and shared services where automation can help. Technologies like optical character recognition and PDF conversion can extract and standardize content from paper, images and other formats to create searchable digital archives. When combined with a shared services model and content management systems, this allows organizations to distribute information more easily across departments and reduce costs while improving compliance.

1. “Pushing the limits” of efficiency in
Document Intensive Business Processes
DATE: May 2012
PRESENTED BY: Scott Mackey, VP Customer Success @ Adlib
© ADLIB 2012. THIS SLIDE PRESENTATION CONTAINS PROPRIETARY AND/OR CONFIDENTIAL INFORMATION.

2. Agenda
• About Adlib
• Active Initiatives – The Art Of The Possible
• Other Opportunities for Efficiency
2

3. Purpose
• Educate:
• Doing more with less
• The art of the possible

4. ABOUT ADLIB
4

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 Partners
5

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. 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 departments
7

8. The art of the possible…
ACTIVE INITIATIVES
8

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. ATIP - Redaction of Sensitive Information
Pattern Match:
*@ECTAerospace.com
1.555.xxx.xxxx

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 navigated
11

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. 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. 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. 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. 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 uptime
16

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 vendors
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18. Shared Services – sample architecture
Console Reporting System Health
Monitoring
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19. Shared Services – what about ‘Cloud’
• Impact of the cloud, data security and
sovereignty
• A lesson from private industry (Pharma)…

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 content
20

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. 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. 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. The art of the possible…
OTHER EXAMPLES
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25. Adding Value Across the ECM Life Cycle
Transformation
-Format PDF
Enhancing 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. It’s about other internal efficiencies too…
• Briefing Binders, Proposals, SOP’s
• Case Management, eDiscovery
• Automated approvals (e.g. digital signatures)

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. Secure Message Archiving
Email messages and
 attachments printed to
maintain secure backup
Email with records
attachments
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 regulatory
28  compliance

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 applied
updating 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. CONCLUSION
30

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 less
Hopefully this generated some new ideas you can use!

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/