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About the contributor
Nadine Schuppisser

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Major Swiss Financial Institute Implements PDF/A-conforming Long-Term Archive


DTI Management AG is active in the area of information management. This encompasses the planning, conception, design and support of platforms based on both standard software as well as their own-developed components. It also includes the realization of complex IT projects dealing with the creation of portals for digitizing paper-based information, and the creation, processing, archiving and retrieving of documents, database information and audio and video files.

Customer Requirements
A major Swiss financial institute commissioned DTI Management AG to build a document processing system that captures incoming fax and e-mail messages, converts them to digital documents, performs an OCR/ICR recognition on the output format, categorizes them, extracts useful information, validates them and finally forwards them to numerous peripheral systems. Documents being sent to the long-term archive will only be accepted if they conform to the ISO standard for long-term archiving, PDF/A. A suitable software needed to be found for the conversion from PDF to PDF/A, and for verifying the outputs, i.e. if the documents are PDF/A-conforming. The software should be stable, high-performing, work in the background, and also require a minimum of resources.

The easy integration of the Swiss software provider’s product, the uncomplicated project development, the attractive cost-benefit ratio and the high quality of the output convinced DTI Management AG to select the 3-Heights™ PDF to PDF/A Converter from PDF Tools AG.

Implementation
The processing solution is based on eFlow from TiS, a document processing software that supports the implementation of customer-specific workflows. The 3-Heights™ PDF to PDF/A Converter was embedded in the solution. Additionally, a dedicated web interface was developed that allows access to all data during the processing. An archiving service was also realized to export the PDF/A-conforming documents into the customer archive.

Customers benefit
Before the project commenced, the end-customer manually processed all faxes and e-mails. Faxes were received as paper printouts and e-mails were also printed out. The corresponding data for these documents was manually entered in the respective system, and finally the paper faxes and e-mails were physically stored in the archive.

With the new solution, incoming faxes and e-mails are sent to a mailbox, OCR-recognition is performed on every page, and the documents are classified. Data is automatically extracted and the documents are verified for PDF/A-conformance. Finally, the extracted data is forwarded to other systems and the PDF/A documents are sent to the digital long-term archive.

The financial institute now has an efficient, automatic document administration system at their disposal, drastically reducing their administrative effort. Within the process, the 3-Heights™ PDF to PDF/A Converter ensures that the archived documents conform to the PDF/A standard. This guarantees that compliance requirements are adhered to and that the archived documents will be accessible in the long-term.

Read more (PDF): Major Swiss Financial Institute Implements PDF/A-conforming Long-Term Archive™ PDF Producer and PDF Printer


Tags: Long term preservation, PDF/A., conversion, long-term archiving
Categories: PDF/A