Monday, August 16, 2010
Your PDF Content Solution and Your DMS - what do they have in common?
Lets start with the obvious: for many firms, a document management system is a vital repository used to manage content throughout its lifecycle. The document management system will identify, catalog, store, and secure content and is the firm’s system of record – the place you go when you’re looking for active content (distinguishing from a records management environment).
I point this out not as a preamble to why a document management system is important, but to emphasize the importance of integration between the DMS and your PDF content solution. Without tight integration, the firm is exposed to information risk and users spend extra time on tasks that could be more efficient.
Here is a workflow I see all too often:
1) User needs to convert 2 documents to PDF format and send to client. These are highly confidential and managed within ethical wall security.
2) User opens each document and uses file-print to convert the file to PDF format, and
3) Is prompted to save the new PDF. User chooses MyDocuments and creates a name to save the new PDF.
4) The user then opens Outlook and creates a mail message, using insert-file to attach the new PDF files.
5) User moves on to the next task.
The problem with this workflow is that important documents now reside outside the DMS in an unmanaged location. A well integrated PDF content solution eliminates this risk entirely by implementing a workflow that manages the PDF file entirely – from creation to attach-to-email to delete temporary copy. pdfDocs (www.docscorp.com) may be unique in its ability to manage this entire workflow.
Besides information risk, good integration between the PDF content solution and your DMS can save steps which means saving time. When the user is converting content to PDF format they should be presented with options to save to the DMS – as part of the conversion process. The integration should be as natural as the integration between MS-Word and your DMS (or better perhaps).
pdfDocs is perhaps unique in its ability to encapsulate common workflows to eliminate Information Risks and deliver remarkably efficient workflows. A few examples of integration that sets the bar:
- Select a PDF file in your DMS and right-click to Convert-to-Word (PDF to Word Conversion);
- Select an MS-Office file and right-click convert –to-PDF without opening the file;
- File-Print any file and choose to profile directly to the DMS;
- Button click in MS-Word convert to PDF and profile to DMS;
- Select an entire matter from DMS to import to an electronic binder.
As you are evaluating your next upgrade or purchase of a PDF content solution, carefully test and evaluate the integration with your DMS. It can make your information safer, and your users more efficient.