We have partnered with K2 to participate in a series of events for their FAST FWD Roadshow in North America. During our last session in Denver, we had very healthy attendance and positive responses from the audience. The topics that Adlib focused on were dark data, archiving and data capture.
The archiving element is intriguing because the first thing that comes to mind when someone refers to archiving is storage! There are multiple ways to look at it. For instance the archiving can be physical or digital. I think that the key items to consider while thinking digital archiving are:
- The volume or size of storage
- Accessibility of the content in the future
- Searchability and findability of the archived content
- Readability or fidelity of the archived content
Let me explain what I mean by each of these items.
- The volume or size of storage is important because over time the space will be used up. More space will be required for additional content archiving and more space is directly proportional to cost. It therefore becomes important that due consideration is given to planning what formats of files should be stored and what the compression rates are, in addition to other factors. One simple way is to convert all documents into PDF and use sophisticated PDF conversion technology to enhance compression, leading to reduced file size and thereby eventually leading to lower costs over time.
- Accessibility of the archived content is probably the most critical component. The logic behind this is that content should be accessible irrespective of the format of the archived file. The whole concept of digital archiving falls apart if the content is inaccessible in the future due to the un-availability of native file readers. For instance, let’s say there were Corel Draw or Lotus Notes files archived. If these files are not-readable in 10 years, the effort of archiving them was not worth while.
- Archived content loses its value if the content is unsearchable or un-findable when information is required. Do not under-estimate the value of this especially if the archived content will be required in mission- critical processes in the future. The way out is to work with technology that has a very robust Optical Character Recognition (OCR) and meta-data- enabled search tool.
- What if the archived files were properly compressed, are accessible 10 years from now, and are search-able and find-able, but the quality of the content is subpar? Again, all the effort will be in vain. Fidelity of the archived content is not only relevant but really important.
One easy solution to overcome all the above challenges is to get an enterprise- grade document- to- PDF conversion technology. This will help in:
- Converting all files into PDF with relevant compression rates
- Converting all file formats into standard PDF (or even better, PDF/A – the standard for document archiving), reducing or eliminating the requirement to retain legacy formats and technology
- Embedding metadata enabled search coupled with advanced OCR features to provide reliable search- and- find capability
- Ensuring high-fidelity renditions of the PDF
To discuss further on document-to-PDF conversion and how this will help enhance the automation of your business processes, join the discussion and interact directly with the experts!
Register for the New York stop today. We hope to see you there!