Learn how to extract value from ECM deployments through shared document rendering services in this white paper.

A few months ago I announced a new blog series on Advanced Rendering and which technical features enterprise organizations need to succeed. This week I’ll talk about the last of the 10 important items: tools that enable collaboration and sharing.

We’ve all been taught from a young age that sharing is an important part of life. From kindergarten to grade school to high school and university – sharing and collaboration help us to develop ideas and forge relationships, which in turn, hopefully, makes life a little easier.

Sharing and collaboration across the enterprise

Sharing and collaboration are a big part of the workplace, too. No man is an island, as the saying goes, and it’s almost impossible to succeed on your own. As a result, enterprise applications need to enable users to share and collaborate with one another. Having an enterprise application that forces business groups or end users to work in siloes leads to a loss of efficiency when it comes to document-centric processes. A lack of sharing and collaboration can lead to slower workflows, more expensive resources, and an inefficient use of time.

There are a number of ways sharing and collaboration can work in an enterprise organization, and a number of ways it can be enhanced by Advanced Rendering enterprise software:

  1. Shared service:

    A business-critical application can be deployed as a shared service, so that multiple departments and business units who have document conversion requirements are able to take advantage of Advanced Rendering software. This allows IT departments to manage one transformation system as opposed to many.

    Advanced Rendering delivered as a shared service can add significant value to an organization by addressing multiple ECM systems, multiple departmental requirements, and multiple rendering tool consolidation. The benefits of a shared services approach to Advanced Rendering include document consistency through automated workflow and increased end user productivity, as well as IT-specific benefits in terms of cost reduction through vendor consolidation, network/computing resource optimization and improved service-level agreement maintenance.

    Providing a common rendering platform which delivers high fidelity output and integrates into most ECM environments can reduce IT costs and shift IT from a mere cost-center to an organizational value-add. Administrators can respond quickly to system issues via the web-based management console, so that end users can expect a reliable and high success rate conversion every time.

  2. Internal collaboration:

    Organizations where collaboration and sharing is required internally can be facilitated with Advanced Rendering software. This allows for reduced expenses for native authoring applications and storage space for paper files or large file sizes.

    AIIM’s State of the ECM Industry 2011 research notes that increased collaboration between teams is by far the most significant driver for internal social and enterprise 2.0 technologies. Giving employees in different departments the ability to share documents without issue is an important feature of Advanced Rendering. When considering the amount of divergent file formats used throughout an enterprise today, including varying legacy file formats, the need for native authoring applications grows if sharing and collaboration is required. However, rendering files to PDF negates the need for installing various native authoring applications, and as a result, reduces costs for additional software licenses and installation time.

  3. External collaboration:

    Certain business environments require sharing and collaboration with external partners, vendors and consumers, which can be made easier with Advanced Rendering solutions. In addition to reducing expenses for native authoring applications, organizations can save time and resources by not having to deal with hard copies or file compatibility issues.

    Many organizations set up portals to use with external clients, where users can upload files into document management systems, such as Microsoft SharePoint. Using Advanced Rendering enterprise software, organizations can automate the processing of incoming documents. New content can trigger a SharePoint workflow to convert the content to PDF and notify the appropriate employees of the submission to initiate next steps. Because the content is already in PDF format, there are no issues with file compatibility or document fidelity. Global 2000 organizations in a variety of industries – namely Life SciencesGovernment and Financial Services – often have a high volume of documents coming in from external sources. Automating the conversion through enterprise software reduces costs of manual processes and enhances the ability to share and collaborate.

Having a business-critical application that enables sharing and collaboration – whether internally or externally – is a significant benefit in terms of cost reduction and time optimization. Learn more on how Advanced Rendering can be used as a shared service in the Adlib white paper Extracting Value from ECM Deployments through Shared Document Rendering Services.

Ending on a high note

While this is the last post of this series, it certainly doesn’t cover everything an enterprise needs when it comes to Advanced Rendering. Each organization has a multitude of unique requirements (many of which fall into the categories we’ve covered) that are constantly changing and evolving. Adlib is highly involved with our customers’ needs, adapting and advancing our product to fit new requirements.

If you missed any of the previous posts in this Advanced Rendering series, check them out here:

  1. linear scalability
  2. high availability
  3. easy integration
  4. highly configurable platforms
  5. tools to achieve compliance
  6. monitoring and alerting systems
  7. reporting tools
  8. central paltform mangement
  9. low-maintenance systems