Case Study
|
Public Sector
:

Adlib Becomes a Key Element of the State Messaging and Archive Retrieval Toolset (SMART) System While Maintaining NARA Compliance for State Administration

Transportation
Energy
Insurance
Manufacturing
Life Sciences
Financial Services
Back to All Case Studies
Adlib Becomes a Key Element of the State Messaging and Archive Retrieval Toolset (SMART) System While Maintaining NARA Compliance for State Administration

Background

A state government manages a vast amount of data, including diplomatic cables, emails, and memos. Ensuring efficient data sharing and maintaining compliance with the National Archives and Records Administration (NARA) requirements are critical. The department's reliance on a dated ASCII-based cable system posed significant challenges in terms of data retrieval responsiveness and compliance with archival standards.

Challenges

Legacy Data Sharing Practices: The administration relied on a dated ASCII-based cable system for inter-bureau communication. This severely limited the department’s data retrieval responsiveness and increased overhead costs associated with information processing.

Inability to Efficiently Comply with NARA Requirements: Each cable communication needed to be converted into a standardized PDF/A format for long-term (50 years) preservation and submission to NARA.

Integration with Internal SMART System: The new solution needed full integration with the State Messaging and Archive Retrieval Toolset (SMART), which combines all diplomatic text cables, emails, and memos into a single messaging system for classified and unclassified networks.

Adlib Solution

Adlib provided a robust automated PDF transformation solution that met the department's needs. The solution enabled the efficient processing of 500 ASCII-based cable communications per hour, converting them into standardized PDF/A format to ensure long-term preservation and compliance with NARA requirements. Adlib's solution seamlessly integrated with the SMART system, providing a unified approach to handling diplomatic communications.

"Automated PDF transformation fromAdlib has enabled us to reduce our costs associated with the delays and errorsof manual intervention within business processes."
- IT Project Manager

Business Outcomes

For Management:

  • Gained Administrative Efficiency & Improved Responsiveness: The automated PDF transformation enhanced the department's responsiveness to constituents by streamlining data processing and retrieval.
  • Improved NARA Compliance: The department achieved timely compliance with NARA standards, ensuring that all communications were preserved in the required format.
  • Reduced Operating Costs: By eliminating the inefficiencies of the legacy process, the department significantly reduced its operating costs.

For Employees:

  • Focus on Public Service Tasks: Employees could shift their focus to more urgent public service tasks instead of administrative chores, increasing overall productivity.
  • Enhanced Collaboration and Communication: The solution facilitated easier collaboration and communication internally and with external providers and regulators.

For IT:

  • Improved Server Capacity & Reduced IT Budget: The new system improved server capacity and reduced the overall IT budget, providing a cost-effective solution.
  • Enhanced Interoperability and Digital Transformation: Adlib's solution improved interoperability within the department, supporting ongoing digital transformation efforts and reducing technology debt.
Public Sector
:
A European Legislative Administration Gets 22 Languages Talking in One Voice with Document Automation from Adlib
View Now
Public Service
:
Adlib Helps A Municipality To Significantly Reduce Welfare Fraud
View Now
Financial Services
:
Bank avoids costly non-compliance fines and mitigates client churn
View Now

Trusted by the world's leading enterprises

Thousands of the world’s largest companies trust Adlib to automate their end-to-end processes when precision, quality, scale, and speed are essential.

This slider will be populated dynamically by the CMS once the site is published. This is a testimonial statement.

Company Representative
Title or Position
View Customer Story
quotation marks

This slider will be populated dynamically by the CMS once the site is published. This is a testimonial statement.

Company Representative
Title or Position
View Customer Story
quotation marks

Our engineering teams are constantly creating new schematics and blueprints within AutoCAD or MicroStation which need to be managed and archived. These CAD files would have far too many layers if they were not rendered so they need to be processed through Adlib first. Adlib delivers excellently converted AutoCAD renditions, which is highly important to us. These can be complex images so accurately transferring the detail is critical.

Enterprise Information Management Manager & Principal
Enterprise Information Management Manager & Principal
View Customer Story
quotation marks

I do view Adlib as being a stronger solution than others.

Product Manager
DXC Technology
View Customer Story
quotation marks

Adlib is likely the best option on the market today. Adlib does a great job processing huge volumes with strong quality. Adlib is constantly online and processing files nightly 24/7. Our organization can’t really function without Adlib being operational, it is heavily embedded in the work we do.

Cross Domain Developer
National nuclear research labs
View Customer Story
quotation marks

Many people drop documents in a folder which is monitored by Adlib. Anything that is placed in our vault must first go through Adlib, so they eventually get their hands on basically any document we receive or create.

Technical Lead
National nuclear research labs
View Customer Story
quotation marks

All the documents we are rendering are signed certificates ensuring that ships have been appropriately inspected. Our documents are relatively large and contain charts, graphs, and drawings. We want these rendered correctly and concisely so each certificate is accurate and professional looking. Adlib helps to add our logos, a watermark, and make the entire certificate look that much more professional. The fact that the renderings are really clean and well-formatted is a key benefit of Adlib.

Head of Vendor Management
UK's certification services agency
View Customer Story
quotation marks

When we made the decision to change rendering solutions back in 2016, we looked towards 3 separate vendors. Overall, Adlib seemed more mature as a software option.

Enterprise Information Management Manager & Principal
A leading chemical company
View Customer Story
quotation marks

We process all digital insurance claims through Adlib. The documents for claims can be quite robust, and commonly need to be files from many parties like police reports, fire and safety documents, and images.

Director of IT Platforms
A leading insurance company
View Customer Story
quotation marks

I like that Adlib has designed a fairly niche product within the PDF rendering space. It is very good at what it does while remaining accurate and fast.

Deployment Consultant
A leading oil extraction company
View Customer Story
quotation marks

We initially looked at OpenText, but it didn’t meet our upfront requirements. I would happily give Adlib a positive referral. They deserve a 10 out of 10, as I view them as the strongest option available.

Sr. System Analyst
North american energy company
View Customer Story
quotation marks

Adlib is integrated with Enovia, our active quality management tool. Every file type is rendered through Adlib as all materials are required to be stored as PDFs. The files we are processing can be a mixture of different things such as product specifications, ingredients, formulas, raw materials used in products, or specifics of packaging.

Sr. Manager Platform
A large pharmaceutical manufacturer
View Customer Story
quotation marks

The majority of the documents we are rendering through Adlib are preclinical study reports, new drug developments, and general clinical documents. Due to how heavily regulated life sciences is, 100% of our documents are required to be transferred to and stored as a PDF. Working with the likes of Adlib keeps us complaint.

Associate Director and Sr. Manager, Protocol & Report Content
A leading contract research organization
View Customer Story
quotation marks

Adlib is fully embedded within M-Files. They have paired very well with each other which has kept us happy. When we were selecting Adlib, a key reason we did so was due to Adlib telling us how easily their software partners with other systems.

Associate Director and Sr. Manager, Protocol & Report Content
A leading contract research organization
View Customer Story
quotation marks