Electronic Distribution of Legacy Documents in PDF, a presentation from Crawford Technologies Inc. http://www.crawfordtech.com/

1. Electronic Distribution of Legacy Documents in PDF A presentation fromCrawford Technologies Inc. www.crawfordtech.com Follow, Like and Join us at about.me/CrawfordTechInc

2. Agenda Background Legacy Application definition Review Objectives of Electronic Document Delivery Examine Workflow Role of PDF Implementation

3. Introducing Crawford Technologies Founded in 1995 and based in Toronto, CrawfordTech is a privately held global software company On PROFIT 100 list of fastest growing companies in Canada Core competency is in transaction print stream and document production software, including: Automated Document Factory and Integrity solutions Document Re-engineering solutions Print stream conversions/transform solutions Document Archive Solutions Document integration/workflow solutions Document Accessibility Services

4. Legacy … All applications originally designed to be printed Snapshot reporting instruments Include Legacy output AFP, LCDS, metacode Also new applications PostScript, PCL, Word, RTF

5. Applications Bills Invoices Customer Statements Confirmations Letters Assessments Reports Insurance Policies …almost anything…

6. Objectives Distribute Documents Electronically For distributed printing For Viewing Feed other work flows Offer new services to customers and users Move from paper to electronic processes Print only what needs to be printed Let users/customers print their own Index and Archive Clean up document (i.e. eliminate OMR, Barcodes) Automated management process

7. Previous workflow JES Spool USPS Application Print Files Inserters

8. Desired workflow JES Spool Server Application Print Files Splitter W W W Individual sub-document packages

9. Realistic workflow Server Server JES Spool USPS USPS Application Print Files Inserter W W W Splitter W W W Transform Individual sub-document packages

10. Web Presentment Users can view documents on screen In place of paper documents Adjunct to paper documents Proofing paper documents Print on their local printer Download files for viewing printing and other uses

11. Benefits Competitive advantage Keeping up with customer expectations Provide quick access to information More information can be distributed easily Marketing opportunities Hyperlinks, messages, graphics, dynamic 1 to 1 features Paper reduction Cost reduction potential

12. Web Formats Can be collection of document files Can be a database containing data that is dynamically converted to viewable format Data Formats Browser (HTML/XML) Acrobat (PDF) Plug-in (Custom) Download format (i.e. ZIP)

13. Why PDF? Distribute Documents Electronically Fidelity to printed document is important Document Distribution when formatting is important Color is important Typeface matching is important When the document will be printed by the user Document needs security controls Users sophisticated enough to download Acrobat Reader

14. Where does XML fit in? Document formatting is not critical No need to replicate printed document with fidelity Document will not be printed by user Excellent for web page linking users to PDFs or other files Dynamic viewing of information

19. Good PDF Type 1 Fonts for clean look Vector graphics where possible Bookmarks for easy navigation Full Color 1 to 1 with paper document Small file size for quick downloads Appropriate security Supports maximum releases of Acrobat No full page images No Private Objects requiring plug-ins

20. Advanced Features of PDF Browsers available on many platforms Protection built in Keep users from modifying, printing & copy/pasting Digital Signatures Bookmarks Text searchable Interactive Forms capability Embedded Scripts Prints on most printers with reasonable fidelity

21. Server Server JES Spool USPS PDF Transform workflow Application Print Files PRO Meta to PDF PRO AFP to PDF WWW Splitter PRO JES Spool Extraction PRO Meta Normalization & Indexing Facility WWW Transform Individual sub-document packages PRO Meta to PDF PRO AFP to PDF

22. PRO JES Spool Extraction Pulls jobs out of MVS spool for automatic transform based on dataset attributes Returns converted output files to spool for printing Optionally transmits files via FTP MVS, OS/390, z/OS, JES2 & JES3 Runs in 3 modes BATCH program Started Task Functional Subsystem (FSS) Optional component that can provide some interesting benefits

23. PRO Meta Normalization & Indexing Facility Creates page independent metacode print steam Any page can be printed without reading through the preceding pages in the file Each page fully composed (metacode and DJDEs) Can be stored in file on DASD or archive media Allows quick direct access to specific pages for viewing or printing File can optimized for rate speed printing directly to Xerox printer Convert OFFLINE applications to ONLINE

24. PRO Meta Normalization & Indexing Facility Can split print file into multiple output files Individual statements Groups of statements (branch, broker or agent) Report splitting Creates an index file containing filenames and index fields from the data Can be XML, HTML, CSV, or user-defined format Files can be named using variable data information MVS, Windows or Unix

25. Server Server JES Spool USPS PDF Transform workflow Application Print Files PRO Meta to PDF PRO AFP to PDF WWW Splitter PRO JES Spool Extraction PRO Meta Normalization & Indexing Facility WWW Transform Individual sub-document packages PRO Meta to PDF PRO AFP to PDF

26. PRO Meta to PDF Transforms from Xerox LCDS and metacode to PDF Automatically converts Xerox resources to PDF Maps fonts to standard Acrobat or embedded Type 1 fonts Bookmark support No limit on number of indexes Can be multi-level indexes External Index file can be created with ProMeta Indexer All the above are done in a single pass conversion

27. PRO Meta to PDF Can merge PDF “Overlay” files to emulate pre-printed forms Or extend your marketing reach Exits for pre-scan of data & field suppression and modification Acrobat security feature (encryption) is supported All PDF resources are compressed to keep file size small Use in server-side application for PDF on-the-fly Can also be run in batch mode MVS, Windows or Unix

28. PRO AFP to PDF Converts from AFP to PDF Supports AFPDS (MO:DCA-P) and mixed-mode AFP All PRO Meta PDF output options are available Bookmarking, Overlay Merging, Security, etc.

29. PRO Document Indexer Creates Index files while a document is being processed Plugs into all PRO transform and normalization products Runs in same pass as transform Creates Index files in different formats: Comma Separated Values (CSV) Fixed Fields, Fixed Records HTML or XML User-Defined Field manipulation capabilities (I.e. text reversal) Any number of index keys selected from print stream Can extract all fields from a statement

31. Plugs into all PRO transform and normalization products

32. Runs in same pass as transform

33. Add fields to pages

34. OMR marks with integrity counts

35. Barcodes

36. Control numbers

37. Add slip sheets

38. Suppress OMR, Barcodes, text fields, imagesPRO Document Enhancer

39. Server Server JES Spool USPS PDF Transform workflow Application Print Files PRO Meta to PDF PRO AFP to PDF WWW Splitter PRO JES Spool Extraction PRO Meta Normalization & Indexing Facility WWW Transform Individual sub-document packages PRO Meta to PDF PRO AFP to PDF

41. CPU cost high

42. PDFs are large or numerous

43. Disk space at a premium

44. Flexibility in contents

45. Marketing, Hyperlinks

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