To Convert or Not Convert—That Is the Question When Managing Multiple Document Formats

Complying with federal regulations, streamlining workflow, and managing assets more efficiently are increasing the need for businesses to capture and store their corporate information. Many document and image formats exist to facilitate the processing and storage of this information. Companies often need to manage both standard formats, such as PDF, MS Word, and TIFF as well as proprietary formats, developed to fulfill industry-specific needs, like ABIC, AFP, and DICOM.

In a typical workflow process, personnel responsible for reviewing or accessing documents are usually required to have the creator application installed on their workstation. While this can be an effective solution, it is not the most secure, the fastest, or the most cost efficient. Companies following this approach are dependent on many different applications and incur additional costs for purchasing software, upgrading existing users, training users on multiple applications, and maintaining individual workstations. The company’s infrastructure also becomes more complex in order to support the variety of applications and the ability to distribute multiple document or image formats.

Traditionally companies addressed these challenges by converting documents or images to a standard, portable format. Conversion solutions can effectively automate conversion processes and standardize formats. However conversion also introduces an extra step into the process, requiring more time in an already lengthy process.

An alternative, that is becoming more prevalent due to the growth of content repositories, is the use of a web viewer with built-in support for multiple formats. Viewers are flexible solutions that can act as stand-alone applications or be integrated into larger solutions or applications. They are generally available as client-based or web-based solutions.

Working with and managing multiple document and image formats does not have to be a complicated, time-consuming, or costly process. Companies have the potential to greatly increase their productivity by making an informed decision on whether a conversion or viewing solution best fits their needs.

Some important questions to consider when deciding between these two solutions:

  • Why do you need to convert files? Would a universal viewer be a more appropriate choice?
  • How many document or image formats do you need to support?
  • Would 3 second access to documents improve process throughput and profitability?
  • How many users do you need to support?
  • Would access to documents and images over the Web be beneficial to your users?

Learn More About Document and Image Conversion

  • PDF to TIFF - Streamline workflow and standardize how images are viewed across your organization.
  • PDF to JPEG - Convert PDF to JPEG directly and rapidly, without having to invoke a print driver or any other external application.
  • AFP to PDF - Create applications that directly convert IBM ImagePlus MO:DCA (AFP, IOCA and PTOCA) documents to searchable PDF.
  • MS Word to PDF - quickly and efficiently convert and standardize their documents from MS Word to PDF files for easy archiving and display.

Receive a complimentary review and analysis to help you determine whether a conversion or viewing solution is right for your company. Contact us through our website or by phone at 617-607-2010.