Management of Document Archives Made Easy

by Adalbert Nübling

In daily business, it is normal for extensive document elements from greatly different sources to be stores in SAP archives. These documents, generated many years ago by scanner as TIFF or PDF files, can come from internal or external sources and various areas of operations, and may have been processed by different persons. All documents are in different formats, in different degrees of quality and stored in different archives. This leads to confusion and the difficulty of viewing or further processing these documents quickly and efficiently. We at SEAL Systems can show you that the storage and viewing of these documents can also be done quickly, efficiently and without nerve-racking work steps. With ArchiveLink XSA, your software for management of document archiving, hundreds of thousands of documents available online can be standardized and migrated in one step.

Let’s take as an example, personnel management. Perhaps you know this from your own experience: often all documents relating to personnel – from health insurance certificates to job applications – are saved in different file formats and stored in different archives. Some pages are perhaps difficult to read, because they were scanned either crooked, or in the wrong resolution. Certain source formats in turn, such as multiple-page TIFF files, can’t be viewed at all, as this format is not supported by the viewer being used. As more and more businesses now have portal solutions at their disposal, these personnel documents must be available online and always accessible by employees. For SEAL Systems AG, your experts in the area of output management and conversion, this does not present a problem.

ArchiveLink

Migration during running operations

If all these documents now need to be stored in a uniform format and one single archive, all source files in TIFF or PDF format are first converted to Standard PDF/A-2B. Documents which, in turn, are to be compiled from numerous partial materials are compiled into a document set and stored in the new target archive. For other source formats such as JPG or TXT, a relocation is made to the new target archive. This migration is normally done during running operations without restricting the workforce in its activity. Conversions are done per employee, with the motto “tonight in TIFF, tomorrow morning in PDF”. Moreover, the entire process is carried out in such a way that future HR documents and personnel files are now basically converted directly to PDF/A-2B in the archiving process and stored in a predefined target archive. In the largest project of this kind to date, SEAL Systems AG migrated 800,000 personnel documents of 33,000 employees for a company in the mechanical engineering sector.

For the customer, such a migration project brings numerous advantages: it not only significantly improves the quality of the documents, but also achieves a standardization of all formats to PDF/A. All documents can now be viewed with a standard viewer such as Acrobat Reader. Automatic stamps and watermarks be also be applied to the documents. Cumbersome searching, manual conversions and viewing difficulties fall away through the migration, saving employees a significant amount of time. A further plus: initial expenditures and project risks are manageable through the use of a standard product.

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