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Document conversion software for enterprises: which solution should I choose?

Paul Ireland

  • April 1, 2021

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What is enterprise document conversion, and how does a document conversion software impact your business?

Enterprise document conversion is the process of converting different digital file formats into other formats so that they can be used in various business processes (standardization, customer communication, digital archiving,  sharing and collaboration, etc.) and applications (CRM, ERP systems, etc.). The whole idea is to make file formats accessible, readable and shareable internally and externally: with stakeholders, other departments, etc.

Document conversion software is the software that is responsible for the file format conversion. File format conversion, depending on the number of documents, can be a background process. Converting just a few documents to PDFs, for example, is easy and can be done via desktop tools. Just open Microsoft Word and save the document as a PDF. And repeat this for your 100 documents. 

But when talking about enterprise document conversion, the number of documents grows immensely.

When you have 100.000s of documents to convert to PDF or PDF/A, choosing the right document conversion software for your business is crucial. We’ll explain the three most important features of a true document conversion software that add value to your business.

1. A true document conversion software should be fast(er)

Most organizations, without even realizing it, are not directly converting documents to PDF. Instead, they first have to open the source file in the application where the original document was created. This ‘authoring application’ can be a Microsoft Office application (Word, Excel, PowerPoint) or Adobe technology, for example. And then a PDF is created from those applications. This indirect process is significantly slowing down the whole document conversion. An ideal software that doesn’t need this intermediate step will work much quicker and is definitely the right choice for organizations with large volumes to convert.

The speed of your document conversion software is also impacted by its speed of enriching documents: adding headers, footers, bookmarks, table of content (TOC), hyperlinks, security, watermarks, … All these enrichments may be legal/regulatory requirements, so you can’t go without them. 

Classically, the PDF document created will be uploaded to different tools in order to add all necessary elements. This manual work is not only increasing the risk of errors, but it’s also slowing you down. A conversion software that offers both conversion and enrichment capabilities, is clearly a lot faster and reduces your dependence on having other tools to enrich the documents. 

What is an enterprise document conversion software How does it speed up your document conversion
A document conversion software that provides both conversion and enrichment capabilities, will speed up your document-related operations drastically.

2. A true document conversion software should help reduce costs

All authoring applications (such as MS Office or Adobe technology or AutoCAD etc.) require licenses. And these licenses come at a cost. Plus, the software also needs maintenance. If you can convert your documents directly without requiring the original application, this will result in huge cost savings.

The same goes for OCR: extra tools, plug-ins and add-ons you might need to perform OCR on the converted documents. They also come with licensing costs. An all-in-one document conversion solution is not only much faster, but will work great for your budget.

Have we mentioned the manual work? Document enrichment is very labor-intensive. Converting a Word document to PDF via Adobe takes no more than 5 seconds, but enriching (managing hyperlinks, adjusting zoom levels, adding headers & footers, watermarks, bookmarks, merging documents, creating searchable documents etc.) and re-routing it to the right repositories is the most time-consuming task of the document conversion process. If this has to be done for thousands of documents, you or your employees will spend lots of time (days or weeks probably) doing repetitive manual work that can be automated by an efficient document conversion software.

Illustration – Converting Microsoft Office files to PDF using authoring applications

3. A true document conversion software should help reduce manual work

Avoiding manual work as much as you can: that’s where an ideal conversion software should add value. Downloading content manually to the computer desktop, for example from email repositories or document management systems, and then uploading it to the conversion tool? The right document conversion software can do much better: it will automatically take content from any location(s), convert it to desired formats and send it back to the right location(s). 

Other manual steps can be eliminated too, such as the use of optical character recognition technology (OCR). Rather than having to use a separate OCR tool, the perfect document conversion software should have built-in OCR as part of the document conversion process. Saving you valuable time, while reducing your dependence on manual tools. 

This maximum automation in one platform will give you the greatest ease of use. You don’t need to check what the document will look like in Microsoft Word versus Adobe. No more wondering whether colors, titles and other settings will appear in the same way. You just control everything from one platform before converting documents. 

How does automated document conversion work? How does it speed up document conversion? Blogpost by DocShifter - enterprise document conversion software.
The cost of manually converting and enriching documents is just too high. And the risk of non-compliance in regulated industries. A true document conversion software should solve these problems.

Every company requires an efficient document conversion solution

Many companies in different industries (insurance, banking, HR, automotive, aviation, life sciences and healthcare, IT integrators) use DocShifter to speed up and simplify their document conversion and enrichment processes. For all their content and formats including: Microsoft Office files, HTML, XML, e-mail and attachments, PDF and PDF/A documents, scanned images, audio and video files and many more. 

DocShifter software is 10x faster than comparable solutions, easier to use, produces high quality output and doesn’t need authoring applications (MS Office, Adobe technology, AutoCAD etc.) to run. Saving you valuable time. Reducing your IT and infrastructure costs. Speeding up your file format and PDF conversion operations. 

Looking for an automated document conversion software that can convert and enrich your 100.000s of documents at lightning speed? 

Contact us today or schedule a demo. 

What is enterprise document conversion, and how does a document conversion software impact your business?

Enterprise document conversion is the process of converting different digital file formats into other formats so that they can be used in various business processes (standardization, customer communication, digital archiving,  sharing and collaboration, etc.) and applications (CRM, ERP systems, etc.). The whole idea is to make file formats accessible, readable and shareable internally and externally: with stakeholders, other departments, etc.

Document conversion software is the software that is responsible for the file format conversion. File format conversion, depending on the number of documents, can be a background process. Converting just a few documents to PDFs, for example, is easy and can be done via desktop tools. Just open Microsoft Word and save the document as a PDF. And repeat this for your 100 documents. 

But when talking about enterprise document conversion, the number of documents grows immensely.

When you have 100.000s of documents to convert to PDF or PDF/A, choosing the right document conversion software for your business is crucial. We’ll explain the three most important features of a true document conversion software that add value to your business.

1. A true document conversion software should be fast(er)

Most organizations, without even realizing it, are not directly converting documents to PDF. Instead, they first have to open the source file in the application where the original document was created. This ‘authoring application’ can be a Microsoft Office application (Word, Excel, PowerPoint) or Adobe technology, for example. And then a PDF is created from those applications. This indirect process is significantly slowing down the whole document conversion. An ideal software that doesn’t need this intermediate step will work much quicker and is definitely the right choice for organizations with large volumes to convert.

The speed of your document conversion software is also impacted by its speed of enriching documents: adding headers, footers, bookmarks, table of content (TOC), hyperlinks, security, watermarks, … All these enrichments may be legal/regulatory requirements, so you can’t go without them. 

Classically, the PDF document created will be uploaded to different tools in order to add all necessary elements. This manual work is not only increasing the risk of errors, but it’s also slowing you down. A conversion software that offers both conversion and enrichment capabilities, is clearly a lot faster and reduces your dependence on having other tools to enrich the documents. 

What is an enterprise document conversion software How does it speed up your document conversion
A document conversion software that provides both conversion and enrichment capabilities, will speed up your document-related operations drastically.

2. A true document conversion software should help reduce costs

All authoring applications (such as MS Office or Adobe technology or AutoCAD etc.) require licenses. And these licenses come at a cost. Plus, the software also needs maintenance. If you can convert your documents directly without requiring the original application, this will result in huge cost savings.

The same goes for OCR: extra tools, plug-ins and add-ons you might need to perform OCR on the converted documents. They also come with licensing costs. An all-in-one document conversion solution is not only much faster, but will work great for your budget.

Have we mentioned the manual work? Document enrichment is very labor-intensive. Converting a Word document to PDF via Adobe takes no more than 5 seconds, but enriching (managing hyperlinks, adjusting zoom levels, adding headers & footers, watermarks, bookmarks, merging documents, creating searchable documents etc.) and re-routing it to the right repositories is the most time-consuming task of the document conversion process. If this has to be done for thousands of documents, you or your employees will spend lots of time (days or weeks probably) doing repetitive manual work that can be automated by an efficient document conversion software.

Illustration - Converting Microsoft Office files to PDF using authoring applications

3. A true document conversion software should help reduce manual work

Avoiding manual work as much as you can: that’s where an ideal conversion software should add value. Downloading content manually to the computer desktop, for example from email repositories or document management systems, and then uploading it to the conversion tool? The right document conversion software can do much better: it will automatically take content from any location(s), convert it to desired formats and send it back to the right location(s). 

Other manual steps can be eliminated too, such as the use of optical character recognition technology (OCR). Rather than having to use a separate OCR tool, the perfect document conversion software should have built-in OCR as part of the document conversion process. Saving you valuable time, while reducing your dependence on manual tools. 

This maximum automation in one platform will give you the greatest ease of use. You don’t need to check what the document will look like in Microsoft Word versus Adobe. No more wondering whether colors, titles and other settings will appear in the same way. You just control everything from one platform before converting documents. 

How does automated document conversion work? How does it speed up document conversion? Blogpost by DocShifter - enterprise document conversion software.
The cost of manually converting and enriching documents is just too high. And the risk of non-compliance in regulated industries. A true document conversion software should solve these problems.

Every company requires an efficient document conversion solution

Many companies in different industries (insurance, banking, HR, automotive, aviation, life sciences and healthcare, IT integrators) use DocShifter to speed up and simplify their document conversion and enrichment processes. For all their content and formats including: Microsoft Office files, HTML, XML, e-mail and attachments, PDF and PDF/A documents, scanned images, audio and video files and many more. 

DocShifter software is 10x faster than comparable solutions, easier to use, produces high quality output and doesn't need authoring applications (MS Office, Adobe technology, AutoCAD etc.) to run. Saving you valuable time. Reducing your IT and infrastructure costs. Speeding up your file format and PDF conversion operations. 

Looking for an automated document conversion software that can convert and enrich your 100.000s of documents at lightning speed? 

Contact us today or schedule a demo. 

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Compliant, fast, automated and scalable
file format conversion for the regulated enterprise.

See what our beloved customers have to say about us:

"DocShifter is converting 36.000 documents per day, coming from all over our company (and external). We have no control over what is coming in. And still the failure rate is below 1%.

And what really sets it apart from what we were doing before, DocShifter tells us what went wrong, so we can act upon the documents that did not convert".
Operations Manager Large European Bank
"DocShifter will save us over 750 hours of manual work per year. And we expect the time savings to increase as we continue to expand our use of DocShifter.

This is significant for our clients who need the eCTD sequences to be published quickly, accurately and efficiently. "
Jennie MayDirector, Regulatory Operations - PharmaLex
"Very powerful tool for document conversion and generation. The DocShifter software goes further than our current needs, and from my point of view quite unique in the industry. Quick adaption due to user-friendly workflow creation functionalities. Possibility to create workflows in a user-friendly (non-IT) way. Possibilities for seamlessly integrations into existing solutions."
Kris V.ITS Business Partner, Clinical Development
"We are using DocShifter in conjunction with Documentum software. The rendition performance that is observed so far is more than 4000 documents per hour (on 1 single instance). The output provided is fully compliant to health authority specifications (FDA, EMA, PMDA, HC, SwissHealth, etc.) and is configurable for different countries. A true enterprise document conversion solution.”
Piyush J. Solution Manager
"We use DocShifter to prepare compliant, submission-ready PDF renditions for all regulatory content.

The product is reliable, extremely fast and produces output that is compliant with multiple Health Authorities."
Large US biotechnology companyRegulatory Information Systems Manager
"We implemented DocShifter into production and have converted over 35.000 documents. Our failure rate has dropped from over 10% to well under 0.1%. We have seen an astronomical improvement in our document conversion processes thanks to how easy DocShifter was to implement and to use. In the course of 12 months, we are going to convert more than 100.000 documents with DocShifter. Fantastic document conversion solution!”
Chris B. IT System Administrator - PeopleScout Technology
"We have documentation in different languages, but when converting everything to PDF for submissions, things got complicated really fast. Our rendition engine couldn't cope with all those fonts, and we lost a lot of time fixing problems that weren't supposed to be there in the first place. We decided to make a switch to DocShifter. Scalability during our peak times, ability to deal with multiple fonts, automation (conversion of source documents to simultaneous submission-ready PDFs for multiple health authorities) and performance. These are just some of the things that make DocShifter such a powerful rendering engine."
Jade O. Document Management Professional
"We selected DocShifter for the incredible ease-of-use, the simple configuration and implementation, the high-quality ICH compliant output, and the huge number of formats supported. Performance is excellent, and we reduced the number of rendition servers by a factor of 3. All of this, plus the company’s responsiveness made it an easy choice."
Regulatory Operations & Global Submissions SpecialistLarge pharmaceutical company
"DocShifter powers the document conversion solution in Generis’ new CARA cloud offering. “We already support many joint customers who have advanced document conversion requirements met by the integration of DocShifter with CARA. We are now happy to be able to offer this on a pre-built package with New CARA on our cloud for such customers.”
James KelleherCEO - Generis
"As we are in the middle of a paradigm shift from analogue to digital in Japan, I have been looking for the right solution to support this for many years. In DocShifter we have found a company with solutions that have been selected by organizations of all sizes because of their responsiveness, cost-effectiveness, class-leading performance and unique capabilities that rise above the competition.”
Kosuke OmodaPresident - eSA Japan
"One of the things we love about DocShifter is the graphic interface to configure file transformation flows. The user interface is very simple to use and rare to find within other similar document conversion products. Wide selection of connectors to different solutions (EIM & DMS systems) make DocShifter a great choice for our company as well. We also are very happy with the customer support we receive: extremely friendly and prompt.”
Nikita L.Information Management Consultant
"With DocShifter, we are seeing better performance with even less resources, compared to our previous solution. The deployment is very easy, and the utilization of hardware/software resources are extremely efficient. Thanks to DocShifter's architecture and not needing Office applications, we were able to save a lot of money and resources by the switch.”
Istvan V.Solution Architect
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15 years of experience in automating, simplifying and speeding up document conversion.
For all regulated industries. 

 

 

Rated 5 stars on Gartner’s Capterra platform.

DocShifter document conversion solution is rated 5 starts by our customers on Gartner's Capterra platform.

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