We have been converting divergent documents into a unified format such as PDF for many years now. For many reasons.
In knowledge-driven industries, the need for standardization is often highly motivated by regulators. For example, in Life Sciences, the introduction of the electronic Common Technical Document (eCTD) has accelerated the move from paper to electronic formats. In other industries, archiving needs have led to massive content transformation as well. Transformation to de facto standards such as PDF/A ensures that documents are secure for the long term.
Many large companies have had these solutions in place for several years already. The rendering solutions that are in place today, were often implemented along with the document management system.
Today many companies are reviewing their document management strategy. Some have already started to review their rendering strategy as well.
We have asked these leading companies what made them rethink their strategy and question the solution set that was in place.
- Their current rendering process is too slow, and a resource hog. This results in higher cost for infrastructure. On top of this, the infrastructure dedicated to rendering remains largely unused due to variations in load.
- The process does not scale, and has a hard time dealing with peak loads. The infrastructure foreseen is therefore over-dimensioned, again leading to additional costs. Rendering farms are often over-dimensioned by a factor of 3, purely in order to deal with these peak loads.
- The rendering process is halted due to memory leaks, which requires a restart of the machine. On top of that, pop-ups like ‘Are you sure?’ interrupt the process, leading to time costs due to the need for human intervention.
- Every user and every conversion server must have Microsoft Office, Adobe or other licenses installed, which has a big impact on licensing costs.
- The number of input formats per tool is limited. That’s why multiple tools are being used throughout the organization to deal with an ever-growing number of file formats, in particular during this time of numerous company mergers and acquisitions. This leads to inconsistent output.
- The desired output is not configurable. Manual interventions are needed after conversion to ensure compliance with internal or external rules. This increases the risk of human error.
Often, the reason for these shortcomings is purely architectural. The tools companies are using were designed years ago with a particular goal in mind but are not able to keep up with today’s technology anymore.
But time has moved on, the world has evolved, and today there are alternatives.
As you might have guessed, we do things differently. If you are interested how, drop us a note at firstname.lastname@example.org or visit our webpage about compliant rendering to get insight into a modular solution.
Time to rethink.