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How to design or implement an enterprise file conversion platform?

Paul Ireland

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What is enterprise file conversion? What does it mean?

Enterprises or businesses deal with a lot of documents, in multiple formats. Word, Excel, PowerPoint, PDF, PDF/A, scanned images, JPEG, TIFF, audio and video files, XML, HTML, e-mail files and many more. All these files need to be converted for many reasons: standardization, digital archiving, customer communication, regulatory compliance, internal requirements, etc. Enterprise file conversion is the process of transforming digital file formats for any use case in the enterprise.

Why would enterprises need file format conversion?

It is possible that the systems in-place have difficulties working with older formats. Think of old versions of Microsoft Word. Not every format supports backwards compatibility.

Some file formats have become de facto standards: PDF for outgoing documents, and PDF/A or TIFF for digital archiving.

Of course, enterprises have to take other criteria into account as well when looking to simplify and speed up their document-related processes.

We have prepared a free guideline for you. This document will help when selecting the right file conversion platform for your needs.

What are some key requirements you should consider for all your enterprise transformation needs?

To ensure the platform meets all your enterprise transformation requires, it must:

  • Connect with your existing enterprise content systems to allow transformations: OpenText Documentum, Microsoft SharePoint, IBM FileNet, Alfresco, Veeva Vault and e-mail systems such as POP, IMAP, Exchange or Office 365.
  • Support flexible deployment: On-premise or in the cloud of your choice: Amazon Web Services (AWS), Google Cloud, Microsoft Azure, etc.
  • Have multi-support platform: Linux, Windows or Docker.
  • Scale and grow to your needs. And ideally, support Docker & Kubernetes to allow maximum scalability during peak loads.
  • Easily be implemented by an expert team. Are there sufficient skills in the market to do the implementation? Are there companies specialized in doing the implementation?
  • Reduce your costs, in many different ways. Not requiring authoring applications (Microsoft Office, Adobe technology, AutoCAD, etc.) will for example reduce your licensing costs.
  • Support all the formats your enterprise uses: from Microsoft Office formats to image files, Photoshop documents, e-mail files and many more.
  • Generate output that is compliant with your industry regulations.
  • Help centralize document conversion throughout the enterprise: marketing, sales, HR, delivery, operations, development. All should use 1 centralized conversion platform for consistent output.

These are just some of the key requirements you should keep in mind when selecting your enterprise file conversion platform. You can find all the key requirements in our free guideline.

Download the guideline

How to know if your enterprise file conversion platform is the right one?

File conversion throughout the enterprise is a very resource intensive process. Not only resource intensive in terms of computer power, no. It also requires a lot of manual work.

Do you recognize any of these? Does your existing file format transformation software allow less and less automation? Because it is outdated? Out of support, perhaps?

How can you cope with new file formats? Do you have to purchase extra tools and software to be able to convert those new file formats?

How about regulatory compliance? Do you manually make sure that your documents meet the specified guidelines? Or is there an automated validation mechanism?

How do you design an enterprise file conversion platform? What are key requirements to look at? UI, conversion options and connectivity. How do you design an enterprise file conversion platform? What are key requirements to look at? Supported file formats, regulatory compliance and reporting capabilities.

Every enterprise needs an efficient, fast enterprise file conversion platform

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. 

DocShifter software is 10x faster than comparable solutions, easier to use 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 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 file conversion? What does it mean?

Enterprises or businesses deal with a lot of documents, in multiple formats. Word, Excel, PowerPoint, PDF, PDF/A, scanned images, JPEG, TIFF, audio and video files, XML, HTML, e-mail files and many more. All these files need to be converted for many reasons: standardization, digital archiving, customer communication, regulatory compliance, internal requirements, etc. Enterprise file conversion is the process of transforming digital file formats for any use case in the enterprise.

Why would enterprises need file format conversion?

It is possible that the systems in-place have difficulties working with older formats. Think of old versions of Microsoft Word. Not every format supports backwards compatibility.

Some file formats have become de facto standards: PDF for outgoing documents, and PDF/A or TIFF for digital archiving.

Of course, enterprises have to take other criteria into account as well when looking to simplify and speed up their document-related processes.

We have prepared a free guideline for you. This document will help when selecting the right file conversion platform for your needs.

What are some key requirements you should consider for all your enterprise transformation needs?

To ensure the platform meets all your enterprise transformation requires, it must:

  • Connect with your existing enterprise content systems to allow transformations: OpenText Documentum, Microsoft SharePoint, IBM FileNet, Alfresco, Veeva Vault and e-mail systems such as POP, IMAP, Exchange or Office 365.
  • Support flexible deployment: On-premise or in the cloud of your choice: Amazon Web Services (AWS), Google Cloud, Microsoft Azure, etc.
  • Have multi-support platform: Linux, Windows or Docker.
  • Scale and grow to your needs. And ideally, support Docker & Kubernetes to allow maximum scalability during peak loads.
  • Easily be implemented by an expert team. Are there sufficient skills in the market to do the implementation? Are there companies specialized in doing the implementation?
  • Reduce your costs, in many different ways. Not requiring authoring applications (Microsoft Office, Adobe technology, AutoCAD, etc.) will for example reduce your licensing costs.
  • Support all the formats your enterprise uses: from Microsoft Office formats to image files, Photoshop documents, e-mail files and many more.
  • Generate output that is compliant with your industry regulations.
  • Help centralize document conversion throughout the enterprise: marketing, sales, HR, delivery, operations, development. All should use 1 centralized conversion platform for consistent output.

These are just some of the key requirements you should keep in mind when selecting your enterprise file conversion platform. You can find all the key requirements in our free guideline.

Download the guideline

How to know if your enterprise file conversion platform is the right one?

File conversion throughout the enterprise is a very resource intensive process. Not only resource intensive in terms of computer power, no. It also requires a lot of manual work.

Do you recognize any of these? Does your existing file format transformation software allow less and less automation? Because it is outdated? Out of support, perhaps?

How can you cope with new file formats? Do you have to purchase extra tools and software to be able to convert those new file formats?

How about regulatory compliance? Do you manually make sure that your documents meet the specified guidelines? Or is there an automated validation mechanism?

How do you design an enterprise file conversion platform? What are key requirements to look at? UI, conversion options and connectivity. How do you design an enterprise file conversion platform? What are key requirements to look at? Supported file formats, regulatory compliance and reporting capabilities.

Every enterprise needs an efficient, fast enterprise file conversion platform

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. 

DocShifter software is 10x faster than comparable solutions, easier to use 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 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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