What Makes a Document Management Software Good?

What Makes a Document Management Software Good?

In the digital age, the need for a document solution is growing as fast as the stacks of paper that pile up in your office and the files that accumulate in your database. Short of wildly setting everything ablaze, companies must resort to document management software in order to handle information of all shapes, sizes and formats.

The question then becomes: what defines good document management software? The software should be able to shrink file sizes, transform scans and other images into text-searchable files, and fit into any business system without major interference. Most importantly, it should provide substantial return on investment shortly after implementation. With these functionalities, organizations can simultaneously improve business efficiency while eliminating their fears of being overwhelmed by bloated file sizes and misplaced documents. Let’s explore these use cases further.

1. Text-searchable files and system integration

Frontier Farm Credit is an institution providing financial services for the agricultural sector that receives large, non-searchable files on a daily basis. Due to the difficulties in handling these files, they sought a solution that could apply optical character recognition (OCR) to make documents text-searchable, as well as integrate well with OnBase, their existing document management system.

Using Foxit’s PDF Compressor, Frontier Farm was able to convert their TIFF and PDF files to a text-searchable format to enable simple, instant keyword search with OCR. PDF Compressor was integrated into their pre-established workflow with minimal disruption, facilitating swift and smooth adoption by employees and satisfying the client’s requirements.

2. File compression and image quality preservation

American Radio History, a site that makes documents and periodicals of the radio and television broadcasting industry available to internet users, needed a better solution to address the blurry text and large image files in their information database. They wanted to be able to provide faster Download times for users, while still retaining high image quality after file compression.

After implementing PDF Compressor, American Radio History reduced hefty file sizes by up to 100x for faster email and download speeds. Even further, the software produced files with better compressed image quality compared to their previous solution. By utilizing lossless file compression techniques, PDF Compressor successfully fulfilled both criteria without sacrificing one for the other.

3. File conversion and efficient storage

Black & Veatch, a global EPC company, was struggling with Homeland Security-related documents in their workflow due to the large variation in file types and inefficient file sizes. The documents in question ranged from color to black-and-white, with complex layouts, and had to be converted into PDF files for proper database storage. As the documents contained time-sensitive information, it was critical that they could be viewed quickly and accessed by the relevant people.

Using Foxit’s PDF Compressor, the company was able to achieve compression ratios of 9x to 10x, facilitating swift file transfer between the Homeland Security network and Congress. The standardization of the various file types into PDF format also protected their data and established a universal format for easier viewing across devices and platforms. By incorporating a compression software into their workflow, Black & Veatch was able to more easily store their documents in databases, better meet their deadlines, and save invaluable time through faster document transmission.

Every company needs an efficient solution for document management. Explore other success stories and learn how PDF Compressor has been able to transform business processes in every industry.

Contact us to learn more.


Leave a Reply

Your email address will not be published. Required fields are marked *


*