Overcome your daily document challenges with Vision’s managed document solutions – effective document compression and conversion

Improve your information and knowledge sharing with a Vision managed document solution.Find out more

Common Challenges

  • To send large images and PDF files across the network
  • Whether sending files via email or uploading to a repository such as Microsoft SharePoint or Therefore, large files can be cumbersome, not only for the user that is uploading, but also for users that want to access this.
  • File size limitations when emailing and storing
  • Many mail servers have file size restrictions when either receiving or sending attachments and often reject emails that exceed the limit. Storage limitations such as size limits on Outlook inbox folders, backup storage, etc. can be very frustrating. For example: an Account manager may send a business critical email with a large attachment such as a tender to their customer without realising that they have not received this. Not all mail servers instantly reply with a rejection notification and this delay could be the difference between winning and losing a tender.
  • Sharing information with limited bandwidth
  • Mobile workers often need to be able to retrieve and send documents and attachments while out on the road. Data caps and slow connections are major factors, exceeding data caps usually incur additional charges or a reduction in data speed. For example: wireless 3G connectivity can be intermittent when working on public transport. Downloading a large file can be time consuming especially when connectivity drops in and out.
  • Editing paper and image documents
  • Paper and digital documents that are received via fax, post or email sometimes need to be edited or the information needs to be extracted. For example: a price list from a supplier that has been sent to the buyer in PDF format.
  • Finding information within paper documents or image files
  • Users that receive and handle vast amounts of paper often need to find specific information within these and it can be time consuming searching through piles of paperwork. For example: legal firms are still predominantly using paper for their records and case files, therefore searching and trying to find specific information (such as evidence, witness details, testimonies, dates…) can be very time consuming.
  • Cost of storing large documents onsite or in the Cloud
  • Storage costs, whether on-site or in the Cloud, can be costly especially as more and more large files are uploaded requiring an increase in storage space. Not only is there a storage cost but this can be time consuming as well. For example: Cloud storage fees can be priced at a per gigabyte rate.

Solution

An easy to use managed document solution that allows users to transform images and PDFs into different electronic formats, with the ability to compress and index.

Compression enables you to dramatically reduce the size of image files and PDFs without compromising quality up to 50 times smaller than the original file size. Conversion provides numerous output formats to suit specific business needs and converts document images into fully editable and searchable formats.

Benefits

  • Increase sharing of information without compromising visual quality and legibility
  • Powerful compression means that image files, PDFs and paper documents can be converted to a highly compressed PDF that is fully searchable and at a fraction of their original size, whilst still retaining quality.
  • Users can simply drag and drop the image or file into the main application window and choose PDF as the output format to quickly compress the file. Alternatively a watched folder can be set up where users can drag and drop files into this folder so that the process can be run in the background with the compressed file being outputted to a predefined folder. Users can then share, store and retrieve these files quickly and easily. There is no change in the file format and the compressed PDF file can be opened with any standard PDF viewer.
  • Avoid undelivered emails by ensuring your attachments are email size compliant
  • Compressing large files will allow users to send attachments via email with minimal concerns about email file size limitations ensuring that the intended recipient will receive this in a timely manner. For example: an Account manager can compress their large tender file to a PDF file that is within the email file size limit and send this off to the customer.
  • Save time and data usage when accessing documents from mobile devices
  • Ideal for mobile workers with laptops and mobile devices with 3G or wireless connectivity. Smaller files means quicker downloads. Smaller files will mean the user will be able to download them quickly and often mobile devices such as smart phones have limited storage space. Additional charges and/or slowdown in data speeds when data caps are exceeded can also be minimised.
  • Save time recreating paper or image documents
  • No need to re-type paper or digital documents such as PDFs. These can be scanned and/or converted into multiple editable output formats such as word and Excel. For example: buyers often receive updated price lists from their suppliers and in some cases they get this as a PDF file. To update their master price list, the buyer can either request the spread sheet from the supplier, key this information in manually or they can convert this PDF to an Excel spreadsheet where they will be able to extract the information and input this into their master price list.
  • Save time finding information by converting documents into text searchable files
  • Paper documents and image files can be scanned and/or converted into multiple output formats where the user can now search for specific parts based on keywords or phrases. For example: business cards are exchanged daily at meetings, corporate events, tradeshows etc. The business cards can be scanned into the application and the information they contain can be extracted and integrated into Outlook instead of having to retype all the contact information into Outlook.
  • Reduce cost of storing large documents onsite or in the Cloud
  • Compressed documents mean much less storage space requirements both on-site and in the Cloud and hence lower storage fees. The files can also be uploaded and accessed much quicker.

To learn more about the benefits of Vision’s managed document solutions as part of a fully managed print solution, call 08449 808700 or email sales@visionplc.co.uk

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