A European Legislative Administration Gets 22 Languages Talking in One Voice with Document Automation from Adlib

Background

A European legislative administration comprises 22 distinct committees, each operating in its native language. The administration relies on a team of over 800 translators and lawyer-linguists to ensure the availability of agendas, reports, and official records in each of the 22 languages before meetings. This task is managed by the Distribution Service department, responsible for designing and executing a complex, cross-border, multi-lingual document workflow.

Challenges

The legislative administration faced several challenges in managing its document workflow:

1. Complex Document Handling: Each committee meeting required documents to be drafted, reviewed, translated, converted, uploaded to a web server, printed, debated, and amended. These documents often originated from different authors, existed in various formats, and were in any of the 22 official languages.
2. Manual Processes: Initially, the distribution team depended on content contributors to convert their documents to PDF format and submit them via email. This led to missed emails, improperly converted files, and the need for a large team to manage the workflow.
3. Compilation Issues: The team had to manually compile documents created earlier in the process, ensuring correct order, using the most recent versions, and applying all relevant header/footer and watermark data before sending them off to the printers for production.
4. Human Error: The process was heavily reliant on human effort, and each mistake carried severe implications, potentially resulting in legislative delays.

"Each committee meeting requires a set of documents to be drafted, reviewed, translated, converted, uploaded to a web server, printed, debated, and amended. Parts of each document often originate from different authors and may exist in various document formats, and of course, the content can be in any of the 22 official languages."
- Head of Distribution Services

Adlib Solution

Adlib implemented an automated workflow that transformed the legislative administration's document handling process. Key features of the solution included:

1. Automated Document Ingestion: The system ingests all submitted documents, automatically converting and assembling them into print- and archive-ready PDFs.
2. Dynamic Formatting: The solution applies language watermarks, creates footers with dynamic page numbering, and generates filenames and version codes for each document.
3. Streamlined Uploads: Every committee meeting is created as a unique event in the database, with each document and language assigned a unique pathname. Users can upload their content in any format to that path, entering it into the workflow.
4. Efficient Distribution: The finished PDF is uploaded to a web server, readily accessible to committees and the public, and automatically directed to print servers to create immaculate hard copies in line with the committee's pagination and binding standards.
5. Flexibility for Foreign Delegations: The system's flexibility allows it to be used by foreign delegations and non-EU countries, enabling seamless document workflow even during international diplomatic missions.

"Once or twice a year, we have a delegation visiting a developing nation in Africa, and we must support their document needs. Adlib is so flexible that we can easily add a few scripts to an Adlib installation on a laptop, allowing us to take our workflow with us anywhere in the world. This eliminates many headaches when away from headquarters, letting the delegation focus on their important diplomatic work,"
- the Head of Distribution Services

Outcomes

The implementation of Adlib's automated workflow brought significant improvements to the legislative administration:

1. Enhanced Interoperability: The new system delivered mission-critical technical and organizational interoperability, ensuring smooth collaboration among multiple departments.
2. Reduced Manual Effort: Automation reduced the need for error-prone manual processes, freeing up the team to focus on more strategic tasks.
3. Improved Document Accuracy: The automated system ensured that documents were correctly formatted, compiled, and distributed, minimizing the risk of legislative delays due to human error.
4. Scalability and Reusability: The workflow framework could be easily reapplied to other use cases, enabling the administration to scale its operations effectively.
5. Global Accessibility: The flexibility of Adlib's solution allowed the administration to support document needs during international missions, ensuring seamless workflow regardless of location.

In summary, Adlib's advanced PDF rendering capabilities significantly improved the legislative administration's document management process, demonstrating the transformative impact of interoperability and automation in a complex, multi-lingual environment.

‍