A state government manages a vast amount of data, including diplomatic cables, emails, and memos. Ensuring efficient data sharing and maintaining compliance with the National Archives and Records Administration (NARA) requirements are critical. The department's reliance on a dated ASCII-based cable system posed significant challenges in terms of data retrieval responsiveness and compliance with archival standards.
Legacy Data Sharing Practices: The administration relied on a dated ASCII-based cable system for inter-bureau communication. This severely limited the department’s data retrieval responsiveness and increased overhead costs associated with information processing.
Inability to Efficiently Comply with NARA Requirements: Each cable communication needed to be converted into a standardized PDF/A format for long-term (50 years) preservation and submission to NARA.
Integration with Internal SMART System: The new solution needed full integration with the State Messaging and Archive Retrieval Toolset (SMART), which combines all diplomatic text cables, emails, and memos into a single messaging system for classified and unclassified networks.
Adlib provided a robust automated PDF transformation solution that met the department's needs. The solution enabled the efficient processing of 500 ASCII-based cable communications per hour, converting them into standardized PDF/A format to ensure long-term preservation and compliance with NARA requirements. Adlib's solution seamlessly integrated with the SMART system, providing a unified approach to handling diplomatic communications.
"Automated PDF transformation fromAdlib has enabled us to reduce our costs associated with the delays and errorsof manual intervention within business processes."
- IT Project Manager
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