Case Study
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Aviation
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Aviation Leader Boosts Maintenance Processes with Documentum and Adlib
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One of the world’s largest airlines serves over 100 million passengers annually, and maintains a stellar safety record. The Engineering & Maintenance (E&M) division, which services a fleet of nearly 3,000 aircraft each year, plays a critical role in maintaining this safety record. To support stringent safety and regulatory requirements, the E&M division relies heavily on accurate, accessible, and secure technical documentation.
The company faced significant challenges in managing its extensive maintenance documentation process, which was largely manual and paper-based until 2002. Before implementing Documentum D2 and Adlib, the organization encountered various obstacles, including:
• Managing and standardizing over 2.5 million pages of maintenance documentation annually.
• Time-consuming manual documentation processes that were vulnerable to inconsistencies and errors.
• Ensuring each document was converted to a standard, accessible format for easy retrieval.
• Securing documents against unauthorized edits to maintain compliance.
• Preserving documents for long-term retrieval to meet audit and regulatory requirements.
• Documentation bottlenecks and an increased risk of errors that could delay maintenance workflows.
• Elevated compliance risks due to potential documentation errors or inconsistencies.
These challenges introduced inefficiencies, compliance risks, and the potential for maintenance delays, impacting both safety and operational effectiveness.
In 2002, the company selected Documentum as its central content management platform. In 2004, the company chose Adlib’s advanced document conversion solution from multiple other vendors to integrate with Documentum D2. Adlib’s native connector for Documentum allowed the company to seamlessly streamline the standardization and security of maintenance documentation.
With Documentum D2 and Adlib, the company has automated:
- File conversion from various different supplier formats, like TIFF, CAD, Excel, and Doc, into searchable, sharable PDFs
- All incoming files are ingested from watched Documentum folders and published in specific output folders
- Each file is delivered in a format ready for long-term preservation as per organization and regulatory standards, such as ISO
- Documents are rendered, merged and stamped with custom watermarks, headers and footers for easy retrieval and improved audit outcomes
The implementation of Adlib has streamlined the company’s document management process. By saving an estimated 5 minutes per document, Adlib’s solution has freed up 4,000 hours of manual document processing per month. Beyond time savings, the airline has gained operational efficiency by allocating resources to higher value tasks, improved compliance by eliminating errors, and assured reliability in retrieving documentation for audits or regulatory reviews. With streamlined workflows and reduced risk of documentation errors, the company minimizes delays in maintenance operations, helping protect revenue and maintain high safety standards.
“Adlib’s solution has truly made a difference in how the company handles its essential maintenance documentation. By taking over time-consuming manual tasks, we’ve been able to give their team back thousands of hours to focus on what matters most. It’s incredibly rewarding to know we’re helping them stay compliant and keep their operations safe and efficient,” shared Vidor Swamy, Account Director at Adlib. “Documentum and Adlib partnership really shows how the right technology can make a positive impact in complex, highly regulated industries.”
Thousands of the world’s largest companies trust Adlib to automate their end-to-end processes when precision, quality, scale, and speed are essential.
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Our engineering teams are constantly creating new schematics and blueprints within AutoCAD or MicroStation which need to be managed and archived. These CAD files would have far too many layers if they were not rendered so they need to be processed through Adlib first. Adlib delivers excellently converted AutoCAD renditions, which is highly important to us. These can be complex images so accurately transferring the detail is critical.
I do view Adlib as being a stronger solution than others.
Adlib is likely the best option on the market today. Adlib does a great job processing huge volumes with strong quality. Adlib is constantly online and processing files nightly 24/7. Our organization can’t really function without Adlib being operational, it is heavily embedded in the work we do.
Many people drop documents in a folder which is monitored by Adlib. Anything that is placed in our vault must first go through Adlib, so they eventually get their hands on basically any document we receive or create.
All the documents we are rendering are signed certificates ensuring that ships have been appropriately inspected. Our documents are relatively large and contain charts, graphs, and drawings. We want these rendered correctly and concisely so each certificate is accurate and professional looking. Adlib helps to add our logos, a watermark, and make the entire certificate look that much more professional. The fact that the renderings are really clean and well-formatted is a key benefit of Adlib.
When we made the decision to change rendering solutions back in 2016, we looked towards 3 separate vendors. Overall, Adlib seemed more mature as a software option.
We process all digital insurance claims through Adlib. The documents for claims can be quite robust, and commonly need to be files from many parties like police reports, fire and safety documents, and images.
I like that Adlib has designed a fairly niche product within the PDF rendering space. It is very good at what it does while remaining accurate and fast.
We initially looked at OpenText, but it didn’t meet our upfront requirements. I would happily give Adlib a positive referral. They deserve a 10 out of 10, as I view them as the strongest option available.
Adlib is integrated with Enovia, our active quality management tool. Every file type is rendered through Adlib as all materials are required to be stored as PDFs. The files we are processing can be a mixture of different things such as product specifications, ingredients, formulas, raw materials used in products, or specifics of packaging.
The majority of the documents we are rendering through Adlib are preclinical study reports, new drug developments, and general clinical documents. Due to how heavily regulated life sciences is, 100% of our documents are required to be transferred to and stored as a PDF. Working with the likes of Adlib keeps us complaint.
Adlib is fully embedded within M-Files. They have paired very well with each other which has kept us happy. When we were selecting Adlib, a key reason we did so was due to Adlib telling us how easily their software partners with other systems.