Case Study
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Public Sector
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City of Sacramento
City of Sacramento - Public Service Innovation
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How the City of Sacramento transformed public service efficiency with Adlib.
The City of Sacramento is committed to enhancing quality of life for its residents’ by delivering cost-effective public services. However, it faced significant challenges in document management across 17 departments, including:
The City of Sacramento reached out to Adlib for help addressing these issues.
Adlib implemented an automated workflow to streamline document handling:
1. Intake: Files from various departments and suppliers are dropped into a network folder.
2. Conversion: Files are converted into high quality, searchable, archivable OCR PDF/A’s.
3. Assembly: Multiple individual images are merged into single PDFs where needed.
4. Delivery: High quality files and metadata are sent to Documentum ECM for compliant archival and easy retrieval.
Adlib helps us streamline records management, which in turn helps us make our public services more cost-effective and efficient.
- Mrudul Sadanandan, Assistant Director, City of Sacramento
Efficiency
IT Costs
Compliance
Enhanced employee productivity & experience: Over 166 hours saved monthly in document processing.
Improved citizen services: Faster response and processing times enhance citizen experiences.
Cost savings: Reduced license and server costs enable better IT resource allocation.
Reduced risk: Improved compliance with PRA and other regulations builds public trust and minimizes legal liabilities.
Adlib’s solution operates so seamlessly behind the scenes that it’s virtually invisible to users. Yet, it is an essential component of our document management strategy. Without it, our document archival and retention processes would be far less user-friendly and efficient, impacting our staff, budget, and the citizens we serve.
- Mrudul Sadanandan, Assistant Director, City of Sacramento
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.