The business enterprises have one thing in common- a massive load of data information in the form of documents, invoices, receipts, sheets, etc. Trying to manually handle all the complex and extensive data can be a strain on the employees and also increase the chances of errors. To help sort out the issue of handling data and information enterprises can opt for output management systems which will take care of the entire process once the system is installed and initialized.

Confidential documents need extra care when being distributed through the systems. Not all employees or external sources have access to those documents. The output management system ensures that the system is secure and the confidential information will remain confidential. Filters with various controls can be added to screen the documents and allow access only to the required ones.

Document Conversion Solutions is a part of the output management system. The software converts the documents from one format to another while ensuring the safety of information in the documents. This helps to store the documents in neutral formats for the long term. 

If a business already has an enterprise system solution in place to handle the administrative works, they need not worry. Most of the output management systems can be integrated into the existing systems with ease. Moreover, it is a one-time process. This solution system will help in managing all the output information and in streamlining the functions associated with it.

In fact, there is a corporate Document Conversion Server available which helps the companies convert their files on a company-wide basis automatically. Imagine the amount of time it would save the companies. 

Document Conversion Solutions can be integrated into the following systems.

SAP System

• The additional functions such as adding a stamp or a watermark for extra status information, notes, signature pages, etc. can be handled by the system. The conversion server has a user interface which helps in tracking the process of the archiving according to the given parameters. 

Teamcenter

Converting files into PDF or TIFF is a regular procedure offered by the document management system. Editing, converting the additional graphic, CAD, Office formats to neutral formats automatically can be done by the conversion system solutions. 

SharePoint

• This is a web application that covers the typical applications of an enterprise. The contents and metadata are managed by the administrators while the search functions are made available to the users. The documents go through the set filters, automatic processing steps before reaching the user.

Via Email

• Requesting conversions of documents via email has become easy. The received emails can be forwarded to a special exchange mailbox. The conversion process will start automatically based on the pre-sort orders given to the system. The parameters can be set in advance based on which the documents in the mail will be converted. 
• Once the conversion process is completed, the employee can be informed about it via an email. This will help them continue with their work while the conversion process is going on in the centralized server. 

CallBack 

• This system is useful for enterprises who prefer to use a web-based application which does not load the conversion solution system into their centralized system. 
• The enterprises will send the files that need to be converted or rewritten to the designated company handling the output management system. The company will then process the documents for conversion based on the given parameters while keeping the data absolutely secure. 
• Once the conversion process is complete, the company will call the web service of the enterprise to inform the conversion status of the files.

Document Conversion Solutions does the following conversions for the enterprises. 

PDF/A: This is the neutral and long term format in which the data is stored by the enterprises.

• CAD Conversion Office and Outlook Conversion Stamps and Watermarks Digital Signature Optical Character Recognition

• CAD Conversion
• Office and Outlook Conversion
• Stamps and Watermarks
• Digital Signature
• Optical Character Recognition

The output management systems make it easier for enterprises to handle complex file conversions. Installing these systems saves the enterprises time and money by reducing the error that occurs from manual work.