Changing Composition Systems? Keep Quality Under Control
You've purchased new state-of-the-art composition software
. Now how will you know if the new versions of your documents and templates align with the legacy versions?
The question is not insignificant. It impacts quality control and regulatory compliance. Whether you migrate just a few key applications, or thousands of documents and their templates, document quality gets defined as making sure they all correspond faithfully to the original in content and presentation.
When files aren't identical at the bit level, it's difficult to determine if their content and layout are identical, even when files have the same size and name. You can't always tell from one printed proof, and it's hard to pinpoint the problem. If document versions do not agree, a host of problems can arise, from poor visual presentation to expensive job reprints and even to document compliance violations.
Even with Hundreds of Templates, Differences Quickly Identified
When CompuMail Information Services migrated to a new composition tool, they faced this problem. They had to ensure that rebuilt output using the new application was error free, and that the new templates corresponded to the originals.
CompuMail Information Services prints and mails over a million personalized collection letters a day for hundreds of clients in the collection industry. Each customer had up to 200 templates to migrate to the new platform, preferably with a pain-free, error-free process. DocBridge Delta comparison software let CompuMail Information Services accurately compare each page without printing and manually examining every line.
But not all document quality tools work at this level. Use these questions as guidelines when you compare the various document comparison software on the market today.
Check List for Document Quality Tools:
- Can it compare documents with the same or different input formats?
- Can it handle the scale of large production jobs? - Can it assist with document lifecycle checks (i.e. that what goes into the archive is what comes out)?
- How does it cut cycles out of new application workflow?
- Will it allow adjustment for comparison when pages are not correctly aligned?
- To avoid processing empty pages, does it offer comparison suppression of specified pages?
- Likewise, can it exclude page areas containing dynamic data, such as addresses or the date?
- Is it available for all common operating systems?
- Does it provide visual difference representation down to the pixel level?
In addition to looking at what the tool compares, also take into consideration how that information is presented to you. Document objects and their attributes as defined in the file must be thoroughly analyzed. The best comparison tools provide detailed listings of differences at the object level. Specialized comparison tools can display the differences visually or by generating a list. Some do both, and DocBridge Delta software, in particular, takes a very innovative approach to displaying comparison results. Two versions of a document are overlaid, much like images on like a light table. Differences are color-coded for easier identification and study.
A good comparison tool enables important application transitions with greater speed and accuracy. You gain deployment flexibility and platform portability. You can focus on your business, without worrying about the integrity of your outbound correspondence.
"DocBridge Delta has saved us countless hours and lets us proceed confidently with this large and exacting project of migrating our customers' documents to the new composition tool," said CompuMail Information Services CIO Carl Grant. "Our general efficiencies are stronger, and we can focus the business on other things, such as pushing the migration to new software to meet clients' needs. All this makes us more competitive and agile in the marketplace."
by: Carro Ford Weston
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