e-Government

• PDF (Portable Document Format) offers a level of document conversion and digital imaging to fit any need and budget, from simple image scanning, to image overlaying hidden – yet searchable – text, to fully converted text documents that can be modified and maintained over time. Once converted, this documentation can be distributed internally over a network, or externally via CD-ROM or the Internet.
• “Normal” text and “image + hidden” text-overlaying PDF files can be enhanced with bookmarks, cross-document links, Web links, security features, digital signatures, thumbnails, and interactive forms.
• Recipients of a PDF file can view, navigate and print using the Adobe Acrobat Reader – a version of Acrobat which is freely distributed by Adobe.
• Data can ‘stamp’ PDF files with watermarks after conversion to PDF, with headers, footers, date & time, diagonal text and more.
• SDS makes extensive use of Adobe PDF conversion and publishing software for OCR and document conversion.
• Committed to providing a high quality conversion product for the lowest possible rate,

Electronic publishing is the process of converting a document into an electronic format that can be easily viewed on a computer, printed, or distributed over the internet.  For example, if you have publications created in MS Word, PageMaker, QuarkXpress, etc. that you want to share with others, then electronic conversion is the way to go.  By posting electronic documents on your web site, your customers, beta testers, registered users, etc. can have access to your very latest information at any time. There are several advantages to distributing information in electronic documents, such as:

• Cross-Platform Support – Electronic formats like HTML and PDF can be viewed on most any platform. Adobe’s Acrobat Reader, which is required to view PDF files, is a free download available for the most common PC platforms, including: All Windows platforms, All Mac OS’s, Linux, IBM, SunOS, Solaris, Digital Unix, OS/2, and more. 
• Portable Documents – Electronic documents can easily be distributed via e-mail or placed on a web site with the assurance that it will look the same to everyone who views it, regardless of the hardware/software they are using. 
• Easy Browsing – Electronic documents can include hyperlinks, just like in a Web page, to let the reader instantly jump from one topic to another by clicking on the link.
• Affordable Distribution – Electronic documents are inexpensive to produce because there are no printing costs.  And, they are also inexpensive to distribute because the file size is usually small enough that they can be sent by e-mail, downloaded from a web site, or mailed on a disk.
• Easy to Upgrade – Because electronic documents are inexpensive to distribute, they are also inexpensive to upgrade and re- issue as your information changes. 

There are two primary electronic document formats that are widely supported and in use today: HTML and Adobe’s Portable Document Format (PDF).  Both formats are ideal for posting information on your web site and allow information to be presented in a compact, cross-platform file format.  A few notes about the various document types are discussed below.

HTML Documents
If you want to provide direct access to your documents on an Internet/Intranet server, HTML is still the best way to go. HTML is a text-based language that must be viewed in a web browser, such as Internet Explorer or Netscape Navigator. Although HTML is weak in the area of text formatting, it does support color graphics in .GIF and .JPG format as well as links to multimedia files, such as .AVI video, .WAV  and MIDI audio. The user, however, must have the necessary hardware and software installed to view those multimedia elements. 

HTML files (like this one) are navigated much like a Windows help file. They rely on hyperlinks and the browser’s navigation buttons to let you jump between topics. Since HTML is not very structured, it is not the best choice for producing online manuals and booklets. However, these files can be developed into HTML help systems, giving them advanced browsing features, including topic index and searching.  

In general, HTML is great for displaying information on your Web site or Intranet where “the people come to you”. If you need to send information to other people, then PDF is a much better choice.  

PDF Documents
Like HTML, PDF files also support hyperlinks to let you jump between topics.  But PDF documents are much more structured, like an electronic book. For example, if you convert a document to a PDF file and e-mail it across the ocean, when the recipient opens and prints the PDF file, they will have an exact copy of the document, including table of contents, page numbers, graphics, and index. Even the fonts are preserved! 

The only downside to PDF files is that nothing comes out of them too easily. For example, if you wanted us to convert a PDF document back to MS Word or HTML, we could extract the text exactly, but any graphics would likely be lost, or just not look very good. For this reason, it is important that you always keep your source files (the files used to generate the PDF file). Do NOT (never ever) throw away your source files because you think “I already have the information in a PDF file”. 

Although PDF files were not originally native to the web, they have since become a standard document format supported by all major browsers.  PDF files can be viewed and printed by anyone who has installed the Adobe Acrobat Reader, which is distributed free of charge by Adobe. The Acrobat Reader is available for the most common PC platforms, including: All Windows platforms, All Mac OS’s, Linux, IBM, SunOS, Solaris, Digital Unix, OS/2, and more. 

Why
Converting a document to PDF or HTML, or converting a PDF document to HTML (or vice versa) requires specialized software and people who know how to use it.  It is rarely a “push the CONVERT button and you’re done” situation. Files need to be properly prepared for conversion in advance, and often require post-conversion editing as well.  Unless you will be routinely performing document conversions, it is far less expensive to hire us than to purchase the software yourself and then commit the resources to learning it. 

Estimating Conversion Costs
ITSthe1 ability to extract and convert information from a document is entirely dependent on the method that was used to put the information into that file. Because of that, we cannot offer fixed pricing for this service. Some documents are extremely fast & easy to work with, while others require extensive preparation or post-conversion editing.  For this reason, ITSthe1 requires that you submit a sample document for us to review so we may provide you with the fairest and most accurate cost estimate possible. There is no charge for the estimate, and documents can be sent to ITSthe1 Support via e-mail, or send us a URL and we can download them from your company’s FTP site.

• For conversions to PDF, costs typically range from $0.75 – $1.00 per page

Professional Forms Design & Processing

ITSthe1 Software and Adobe Systems have teamed up to provide professional form capabilities to users of Adobe Acrobat® and the Adobe Portable Document Format (PDF).

Introducing eForm with PDF+Forms™, the first complete form design, data verification and processing system for PDF. The eForm PDF+Forms Module is available NOW!

PDF eForm Publishing

PDF+Forms works with the eForm Module, allowing any user to generate fillable forms as PDF. The Designer is also used to add point & click JavaScript rules to PDF forms, which enable client-side entry checking.

Better Than HTML Forms

PDF+Forms creates standard PDF files, which can be used within Adobe Acrobat or other PDF applications. PDF forms can be completed over the Web, using the popular Acrobat Reader. PDF forms are superior to HTML forms because they look the same as paper forms, and they can be distributed using Email or standard file transfer systems. PDF forms can also be partially completed and saved, without a live connection to a Web server.

The Paper-Digital Continuum

Forms created with eForm PDF+Forms look identical online as they do when printed. This gives users the option to complete forms online, where data is collected automatically by eForm, or print forms and complete by hand. Completed paper forms get back into the digital collection process by use of a scanner or fax.

Accurate Data Collection

Patented eForm is the only product that delivers a total data collection solution for paper and digital forms. ITSthe1 Software pioneered the use of multiple engines logic to produce the most accurate recognition available. With its recognition technology and intuitive, multi-mode data validation system, eForm is the most effective solution for quick and accurate data collection.

Applications

In today’s information driven world, data has more value than ever before. Quality data can provide many benefits: more orders, more meaningful survey results, more confident business decisions and more knowledge about your customers. While the value of data is clear, many organizations fail to collect all of the data they could because of the time, expense and tedium involved in manual data entry.

eForm Standard is a Microsoft Windows or Mac based software product that include the world’s most accurate recognition technology. eForm streamlines the collection of data from paper forms, helping organizations collect the information that they need.

Form interprets hand print, machine print, check boxes and bar codes from paper forms gathered using fax machines and scanners. After automatically processing each form, eForm highlights the illegible and invalid entries for quick operator attention. Because eForm processes the majority of the information, entry operators spend seconds verifying questionable data rather than minutes manually keying entire forms.

In the end, the data produced by eForm looks exactly like the data from your current manual system. Your business process is enhanced and streamlined.

By reducing up to 95% of your manual data entry, eForm allows you to focus on more valuable activities. eForm provides immediate access to data, allowing you to work smarter and make more informed business decisions.

An Online eForm is a collection of blank forms that are put online for people to use. The Online eForm supports online completion of forms, with data automatically processed through a data collection server, where it is processed through business rules and error checks. The data can then be routed to database, back office and XML applications, while a copy of the completed form is sent to an archive or knowledge management system for later reference. In some implementations the Online eForm can support workflow, moving the form through the organization and to its final destination.

Organizations can implement an Online eForm on PC LAN systems, on Internet Web Servers, and within popular IDM and Knowledge Management applications.

Example applications of an Online eForm include putting common corporate forms, such as those required in human resources, purchase orders, and expense reports online. Other examples include engineering forms, such as engineering change orders, bug reports, and quality control forms, or supplier forms, including reseller applications and purchase orders.

Any form used inside or outside your organization can be put into an Online eForm.

Why implement an Online eForm Solution?

Many large corporate organizations and governments are looking to eliminate paper forms and to put their corporate forms online. The tremendous cost savings in implementing an Online eForm has convinced thousands of organizations to use the Online eForm to save time and money.

Consider the costs associated with publishing and using paper forms vs. electronic forms:

*Includes: Employee time filling by hand, time routing completed form for approval, time routing form to target (HR), Manual Keying of data into application, cost of lost forms and data associated with errors in keying.
**Includes: Completing form; submitting form; processing form data into database or Back Office application.

Implementing an Online eForm

The most cost effective way to implement an Online eForm is to take advantage of investments that you already have in place, and then add the components that deliver eForm to your organization.

The Online eForm consists of the following components:

Platform – What does your organization use today to share files between your workers? Many organizations have networked systems that have “public folders” where people can go to get documents. Sample platforms that can host the Online eForm include:

Lotus Notes/Domino and Microsoft Outlook/Exchange

Open Text Livelink and MosaicSoft Docsmart and other KM systems

FileNET, IMR and other IDM systems

Standard Web Servers

PC LAN network with public disk/folders

Recognition and Capture Server – An important component if you want to process paper and digital forms through your eForm. Many users want to be able to print-on-demand and sign a form, or complete the form by hand offline. The Recognition and Capture Server converts handprint, machine-print, barcode and check-marks into digital data, just as if the user hit the “Submit” button online.

Data Collection Server – At the heart of an eForm is the data collection server. While simple HTML forms process data directly to the Web server, the Data Collection Server validates the data, compares the data against business rules, does calculations and database lookups. This makes sure that data is valid before it is placed into database, back office or XML applications.

Form Archive and Taxonomy – An often overlooked requirement for eForm processing is archiving completed forms into systems that allow them to be viewed at a later time. This is valuable for management activities as well as customer service functions. The completed forms are stored automatically into the correct location in the system, and index/search keywords populated into the retrieval system. Stored versions of completed forms can then be found through search engines or folder locations – over the LAN or the Internet/Intranet.

Connections to Data and Archive Systems – Connect Agents are the best way to connect your forms to data and form archive targets. Just point and click and Connect Agents take care of the rest.

Using eForm – Once your Online eForm is in place, you will want people to be able to use the blank forms. By supporting HTML and/or PDF versions of forms you have complete control of the Online eForm. If you need to publish corporate forms, then PDF forms is the standard corporate solution. If you need “zero client” support, then HTML forms are ideal. Or segment your Online eForm to offer both versions.

Digital Signatures – Where digital signing of forms is desired, Adobe Acrobat provides the best solution. Acrobat supports built-in private keys as well as those from Entrust, Verisign and other signing authorities.

Summary

Implementing an Online eForm is easy with HTML+Forms and PDF+Forms. These integrated solutions include everything you need: Point & click form design, support for paper, HTML and PDF formats, recognition & capture, data collection, and robust Connect Agents for data, image and XML integration

ITSthe1 Solutions has introduced revolutionary support for XML, the Extensible Markup Language, that allows organizations to take existing paper, HTML and PDF forms and connect directly to XML e-commerce, e-business and server applications.