Company Name: Coextant

SharePoi 
nt Topic: Content Management, Compliance,
Long Term Archiving, PDF/A, Record Management

Challenge : The City of Hamburg-the second
largest city in Germany-has deployed a new, electronic information
workflow management system named HIM (Hamburg Information
Management) to replace the city’s existing paper-based document
routing process. The goal of the new system is to accelerate
business processes and achieve greater transparency in the
enterprise. To handle the conversion of all documents into a
uniform PDF/A format, the Hamburg Department of Finance licensed
the Hyper.Net® PDF/A Compliance Automator from Coextant
Systems.

Benefits and Outcomes: A distinguishing
feature of Hamburg’s approach is the use of a single format to
store the main content of each e-record managed by the system.
Through the use of the Hyper.Net® PDF/A Compliance Automator, the
Hyper.Net® Workload Manager and Hyper.Net Web Services, the city
has been able to ensure the long-term readability of content by
eliminating the use of proprietary file formats going forward. For
this reason, documents in the HIM workflow are now converted after
each modification into PDF renditions that are attached back into
the corresponding e-record. When a workflow process has been
completed, all documents associated with the workflow and the
workflow’s audit trail itself are date stamped and converted into a
single compound PDF/A file and transferred to the e-record storage
area on the tamper-proof EMC Centera information archive.

Throughout the various Hamburg departments, the HIM
workflow-implemented on the Microsoft SharePoint 2010
platform-support mores than 10,000 regular users and automates
approximately 4,5 million workflow tasks and the conversion of over
40 million pages per year.