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Automated Document Compliance Check

Globally oriented organizations as well as small to medium-sized companies have mostly established corporate documentation standards and guidelines which are used within product development, technical documentation and regulatory submission management. Most documents are written based on such standardized templates. Even today, technical writing and reporting are still rather manual tasks. Therefore, it can happen that document formats are changed and thus do not correspondend with specific templates and documentation guidelines. The greater the number of authors, the higher the risk of violating the standard.

Inconsistencies within the technical documentation may lead to non-compliance with the format-specific requirements and may for instance cause delays in the submission publishing and reviewing process.

DOCvalidator – We Take A Step Beyond

EXTEDO’s DOCvalidator is an application that reports formatting errors with documents (MS Word + PDF). It enables your organization to verify the compliance of documents against a set of predefined corporate formatting standards.

From the collection of document specifications the following list provides an initial overview of the test, which specifications are executed and reported:

• Document Level (margins, page numbering, header and footer, section breaks, macros, hyperlinks, template name)
• Chapter Level (text alignment, headings)
• Character Level (font type, character size and colour, page and table numbering)

DOCvalidator can be configured to meet your specific documentation standards.

DOCvalidator checks both Word and PDF documents. It can verify the compliance of legacy documents or externally created documents which have to be integrated into company specific document management and publishing processes.

DOCvalidator can optionally be used together with the DMS Documentum, IBM SCORE, CSC firstDOC etc. to verify the compliance of documents with regard to specific life cycle states. The concept is to state only those documents “EFFECTIVE” that match the corporate formatting standards.

Your advantage

Working with DOCvalidator ensures a reliable and smooth integration of legacy as well as newly created documents into high-level publishing processes. Your main advantages from using DOCvalidator are

• Process efficiency from a regional as well as global product documentation perspective
• Cost efficiency based on the accurate automation of a time consuming management process
• Shorter time to market based on a reliable quality ensured document release process
• These key advantages are reached by:
  ·         an improved document quality
  ·         a reduced publishing time being delayed by insufficient 
            document formats
  ·         a semi automated document compliance check with regard to
            corporate or regulatory guidelines

Based on the fact that the Regulatory Agencies are strongly moving forward to an electronic only process, the overall quality assurance of electronic documents becomes a crucial success driver with regard to long-term archival and Regulatory Compliance.