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Saving Resources With an HTML5 Viewer

Document collaboration has become a business norm in the 21st century. No matter what field you work in, whether it’s advertising, architecture, technology, or any other field, you have at some point collaborated on a document with your employees and there is a wide range of different file formats to sift through. Sharing files through email also creates the added costs of purchasing application seats for all user applications, installing these applications, troubleshooting, and teaching employees how to use them properly.

This whitepaper examines the benefits of using an HTML5 viewer for document collaboration in terms of cost savings on software application seats, savings on training and troubleshooting software, and issues involving who can edit and alter a document.

Download this whitepaper to learn more.



Document collaboration has become a business norm in the 21st century. No matter what field you work in, whether it’s advertising, architecture, technology, or any other field, you have at some point collaborated on a document with your employees and there is a wide range of different file formats to sift through. Many companies, over one-third to be exact, are still using email as their most common way to send, receive, sign, scan and edit documents. This kind of file sharing leads to serious mismanagement of documents and allows users who are unauthorized to edit or alter a document, the ability to change what they see fit. Employees and management can end up approving and signing something that should never have been created and finding the correct files could take hours.

Sharing files through email also creates the added costs of purchasing application seats for all user applications, installing these applications, troubleshooting them, and teaching employees how to use them properly. This white paper examines the benefits of using an HTML5 viewer for document collaboration in terms of cost savings on software application seats, savings on training and troubleshooting software, and issues involving who can edit and alter a document.

 

Owning vs Editing

The creation and editing of documents should be left to the employees in an organization who are authorized to do so; but in many cases, managers, c-level employees, and others must approve, sign, redact, and edit documents without actually altering the original file. Digital Rights Management (DRM) is crucial to document security and the ability to collaborate effectively. Companies are plagued with this task on a daily basis.

Companies large to small are constantly creating proposals in PDF or DOCX formats, and employees must receive approval from their managers or
executives before they can proceed with their projects. When email is used to collaborate, managers are altering the original file. These attachments can be sent to hundreds of different employees creating confusion and the inability to work together successfully.

Many executives are constantly checking up on their company’s numbers and the most common way to do this is with Excel files. Company data analysts don’t want their sheets and formulas to be altered or lost, but executives must use these documents to make decisions every day. Access to review without access to editing is essential for the executive-level team. This kind of file sharing doesn’t just involve employees. Customers in certain
industries must approve things as well. For instance, when an architecture firm or home building company is working with a client, they want their customers to be able to approve and make changes to any design features they make. The client probably doesn’t have access to an AutoCad program like AutoDesk or know how to use DWG files, and the firm doesn’t want them to mess up anything that they have already done. It creates a major hassle for not just the firm, but also for your clients and customers.

 

The Cost of Application Seats and Training

Unauthorized altering of documents isn’t the only issue in regards to collaboration and approval of files. The cost of purchasing multiple application seats on programs, along with training employees and troubleshooting bugs and issues can be tremendous. Many companies including Microsoft, Adobe, and others are transitioning to a subscription-based program for their applications. As companies grow, subscription-based programs can become problematic as companies are forced to estimate the number of seats they’ll need instead of purchasing new software when it’s needed. They must make an educated guess as to how many seats to purchase each year based on their projected growth, which can lead to a loss in profits.

Microsoft Office and Office 365 are prime examples of this. Companies have the option to buy a one-time purchase copy of Office Home and Business 2013 or Office Professional 2013 for the prices of $219.99 and $399.99 respectively. And these options only come with one application seat each. For a small company of 100 people, the price would be over $40,000 to outfit the entire company with Office Professional 2013. For those who don’t wish to purchase a permanent copy of Office, Microsoft has another option that also comes with a hefty expense. Office 365 allows users to
pay per user/month and becomes an expense that can never be eliminated. Prices range from $5.00 user/month for Office Business Essentials, all the way to $12.50 user/month for Office Business Premium. Each option allows for only 300 users. A company of 100 employees would cost in excess of $6,000 per year, and that’s just for Office Business Essentials. Business Premium would be over $15,000 per year. Application seat expenses don’t end with Microsoft. AutoDesk, the creator of AutoCad, also has expensive application seats with recurring costs. AutoDesk charges between $360 to $640 per user/per year depending on the amount of support you purchase. This means for a company of 100, AutoCad would be between $36,000 and 64,000! The costs of the application seats aren’t the only expense that comes with these software packages. Installation time, as well as, training costs must be added. Installation time of these large software packs varies depending on the speed of your internet connection and the size of the file. Using AutoCad as an example, it is nearly 2GB. With a moderate internet connection, this pack could take anywhere between 29 minutes and 3 hours to download on to each computer.

whitepaper picture saving resource with html viewer

Training costs can also be a monumental expense. Businesscomputerskills.com offers a one-day (8 hours) Microsoft Excel training course for up to 12
employees for $2400.3 This course will only teach the basics. If you want to learn more, they also offer an intermediate and advance class for the same one day (8 hours), $2400 per class for 12 employees. A basic 4-hour introductory course on AutoCad found on Udemy costs $4 per user. To translate this training into terms of costs, look at how much the average employee earns each year. The median household income in 2013 according to
the US Census Bureau was $51,939.5 Equating to around $25/hour, a small business of only 12 employees training each of them on just the basics of Excel would cost $4,800. Remember, this only works for 12 employees, so any additional employees would not be able to participate. An introductory course on AutoCad would be $1,560, and if you wanted all of your employees to have an advanced knowledge of Excel it would cost an additional $10,800!

In addition to teaching employees, managers must also learn how to use these programs for editing and approval. The average small business owner salary is $68,000.6. That equates to around $32.70/hour. So a small business owner would have to pay themselves $261 to learn just the basics of Excel, $784 if they wanted an advanced knowledge, and $134.80 for an introductory course on AutoCad.

 

An HTML5 Viewer: Your Company’s Best Option

So how can companies overcome all of these expensive application seats, troubleshooting costs, download times and collaboration issues? The solution is an HTML5 viewer. An HTML5 viewer solves all of the issues above and more. The browser-based viewer allows for seamless collaboration on nearly any file type without altering the original file and keeping unauthorized users from making changes. It requires no plug-ins or software to download, uses one common interface so it’s easy to use and learn, can be integrated into your current CMS, and it doesn’t require multiple application seats with multiple software packages.

Keeping company documents secure is paramount to every company’s success. Whether they contain trade secrets, internal company information or even confidential employee information, there needs to be a way to prevent some users from altering these documents but still giving them the ability to
read and approve them. An HTML5 viewer gives document owners the ability to limit users to functions that they deem necessary for their job function.

Take the typical document workflow involved with signing a major contract. The contract writer makes directed changes and sends to the executive team an updated version as an e-mail attachment. The executives read over and each have some different ideas on needed improvements. They write their changes directly in the document. Everyone sends their changes to the contract writer, and he’s not sure what to include as the executives all made different changes and approved different items.

 

Conclusion

Many companies struggle with finding the best way to collaborate and keep their documents secure, and the rising costs of application seats,
troubleshooting, and training aren’t aiding in this endeavor. Organizations must find a better alternative to e-mail collaboration and expensive software application seats. An HTML5 viewer is the answer. The viewer solves the issues that come with e-mail collaboration by keeping the original file unmarked and saves cash with the ability to collaborate on hundreds of different file types without having to purchase multiple application seats. An HTML5 viewer can truly save your company two of its most valuable resources, money and time.

About Accusoft

Tampa-based Accusoft provides a full spectrum of document, content and imaging solutions as fully supported, enterprise-grade, best-in-class clientserver applications, mobile apps, online and cloud services, and software development kits (SDKs). Accusoft products work reliably behind the scenes for capturing, processing, storing and viewing images, documents and more. Add barcode, compression, DICOM, image processing, OCR/ICR, forms processing, PDF, scanning, video, and image viewing to your applications. For more information, please visit www.accusoft.com.