Case Study: U.S. Department of State achieves NARA-compliant automated PDF/A archiving and modernized cable processing with Adlib Software

Intelligent PDF Services Help the U.S. Department of State get SMART

The U.S. Department of State, which operates more than 270 embassies and consulates worldwide, faced a legacy ASCII cable system that limited responsiveness, required extensive manual processing to scale staff, and needed to meet NARA archival requirements (PDF/A). After evaluating vendors, the department selected Adlib Software for server-based PDF transformation to modernize messaging, enable richer content, and automate archival compliance.

Adlib Software deployed 20+ servers as part of the State Messaging and Archive Retrieval Toolset (SMART), automatically converting 3,000–5,000 incoming cables per day to PDF/A, storing them in Microsoft SharePoint, and applying metadata, retention tags, role-based access via BizTalk, and DRM controls. The Adlib Software solution delivered NARA compliance, real-time searchable archives, reduced manual errors and labor, and freed employees to focus on core work while ensuring secure, policy-driven access to diplomatic communications.

U.S. Department of State

David Compton

IT Project Manager