Massive Data Migration and PDF Accessibility Leading Finnish Bank: Compliance and Modernisation Challenge

PDF Accessibility was central to a major transformation for a leading Finnish bank. Although committed to sustainability and excellent customer service, the bank relied on an outdated document management system that no longer met its needs. To modernize, it chose a Customer Communication Management (CCM) solution with Quadient Inspire. The challenge was to implement PDF accessibility alongside the migration—reducing legacy templates, refreshing CCM processes, and ensuring full readiness for the European Accessibility Act (EAA). The bank’s clear mission was to centralize and streamline document production while maintaining scalability, compliance, and inclusivity across its entire banking group, thereby safeguarding efficiency and customer trust. A critical element of this transition was a large-scale data migration, a task often vulnerable to silos and losses. At the same time, the looming EAA deadline demanded rapid adaptation—especially challenging for large, complex organisations.

Service Delivered: Creation of Accessible PDF templates along with data migration from the outdated system to Quadient Inspire
Project Duration: January 2024 – December 2024

Recognizing the need for a comprehensive and experienced team of Quality Control specialists, Solutions Architects, and Senior Developers skilled in Interactive, Scaler, Designer, and Project Management, the bank engaged Quertum to support its transformation efforts. Together, we delivered high-demand services that have earned the trust of thousands of clients for decades and helped businesses modernize their Customer Experience (CX).

Business Challenges: PDF Accessibility along the Data Migration

As the bank sought to modernize its document production processes, several challenges emerged, compounded by the pressure of meeting upcoming accessibility standards by June 28, 2025:

1. Document interfaces were not aligned with the bank’s branding.
2. Existing documents did not comply with EAA accessibility requirements.
3. High operational costs due to reliance on the outdated legacy system.
4. Inefficiencies in document production and process management.

Project Goals

The primary objective of the project was to facilitate a seamless migration while ensuring compliance with accessibility regulations and improving efficiency. Key goals included:

• Avoiding interruptions in day-to-day business operations during the transition.
• Migrating processes and documents from the legacy document management system to Quadient Inspire.
• Ensuring 100% compliance with accessibility standards for all new documents.
• Implementing branding details within the migrated documents.

Technical Implementation Overview

The project required a structured approach that combined strategic planning with robust technical execution. The initial phase involved a thorough assessment of the legacy document management system, analysing document structures, workflows, and accessibility gaps. This groundwork enabled the seamless configuration of the new Inspire system to align with the bank’s operational requirements and infrastructure.

A major component of the migration was the complete redesign of document templates. These templates incorporated the bank’s latest branding elements while ensuring compliance with stringent accessibility standards ahead of the EAA deadline. Multi-language support, including Finnish and Swedish, was integrated to accommodate the client’s diverse customer base.

To enhance efficiency, we automated key document production processes using Inspire’s advanced workflow management features. This significantly reduced manual interventions, lowered operational costs, and streamlined document generation processes.

Ensuring accessibility compliance was a top priority. Our team conducted rigorous testing throughout the migration to verify screen-reader compatibility and proper document structuring. Compliance checks were crucial for meeting regulatory requirements and providing an inclusive user experience. Additionally, comprehensive Quality Assurance (QA) testing and User Acceptance Testing (UAT) were conducted to ensure the final solution met all client expectations before deployment.

Execution Steps of PDF Accessibility Implementation

1. Initial Assessment: Detailed analysis of legacy systems to identify migration challenges.
2. Planning & Resource Allocation: Development of a migration roadmap, considering system complexities.
3. Development: Implementation, leveraging Inspire’s advanced features to bridge technical gaps.
4. QC Testing: Validation of document integrity, accessibility, and compliance.
5. UAT & Client Approval: Extensive user acceptance testing to ensure alignment with business needs.
6. Go-Live & Post-Implementation Support: Deployment with tailored support to address post-migration needs.

Unique Value Delivered

The implementation of accessible and compliant PDFs significantly enhanced customer experience, maintained the bank’s reputation, and mitigated EAA compliance risks. Achieving accessibility within the EAA framework posed unique challenges, particularly in preserving the brand’s tone and visual identity. Quertum successfully delivered fully compliant and branded documents that adhered to accessibility standards while maintaining a consistent user experience.

Through this project, the bank achieved an improved document production efficiency and got full accessibility compliance for over 100 documents. The company now benefits from a modern, streamlined document management system that enhances operational efficiency and regulatory compliance.

Key Results

• Successful migration from the legacy system to Quadient Inspire.
• Full compliance with EAA accessibility standards with ensured PDF/UA Accessibility
• 100+ fully accessible branded document templates.
• Improved operational efficiency and reduced manual workload.

Full GDPR Compliance

100+ documents created both in Finnish and Swedish

Full PDF/UA Accessibility implementation

This project shows how PDF Accessibility and EAA compliance can be achieved seamlessly, even during large-scale migrations. By modernizing document production with Quadient Inspire, the Finnish bank not only reduced legacy inefficiencies, but also secured full regulatory readiness and improved customer trust. If your organisation is facing similar challenges, explore our expertise in PDF Accessibility and EAA compliance and discover how Quertum can help you future-proof your customer communications.