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DocuWare is easy to use
Each and every one of DocuWare's functions is very intuitive, making the program easy to learn and simple to use. The built-in maintenance features of DocuWare are comprehensive and designed to facilitate the tasks of the system administrator. 

Lets talk about the four basic functions of electronic filing or archival systems:

 

Electronic Filing
Electronic Filing has four basic components:
          Document Capture

          Indexing  

          Filing  

          Document Search and Retrieval

 

Document Capture

When you capture a document, you make it available to your document management system. There are three ways of doing this:

 Digitizing Documents via Scanner Paper documents, such as incoming invoices and correspondence, are converted to digital form using a sheet feed scanner, which functions like a fax machine (only much faster). The size of the document is of no consequence, since scanners can handle anything from business cards to blueprints.

 Importing EDP Files All types of PC documents, e.g. documents generated in other Windows applications, can be imported directly into the system. HOST, Unix and DOS files can be imported just as easily.

 Converting EDP Filesto DocuWare Format With DocuWare TIFFMAKER, you can create exact, unalterable originals of documents which were generated in Windows applications. In this case, the document is "printed" as a TIFF file, and is then immediately available in DocuWare.  

Indexing

After your documents are captured, DocuWare places them in a basket. Here, they must be assigned keywords (search criteria), so that they can be found/retrieved after filing. A keyword could, for example, be an invoice number, company name, date or document type. The type and number of keywords can be defined individually for each file cabinet.

Index Documents The type of search criteria that can (or should) be used depends upon the daily volume and type of documents you process. Many types of documents, such as delivery notes and outgoing correspondence, can be captured during printing, and indexed automatically. In addition, the following DocuWare functions also facilitate indexing.

Manual Entry and Selection Lists It is always possible to enter search criteria manually via keyboard, or to select them from a pre-defined list of criteria (selection list). The most interesting possibility, however, is using optical character recognition (OCR) to index documents automatically or semi-automatically

 

Optical Character Recognition (OCR) On standard documents, e.g. your outgoing correspondence, search criteria are recognized completely automatically on each page of a document, and are entered into the file cabinet.

Point ‘n Shoot For non-standardized documents, filing can be expedited with DocuWare's Point ‘n Shoot function: simply click on the desired term(s) in your document using your mouse. The term is then automatically entered in the index field of the database for the selected File Cabinet as is used as a search criteria to find those documents later on.

Barcode Recognition  All standard types of barcode are read from your documents automatically. The position of the barcode on the document page is determined automatically. The use of barcodes has the advantage of enabling documents with varying layouts (e.g. incoming documents) to be identified automatically. This is accomplished by reading a barcode which was printed on the document, or, if none exists, by placing a barcode sticker on the document.

Automatic Transfer  Search criteria (e.g. invoice numbers) can be imported directly from your accounting or materials management database software.  

Filing (Archiving)

After documents have been assigned search criteria, they are filed in a digital File Cabinet. DocuWare does this completely automatically, adding the new search criteria to the database.

        

Document Search and Retrieval

The true power of a document management system really becomes apparent when documents must be retrieved. DocuWare allows you to search for a document using all the keywords that you assigned to it during indexing and filing.

File cabinets (Applications) are searched and retrieval hit lists are viewed within a matter of seconds. You can view the retrieved documents on your monitor (simultaneously with other colleagues, too!), print them out, process them using other programs, send them via fax, email them to colleagues or utilize them in many other ways.

 

With DocuWare, documents are available on the network on all workstations the instant they are filed. With the click of a button every authorized employee can work with documents that have just been filed. Lengthy periods of time required for filing paper based documents, such as overnight causing a delay in the availability of the documents, is avoided.

 

Up to 24 available Search or Index Field are available
Not only the kind of field (text, date, numerical, etc.) but also the name of the field (document type, filing date, filed by, etc.) can be adjusted to suit your specific needs using DocuWare.

 

Keyword and Memo fields

DocuWare provides two unique database-indexing fields for each File Cabinet.  The Keyword field holds up to 64 individual keywords while the Memo field holds up to 64KB of text data.  This last field is used with the SQL database for full text retrieval.  

Security of your documents
Thanks to DocuWare's open structure, it doesn't matter who filed the document, what their source is, how old they are, or how they are stored. DocuWare offers a secure user administration.  It guarantees, that users/groups can read documents that are specified for selected use and that others may not visit restricted documents.

Document Migration
Previously filed documents, that are not as frequently used anymore, can be exported from RAID 5, or other storage media or magnetic storage, onto more reasonable storage media, e.g. CD’s or optical disks. This procedure is called migration.

Now you are familiar with the four basic functions of electronic archival. Since all documents are available in digital form, there are other ways in which you can utilize them, which go beyond regular archival but are still part of document management.

Document Management

How can electronic archival be turned into true document management!

Aside from the four basic functions previously discussed, digitizing paper based and electronic documents provides a number of additional uses:

 

Workflow  Workflow is the automation of fixed work steps, which in our case refers to a document's run or flow within the department or organization. Invoices for example are scanned by position A, authorized by position B and paid by position C, before they actually get filed. That is the workflow of the document.  There is either ad-hoc or rules-based workflow.

Migration/Forwarding  Store large volumes of documents on CD-ROMs, together with the retrieval software, if you wish. Your documents are absolutely secure and can be filed for long periods of time.

Export and migration
With the optional CD Maker Module you can create CD’s to distribute certain File Cabinets/documents to your field sales force or subsidiaries. Since the query software is included on the CD, no software installation is necessary. Simply place the CD in the drive, and you can retrieve, display and print documents directly from the CD - ideal for laptop use. Depending upon the type of documents filed, one single CD can hold between 15,000 and 150,000 documents. That is the equivalent of 50 full loose-leaf binders, or more than five meters of shelf space.

Internet/Intranet  Another way of making documents available to numerous users is via an in-house intranet or the public Internet.  

 

Send Documents
Electronic archival with DocuWare enables you to send documents over the network within seconds, without ever leaving your desk. You can even send a copy of the file with an added comment - either written or spoken. DocuWare's unique overlay technique lets you add remarks; make corrections, etc. on documents without actually changing the original document. The document therefore remains intact. You can also send memos to all your colleagues simply via mouse click.  

Integration
Just as easily, documents can be sent long distances using ISDN, nailed connections, or the Internet. Documents can also be retrieved in this manner, since DocuWare has e-mail (MAPI) and Internet capabilities.

Demanding solutions are realized by the combination of DocuWare with specific workflow software (e.g. Ultimus Workflow^®).

Communication Aids
It is even possible to highlight sections of text on a scanned document in color - this magic marker never runs out of ink, marking your text in brilliant colors even after years of use. Organize your workflow by assigning re-submission dates to your documents. Process all types of documents at your desk, and then forward them to your colleagues for further processing.

World-wide Access
Intranet and Internet allow platform-independent document access - in other words, searches can be performed using any operating system or query software.  Since Internet browsers are available virtually everywhere the world, documents can be retrieved, displayed and printed from any work-station - company-wide or world-wide - without additional software installation.

Using the Internet, documents can be made available beyond the borders of your corporation - anywhere in the world, thanks to DocuWare. For managers, salespeople, subsidiaries, or your customers - as a special, state-of-the-art service.

Worldwide Safety
Unauthorized access can, of course, also is prevented. Access authorization is password-protected, and different levels of access can be allocated to employees or customers.

Additional DocuWare modules include:

            Read Only or Full Function network user licenses

Active Import to automatically archive remotely scanned documents, imported documents and email messages

Recognition  to automatically read and index by up to 24 zones on a document page or by reading barcodes

Autoindex  to populate DocuWare index fields using another database

 

Internet-Server

Link to image-enable most all Windows or DOS applications

 

COLD/READ to archive ASCII reports and documents generated from a host or legacy computer

 

CD Maker to generate CD’s directly from DocuWare with integrated database and retrieval and viewing software

 

Connect to R/3 to add achievability to an SAP software application

 

Connect to Notes/Domino to add achievability to a Lotus Notes or Domino application

 

Canofile Conversion to enable conversion from Canon MO disks, created by the Canofile 250 or 510 archivers, to DocuWare.

 

DocuWare Internet Server to enable access to and from DocuWare File Cabinets from any browser on the Internet or company intranet.  

In Summary, modern document management with DocuWare means:

Electronic Document Management enables you to manage and file documents efficiently via a MS-Windows based Personal Computer. Without leaving your desk, you can access filed documents within seconds by simply pressing a key, or moving a mouse - much more cost efficient than paper-based files could ever be!  Either on your corporate campus or around the world, document access can be made available via the Internet, an Intranet, a LAN or a WAN.

Lower Labor Costs
The amount of time spent filing and retrieving documents, looking for misplaced or lost documents

Less Space required
Archive or document storage rooms and paper filing cabinets are no longer necessary

Lower Paper Consumption
An enormous savings in filing supplies

More Convenience
Filing and retrieval are done at your desk

More transparency
Everything, all your documents, are in a centralized electronic virtual File Cabinet

Enhanced productivity
Important documents are immediately available

Improved Customer Service
Due to improved availability of information

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 Contact Information

Levi Longmore
North Star Digital Imaging Inc.
303-552-5100
LLongmore@nsbs.com

Your Authorized Toshiba Dealership
North Star Digital Imaging

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