The core of our system resides on the server and only the system administrator can access certain functions. These functions include:
Setting up an index... A business can have multiple indexes. Each index points to a unique set of directories so that you have complete control over who can search for documents on a directory. For example, accounting documents might be maintained on one directory with its own index and customer files may be located on another directory with its own index. Picture an index as a file room full of file cabinets and you determine who gets the keys to the file room.
Setting up profiles... A profile determines how a document is filed on the system and what identifiers (metadata) is used to retrieve the document. Each document type can have its own profile. For example, an invoice might have one profile and a human resource document yet a different profile.
Setting up match and merge lists... A list allows you to control what information is added to the metadata. It also assures that all the information is consistent. For example you will determine if an operator will use the word "Michigan" or the abbreviation "MI".
Setting up connections to database tables... Our system allows you to access a database so that fields can be automatically populated with metadata by completing a single field. For example: you might type in an invoice number and it automatically completes the name of the company.
The only other support that requires IT is to back up the PDF files that reside on the server. A backup should be done daily and the paper documents shouldn't be destroyed until after the backup is complete. You can learn more about the different ways to backup a document imaging system by clicking on the following link.
Backing up your document imaging system