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We believe these features establish our software as the most powerful and versatile document imaging system on the market.
We are now the only system that integrates both an index and a database simultaneously, allowing an individual with only basic computer skills to single-handedly manage our document imaging system. Due to the new integration with any database, power users that are database-oriented have the flexibility of easily integrating our system with other systems a company might have in use. However, integration with a database is optional and not mandatory, allowing us to still maintain the simplicity of using an index. In effect, we offer the best of both worlds.
We wrote the book
This next generation of software takes document imaging to the next level by incorporating the flexibility of both indexing and simplified database-management. By embedding the key search words into the PDF documents and surrounding them by Meta-data tags, our documents in effect become the database. Our software takes the next step by extracting the information from the embedded labels and inserting it into a database. The process can also be reversed, allowing information contained in a database to be imported into our embedded labels.
Organizations will be able to tie into an existing database and pull information from a customer list to populate the PDF labels. There will be the flexibility to create customized reports about the documents. Furthermore, organizations that have standardized, department-specific retrieval language can create multiple department profiles with custom key search words and change from one profile to another at the click of a button.
Bar Code Add on Module
PDF 417 2D Bar Code technology is about to transform the way we manage paper. Simply put, this technology translates into productivity. It reduces the costs and errors associated with manual data-entry. This technology is easy to use and easy to integrate into you systems. And, for a minimal incremental cost, you can add a PDF 417 2D bar code to the documents you are already printing.
When used in high-volume document imaging it can dramatically improve productivity, while providing major benefits over other recognition technologies. This technology is becoming popular because OCR, the most common technology to use, frequently fails to deliver accurate conversion in document imaging applications. Bar codes solve this issue increasing accuracy to 100%.
Our bar code add-on module will allow you to utilize this new technology. Using this technology in conjunction with our bar code module, when a document is scanned into our system, the data contained in the bar code is automatically entered into our system. This is accomplished with 100% accuracy.
Additional features
We use the PDF file format and will automaticly convert TIFF files into PDF.
The PDF file format has become the defacto standard for sharing documents on the Internet. As you learned in our 5 day mini-course on document imaging, Adobe owns the patient on both the TIFF and PDF file format. Although they have not shelved the TIFF format, they have not upgraded the format since 1991 and are focusing all their resources on the PDF file format.
Scan from multiple scanners and MFPs at no extra cost
The licensing of our software is for the labeling workstation that actually creates the embedded label into the PDF document. Therefore, an organization can scan documents using the manufactures scanning software and automatically send the new image to a suspense folder. We do not charge for using multiple scanners to create the electronic images.
Import documents from network suspense folder
Import has two modes: Auto and Manual. An "Import" folder can be can be anywhere on a computer/network. When in the "Auto" mode, the system looks into the "Import" folder for updated documents, opening them in our program for labeling and saving. Upon saving, the original files are deleted. In contrast, when in "Manual" mode, a user must manually select an Import folder. There is a user-defined option to "Delete Original PDF" which will delete the original file afterwards.
This function is ideal for organizations using a multi-function scanner/copier/printer. In this configuration, documents can be scanned to a suspense folder and our system will extract the documents from the folder and label them.
Furthermore, it is ideal for organizations with multiple locations that want to scan at one location and forward the documents to a different location for labeling.
Auto delete suspense folder documents after labeling
This function allows an organization to scan from multiple locations and temporarily store the image in a suspense file. Once the operator has labeled the document and saved it to its permanent location on another directory, the document located within the suspense file will automatically be deleted. This facilitates workflow and eliminates the need to manually delete the scanned image from the suspense folder.
Flexibility in file naming
This feature allows you to use key words from a PDF document label in the file name, such as "customer name".
Flexibility in file folder structure
A new feature will allow you to create subfolders within a directory which are named by one of the label fields. For example, one might have a directory called customers, and each customer may be a subfolder in that directory. This feature is useful to organizations that use subfolders with other applications and allows for the easy lookup of documents within the subfolder.
Multiple Document Profiles
Multiple profiles can be created to correspond to different document types or departments. For example, you can have one profile for accounting department documents, another for customer documents, and yet another for HR department documents. This feature facilitates document funneling to one central labeling station that can label documents from multiple departments.
Dropdown menus for each profile
Each document profile can have its customized dropdown menu. As an operator begins typing information contained within a dropdown menu the entry will self complete once a unique string of characters is entered. The operator can also select an item from the dropdown menu and it will be inserted into the field. The benefit of dropdown menus is that the labeling stays consistent and there are no misspelled words.
Self completing label fields
When you begin typing into the label field, it will complete the entry when it has a unique string of characters that correspond to the dropdown menu's that you have created for a profile. This minimizes the amount of typing because most words are completed in one to three keystrokes.
Index (not a database/file structure)
A database refers to a collection of interrelated data, plus a set of programs to access, modify, and maintain the information. A database's primary function is to store and manage large amounts of information. When used with a document imaging system, the database contains the key search words which are mapped (pointed) to the associated documents. The integrity of this relationship must be maintained in order to retrieve a document.
DIS-Imaging embeds the key search words into each individual document in a way that allows a user the freedom to choose one of several hundred indexes for search and retrieval. Indexes perform a similar function of a database, but do not require a high level of expertise needed to service and maintain. Therefore, unless an organization has access to the specialized level of expertise needed to service and maintain a document-imaging database, they should narrow their selection to index systems.
The index that comes with our software will index over 100,000,000 documents in a single index. That number can be expanded if necessary. To put the power of our index into perspective, a Google Appliance costs $32,000 and will index one million documents.
Schedule rebuilding of index
New documents cannot be retrieve until the index is updated, a process called "rebuilding the index". Our system allows you to do the process manually or you can schedule it to be automaticly rebuilt at designated times throughout the day.
Multiple indexes
One of the advantages of our Smart PDF Document Platform is that you can create multiple indexes and you can control the search by turning indexes on or off. Furthermore, by restricting access to an index, your network administrator can determine who has access to what documents. There is no limit to the number of indexes you can create.
Search only the label and not the full body text
With our Smart PDF Document Platform you can search for documents using only the information contained in the Label. In other words, it will treat a full Text/Image PDF document as an Image only PDF document, thereby improving the search results to a more representative list of the documents that you are searching for.
Interface with your database
This next generation of software takes document imaging to the next level by incorporating the flexibility of both indexing and simplified database-management. As before, by embedding the key search words into the PDF documents and surrounding them by Meta-data tags, our documents in effect become the database. This generation of software takes the next step by extracting the information from the embedded labels and inserting it into a database. The process can also be reversed, allowing information contained in a database to be imported into our embedded labels.
Although this is a function that some of our customers may not utilize, there are many organizations that will gladly take advantage of this technology. Organizations will be able to tie into an existing database and pull information from a customer list to populate the PDF labels. They will be able to easily tie our software into a customized application currently utilized. There will be the flexibility to create customized reports about the documents. Furthermore, organizations that have standardized, department-specific retrieval language can create multiple department profiles with custom key search words and change from one profile to another at the click of a button.
Match and merge with database for completing label fields
This feature allows you to create a subset within a database and link the label fields to the database. When the operator enters data into a designated field, the remaining fields will be auto-filled from the database. For example, you may recognize a bar code that represents the invoice number and the customer name, customer number and location would self complete. This minimizes the amount of information that an operator would have to type into the label fields.
Export label data into a database
This feature will export the data contained in the label field into a database. This feature is useful if you wish to run reports or use the data in another application. It will eliminate the manual retyping of data for use with another application.
Search from a database
This feature allows you to search from a database instead of an index.
Interface with most email systems
Email has become the most popular means of communication today. Our software interfaces with most email programs, permitting anyone retrieving documents to send it as an attachment to an email.
Search and print multiple documents at a time
Our software allows one to perform a search and then select documents from the search results screen and send them to a printer for printing. This can be accomplished as individual documents or as a batch of documents.
Launch search results in native application
From any viewing workstation, you can launch the search results into Adobe Acrobat if the application for Acrobat is installed on that workstation.
Select and email multiple documents simultaneously
From any viewing workstation, you can select multiple documents from the search results screen and email them as an attachment to a single email.
Batch Processing
This feature will generally only be of value to high volume customers such as a service bureau or someone who is doing a backroom file conversion. It allows you to do quality control in one work area, providing for a faster processing of documents. Included in the batch processing module is document clean up such as despeckle and descew, document rotation and cropping of documents.
DIS-Imaging software is a stand alone software program independent of Adobe Acrobat. Therefore, you can use any version of Adobe Acrobat with our document imaging software.
To help you further evaluate our software
To help you evaluate our system, we offer an online demo which allows you to see our document imaging system in action. You can experience firsthand the power of our software and the ease of our search and retrieval system. Also, as it is performed over the Internet, everything can be seen and experienced in the comfort of your office.
Power and Simplicity were the paramount goals in the development of our system, and they are what continue to distinguish our product from others. The advantages of a document imaging system cannot be overestimated; our system allows you realize those benefits, affordably. I trust we will clearly prove why Document Imaging Solutions, Inc. is setting the new standard in document imaging technology. Please share this information with whomever you think fitting within your organization.
Warmest regards,
Randy Van Ittersum &
Erin Spalding, CDIA+ Instructor
www.disusa.com
Ph: 616.847.5055
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