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"Why do people
buy DocuWare?"
Because.
. .
1.
DocuWare
Solves a Problem –
DocuWare does what it was intended to do.
2.
DocuWare
is Complete – No
additional software is required.
3.
DocuWare
is Easy to use –
User training is simple, easy and at a lower cost.
4.
DocuWare
is Secure – No
additional requirements are needed for high security.
5.
DocuWare
is Easy to Integrate
– Simple, low cost integration with other business applications
or electronic solutions.
The
result of these five benefits is a much lower TCO or “Total Cost of Ownership”
DocuWare comes complete with
automatic Full Text index processing and full text retrieval.
Boolean operators (and, & or) plus wildcards let you find all
documents containing the same words or phrases in a combination of scanned
documents and pc generated documents.
No need to manually OCR these documents as they are processed
automatically for full text indexing and retrieval.
DocuWare contains an optimized
TIFFMAKER print driver for the fully automatic storage of Windows
application generated documents. “If you can print you can store”.
Tiffmaker not only lets you print a document onto your form or
letterhead stored in your printer but it also
automatically indexes the document and stores it in DocuWare with
the form or letterhead overlay. Optionally you can add an electronic
signature or stamp, index the document and archive it with several indices
for fast retrieval at a later date.
DocuWare comes complete with
two databases. MS-SQL 2000 is an integrated client/server database, and
RAIMA is a portable database.
DocuWare v5.0 includes the main
functions of a previously optional module, Active Import, to automatically
capture and manage email messages and/or documents scanned to a network
directory (i.e. from a multifunction copier device).
DocuWare allows you to acquire
only the features and capabilities you need today to solve a problem or to
replace a paper based application. Later
on, add more user licenses or select from a full line of add-on modules
available for enhanced usage or additional applications.
Why pay for features you will not use until you need them?
DocuWare lets employees do the
tasks they were hired to do - and not shuffle paper all day!
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Capture,
Index and Store
Only
DocuWare lets you choose from several document capture methodologies:
-
Use
TWAIN driven scanners for the widest selection from page scanners to
multi-function networked copy, print, fax and scan devices.
-
Use
ISIS driven scanners for the fastest possible scanning.
-
Use
the scanners manufacturers scanning utility for the widest available
features.
-
Use
either automated or manual Drag-and-Drop document capture.
-
Use
Active Import for automated capture, index and storage of documents
scanned to a
network directory or incoming email messages.
Documents
in paper form, for example incoming letters or invoices, are simply
scanned and digitized. They are then automatically directed to an
electronic in-basket, where they are sorted and can be unstapled, stapled
together as a multi-page document, or kept as single page documents. The
scanned documents are next indexed and stored in an electronic File
Cabinet. During the storing process indexing information is assigned in
fields to each document using various manual or automatic indexing methods
(i.e. Manual, OCR, Barcode, pick lists, etc. – up to 24 fields plus full
text).
Documents,
which have been created with MS-Word for Windows, Excel or PowerPoint, can
be automatically stored directly into your DocuWare file cabinet with an
MS-Office Add-In button on the application toolbar. In fact, any Windows
created document can be stored directly into a DocuWare File Cabinet in
its original format using the DW Office Add-In, or it can be stored as
either a TIFF or JPEG (in the case of color) image using the unique
DocuWare TIFFMAKER functionality. During this process, index information
can be extracted automatically from the Windows documents. In addition, an
electronic version of your letterhead or form that is used for the
original print out can be laid over the Windows document, ensuring the
original appearance of the documents. As soon as they are filed, all
documents can be accessed by all authorized DocuWare network users.
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Annotations
such as colored marks, text, stamps, highlighting and drawing objects can
be added to a document in an overlay. For this purpose, up to five
annotation layers on top of the document can be activated. This overlay
technique ensures that the document itself remains unchanged for legal
purposes.
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Searching
for documents in a File Cabinet takes only a matter of seconds. You can
search any document by any word or phrase, by assigned index keywords or
by the filing date that is automatically issued by the system when the
document is indexed and stored. Multiple users can access the same
document simultaneously, so a document is never unavailable. Documents can
be checked-out insuring that only one person has access to the document
when desired. This assures that document versioning is protected.
For
displaying and editing Windows generated documents, you can specify for
each individual document a particular viewing or application program to
use. The DocuWare viewer itself can display documents of the most popular
Windows applications.
Text
from scanned documents can be processed with OCR on demand.
The result of this OCR process can be pasted into other Windows
applications or into the Memo field of the DocuWare database.
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Documents
stored with DocuWare are protected against any unwanted manipulation. This
security feature is based on a sophisticated check-sum mechanism that
uncovers any violations of the document’s integrity. This makes DocuWare
the ideal repository for documents that need to be guarded against illegal
modification.
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Incoming
faxes received by any Windows-compatible fax modem can be filed
automatically into a file cabinet. In
addition, all faxes can be passed on via e-mail to a central workstation,
from where they are then electronically distributed to the actual in-house
recipients.
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Using
an optional module, DocuWare CDMAKER, file cabinets can be copied or moved
onto a CD at any time. In addition to the actual documents, the
corresponding database, as well as DocuWare CDREQUEST retrieval software,
can be recorded on the CD. The documents can be searched conveniently
right from the CD with any Windows PC, without a complicated program
installation.
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Communication
and Information
DocuWare allows you to dispatch all kinds of documents, messages and even
spoken information throughout the network to other DocuWare users or any
email users. The integrated MAPI interface enables documents to be sent
and received conveniently by e-mail through the Internet, even if the mail
partner is not using DocuWare. Rounded off with your Window compatible fax
function, DocuWare offers new and interesting possibilities for both
in-house and external communication -- in other words, ad hoc workflow.
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Benefits
of an Electronic Document Management System
The
benefits of an electronic document management system are numerous and can
be derived directly from the shortcomings of conventional, paper-based
filing techniques. With an electronic document management system, each
document is captured only once, and then stored in a central file cabinet,
regardless of its type or origin. Numerous work processes including
photocopying, manual distribution, and redundant storing of documents
under different keywords are eliminated with the introduction of an
electronic document management system – saving enormous amounts of time,
space and paper. Once entered into the central file cabinet, information
is available for every authorized employee for viewing and processing.
Time-consuming
searching through files and folders, long marches through the corridors,
the uncertainty of whether the most current version of a document is
available – all this now belongs to the past. With a single keystroke,
any document can now be displayed on any connected screen in any
department. Work processes can be optimized and many decision-making
procedures can be accelerated. Aside from the cost advantages, which come
with the savings in time, space and paper, and increased individual
productivity, a document management system significantly improves the
service provided to your customers. Since every employee always has access
to the relevant information, customer inquiries can be addressed quickly
and accurately.
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DocuWare
covers all aspects
Due to a wide selection of add-on modules; DocuWare includes all the
functions of more costly applications.
It is a comprehensive and universal document management solution.
DocuWare is able to fulfill even the most challenging requirements of
virtually any organization, regardless of the organization’s size and
complexity.
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DocuWare can be easily integrated
By adhering to established technical standards and by providing various
interfaces; DocuWare can be integrated into any existing electronic system
and application environment. With this approach, DocuWare can easily be
adapted at any time to the growing needs of a dynamic company. DocuWare is compatible with most of the popular 3rd
party software that provides specialty processing where necessary.
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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.
DocuWare
provides major benefits to any organization. Benefits designed to delight
the user of the system, the departmental mangers and the corporate
executives. Free up the clerk from shuffling paper and let them excel at
their core task. Happy
employees make it easier for departmental mangers manage and lessen the
need to replace workers. Corporate
executives derive the benefits of cost savings, a quick ROI and increased
revenue.
There
are four basic functions of DocuWare:
1.
Document Capture
2. Indexing
3.
Filing
4. Document Search and Retrieval
Document
Capture
When
you capture a document, you make it available to your document management
system.
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
Electronic Data Processing (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 Files to DocuWare Format:
With DocuWare TIFFMAKER, you can create
exact, unalterable originals of documents that were generated in Windows
applications. In this case, the document is "printed" as a TIFF
file, and after being indexed and stored, is then immediately available in
DocuWare.
Indexing
After
your documents are captured, DocuWare places them in a basket. Here, they
are assigned words in index fields (search criteria), so that they can be
found and retrieved after filing. A keyword could, for example, be an
invoice number, company name, and date or document type. The type and
number of keywords can be defined individually for each file cabinet.
The
type of index 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
Data Entry and Use of “Pick List” Selection Lists
It is always possible to enter index and
search criteria manually via the keyboard.
A better way is to select them from a pre-defined list of criteria
(selection list). A most useful and interesting possibility, however, is
to use 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 search criteria to find those documents later
on.
Barcode
Recognition
All standard types of barcodes are read
from your documents automatically. The position of the barcode on the
document page can be 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.
Full
Text Processing Use any word or phrase for Full Text retrieval using Boolean
operators of and/or plus wildcards. Search
all documents, not just scanned images!
Filing
(Archiving)
After
documents have been assigned index criteria, they are filed in a digital
File Cabinet. DocuWare does this completely automatically, adding the new
index criteria to the database. File one document at a time or commit a
whole batch at one time.
Document
Search and Retrieval
The true power of a document management system really becomes apparent
when documents are to be retrieved. DocuWare
allows you to search for a document using all
the index words that you assigned to it during indexing.
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.
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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.
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Full
Text processing and retrieval
DocuWare
provides for automated Full Text processing and extraction of all words
and phrases in both scanned pages and CI (Electronically generated)
documents. The full text word
or phrase retrieval is simple and straight forward.
Simply enter the word or phrase in the retrieval mask and all
documents, scanned or CI documents are returned in a results or Hit List.
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Additionally
DocuWare provides:
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 within a file cabinet, or unauthorized file cabinets.
Document
Migration
Previously filed documents, that are not 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 using
DocuWare migration.
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Document
Management
In
the preceding few pages we have presented some basic functions of
electronic document management. Since
all captured documents are now 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.
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How
can electronic archival be turned into true document management?
Aside
from the four basic functions previously discussed, digitizing paper based
documents and electronic documents provides for a number of additional
uses: What Separates DocuWare
from simple archiving systems?
Application
processing
With DocuWare you can automate the burdens of people shuffling
paper in most paper based applications. Applications that lend themselves
to electronic management include, but certainly are not limited to these
samples:
Accounts
payable
Proof-of-delivery
Banking records Consumer Loans
Accounts
receivable
Customer Service
Mortgage loan files Government files
Accounting
records
Police records
Public records Council minutes
Human
Resources
Student records
Engineering
Distribution
HIPAA
compliance
Medical records
Insurance records Manufacturing
Newspaper
clippings
Lease files
Transportation
Utility Records
Most
any paper based application can be better served using DocuWare electronic
document management. Never
lose another document. Eliminate
off site storage of documents.
Workflow
Workflow
is the automated routing 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. Demanding solutions
are realized by the combination of DocuWare with specific workflow
software (e.g. Ultimus Workflow®)
which can be easily integrated into DocuWare.
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 or 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 PC’s CD 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. For a company with a large number of users who need only to
retrieve documents and view, print, fax or email to someone else, the
Intra/Internet module is the most cost effective solution.
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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.
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Integration
Just as easily, documents can be sent long distances using ISDN, named
connections, or the Internet. Documents can also be retrieved in this
manner, since DocuWare has e-mail (MAPI) and Internet capabilities.
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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.
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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.
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Worldwide Safety
Unauthorized access can, of course, be prevented. Access authorization is
password-protected, and different levels of access can be allocated to
employees or customers.
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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.
Indexing can be processed from an external database with this
module for completwly unassisted indexing and storage.
Recognition
to automatically read and index by up to 24
zones on a document page or by reading barcodes.
The module can also be used to separate documents scanned in as a
large batch.
Auto
Index to populate DocuWare index
fields using an external database.
Link
to image-enable most all mainframe/terminal emulation, 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 the images, an integrated database, search & retrieval
and viewing software. Use in
any PC.
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. Other conversion scripts are available also.
DocuWare
Internet Server to enable access to
and from DocuWare File Cabinets from any browser on the Internet or
company intranet.
DocuWare
Document Server to provide absolute
security and fat client access to documents over the internet.
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DocuWare
is available today in 12 different languages.
It is sold in over 35 countries worldwide through Authorized
DocuWare Partners and is currently used by nearly 6,000 organizations with
tens of thousands individual users.
References are available upon request.
In
Summary, using DocuWare to replace costly and outmoded paper based
applications can mean: Better
and happier employees, department managers and corporate executives. Manage
and file documents efficiently via any Windows based Personal Computer.
Without leaving your desk one can access, retrieve and view 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.
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Some
benefits available to users of DocuWare include:
•
Lower Labor Costs
The amount of time spent filing and retrieving
documents, looking for misplaced or lost
documents is eliminated.
• 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 employee productivity
Important
documents are immediately available, eliminating redundant activities.
• Improved Customer Service
Due to improved availability of information,
customers are quickly satisfied.
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Quantifiable
Benefits
Cost reduction, space saving, time saving; eliminate re-filing. No
misplaced or lost files, faster access time, faster communication with
electronic documents, reduce the time it takes to retrieve documents and
documents are always available, possibly resulting in manpower reduction.
Reduced search time. Use
less paper, No duplication of files, lower copier/duplicator usage,
reduced transport time, less time and cost to physically transport
documents, less Filing supplies / maintenance. Less Storage space, faster
access, faster filing, documents immediately available to a wider
audience, greater ability to communicate, faster decision time, faster
money collection, faster access to money and faster customer satisfaction.
One document pool for all documents, better sorting of documents,
easier access for more people, greater search capabilities, more complete
information and collaboration/centralization of knowledge. Reduce costs
and save resources including using less paper.
Less space required for filing, less Labor required, less
recruiting and training of employees, less supply consumption, less
shelves, file cabinets and filing supplies, less time spent, less
telephone costs, less wear & tear on office equi8pment, ess paper
dispersal and fewer legal costs. Higher quality as in improved business
processes, improved employee satisfaction, greater security and compliance
with the laws, and many more.
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Qualifiable
Benefits
Provide a competitive advantage, improve customer relations and provide a
more professional image. Security down to the document level, better
search flexibility, better employee satisfaction and reduced turnover,
faster complete document access when required, document preservation,
disaster recovery, improved workflow and processing, one tool to access
all documents pertaining to a given issue, unlocks the knowledge of the
organization, organizational flexibility and
resolves certain legal issues providing peace of mind.
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