echive The Challenge Open Archive Systems The Solution echive Series Overview e c h .tif Drawing and Document Management Made Easy .

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1 Open Archive Systems The Challenge unstructured, diverse, disparate, misfiled echive Drawing and Document Management Made Easy Get your information when, where and how you want it! Plot Files.tif.pdf Mixed media: paper and files Multiple electronic formats:.doc,.pdf,.ppt,.xls,.tiff,.dwg, etc. Multiple locations: different floors, buildings, cities and countries The Solution Scan Input Scanners MFPs PDF, TIF & other images Existing Files MS Office CAD & Plot PDF Image Files echive Document & Drawing Management e c h iv e Users Admin Search View Print CD/DVD XML echive Series Overview Add searchable property info,, OCR full text and review scanned file quality View, search, print, redline and launch other applications Tools Publishing Software components Move existing data to echive, interface with high-volume printing, post scan utilities and edit scanned images Distribute data via CD/DVD and Web

2 echive Series Overview echive Series Overview, the database - making your files searchable The core component of our product line is echive. Use it to create, modify and distribute databases. Establish users and user rights Scalable with MS Access or SQL Server versions. Create index properties, add files, publish, etc. Publish to CD/DVD and XML Index Property Fields Create and populate categories of information which become searchable fields Customize to your business needs. Examples: insurance carrier for a doctor s office, tax year for accounting, project name for manufacturing Use Zone add-on for forms or documents with similarly placed data Index Full Text Capture the text (OCR) for full text searching Support for most file types including CAD, PDF, MS Office and scans echive Series Overview - user access to information echive Publishing Distribute the files Search View Print Redline (optional) - Property Fields displayed in Property Tree - Full Text with any word or combination of words, called SurroundSearch - SQL Search all fields: for example, all docs associated with the Smith project - Most common file formats without launching native application: CAD, PDF, Office, scanned docs/drawings and more - Any supported file formats - Create banners and stamps - Add markup layer to any file without editing original Publishing Select a complete database or just a subset of files Store documents for long-term archiving, disaster recovery or legal needs Distribute to customers, prospects or employees Publish to CD/DVD or via the web

3 The Process Overview Create and Set Up Populate Use Publish, Maintain & Administer Create and Set Up Main Tasks- Create the Database Ms Access & SQL Server databases are supported Create & define property fields Establish user rights Create & Define Property Fields -setting up the database Establish User Rights -setting up the database Define the Properties Property Name Creates searchable categories for organizing and retrieving files List Displays in List View Explore Displays in Property Tree enables drag & drop property value editing Edit Allows Property editing Search Makes Property available for SQL search Props Displays Property and its contents in Document Properties Screen Create user names and passwords Grant specific rights for each user Administrators create users and grant them specific rights for each individual database. They can launch the echive license server tool to track user usage. Uses Windows login system to simplify client login Grant Administrator or access level

4 Create and Set Up adding searchable info Main Tasks- Setup Create profiles (reusable templates) 1. Connect to any echive database 2. Map and add details to the created property fields 3. Set default paths for input and output of indexed files Create Profiles Connect to your data source adding searchable info Create a new profile or select an existing indexing Profile Create Profiles 1. Database connection Create and name the profile which saves all of the settings for future use. The database connection tells which database to use. Create Profiles, cont. adding searchable info Create Profiles, cont. adding searchable info echive database property fields Document Title Tax Category Create the field label to display in Lock the property field to a drop down list and/or make the property required for each entry Create Profiles 1. Database connection 2. Property field mapping & details Property fields created in are displayed. You can add more fields, create labels for display purposes, change the order of the fields and select field status required field and/or lock to a dropdown list. Select input (where to get the scanned files to index) and output directories (where the files are put after they are indexed) Create Profiles 1. Database connection 2. Property field mapping & details 3. File input and output folders

5 Populate & Main Tasks- Add files Add property field data Run OCR (Optical Character Recognition) to capture text Automatically add to database & store files Users must have Admin rights to add or change property fields. Adding files Use Foldexer to add file contents of multiple MS Windows folders Drag and drop individual files & folders Adding Files Index fields Dropdown menus View of the scanned file Drag and Drop OCR Adding files with Indexing automatically adds file information to the active database Index Options Use drop down list Hand type values Drag & Drop OCR Full Text OCR OCRs individual files OCRs folders Zone OCR Automates indexing process Speeds form processing Adding Files - Foldexer Your MS Windows File Folders Adding files with Foldexer This tool is used to create and populate multiple property fields at the same time. The names of the MS Windows file folders automatically populate property fields for the documents contained in that folder. All the files in folder 1 will have a 3543 for Drawing Number and 1 for ECN Number Adding Files - drag and drop New documents can be added to any of the properties. a2-1.tif will now have a property field called Category populated with 1993 Minutes. Adding files with Just drag and drop from Windows into the echive Property Tree. Single files, multiple files and entire folders can be selected and dropped. The property fields are automatically populated.

6 Use Main Tasks- User Functions Search -Property -SQL Search -Full Text Search View Print Redline/Launch Interface Property Dropdown: Presents property fields that were designated with Explore Property Tree : Lists files sorted by property value in a tree structure Information Bar: Information about the program and currently viewed document. List Viewer: Shows detailed information about each file. Document Viewer: Where files are graphically displayed. Search - Property Select a Property Field using this Drop Down. Creates a tree-like view of Property Fields View the document file names. In this case, sorted by Category within Department Search - SQL Search Access Property Search menu via tool bar or menu. Enter your search criteria in the popup menu or select from a drop down menu. echive does the rest by building the SQL entry and...

7 SQL Search Results... displaying the results within the Property and List Viewer windows Title contains framing and Category is Projecte. Search - Full Text 1. Access SurroundSearch menu via tool bar or menu. 2. Enter search criteria in pop-up menu. It can be a complete or partial word or phrase. 3. Broaden the search with stemming, phonic searching or enabling fuzzy searches. echive does the rest... Full Text Search Results Printing File(s) Depending on the file type & viewing client, the search string may also be highlighted in the Viewer.... displaying the results within the Property and List/Report View windows All files with pepper within the file. By holding the cursor over the file name in the List/Report Viewer, StringTips are activated which displays the first instance of the actual search string without opening the file. Specify paper, orientation, margins and paging. Standard printing screen to designate printer, copies, etc.

8 Printing Options Banners & Stamps Create bannering to apply text at the top or bottom margins of each page outside the image boundaries (like header/footer.) Create stamping text to appear within the image boundaries. Select formatting and placement options Use Main Tasks- Optional Client Functions Redlining Raster Editing Stamping Example Redline (optional) or Launch Redline Add information to any file Insert text annotations Add shapes, highlights, and callouts Measure Original file preserved. Information is saved as markup layers and automatically linked and loaded with original. rasterrenew Raster editing and image clean up tool Easily launched from or used independently Clean up scans: deskew, despeckle, crop Edit: add geometric objects, text, lines, cut/paste, erase, measure Distribute Main Tasks- Publish Distribute via CD/DVD Publish to XML Web-enabled version available

9 Publishing to CD/DVD distributing files Publish the complete database or selected records to CD/DVD for distribution or archiving purposes. Media Planner prepares the publishing 1. Select the media type 2. Select files or the complete database This determines the capacity per disk for automatic spanning generation (how to break down the records to write across multiple disks.) Publish to XML Exporting files as XML can present the entire database or selected records within a web page. Applications are endless... electronic plan room, public records library, research data... Select the target path. Set options such as Look N Feel, automatically create HTML code, firewall setup, and print or redline enabling Select the database or selected records to export. distributing files Other tools - REnew Series Post Scan Utility Tools About Open Archive Systems experienced, creative, service oriented pagerenew pdfrenew rasterrenew REpair PDF In PDF Out Blank Page Detection Barcode Detection & Rename Edit Raster Scan Clean Up Batch Options Software developer and solutions integrator for document & drawing management and reprographic imaging Digital scanning and archiving tools R2Vand raster editing tools Document and drawing management solutions Web and CD distribution solutions Principal is leading international speaker with over 20 years industry expertise including authoring white papers for OCE, IBM, Contex, GTX and Vidar 1,000+ customers including GD, Verizon, Ford, CDC, GE