FileDirector enterprise The New FileDirector Version 2 Decreased costs, increased efficiency and secure access to your business documents
The Solution that tailors itself to your Your needs Requirements The Solution Which Fits No Matter the size of your business, implementing a powerful document management solution provides an important competitive advantage. FileDirector is the tool to administrate and distribute information. Using FileDirector the expenditure of time for administration and access to information within your company is reduced. This is realised by a central capturing on electronic storage media and the intelligent editing of the information. You can access the data anytime fast and secure via internet or intranet Each user can administrate his own information efficiently which means to capture, find and share the data easily. Using a flexible, modular approach, FileDirector adapts with the changing demands of your business, no matter if you have five or five thousand or even more employees. FileDirector is your preparation for the future.
Browser-supported Client The FileDirector 2.0 Interface allows you to free yourself from the restrictions of your IT-infrastructure. The whole application can be run directly from Microsoft Internet Explorer and nearly all features can be used immediately without any installation providing Microsoft.NET Framework 2.0 is installed. The user-application WinClient can be easily distributed to all your employees. Simply send a link or distribute a browser favorite and you can start immediately. When you use the FileDirector Windows Client you can securely access your information even when working at home. The Application Software WinClient can be easily embedded into other applications and provides the complete functionality of your document management system in the most used application of your company.
Data-Capture Made Easy Non-digital Documents The user-application of FileDirector has many different capture capabilities, therefore is no need to run one application for capturing and another one for retrieving. In addition, scan profiles can be created, which include the settings for the capture device and can be configured to store documents in userdefined categories. Many different input devices can be supported via ISIS and TWAIN. FileDirector has an ecopy ShareScan interface so that you can send documents directly from your multi-functional device to FileDirector. Electronic Documents Why do you not store all your electronic documents in FileDirector? Thanks to integration of FileDirector in Microsoft Office or the use of Windows Explorer this is an uncomplicated process. Send the document simply to FileDirector and now you can catalogue it. Alternatively, let FileDirector gather information automatically as the file name and date. Entering Index Information The manual input of index information to locate documents later, is a time-consuming process. Scan profiles can be set to perform Forms Recognition automatically. The index information is read from the scanned document. In addition, index information can be imported automatically from other systems. A full text recognition can be performed on the documents so that you can search for a document based on its content. Furthermore the index fields can be set for automatic values, such as dates or counting numerical values. Most tasks are done via the WinClient tool box.
Working With Documents Finding Documents Just use the defined index search fields to find the required information within a whole cabinet or within a document type. You can also use the full-text-search option to find the required documents by its content. The documents found are listed in the hit list which can be sorted and filtered. Double-click in this list on the appropriate document, and it is shown in the display window. FileDirector supports more than 200 different file formats, enabling you to display the document, even without the matching application installed. Editing Documents Before a document can be edited, it is checked-out, that means nobody else can work on it at the same time. After the changed document is stored as a Revision, every change is identifiable. A document archived in FileDirector can contain a mixture of image pages and electronic document pages such as Microsoft Word documents. Every page can be edited. You can also insert, attach, replace or delete pages. In order to edit an electronic document, you have to have the original application, with which the file was created, installed. On image pages you can add remarks, highlight sections, insert stamps, signatures or sticky-notes. You can even add hyperlinks to web pages or other FileDirector documents into the document.
The Solution that Architecture tailors itself and to Security your needs Transparency of Intranet and Internet The FileDirector WinClient is simply a Windows application with the universal communication properties of a browser. Unlike other solutions FileDirector provides even via webaccess its full features such as scanning or editing of documents. Open and Future-proof Due to XML and.net FileDirector is a.net-based document management system which uses consistently open formats as XML, SOAP, WSDL and HTTP thus flexible for the exchange of data beyond the limits of a common DMS. Using XML, indexinformation and metadata can be easily cross platform stored and used by third-party applications. This is reliability for the future. The Security Technology FileDirector supports almost all available security technologies e.g. SSL online-data-encryption up to 168 bits, digital signatures and certificates. Windows and FileDirector control the access to the system hand in hand. Windows authenticates and FileDirector determines which user is allowed to access to a specific document. 3-Tier-Solution FileDirector is programmed as safe 3-tier-solution, thereby the FileDirector WinClient can easily be used with all features, but user cannot access directly the data source. The first layer is the Microsoft SQL or Oracle database, the second layer is the FileDirector Server and the last one is either the FileDirector WinClient, the browser respectively an SDK. Due to this architecture the system runs particularly stably and requires barely any maintenance. The Scalability Ensuring that FileDirector is flexible in enterprises of every size, we attached great importance to the scalability. In order to optimise the performance of the entire system or to guarantee the permanent availability, both the database and the FileDirector server can be divided onto several systems. Additional servers can be provided for safe load-balancing or for redundancy.
Data Storage isn t a problem for FileDirector. Regardless whether Microsoft SQL Server or Oracle is used for index data and full text search, FileDirector is at all points flexible and adaptable to your existing infrastructure. FileDirector supports all types of document storage hardware: from Jukeboxes, SAN/ NAS, hard drives, containers and many other storage systems. Unix, Linux, Mac and Co. FileDirector can already be used on all Windows systems (from Windows 2000 onwards). As the interface to FileDirector, thanks to.net platform, uses no proprietary essentials, both workstations or servers running under Unix etc. are able to access the archived documents without great efforts. Certainly, using a standard browser access makes the system platformindependent.
FileDirector Features Codeless Connector The FileDirector Codeless Connector allows you to easily document enable third-partyapplications. This is realised by creating links between data fields in FileDirector and the other application. Once done, you can search for documents out of the other application, edit index data, and even scan operations can be initiated in FileDirector taking existing index data into account all this, without a single line of program code being required. Process Management Made Easy The path of a document through your enterprise can be simply managed with FileDirector. In the graphical process designer tool the individual steps of a process are clearly represented. The print function of the process designer helps you with the documentation in quality management procedures. Set user absence features and warning thresholds prevent processes from stagnating. You can guide user through the daily information flood by customized individual messages. The mail system alerts user to new or waiting documents. At any time it can be traced at which process step a document is situated. Built-in SDK You can develop your own application with the SDK or let it be developed by a third party, either Windows or web-based. The FileDirector SDK makes it possible to integrate these seamlessly into FileDirector. You can create new documents, update existing documents, search the entire document archive and manage the security and much more. Web Integration Integrate the browser query option of FileDirector in your intranet or even your webpage. With the WebServer of FileDirector it is a simple matter. The WebServer can be set up in such a way that it requires security certificates for the user, whereby the available documents are held under strict control.
Brand New Replication for Backup Purposes, Redundancy or Distribution in Branches FileDirector server can optionally exchange documents with other FileDirector servers via the HTTP(s)-protocols. The SiteReplication module minimizes your down-times, therefore you need not abstain from your data, because it is already on the backup server. Large amounts of data can be distributed by a central FileDirector server to branches at night (or the other way round). Access speeds to documents in locations with a slow internet connection can be increased. Indexing and Classification of Piles of Paper is faster than ever With the intelligent learning FreeForm OCR you are able to scan documents faster for essential information for index purposes. Piles of documents can be easily automatically analysed, classified and indexed with this new feature. Easy Integration in Microsoft SharePoint Portal Server FileDirector offers a premium option to directly retrieve and load your documents in SharePoint portal server. A Performance Boost for Your Server If your system archives directly onto hard disk, your hardware can encounter speed limits. With the container function it is easy to avoid performance break-downs with large document stores. You reduce your server load during the supply of documents and the data protection. The FileDirector container moves your documents in so-called "Container Files". The size of the containers is freely selectable. At the same time the data can be simultaneously encrypted and compressed.
E-mail Archiving FileDirector MailStore is a system for capturing incoming and outgoing e-mail traffic. Statutory provisions can require that the digital dialogue with business partners must be archived for a longer period of time. If automatically generated e-mails from order systems are relevant e.g. for business processes, these can also be archived. Fax systems which are linked with a Mail server, are also integrated into the document management system. Explanation: FileDirector MailStore is based on the Microsoft SMTP Transport Event sink. Microsoft SMTP is used by many Mail systems. Therefore you can use e. g., Lotus Notes or Linux Postfix as a mail system if at least one Microsoft SMTP Server exists in the Mail relay chain. The sequence of the MailStore service and other SMTP Events on the Mail server is defined by the administrator (usually before anti-spam and after virus protection solutions). Here any already set filter rules can be used. FileDirector can receive and store e-mails scheduler-controlled. All relevant e-mail fields (sender address, receiver address, receiver and sender name, subject, time stamp and many more) are processed. The e-mails are stored into an archive. The access to the e-mails can be defined by user rights. They can also be transferred to the integrated process management for further processing. The e-mails can be viewed either by the integrated Viewer or by the e-mail program already installed. Now you can search for e-mails according to the defined rights.
Easy Administration The FileDirector Server can be simply and easily administrated with the FileDirector Enterprise Manager. The Enterprise Manager can be loaded just like the application program FileDirector WinClient in the Microsoft Internet Explorer and can be used immediately. So you can administer each installation either locally or if necessary from a remote site, providing the relevant access permissions are in place. All features of FileDirector can be controlled in the Enterprise Manager, except the one-time basic configuration. With the help of the Enterprise Manager you can pre-define the appearance of the FileDirector WinClients or the administration rights and configuration of the entire document management system, controlling program sub-functions of the system or configure the process management. The entire system orients itself towards your existing infrastructure. The user accounts and groups are simply adopted from your Active Directory or SAM tree and can be further used in FileDirector. The transparency of the user activity cannot be missing in a DMS solution and therefore the auditing of the Enterprise Manager leaves nothing to be desired to trace every step of a user. Compliance issues such as document access control, activity auditing, revision and retention control are all features that may be audited in line with any statutory provisions. The administrator can easily produce a report listing all actions on user, machines, actions or times, giving a fast response to any enquiry from the audit function.
Dieter Spielberg Document Management Systems GmbH Wanheimer Str. 593 D 47249 Duisburg Germany Capabilities Summary Telephone: +49 (0) 203 60 888 0 Fax: +49 (0) 203 60 888 77 E-mail: info@spielberg.de Internet: www.spielberg.de Browser-supported client Intranet/Internet transparency Scalable Microsoft SQL Server or Oracle Database Active Directory/LDAP-based security Flexible and simple administration of rights User-defined Metadata Design Supports thousands of Scanning Devices Microsoft Office integration Viewer Supports more than 200 formats Revision control Container Storage SiteReplication DMZ Modus MailStore COLD Retention control of documents Document annotations, including hyperlinks Linked document references Server-based ODBC links Built-in SDK Codeless application linking Online/ Offline working Check-in/Check-out control Forms Recognition Automatic document capturing (FreeForm OCR) Zone OCR capturing Full text OCR Process management Sharepoint integration/webparts Virtual Network Printer (VNP colour) Image Printer SAP and Navision Interface Information in this brochure is correct at the time of publication, but due to ongoing development, product specifications are subject to change without notice. Copyright 2008 Dieter Spielberg DMS GmbH. All other trademarks are the property of their respective companies.