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| Document Management Demo
New! Ever wish that you can quickly search for specific information in that cabinet full of paper documents? Wait no more! Net FYI, a designated NSi's AutoStore document management solution provider (VAR), has multitude of solutions. Here you get to see the power of converting paper documents live to an electronic searchable document library.
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- You have hundred and thousands of paper documents that you wish to scan into a electronic repository so you can easily view the documents anytime, anywhere
- You want to be able to view the documents inside and outside the company
- Scanning a document gives you just images and you cannot search the text; the ability to searching for specific information is a must
- You also want to view it in PDF format as it's the industry standard
- You don't just want to be able to locate the document, you want to be able locate certain portion of the text in the document within the PDF document
- You want to reuse the OCR text in other applications such as Word or Excel
We have the solution and you can try it out on-line yourself!
- Scan
Convert paper documents into electronic PDF format automatically
- Storage
Store paper documents electronically into a document library
- Index
Quickly search paper documents through full-text search engine
Index keywords on documents for searching and reporting
- Retrieval
Allows text search in PDF documents -- OCR (Optical Character Recognition) text and overlay over the PDF document
Allows copy text from the searchable PDF documents to other applications
- Access
Easily configure access control on who needs it. Configure only allow authorized personnel to view documents
Below is a diagram on how the demo works. Begin by attaching the generated fax ID cover page to your test document, fax it in, and the system does the rest. It OCRs the text, converts it to a searchable PDF document, indexes the document and make it available over the web. You can then easily search for the document and search portion of the text within document.
| Demo Description & Instructions |
Normally, within the corporate environment one would use a TWAIN scanner or network printer/scanner to scan in documents. However, to make the demo available to the public, fax machine is used as our scanning tool. The solution is not limited to just fax machines, but any scanning devices (such as HP ScanJet 7800, Fujitsu fi-5120C, or TWAIN scanners).
This is an interactive demo; it's best you print and follow the directions below:
| 1. Create a Fax document entry |
Begin by creating a fax document on-line by clicking on the "New Fax Doc" link (see picture below).
| 2. Print out fax cover sheet |
The demo will generate a Fax ID cover page. Print out this page as your fax cover page (see picture below).
Place the cover page on top of your test fax document (please don't fax in any personal or company related information). To expedite the demo process, please attach only 1 to 3 pages. To ensure highest quality, try to set faxing mode to fine or super fine. Fax it to 240-206-3189.
The system will initially generate an empty document with the Fax ID and document title. This Fax ID is used by the system to match the faxed in document to the electronic record. Note that there is no paper-clip icon which indicates that the system has not received the fax yet.
| 4. Wait for fax confirmation in your e-mail in-box |
Wait for a few minutes. An e-mail will be sent to you once the fax has been OCR and placed into the document library. The document should look like below. The file attachment is the fax document that has been scanned and OCR (Optical Character Recognition).
| 5. Try to search your document through database search function |
Once it's in the library you can quickly search the document through the database's full-text search engine.
| 6. Try to search your document within the PDF viewer |
Once the document is located, you can further search the text with in the PDF view.
What to Expect
Note, because this is a fax, the image quality is at fax quality. The image may be somewhat unclear. This is a demo of converting paper documents to an electronic searchable repository. Depending on the deployment, most of the time a company will opt to use hi-res scanners and the image quality will be much improved. |
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Additional Benefit of Searchable PDF
Because the PDF document is searchable, it's overlayed with the actual OCR text (you don't see it), you can use PDF viewer's "Text Select Tool" and copy the text (see picture below). |
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Try the live interactive demo now Ø
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