Document Imaging and doQuments

Document Imaging

Document Imaging simply means the conversion of physical paper-based information into digital image using optical technology such as Scanners. Document Imaging relieves us from the hassles of filing & retrieving paper documents and hence has become an indispensable part of the information management solution. Today, when information is being gathered or spread around at lightning speed, relying on paper documents doesn't serve our purpose, rather it put us behind. Document Imaging emerges as life saver in such a scenario.

Document Imaging allows us to store any type of information by simply scanning the required file. We can even assign special comments to each file saved and thus ensure easy retrieval of the files when needed.

A Document Imaging Software enables you to...

• Scan paper documents and save into the computer
• Assign special comments to each stored file
• Maintain an archive of documents stored
• Search and Retrieve a specific file
• Share documents amongst trusted users

doQuments - A Document Imaging System

Being versatile document management software, doQuments serves as an ideal Document Imaging System. doQuments has wide functionality including scanning, storing, indexing, retrieving, and controlling access. It thus becomes a suitable product for a secured storage of critical information.

DoQuments has the following features:

Importing Documents

Documents can be imported into doQuments database (DB) by simply dragging & dropping from the source location or by pasting images from clipboard or via scanning using TWAIN compatible scanners.

Scanning can either be done manually or in batches using an Automatic Document Feeder (ADF) attachment. While scanning with an ADF, stack of documents can be placed into a tray which is then automatically fed one page at a time into the scanner thus reducing the time and effort otherwise put in the manual scanning process. The scanned files are automatically saved into doQuments DB either all in one records or separate records for each file depending upon the option user chooses. DoQuments also support duplex scanning and can intuitively detect blank pages.

Storing Documents

doQuments allows saving of scanned file as PDF, TIFF, PNG, JPEG or BMP files. For TIFF Images, doQuments uses a multi-page TIFF File Editor to store and view multiple images in one file. A preview panel enables thumb-nail view of the images while browsing through the files stored in the doQuments DB. The Image manipulation tool allows you to modify images as per your choice. You can rotate, flip, shear, crop, resize, sharpen, etc. The image can even be converted into grayscale.

Indexing Documents

doQuments enables you to describe documents with additional information. With each document you can store a large number of Text, Numeric, Date, Time and Yes/No values for describing/indexing the document. Up to 200 such values can be stored with each document. Indexing data for a document can be added or modified at any time. On screen data entry tips inform users about the type of indexing data that must be entered. doQuments also allows you to add the data first and then add documents for that data at a later date. This way indexing as well as status information can be stored about expected documents. doQuments has options to Import data from text files. (e.g.: comma separated data, tab separated data, or any other character delimited data files) and Export data in spreadsheet friendly format for further analysis Reporting with WYSIWYG print preview

Retrieving Documents

doQuments uses Query Builder that supports parameterized queries, whereby user can fetch the required document by entering a set of keywords relating to that document. With the doQuments being indexed, the search results in quick and easy retrieval of information as and when required. The Thumbnail Viewer enables preview of the image files and the Data Viewer helps to locate documents by viewing the indexing data in a columnar format, thus facilitating the quick search. The search queries can also be saved for later use. The Document Finder tool helps to locate documents using their attributes and sort to group together related documents.

Sharing Documents

doQuments offers broad availability and access flexibility without compromising on the confidentiality of the documents. This can be credited to doQuments' sturdy security system that allows you to grant or deny access to different users at different levels - system, database, record, field and document. With doQuments you can secure information by encrypting and decrypting the files as and when required.