Digital Archiving

Are there additional "per seat" charges for your document imaging software?

With our document imaging software there are no additional "per-seat" charges. We license only the workstation that scans and labels the documents.  Everyone else on the network uses Adobe Acrobat Reader, a free application for searching, viewing and printing PDF documents.  The server acts only as the repository for the documents and the indexes, eliminating any additional license requirement for the server.

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Do you charge annual maintenance fees for your document imaging software?

There are no additional maintenance costs with our document imaging software.

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What will the cost be for future upgrades to your document imaging software?

Our document imaging software provides you with free upgrades and free support over the life of our product.

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Why do we use the PDF file format for our document imaging software?

The PDF file format has become the de facto file format for the internet. A significant advantage of the PDF file format is the ability to add document security at the document level. In addition, you cannot alter a PDF document without leaving an electronic footprint. This is a major reason why the U.S. Federal Judiciary has mandated its use for electronic filing of case documents.

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Does our document imaging software use a database or an index to search for documents?

Our document imaging software uses an indexing system to search for documents, a major advantage of an indexing system is that it is easier to maintain and does not require the level of technical expertise required by a database system. Additionally, indexes are less expensive to initiate and maintain than databases. Our document imaging software provides a closed indexing system, giving you a high level of security and keeping your documents protected from someone accidentally or intentionally corrupting the index.

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Does your document imaging software use key search words embedded into the scanned image or do they reside in a database with only hyperlinks to the scanned image?

Our system embeds the key search words into the electronic PDF document and surrounds them by meta-data tags.  This process allows indexes to locate and extract the key search words and build them into the index. The practical effect of this process is that the documents become the database.  In other words, anywhere the document is moved, the database information travels with it, allowing the document to always be indexed for search and retrieval purposes. Documents created with our system can be easily moved from one directory to another, such as from the main server to a notebook PC or Tablet PC.  This allows authorized personnel to copy information onto a portable device, mobilizing their documents and workflow.

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What is the training time for the operator and IT personnel to be fully proficient using our document imaging system?

The training time required for a workstation user to proficiently operate the scanning, labelling and indexing functions of our system is typically less than one hour.  The training time required for an end user to proficiently search and retrieve documents using our system is typically between 20 to 30 minutes.

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Will your document imaging software integrate seamlessly into my current network?

By using an indexing system, rather than a database system, our software integrates into your current network system.  This requires your network administrator to maintain only one system, rather than two separate network systems.  Thus, only a minimal amount of additional time is required by your system administrator to back up the documents and indexes from the server.

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