Documents

 The benefits of electronic document management are:

• Reduce the time and cost of search and retrieval of documents Merely scan your paper documents and FYND® will store them alongside your electronic documents, meaning no more walking down corridors and up stairs searching through filing cabinets for you or your staff – they’re available now at the click of a mouse.

• Improve customer service levels and customer retention
  An incoming customer enquiry can be dealt with smartly and swiftly because all client information is now instantly available on your PC, removing the frustration for clients of waiting to be called back after you have spent time digging the information out. Happy customers remain just that – customers

• Preserve fragile paper records and reduce loss of records
  Constant re-use of paper documents can lead to damage and illegibility; scan the document and only re-use the electronic image, meaning you will always maintain the integrity of (legacy) documents.

• Improve business security through off-site storage of your documents
  You back-up your system every evening to allow your business to proceed in the unfortunate instance of a crash; but what if overnight your office is subject to a burn? Store your original paper documents (which you are required to hold for a number of years) off-site and you will always have a back-up for these, too.

• Allow multi-user access to the same document
  Save yourself time and money in photocopying and faxing original paper documents. Scan them into your system and anyone, anywhere with network/internet access can use the document

• E-mail documents received originally as paper, reducing distribution costs
  Scan your paper documents and e-mail instantly to colleagues and associates

• Dispense with expensive re-keying of documents and information
  Inherited a paper contract from 5 years ago and want to replicate key segments? The option of Optical Character Recognition allows you to translate your document into a traditional Word document with its’ accompanying cut, copy, paste facilities etc.

• Reduce human error in filing
  Re-use of paper documents can lead to mis-filing or loss, but not if you are using a scanned image within FYND® whose unique storage facility will always allow easy retrieval

• Edit and highlight, with version control, scanned documents
  Over-write, highlight, use post-it notes, rubber-stamp, authorise, reject documents, all at the click of a mouse

• Save expensive office storage space for other uses
  City centre office with 12 filing cabinets filled with paper documents; put this space to good use by storing the cabinets off-site in a lower cost location, with the facility of retrieving and returning originals at short notice should they be required e.g. signed documents
  

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   A Total Document Management Solution:

  Even in today's Internet age of electronic communication, most businesses still rely heavily on paper documents to interact with their customers and suppliers.

  Across numerous vertical markets like Finance & Insurance, Transport & Logistics, Central & Local Government, Telecoms and Utilities, FACT ® and FYND ® provides added value by reducing cost and improving efficiency & customer satisfaction.

  FACT® and FYND® provides a cost effective, future proof products and integrated solutions that are fully scaleable, from small departmental to enterprise wide systems.

  Our consultants will analyse existing business processes and provide a cost effective, integrated hardware, software and service solution to closely match your organisation's needs.

  

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  FACT ®

  FACT ® is a linking tool that allows to group logically records from various data source together. For example, you have 2 contacts inside client XYZ. Data records related to the company as a whole are linked to XYZ, whilst data records for each of your contacts are linked as appropriate. The following types of data can be linked is only limited by the availability of an ODBC driver for each data source. Hence, data from various databases (MS-SQL Server ®, Oracle ®, ...) in locations around the world can be linked together. To receive a demo , click here

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  FYND ®

  FYND ® is a storage and retrieval tool that allows to group logically documents together. For example, you have 2 contacts inside client XYZ. Documents related to the company as a whole are linked to XYZ, whilst letters, faxes for each of your contacts are linked as appropriate. The following types of document can be linked: paper documents (scanned fax, letters, contracts, photographs, ...), electronic documents (MS-Word, MS-Excel, ...), WEB pages, sound/video, emails, ... To receive a demo , click here

  designed by

  

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  Technical Capabilities & Requirements

  Client PC’s There are many factors affecting the performance of FYND on a PC. The following is a recommended minimum specification. 1 GHz Intel Pentium PC or greater Microsoft Windows or XP 128 MB memory minimum. 50 MB available hard disk space. Either Imaging for Windows (available with Windows) or Imaging Professional for Windows (Eastman Kodak) depending on required functionality. Where FYND is to reference an existing database ADO or ODBC Drivers to connect to it are required. It is possible to email documents or images directly from FYND. This feature requires Microsoft Outlook or Lotus Notes. Lower specifications may work depending on the machine’s other workload. Acceptable performance is very subjective. File Servers FYND stores both images and documents within a traditional file system. It can spread images across multiple volumes and servers by functional area. The file server(s) can be: An under-used workstation on a very small network A dedicated workstation on a small network Your existing file server A dedicated Windows NT Server   Once captured files may be archived to WORM volumes (e.g. CD ROM) as an administrative task through FYND. Several features of FYND such as batch scanning and batch indexing may require a dedicated PC. Database Server Where FYND will reference an existing database storage is required for FYND’s internal reference tables; typically 1 MB of space is required initially. Where FYND will operate on an entirely new database it can be: Microsoft Access for small implementations SQL Server for larger applications In a database on an existing database server e.g. Informix, Oracle or SQL server Scanners Scanning can be performed by scanners attached to work stations, or by printing out document cover sheets or labels from work stations and then batch scanning documents in bulk. Any Twain compliant scanners can be used. High volume scanners may be appropriate with the batch scan server option. Networks Most networks will support FYND. 100mb rates are preferred. Features for multi-site implementations include duplication of servers and moving files to the optimal location. Interoperability As an enterprise application FYND is designed to operate with other applications. Where referenced documents are to be viewed or edited FYND attempts to open them using the application with which they were created. If this is unavailable Windows Quick View is used which is able to view many windows file types such as Microsoft Word and Excel. Quick View Plus supports a wider range of document types but has an additional cost per seat, its list of supported file types is included as an appendix. FYND can be driven from existing applications through ActiveX or DDE Where batch scanning is to be used document cover sheets or labels may be generated from within existing applications, providing they can be modified to drive an ActiveX server application.

  In brief: > 1Ghz or more > Windows > 128Mb RAM min. > 50Mb HDD min. > Scanner                             Informix