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Q.01 What is a "document?" |
A.01 A document can either be represented in electronic
form (i.e. Word document, Spreadsheet file, Movie file, Sound clip,
etc.) or as a traditional hardcopy consisting of one to thousands of
pages.
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Q.02 What is Intellifile™? |
A.02 Intellifile™ is the product name for our document
management system (also known by some as a "paperless office" system
or content management system). Intellifile's unique design
makes it easier to understand, setup, and deploy a full-fledged
paperless office in just minutes. The ability to create
virtual filing cabinets and drawers (just like a manual filing
system) is what truly makes Intellifile a breeze to work with.
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Q.03 What is the standard format used by Intellifile™ to store
documents that were scanned into the computer? |
A.03 Intellifile™ provides a variety of graphic formats and
compression settings to suit your needs. By default,
Intellifile™ uses a highly compressed PDF file format for storing
all of its scanned documents. Other supported formats include
TIFF Group 4, TIFF Group 3, JBIG, JPG, PNG, BMP, and GIF
compression.
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Q.04 How is a multi-page document scanned and stored in
Intellifile?
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A.04 When a multi-page document is scanned into the
Intellifile™ module, all pages of the document are appended to
create a single compact Adobe PDF file. Viewing a multi-page
document is a breeze with the standard Adobe Acrobat reader which
supports viewing, scrolling, thumbnail indexing, printing, emailing
and zooming of your multi-page documents.
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Q.05 How much disk space does Intellifile™ require to store
all of my scanned documents?
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A.05 Intellifile's advanced scanning technology uses Adobe
PDF file format and typically occupies about 50k of hard drive space
for a single page. This means that each gigabyte (GB) of storage
space (which costs only a few dollars) will hold approximately
20,000 pages.
With the rapid drop in prices for hard drives, optical media and
scanners, it costs much less to store documents on your computer
than it does with paper.
In fact, when you consider all the expense factors involved with
hardcopies (e.g. paying someone to constantly file paperwork;
assigning expensive office space to accommodate filing cabinets;
loss of time in retrieving paperwork; dealing with misplaced
paperwork; etc.), it simply doesn't make financial sense to continue
operating a business with yesteryear thinking.
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Q.06 What are the risks of using a document management system?
Is it worth it? |
A.06 Next to the cost of setting up a document management
system (which is no longer an issue with today's low priced storage
options), the next biggest fear by many is that of computer
malfunction causing an entire virtual filing system to disappear.
The irony to this fear factor is that your company's paper filing
system is not any safer than having it all stored electronically on
your computer.
Think about it... if your building, strip mall location, or
complex were to suddenly have a fire breakout, could you quickly
move all your filing cabinets at a moments notice? How about a
natural catastrophes like tornadoes, hurricanes or floods? Or
the possibility of vandalism, theft, terrorism or arson?
With a "paperless office," you can easily place your entire
filing cabinet in the palm of your hand. A tape backup can be
brought home each night or placed in a fire-proof safe on a periodic
basis. No matter what unforeseen event happened, you could be
up and running in less than a few hours of the worst catastrophes
imaginable.
Good backup systems are extremely inexpensive to implement today
and should alleviate any concerns with regards to the safety of your
documents. In fact, you probably are backing up already if you
are using your computer for any serious commercial purposes.
The truth is... your are at more risk when running a company while
using traditional paper-based filing systems versus electronic
document management systems like Intellifile™.
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Q.07 What if my database is simply too big to fit in one data
volume?
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A.07 Intellfile™ employs multiple-repository techniques which
allows you to store documents across multiple volumes, with each
volume residing in a different directory or on a different drive,
disk array, etc. Companies with more than one server can
easily setup ManageMore's document management system in a variety of
ways (e.g. A/R related documents could be placed on Server A while
A/P, Banking and G/L related documents could reside on Server B).
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Q.08 Does Intellifile™ support audit trails?
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A.08 Yes. Whenever a virtual filing cabinet is created,
the owner of the cabinet has the ability to decide what employees
can access a cabinet and whether or not auditing will take place on
each employee who visits the cabinet. The user name, date,
time, document name and action performed can be recorded on an
individual user basis. Audit logs can easily be viewed and
sorted for quickly looking at the who's, what's and when.
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Q.09 How much total RAM will Intellifile™ require? |
A.09 Basically, follow the
minimum requirements for ManageMore and you will be fine.
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Q.10 Are special display cards or monitors required? |
A.10 Most systems work with any Windows-compatible video card
and VGA (or better) monitor, and recommend that you use at least a
15" monitor with at least 800 x 600 dpi in resolution.
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Q.11 What are the most common
hardware scanner interfaces? Which are recommended? |
A.11 Many scanners today use standard
USB technology to connect to the computer. USB scanners are
among the fastest and most reliable devices and are manufactured by
dozens of leading companies like HP, Canon and Epson. Most
scanners use either TWAIN or WIA scanner drivers to communicate with
the computer and are both supported by Intellifile™. We
recommend scanners that come with a built-in multi-page sheet feeder
for easier scanning of multi-page documents.
Also, consider your company needs when purchasing a scanner.
If your company frequently deals with larger page formats, you may
need to look at slightly higher-end scanners from manufacturers like
Contx, Vidar, Océ and Calcomp which make scanners specifically
designed for large format documents up to E-size (34" x 44") and A-0
size (33" x 46.8").
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Q.12 What image resolution should I
use? |
A.12 Intellifile™
can support documents scanned at various resolutions, from 150 dpi
to 1200 dpi (or more) depending on your scanner. Depending on the
purpose and the contents of the page, most documents should probably
be scanned in
black and white at around 300 dpi. Higher dpi scans will
consume more hard drive space, and often make very little difference
on standard documents.
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Q.13 What about color files or
photographs? |
A.13 Color files can be scanned
with a color scanner or imported into Intellifile. There are a wide
range of color scanners on the market. Many document imaging
scanners support color and grayscale.
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Q.14 How can I scan double-sided
documents? |
A.14 There are two different ways
to handle double-sided documents. If you own a duplex scanner, then
both sides of the page will be scanned and then saved as a
multi-page document. Also, with a simplex scanner, you
can simply scan the front page and then append the back page to form
your multi-page document manually.
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Q.15 How secure are my really
sensitive documents? Like Payroll and Company Financials? |
A.15 Besides the security measures
that can be assigned at each virtual cabinet within the Intellifile
system, you can further protect your documents with individual
password settings on each document plus a 128-bit high level
encryption on the document itself. This means that even a
hacker who attempts to bypass ManageMore by going directly to the
hard drive would have a near impossible time trying to open
sensitive documents.
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Q.16 I currently have my remote
locations networked via Microsoft Terminal Services or Citrix.
How can I scan documents into Intellifile™
from each of my remote offices? |
A.16 Remote workstations with USB
connected scanners are not directly supported by Microsoft Terminal
Services or Citrix Metaframe. However, there are inexpensive
third party software solutions like
www.remote-scan.com which
do provide the ability for remote locations to scan documents and be
redirected back to the main Terminal Service/Citrix server.
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