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FAQ
1. What is OCR?
OCR (Optical Character Recognition) is a technology that enables you to convert different types of documents, such as scanned paper documents, PDF files or images captured by a digital camera into editable and searchable data. OCR is especially useful when corections are needed on paper document (e.g. contract text, newspaper article, flyer) or when the part of the existing text could be used in creation of a new document.
Using a scanner without OCR, a paper document can be turned into electronic form as a digital image. However, getting the document's image does not help when you need to edit the document or to store it in a searchable archive. The only way to do that is to rewrite the document and create identical formatting, which can be done manually or with OCR. OCR recognizes the image of the original document and creates an electronic copy which can be edited and stored in a required (editable) format like MS Word, MS Excel, HTML, PDF, TXT etc. That way the content of document becomes searchable, so you can easily conduct a full text search on it.
2. How does the full text search work?
Full text search is a tool for searching documents by content data. Search results are displayed as a list of all documents that have that specific word or phrase in their content ( it is enabled to conduct a search by content, metadata or both). When the document is opened, files that contain required word or expression are marked green. To narrow your search criteria, it is allowed to use logic operators AND, OR and NOT inside your search term, and also quotation marks to search for exact phrases.
3. What is PDF / A?
PDF/A is a standard for long-term electronic documents archiving based on ISO 19005 standard.
4. What is impersonation?
User impersonation allows you to sign in as a different user and take any action, depending on the impersonated user's permission level. This is a very helpful option when your coworker is on vacation, sick leave etc., so you can perform his urgent assignments instead of him. Of course, the system is recording the fact that his tasks were carried out by someone else.
5. What is document?
When talking about a document in context of a document management system, we actually mean file, or several logically connected files that are stored by common descriptions. Depending on a user's needs, description fields can be arbitrarily defined, in order to create as many different document types as needed and to describe the files more precisely so they can be easily found later.
6. Where are the files stored?
Files which are managed through the system are actually stored on a server, so there is only metadata stored in the database (the content of the document's description fields) . Therefore the database is filling very slowly, even by the large amount of documents.
7. What kinds of licenses are we providing ?
Besides the usual, named users with full rights in the system, there are also read only users that are not allowed to perform any other action (edit, delete) on documents in the system but to read them. Read only licences are free, and the number of read only users is unlimited.
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