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FAQ
What is DMS?
Base task for document managing is conversion of documents into digital files on computer. Once on computer, those documents are accessible in seconds without special effort. Thousands of organisations across the world use document management system instead of paper archives. Reason for this change is simple:
- Prevents lost records
- Saves storage space
- Manages records easily
- Finds documents quickly
- Makes images centrally available
Documents are scanned into system or existing digital documents are loaded. System saves this files to disk or disk system. Documents then get indexed. Indexing is describing the document so document can later be found. For retrieval, built-in search engine is used. Who can read or change document or what action is allowed on it depends on rules given to the user or group by administrator. Complete DMS is made from five elements:
- Scanning: Constant improvements in this area allows for easy, fast and inexpensive document conversion.
- Storage: Good storage system provides long term and secure document strorage and can be expanded with new volumes.
- Indexing: Documents are structured based on their index. Good indexes makes good retrieval possible.
- Retrieval: System uses information about documents to quickly find stored documents.
- Access: Documents must be available to those who needs them but access must be limited to authorized users. Good system should offer access from anywhere.
Which operating systems are supported?
Server: Windows server (2000,2003...)
Client: Windows 98,Me,2000,Xp
Which databases are supported?
Microsoft SQL server, Oracle, MSDE
What format is used for digital documents?
Black and white documents are stored in TIF format, while color documents in JPG (compresion with loss) or PNG (lossless compresion). If documents already exists in digital format they can stay in original format. System can recognize most picture formats, every other is opened with default system application.
What is COLD (computer output on laser disc)?
COLD is tehnology used to retrieve data from large textual files generated by business application. This data is stored in database and when when viewed by user, they are shown on background so form is identical to original without need for storing large quantities of picture data..
How is the data secured?
INPro systems achieve security by document encryption, digital sign and user authorization system. Authorisation is included in every application version but encryption and digital sign are in optional modules.
How are the documents changed?
System allows document changes to users with appropriate rights. Before changes, document must be checked out and after changes are made document must be checked in. Older versions are stored and accessible and can be rolled back. Audit component enables tracking of every change on document.
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