Docrecord

Dynamic ElectronicDocument Management

DocRecord is a powerful, low-cost and easy-to-use softwareapplication for electronic document management. Designed to beintuitive,DocRecord is anelegant tool to reduce complexity andcostsfor businesses across all major industries.

DocRecord key featuresRetrieve documents at the touch of a buttonWeb-based access to documents for remote usersOrganize documents with customized folders and viewsAutomatically categorize and index incoming documentsSearch for documents quickly based on keywordsConvert documents into searchable digital files with OCRManage images with mark-up, annotation, and image enhancementView documents in over 200 file formatsStore documents digitally in common formats

DocRecord helps customers toAccelerate key business processes such as order processing and customer serviceIncrease customer responsiveness and reduce turnaround timesImprove document availability and accessReduce storage costs and provide disaster recovery readinessEliminate lost and misplaced documentsEnsure flexibility and interoperability by using open technology standardsLeverage existing infrastructure and back-office systems

DocRecord is both modular and scalable allowing businesses toconfigure the solution that is the best fit for their current businesschallenge and update it over time as their needs change.

DocRecord Desktop ClientDocument search and retrieval is fast and efficientwith DocRecord. Find keywords quickly with hithighlighting on keyword text. Save and sharecommon searches for re-use. Organize documentsacross customized folders that match your workprocesses. The category view shows sets of referenceattributes used for indexing documents. Viewdocuments from over 200 file formats. Prioritize newdocuments by using theWork in Process workspace.

DocRecord Automation ServerThe DocRecord Automation Server captures incoming documents, assignsindexes dynamically, and commits the documents to the system. Avoidprogramming by pointing and clicking the options you need to capturedocuments, forms, reports, and much more.

DocRecord Imaging ClientCapture scanned documents and convert them using OCR intokeyword-searchable files. Improve image management with annotation,markup, and image enhancement. With the integrated side-by-side view,users can see both a list of available documents in thumbnail view andare able to select a specific document to image.

DocRecord Web ClientSearch, retrieve, and view documents via the Internet using theDocRecordWeb Client. Easy to use and navigate,DocRecord’sWeb Client provides access to the system for remote users.

PrismApps

PAudit

RecordsTracking

AuditReports

U

PrintServer

DocRecordClient

ImageClient

AutomationServer

DocRecordAPI

Workflow

E

PrismDirectInterface

Capture

API

RemInter

(AP

DocFormDocSystem

DocTransform

WindowsApplications

AuthoringVersioning

OCRImage

CleanupDesktop

Scanning

ScannersMulti-FunctionPrinters (MFP)

3rd PartyApplications

Capture InformationDocRecord captures information from across your organization seamlessly and lets you take control of yourdocuments. Document imaging is made easywith DocRecord Imaging that captures scanned documents and usesOCR to extract a copy of the text for indexing and storage. Improve imagemanagement withmark-up,annotation, and image enhancement.

DocRecordmanages information from a variety of sources across an organization’snetwork. Easily watch network folders, watch queues, and integrate with otherenterprise applications. With DocRecord, it's even possible for users todrag-and-drop files from their desktop into the system.

Categorize and Index InformationDocRecord sorts files into categories based on the attributes ofthe documents. DocRecord users determinewhichattributes are important fields to set up indexes on for theirdocuments. This is usually based on their businessscenario andwhowill be using the system.

Categories and indexes are completely customizedand there is no limit on the number you can have inthe system. These are important because they arethe basis for searching for the documents afterthe files are committed to the system.

Organize InformationDocRecord organizes files by presenting alldocuments in a series of folders. Documentscan be grouped together in folders based onprojects, work processes, or document type tostreamline business processes. Users definefolders that best fit their business operations andexpedite document retrieval.

AWork In Process area is another tool to helporganize documents. This area is used to stagedocuments and assign them to the appropriate folderswhen they are first introduced into the DocRecordsystem.

Search and RetrievalDocRecord offers multiple search options including keywords,index fields, and the folder tree. Searches can be run from a user’sdesktop or submitted via theweb interface. Users can even savefrequent searches, so they don’t have to re-enter them each time theyuse the system.

DocRecord retrieves documents at the click of a button. Users can review thedocument onscreen and then take the needed action such as printing, faxing, or emailingthe document. Users even have the option to view over 200 file types in their native formats,which is helpful when they don't have the necessary software application for the file they are interested inviewing.

How DocRecord Works

PrismApps

Printers

Desktop

Web

DocRecordAPI

UserNotifications

P

Email

SQL Server

Network AttachedStorage (NAS)

P

otingrfacePI)

SearchRetrieveEmailPrint

SearchRetrieve


ProductionWorkgroupDesktopLocalDistributed

Advanced Print Management

Workflow, Rules-Based Printing

Advanced Variable Data

Information StorageDocRecord provides storagemanagement for your digital documents. All records are efficiently stored only once,

and through DocRecord’s document reference system can be used repeatedly without having toproduce or storemultiple copies. By having your documents stored digitally, Disaster

Recovery readiness is facilitated by being able to produce back-up CD’s that arestored offsite.

DocForm - Advanced Variable Data Printingand Forms

DocForm provides dynamic composition andextensive formatting capabilities for documents

and print streams. Use DocForm to both printdocuments and send digital copies ofdocuments to DocRecord.

DocForm integrates seamlessly withDocRecord and produces PDF’s,TIFF’s, and other file formats forDocRecord to store andmanage.DocForm also passes DocRecordpertinent reference fieldinformation for indexingpurposes.

DocTransform - PrintStream Translation andPrint ManagementDocTransform converts complexdata types and legacy printstreams into standard searchablefile types. It also provides powerfuldata normalization and printmanagement capabilities tomanage

and control the flow of informationacross your organization.

DocTransform provides a packagedsolution to integrate DocRecordwith other

systems quickly and efficiently. Even data incomplex disparate systems and legacy

applications can be converted into searchabledocuments within DocRecord.

DocRecord’s base server and modules work together with your file and database servers toprovide an efficient and seamless electronic document workflow.

Accelerate business processes with conversion of paper documents to digital formatsRead, index, and store scanned documents

Accelerate project development with faster implementationsLeverage existing systems and infrastructure

Enhance collaboration and teamworkImprove individual efficiency

Integrate computer-generated reports, forms, and other documents Reduce postage and courier costs for report distribution Enhance decision making with timely access to reports

Convert legacy print streams such as Metacode, DJDE, AFP, and moreCreate searchable documents from legacy print streams

Eliminate lost documentsBetter document management and controlImproved document tracking with unlimited number of categories and indexes

Accelerate business processes and streamline workflowsSave time and reduce administrative activitiesImprove customer responsiveness and turnaround times

Find and share documents more effectivelySave time by configuring to match your business process

Identify and prioritize new document processingTrack employee work progress and manage qualityIncrease process throughput and manage process bottlenecks

Improve document availability for remote usersEliminate "wait time" for physical documentsReduce costs by using standard web browsers

Save time by re-using prior searches

Increase document access by being able to view over 200 file types without the need for original software applications

Automate distribution and routing of documentsCentralize management of business processesImprove communications with customers, business partners, and

other internal departments

Accelerate processes by eliminating manual work stepsReduce errors by minimizing human interventionEnhance decision making ability

Easy to design and edit business processesImprove ability to analyze and track work processes

Optical Character Recognition (OCR)

Network

Desktop

DocForm

DocTransform

Systematic document indexing

Automatic indexing

Customize document folder structure

Work-in-Process space

Web-based access

Save searches

Native document viewing

Digital document workflow

Rules and trigger conditions

Graphical business rules

Digitally store files

Storage reference system

Standards-based storage

Improve disaster recovery readinessEasier document archivingManage document retentionReclaim physical office space

Efficient file storage by keeping only one digital file and eliminatingthe need for duplicate files

Save time and money by using standard databases and storage with noproprietary files or conversions

More flexible system for future growth plans

Information Capture

Categorize and Index

Organize Information

Search and Retrieval

Document Workflow

Information Storage

Features and Benefits

Mortgage processing managementClient files managementRegulatory compliance - SEC & NASDSarbanes Oxley compliance

Financial Services

New application processingCustomer renewal processingCustomer inquiry and service managementForms management archiveRegulatory compliance

Insurance

Agenda management, minutes, and recordsPolice and arrest recordsCourt records managementEmployee recordsProperty recordsLegislative management

Government

Medical records managementHIPAA complianceFinancial and billing managementForms archive - HCFA, UB92, EOB, etc.

Healthcare

Case managementPractice managementClient record storage

Legal

Student and alumni recordsCourse schedule recordsAdmission file managementFinancial aid recordsTranscript archiveEmployee records

Education

Bills of ladingShipping manifestsPick listsReportsInventory documentationInvoices and billingProof of delivery

Manufacturing &Distribution

DocRecord is a valuable and

mission critical tool applicable across

a wide range of industries and

departments.

Product Applications

1 1 GB per 20,000 pages; 2 Recommended software; 3 v5.1 and higher

Disk Space

Storage

Database

Web Server

Network

Software2

Web Browser

Purpose

Module

Users

100 MB free

20 GB drive1

Microsoft SQLServer

-

10/100 Mbps

Antivirus

-

Managedocumentrepository

DocRecordServer

IT Manager

Prerequisites -

-

-

-

-

10/100 Mbps

-

-

Automaticdocumentindexing

DocRecord Automation Server

IT Manager

DocRecord Server

20 MB free

-

-

Microsoft IIS3

10/100 Mbps

Acrobat Reader, Antivirus

-

Allow web-basedaccess todocuments

DocRecord Web Server

IT Manager

DocRecord Server

Modules and Requirements

20 MB free

-

-

-

10/100 Mbps


-

Organize and share documents

DocRecord Desktop Client

Order processeors

Customer service

Finance and Accounting

DocRecord Server

20 MB free

-

-

-

-


-

OCR and imagemanagement

DocRecord Imaging Client

Document specialists

Scanning personnel

DocRecord Server

-

-

-

-

10/100 Mbps

Antivirus

Internet Explorer 6.0 or higher

Web-based documentsearch and retrieval

DocRecord Web Client

Field sales reps

Customer service

Remote users

DocRecord Server

DocRecord Web Server

Benefits Store documentsefficiently

Faster documentcapture and indexing

Less manual review and handling of documents

More efficient documentprocessing

Web-based access to DocRecord

Assign indexes andcategories

Search, retrieve, andview documents

Read and extracttext fromdocuments

Improve document organization

Improve informationavailability

Faster document retrieval

All modules require anIntel Pentium 1GHz processor (2GHz recommended), 256 MB RAM (512 MB recommended),17" SVGA+ monitor, Wndows 2000/XP/2003/Vista,a CD-ROM drive, keyboard, and mouse.

Prism Software Corporation : 15500-C Rockfield Blvd. : Irvine, CA 92618 : 888-44-PRISM : 949-855-3100 : 949-855-6341 fax : www.prism-software.com

©2004 Prism Software Corporation.All rights reserved. DocRecord is a registered trademark of Prism Software Corporation in the United States and/or other countries.All other names, logosor marks mentioned or used herein may be the trademarks or service marks of their respective owners.

PrismApps

PrismApps

Printers

Desktop

Web

DocRecordAPI

Audit

RecordsTracking

AuditReports

UserNotifications

PrintServer

DocRecordClient

ImageClient

AutomationServer

DocRecordAPI

Workflow

Email

SQL Server

Network AttachedStorage (NAS)

PrismDirectInterface

Capture

API

RemotingInterface(API)

DocFormDocSystem

DocTransform

WindowsApplications

AuthoringVersioning

OCRImage

CleanupDesktop

Scanning

ScannersMulti-FunctionPrinters (MFP)


SearchRetrieveEmailPrint

SearchRetrieve


ProductionWorkgroupDesktopLocalDistributed

Advanced Print Management

Workflow, Rules-Based Printing

Advanced Variable Data

Business

Docrecord