optional modules

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System requirements

Product overview

AIS : Automatic Import Service (included with DBS, optional for DCS):

Define folders that your Documind Server should watch for updates. Each new or changed document will be automatically added to your Documind database. Images can be automatically treated with OCR.

• You can simply drag and drop files on a defined folder and Documind will import them automatically.
• Scanned images will be OCRed and imported, no manual intervention necessary.
• Electronic faxes (incoming and outgoing) can be directly added to your archives.

Documind Flow

Documind Flow is the workflow module of the Documind product family and lets you control the information flow at the heart of your company.
It has been developed with W4, the French leader in workflow solutions.

Pre-defined generic workflow applications allow for easy installation and use.

Documind Flow manages business processes and guarantees a smooth processing of the individual steps needed from a task’s creation up to its completion and archiving.

Once the process has been defined (employees involved, supervisors responsible, ...), it can be put in place and be used.

• After each completed step, the current task will be assigned to the next employee involved until it will finally be archived and marked as closed.
• Each user has a comprehensive overview of their tasks and can start new tasks if necessary.
• It is always clear, where in the process a particular document is.
• Documents can be followed up at any time, allowing you to verify if deadlines are met and the right people involved.
• This module is especially useful in the following contexts:
  • Processing of incoming letters
  • Management of quotations, invoices, delivery notes and other related documents
  • Management of holiday application forms
  • ...

Documind Spool

This module has been developed based on EasyPrint's HotDir, one of the leading products in the field of spool file conversion.

Documind Spool enables you to convert spool file information retrieved from mainframe applications to PDF documents and archive them in one of Documind’s archives.
These spool files will be full text indexed as well as indexed with information contained within the spool.

• Put an end to the problem of cost, confidentiality, integrity and retrieval that are usually related to the existence of multiple copies of a document, be it in paper or microfilm form.
• Among the most frequently used fields of application are delivery notes, invoices, payslips, bank statements, and many more.
• Reduce the need for preprinted paper and profit from easy document distribution and viewing.

Automatic Document Recognition*

This module empowers you to automatically analyse forms, extract the information contained within them and export this information to the Documind database. It is based on ABBYY FormReader and can be used to treat and archive orders, invoices, questionnaires and many other standardised documents.

The following document types can be handled:

• Typed documents (OCR)
• Handwritten letters and numbers (ICR)
• Marked responses (OMR)
• Barcodes (OBR)

At the end of the process, information will be exported to Documind and - if necessary - to other databases as well.

WORM Depot*

The optional WORM Depot of Documind Corporate Solution stores files in a cache on server hard drives and prepares them for archiving on CD/ DVD. The archiving process involves the creation of an MD5 checksum to guarantee file integrity to detect file corruption or tampering.
Archived files can be retrieved either from a jukebox or a document cache on the server hard drive, the latter allowing for a better performance.
The WORM module fulfils the requirements of the French norm AFNOR Z42-013 for electronic document archiving.

Barcode Module*

The barcode module can be used to split large batch scans into individual documents and assign the barcode value as an index to a document.

Batch scans can also be split into individual documents without the use of printed barcodes by simply inserting manual seperators.

* only available for Documind Corporate Solution