Document Management Solution

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The basic principle of DocuWare is based on the normal office environment and its established procedures. Documents initially arrive in electronic baskets that mimic the in-box on your desk, and you work with them as you normally would--sort documents in your basket, staple or clip them together, or add notes, comments, signatures and stamps.

From the baskets the documents are stored in digital file cabinets, forming the document pool. You can decide how many file cabinets you’d like, or how they are organized, whatever makes sense for your company. DocuWare’s powerful indexing features make sure all document types are filed away in the right place.

Paper documents
Letters, invoices, reports, drawings, notes and other printed or handwritten documents can be imported using almost any type of scanner. DocuWare integrates a wide range of convenient control features from simple workstation devices to high-performance scanners. Similarly, network scanners and multifunction copiers can be integrated directly in the DocuWare system without the need for additional software.

Once scanned, documents are held in the DocuWare baskets for further processing or for storing in the file cabinets. One option uses an add-on module to extract data directly from documents by OCR (text recognition) or barcode recognition during the scanning process. Then, using this extracted data, the documents are automatically categorized, indexed and stored in a file cabinet.

MS Office, CAD, and more
DocuWare offers several ways to import files. Drag and drop them into DocuWare baskets or use the Import menu. DocuWare can monitor any folder in the file system to automatically import large volumes of files into baskets or file cabinets.

The DocuWare Client is available in a browser for storing and processing documents. DocuWare also offers an alternative, convenient method of working through direct integration in Windows Explorer. With the Windows Explorer Client, a DocuWare folder appears within the Microsoft file system. This folder contains the file cabinets. Documents or even entire Explorer directories can be stored from within Windows Explorer using drag and drop, with each file being indexed automatically, or store documents directly from any Windows application with the “Save As” command.

File information such as file size, extension, or the last change date can be used for categorization and indexing. You can choose to store files automatically or manually with supplemental information. Or, you can easily add custom storage features with the DocuWare Software Developer Kit (SDK).

DocuWare imports files in their original format, and displays them either with the integrated DocuWare universal viewer or with the original application program that created them.

File while you print
Choose DocuWare Printer from any application’s print dialog box, and an exact replica of the document is generated from the print data stream and stored in the DocuWare file cabinet as the document is printed. In the case of documents that follow a standard format, such as outgoing invoices, proposals, quotes or reports, index words are extracted directly from the document and stored with the documents automatically.

Mass documents and legacy data
DocuWare can be integrated into any business solution by means of universal functions and interfaces. Documents created in-house such as invoices, reports, and other lists are archived by DocuWare automatically. DocuWare imports the Windows operating system’s print data stream using the standard feature, DocuWare Printer. The print data is stored as individual documents, categorized, indexed and stored in the file cabinet. Optionally, DocuWare can also overlay forms and letterheads. This allows the ability, if needed, to combine print data into exact replicas of the original document.

Legacy data, or data that must be retained for legal reasons, can be imported by DocuWare automatically. If the data is needed at a later date by the original system or an analysis tool, DocuWare exports it in its original format along with the original file name.

Email
The documentation of business processes also includes email. DocuWare can import and store email from Microsoft Outlook, Exchange, and IMAP email providers such as Gmail,* either automatically or with confirmation or correction by the user. Email can be organized in combination with other kinds of documents on the same subject and by the same criteria. DocuWare uses the sender, recipient, date, subject and other mail information for automatic indexing, and even pulls company and personal information from address books and other databases.