| 1. |
In what format are documents scanned/saved into your system (ex: TIFF, JPG, PDF)?
- Scanned images are generally stored as TIFF files. We use highly compressed group 4 TIFF that does not lose quality. Images can be scanned directly to PDF if desired.
- Our software supports all file types, including spreadsheets, word processing documents, images, design drawings, music files and even highly specific data files.
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| 2. |
From what source/media will your system accept input? (Ex: Scanner, electronic documents, etc.) Explain.
- Docutron supports decentralized scanning and indexing. This means that Docutron can support single scan stations or major scanning farms. Indexing happens independently so you can accomplish more work and have specialization if necessary.
- We accept electronic content from across the desktop environment. There are a variety of ways to migrate this information and we provide the ability to make it easy for your end users.
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| 3. |
How will your solution integrate with our email system?
- Docutron has an email module that can file away sent and received emails automatically. We can store them in private, undisclosed cabinets, thus enabling you to ensure that even email correspondence within your organization is archived in a compliant fashion for regulatory requirements. We then allow you to search the emails according to a varying set of criteria.
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| 4. |
Can your solution accept input of metadata along with scanned images?
- Yes. The metadata is used for searching the individual files once they are in the repository. Bar coding, OCR, linking in other databases, manual entry and other input mechanisms are part of the acceptance process.
- Docutron supports unlimited amount of metadata fields.
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| 5. |
Is there software available to view scanned files for any user regardless of whether or not they have the same document imaging system? Explain.
- Yes. We use Group 4 TIFF files which are standardized and widely accepted. There are many image viewers on the market, including open-source viewers. Again, we scan as TIFF or PDF.
- Docutron can provide customers with a method for exporting their images & files to WORM (CD and DVD are our most commonly used media) media so that third parties and/or regulatory bodies can view AND search the information when required by law.
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| 6. |
Which versions of Windows is it compatible with? Which versions of MacOS?
- Docutron Document Management is entirely browser based. Our only requirements are that end users be using IE 5.5 or greater, Netscape Navigator 7.0, Mozilla, Safari or the most recent versions of popular web browsers.
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| 7. |
Can a document HISTORY (ex: revisions, audit trails, version control) be shown?
- Yes. Docutron has full versioning. Rolling back to previous versions of documents is a product module for our large clients. Documents can be checked in and checked out, ensuring that changes to the documents are not overwritten.
- Docutron auditing features allow for complete tracking and reporting on system activity.
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| 8. |
Are scanned documents considered legal and do you have information on the software to state so?
- Yes and Yes. Scanned documents are stored in a lossless and unalterable format. Admissibility laws regarding the acceptability of scanned documents as originals require inalterability and proper storage. State and Federal courts have been accepting scanned images as "best evidence" for a considerable amount of time.
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| 9. |
In detail, what does the "installation" of your product include? (Ex: Training, setting up indexes/fields, permissions/rights/folders, etc.)
- Docutron Document Management is deployed on a network appliance server. Our engineers can install and complete turn-key solution in a short period of time.
- We provide administrators and end users with training. The scope of each project can be different and we work with our customers to meet specific parameters. In many cases, we are able to pre-configure appliances for true plug-and-play document management.
c. Our larger customers requiring varying degrees of "installation." Docutron partners are always trained and capable of support product purchasers.
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| 10. |
What are the steps for disaster recovery and back-ups?
- For SMB operations, we include built in back-up systems that operate on an automated process. Thus, disaster recovery of mission critical information is quick and complete.
- For larger customers and enterprise accounts, Docutron integrates with the greater IT infrastructure.
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| 11. |
What is your policy on software upgrades?
- Maintenance and Support contracts are available to all customers. Partners provide pre-specified levels of support. As the manufacturer, we provide software upgrades on purchased products.
- Please contact a Client Business Manager for more information on software upgrades.
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