Sorting Office removes the paper chase and protects
documents immediately they are received using
a mixture of scanners and copiers. Let Sorting
Office manage the transfer of these documents
to other staff anywhere in the organisation for
indexing, between departments, even between remote
offices.
Sorting Office reduces manual indexing by obtaining
index information already keyed into other systems.
It uses the fast and accurate DOKuStar family
of OCR and ICR engines from Océ to automatically
identify and index documents. Sorting Office reads
bar codes, check boxes (OMR), machine print (OCR),
even handwriting (ICR) directly from the scanned
documents to reduce the need for manual indexing.
Document Management System
Sorting Office requires TokOpen and a Kofax Adrenaline
Engine.
Captured batches are imported directly into
the Batches drawer within TokOpen, which is automatically
set-up when installed. Only when Sorting Office
has processed captured batches are they moved
to the target drawers.
Sorting Office Remote includes a TokOpen single
user licence allowing document capture and indexing
to be performed remotely before being uploaded
to the target drawers.
Document Capture Devices
All scanners supported by Kofax Adrenaline and
VRS/AIPE solutions. (Please see www.kofax.com
for supported scanners and recommended configurations.)
All networked digital copiers, MFD's or
scan servers capable of scanning and saving captured
documents to a network folder.
Index and Capture Stations
The minimum workstation specification required
for each Sorting Office station is a PIII 600
with 128MB RAM. Supported operating systems are
Windows 98/ME/NT4/2000/XP.
We strongly recommend the following for Sorting
Office workstations: PIII 800, 256MB RAM, 10GB
HDD, 19" monitor running Windows 2000 or
XP.
Network Considerations
An A4 page scanned at 300dpi is approximately
50KB. A batch of 100 pages is approximately 5MB
in size, on a 100Mbps switched half duplex network
this would take approximately 0.8 seconds to transfer,
on a 10Mbps un-switched network (assume 50% saturation)
this would take about 8 seconds, on a 64Kbps ISDN
line this would take approximately 11 minutes.
If your network is heavily used, consider using
a separate 100Mbps switched network for transferring
images whilst scanning and indexing.
Document Compression Control
Sorting Office provides you with two options
to configure your system for managing greyscale
and colour image compression.
- Defer compression until the document is imported
into the target TokOpen drawer. This ensures
Sorting Office enforces your document policy
settings defined in TokOpen by document type.
- Set the compression by Scan Profile within
Sorting Office. This reduces network traffic
by reducing the image sizes so Sorting Office
can run quicker when processing colour and greyscale
images.
- Sorting Office captures monochrome images
using the TIFF Group 4 file format, which includes
its own 'non lossy' file compression.
Security Control
TokOpen enforces the following security controls
within Sorting Office:
Admin: restricts access within
Sorting Office to the Administration Tools and
the Batches Drawer within TokOpen to named users.
Problem: restricts access to
Problem Batches within Sorting Office, to named
users who are authorised to investigate documents
that failed to import into target TokOpen drawers.
Create: restricts to named
users the right to capture document batches.
Delete: restricts to named
users the right to delete a batch.
Index: restricts to named users
the right to index batches.
Audit Control
Batches are audited by TokOpen just like any
other document. In addition, Sorting Office maintains
records of Productivity allowing customised reporting
of productivity for staff, scanning, indexing
etc ...
If you wish to discuss your own particular requirements
then please call us now on 01753 616720
or e-mail us with your project details for a free assessment
and recommendation.
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