Electronic Document
Management System

Steps by which a Document is processed

Figure 3 summarizes the steps by which Documents are processed.

Document Scanning

Image Executive EDMS provides many options for scanning, including:

selecting from hundreds of different scanners to use including B&W and color document, and Microfilm.

selecting from different image formats to file the images.

selecting Automatic Document Feeder or Flatbed Scanning Options.

selecting Duplex Scanning or Simplex Scanning.

selecting either the Scan Single Page or Scan Batch.

selecting Test Scan for quality control to check image quality.

Filing Documents

Keeping it simple! – Image Executive EDMS provides many options for filing and organizing documents. The system works best when searches yield multiple results, allowing the user to choose from a list of related Documents. These may include the following:

Attributes –Attributes further classify Documents with Attributes, Categories, and Classes. When assigning Attributes, Categories, and Classes from the Queue, they can be attached to particular pages of a Document.

Comments – Enter the Folder Name into the Comment box so that viewers may see the Document’s location when the Document appears as the result of a search.

Notes and References – Notes and References can be used as filters when searching by Attribute: Documents flagged with the same Attribute may have different Notes and References. Not only can these fields be used as search criteria, but they may also contain important data.

Quick Filing – Documents filed during the same session of File Documents in Queue (i.e., without exiting the Function) will retain the Attributes, Comment, and Document Date of the previously filed Document.

Wildcards – The % symbol can be used as a leading wildcard to make your searches easier. For example, a search for “%Smith” might yield “Wordsmith” and “Carter-Smith”. The system automatically searches with a trailing wildcard after all search criteria. In combination, another search for “%Smith” might yield “Burns & Smithers LLC” because the search string “Smith” is preceded and followed by wildcards.

Retention Codes - The optional Retention Management Module allows you to assign Retention Codes to to track an entire Department’s Documents by retention periods. When the appropriate number of months has elapsed, the Document will appear on a report of expired Documents.

Include in Full Text Index - If using the optional OCR for Full Text Indexing feature, Users can flag a Document for indexing at the time of filing. Locate the Document to file as per usual. Then select Options ® Include in Full Text Index and file the Document as instructed above.

Retrieve Documents

The retrieval of Documents is a flexible and varied process, allowing Users to creatively define search criteria. Users can conduct searches by Folder, by Attribute, or by Comment and Date. Searching and viewing documents of course is dependent on how they were filed.

Searching by Folder and Attribute

A Document might be filed by Folder or might be tagged with a Purchase Order (PO) Attribute, or both.

The Document is shown in the Document viewing window below.