Shipping Quality Equipment For The Microfilm & MicroGraphics Industry Since 1996
Key words are used to index the folders, and the documents within the folder. The index field for the document allows for 52 characters. The key words may be alphanumeric. A folder has a title field (51 characters long), a sub-title field (51 characters long), and a description field, which is like a word processed document (up to 64,000 characters). The system recognizes these indexes and allows searching for filing cabinets, then folders within the filing cabinets, and documents within the folders.
Through the user definable index fields a user can create an index scheme for a folder. This scheme can have a maximum of nine fields. Each field can be alpha, numeric, or a combination with user defined lengths of the field.
When searching, the user can key in a word that has been entered in any of the index fields for the folder. He can search by the word without being required to know which index field the particular key word was entered in. The system also allows more than one key word to be entered (combining of key words) for search for folders. This eliminates the need for entry of key words several times when narrowing the search. A user can skip the search for the folder, and go directly to search for a document by its key word. Virtual Office also allows wild card searches of the folders and documents.
Because archived information under a single index may eventually reside on more than one disk, the system allows the user to reorganize such data from a number of different disks onto a single disk when deemed necessary by the system administrator.
Password security is provided whereby a user is assigned a user name, the group the user belongs to, an encrypted password, and what permissions this user is given. Interdepartmental security is guaranteed.
All types of data can be imported. Information brought in can be from paper, microfilm, microfiche, aperture cards, or photographs. With the proper interface, data can also be imported from an electronically generated file, or from a mainframe, mini, another PC, or a fax line. The system allows the import of industry standard TIFF files. Electronic formats such as standard CAD files, proprietary CAD files such as the .DWG files of AutoCAD, word processor files, such as the .WP Word Perfect files, and spread sheet files can be imported into the system. These various formats can be imported and coexist in a single folder. Faxes can be received directly into Virtual Office and directed to a specific or a temporary folder at the user's discretion. Information that is stored in Virtual Office can be exported to other computers over a network, and to computers at remote locations over a telephone line or to a remote fax machine.
Paper documents (even E size engineering drawings), microfilm, microfiche, and aperture cards can be scanned. The appropriate scanner must be attached to the scanning station, and the system should be configured to perform scanning on each type of scanner. Low end scanners such as the Hewlett Packard Scanjet line and Fujitsu Scan Partner, the medium speed Fujitsu and vision Shape scanners, and high speed Bell & Howell Copiscan II scanners are supported.
Dual sided scanners are supported. However, for those users who occasionally scan dual sided documents or have a low volume of dual sided scanning, Virtual Office will scan both sides of the documents using simplex pages. It provides very fast collating of the two files immediately after scanning. The system supports engineering drawing scanners for the scanning of E-size engineering drawings. The supported engineering scanners include Contex, Anatech, and Widecom scanners.
Virtual Office can support the Wicks & Wilson aperture card scanner for the scanning of engineering drawings on aperture cards at speeds of 50 cards per hour to 300 cards per hour. A smaller "on demand" aperture card scanner is also supported. Similarly, Virtual Office Information supports a very fast microfilm scanner to scan 16mm microfilm at 3 seconds per frame without operator intervention for continuous unattended scanning of roll film.
The system allows scanning of large numbers of documents (>150 pages) in a single TIFF file without degradation of scanning speed over the entire file that is scanned. In other words, the scanner continues to perform at the rated speed even when large numbers of pages are being scanned into a single multiple page TIFF file.
Normally, scanning of documents is done into a folder that has been created prior to scanning. However, the system also has the capability to batch scan a number of pages consisting of various documents that would be indexed, after the scanning process is completed, and delivered to folders that have been created prior to scanning.
Scanning of a document with certain pages at a certain resolution, e.g. 200 dpi, and certain pages scanned at a different resolution, e.g. 300 dpi, is allowed. It displays all the documents on the screen at the same display size, taking into consideration that resolutions have been intermixed.
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Quality Equipment For The Microfilm & MicroGraphics Industry