Document Management System Features




Open Architecture and Compliance with Industry Standards

With an open file server architecture, Virtual Office Information conforms to industry standards where applicable. It does not contain proprietary routines.

Configurations (Stand-Alone and Networked)

Virtual Office Information can begin as a stand-alone system. When the user decides, it can be moved on to a network. The system will run on a number of popular networks. These include Novell and NT. Many configurations are possible. It can be used with a combination of stand-alone optical drives, optical drives in a jukebox, with several scanners, and one or more printers on the network.

Several Different Filing Cabinets

Multiple logical archives that can be thought of as independent filing cabinets with their own labels can be created. This is like a manual filing system in which there may be separate filing cabinets for purchase orders, accounts payable, invoices, and yet another for engineering documentation.

The Folder Concept

A manual filing system is emulated, thus all information resides within folders. As in a manual filing system, where you can place documents within a folder, in Virtual Office Information you can place electronically imported documents within the electronic folder. These documents can be of any origin; scanned paper documents, electronically generated files, scanned microfilm, and aperture cards. The system lets all these different types of documents coexist in the same folder. Therefore, a user may have within a single folder several scanned documents, engineering drawings, a document that came from microfilm, and even a word processed or CAD file.

Unlimited Use Of an Archived Folder

In Virtual Office Information an archived folder is one that has been placed on an optical disk. The system allows the user to reopen the archived folder numerous times so that new information may be added to the same folder.


Key words are used to index the folders, and the documents within the folder. The Key words may be alphanumeric. A folder has a 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 indices and allows searching for filing cabinets, then folders within the filing cabinets, and documents within the folders.

Customized Indexing Scheme

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.


Searching a Document or a Folder

When searching, the user can key in a wordk that has been entered in any of the index fields for the folder. The user 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 Information also allows wild card searches of the folders.