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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 Information and directed to a specific or a temporary folder
at the user's discretion. Information that is stored in Virtual
Office Information 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 Information will scan both sides of the documents
using a simplex scanner.
It provides
very fast collating of the two files (front and back) 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 Information 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 40 frames per minute 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 document 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.
Virtual office
Information has been designed for high productivity scanning applications.
Therefore, high productivity scanners are supported. Some of these
are the Bell & Howell 6338 duplex scanner and the 3338 simplex scanner.
The Fujitusu 3097 simplex and the 3099 duplex, the Panasonic KV-SP
500 and the KV-SP 505 are supported.
To maintain
high productivity, the system allows the user to scan and index
documents in batches. As a result, several hundred documents can
be scanned as a batch and then indexed on a separate indexing station
or the scan station. The indexing operator views each page that
has been scanned, keys in the destination folder name and the document
description in order for the system to automatically deliver the
page to the destination folder.
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Security