Suite allows you to manage and archive all your documents
- fast and efficiently. All your documents are available
within seconds on your PC, and at a much lower cost level
compared to a paper-based system to boot!
Suite is based on these five basic principles:
When capturing or importing a document, it becomes
immediately available to all workstations!.
- Digitizing of a paper document using a
Paper documents such as Material Safety Data Sheets,
Invoices, patient records, legal documents or any other
incoming documents are converted into a digital format
with the help of a scanner. You can even fax them in
with your fax machine, but the scanning process is much
The size of the documents can vary considerably as
scanners can handle documents from E-size to business
- Importing computer-generated files (E-Files)
E-Files (existing electronic files) from any
Windows application can be imported into EnviroOffice
Suite simply by dragging and dropping the files into the
folder of you choice.
After capturing or importing, your documents are
available in EnviroOffice Suite. For later retrieval, you
can assign keywords such as SDS
number, date, company
name, etc... The type and number of fields available for
indexing and searching, can be defined by you for each
individual library of file cabinets.
- Manual indexing and select lists
entry of keywords with a keyboard or choosing keywords
from a select list are options which are always
available. If possible, documents can be indexed fully
or semi-automatically with OCR (Optical Character
- (Optional) Optical Character Recognition (OCR)
With OCR, you can index all text on the entire document
to be used for keyword searching. The index criteria is
read automatically from each page and stored into the
common bar code types are read fully automatically off
the document. The location of the bar code on the
document is identified automatically. The use of bar
codes has the big advantage that even documents which do
not have the same format (e.g.; accounts payable
documents) can be indexed fully automatically by
attaching a bar code label or by including a bar code
label in the printing process.
documents along with their Keywords can be
automatically imported from our EnviroOffice Authoring
Software, complete with Auto-Revision and Auto-Archive.
After keywords have been assigned to a
document, the documents are stored in a digital file
cabinet. The keywords are automatically added to the
All stored documents are available immediately at all
On demand, older and less requested documents can be
moved to slower, but more affordable storage media (e.g.
CD-ROM’s). This process is called migration.
In the retrieval process, the strengths of EnviroOffice
Suite can be experienced in full force. You can search for
any of the keywords which you have entered during the
It does not make any difference:
- who stored the document
- from where the documents are coming
- how old the documents are
- where the documents have been stored
The retrieval of documents can be performed in seconds.
Retrieved documents can ...
- be viewed on the screen - even by multiple
colleagues at once
- be processed with other application programs
- be printed with cover letter
- be faxed with cover letter
- be E-mailed
- etc ...
Print, fax or email on demand or use EnviroOffice
Suite's Scheduler to send any document to anyone at
anytime including you own custom designed cover letter
- or -
quantities of documents can be recorded very affordably on
CD-ROM’s - on demand with retrieval software which lets
you retrieve documents right from a CD.
The CD is also a very good medium for distributing
documents to your subsidiaries or external sales staff. As
the retrieval software resides right on the CD, no further
retrieval software needs to be installed - which makes it
a great application for use with notebooks.
Depending on the application, a CD can hold between
15,000 to 150,000 documents which equals about 5 physical
module) - Allow users access from anywhere to Search,
View and Print your documents from any Web Browser
across your intranet and/or the internet.
An additional option to make documents available for
many users are enterprise-wide intranets or the Internet.
With this infrastructure, you are not restricted by
specific retrieval software or operating systems. All you
need is a common Web browser in order to have access to
the documents. This means that you can retrieve documents
no matter where you are in the world and no matter with
which computer system you are working.
Documents can be made available for all your subsidiaries,
customers and vendors - worldwide. Access to the
database can be
password-protected so you can make sure that only certain
user groups may have access to the documents.
WebView has its own built-in web server so it does not
require IIS or Apache.
Live to test drive Webview residing on our
server here at our office.