Dynamic ElectronicDocument Management
DocRecord is a powerful, low-cost and easy-to-use softwareapplication for electronic document management. Designed to beintuitive,DocRecord is anelegant tool to reduce complexity andcostsfor businesses across all major industries.
DocRecord key featuresRetrieve documents at the touch of a buttonWeb-based access to documents for remote usersOrganize documents with customized folders and viewsAutomatically categorize and index incoming documentsSearch for documents quickly based on keywordsConvert documents into searchable digital files with OCRManage images with mark-up, annotation, and image enhancementView documents in over 200 file formatsStore documents digitally in common formats
DocRecord helps customers toAccelerate key business processes such as order processing and customer serviceIncrease customer responsiveness and reduce turnaround timesImprove document availability and accessReduce storage costs and provide disaster recovery readinessEliminate lost and misplaced documentsEnsure flexibility and interoperability by using open technology standardsLeverage existing infrastructure and back-office systems
DocRecord is both modular and scalable allowing businesses toconfigure the solution that is the best fit for their current businesschallenge and update it over time as their needs change.
DocRecord Desktop ClientDocument search and retrieval is fast and efficientwith DocRecord. Find keywords quickly with hithighlighting on keyword text. Save and sharecommon searches for re-use. Organize documentsacross customized folders that match your workprocesses. The category view shows sets of referenceattributes used for indexing documents. Viewdocuments from over 200 file formats. Prioritize newdocuments by using theWork in Process workspace.
DocRecord Automation ServerThe DocRecord Automation Server captures incoming documents, assignsindexes dynamically, and commits the documents to the system. Avoidprogramming by pointing and clicking the options you need to capturedocuments, forms, reports, and much more.
DocRecord Imaging ClientCapture scanned documents and convert them using OCR intokeyword-searchable files. Improve image management with annotation,markup, and image enhancement. With the integrated side-by-side view,users can see both a list of available documents in thumbnail view andare able to select a specific document to image.
DocRecord Web ClientSearch, retrieve, and view documents via the Internet using theDocRecordWeb Client. Easy to use and navigate,DocRecord’sWeb Client provides access to the system for remote users.
PrismApps
PAudit
RecordsTracking
AuditReports
U
PrintServer
DocRecordClient
ImageClient
AutomationServer
DocRecordAPI
Workflow
E
PrismDirectInterface
Capture
API
RemInter
(AP
DocFormDocSystem
DocTransform
WindowsApplications
AuthoringVersioning
OCRImage
CleanupDesktop
Scanning
ScannersMulti-FunctionPrinters (MFP)
3rd PartyApplications
Capture InformationDocRecord captures information from across your organization seamlessly and lets you take control of yourdocuments. Document imaging is made easywith DocRecord Imaging that captures scanned documents and usesOCR to extract a copy of the text for indexing and storage. Improve imagemanagement withmark-up,annotation, and image enhancement.
DocRecordmanages information from a variety of sources across an organization’snetwork. Easily watch network folders, watch queues, and integrate with otherenterprise applications. With DocRecord, it's even possible for users todrag-and-drop files from their desktop into the system.
Categorize and Index InformationDocRecord sorts files into categories based on the attributes ofthe documents. DocRecord users determinewhichattributes are important fields to set up indexes on for theirdocuments. This is usually based on their businessscenario andwhowill be using the system.
Categories and indexes are completely customizedand there is no limit on the number you can have inthe system. These are important because they arethe basis for searching for the documents afterthe files are committed to the system.
Organize InformationDocRecord organizes files by presenting alldocuments in a series of folders. Documentscan be grouped together in folders based onprojects, work processes, or document type tostreamline business processes. Users definefolders that best fit their business operations andexpedite document retrieval.
AWork In Process area is another tool to helporganize documents. This area is used to stagedocuments and assign them to the appropriate folderswhen they are first introduced into the DocRecordsystem.
Search and RetrievalDocRecord offers multiple search options including keywords,index fields, and the folder tree. Searches can be run from a user’sdesktop or submitted via theweb interface. Users can even savefrequent searches, so they don’t have to re-enter them each time theyuse the system.
DocRecord retrieves documents at the click of a button. Users can review thedocument onscreen and then take the needed action such as printing, faxing, or emailingthe document. Users even have the option to view over 200 file types in their native formats,which is helpful when they don't have the necessary software application for the file they are interested inviewing.
How DocRecord Works
PrismApps
Printers
Desktop
Web
DocRecordAPI
UserNotifications
P
SQL Server
Network AttachedStorage (NAS)
P
otingrfacePI)
SearchRetrieveEmailPrint
SearchRetrieve
3rd PartyApplications
ProductionWorkgroupDesktopLocalDistributed
Advanced Print Management
Workflow, Rules-Based Printing
Advanced Variable Data
Information StorageDocRecord provides storagemanagement for your digital documents. All records are efficiently stored only once,
and through DocRecord’s document reference system can be used repeatedly without having toproduce or storemultiple copies. By having your documents stored digitally, Disaster
Recovery readiness is facilitated by being able to produce back-up CD’s that arestored offsite.
DocForm - Advanced Variable Data Printingand Forms
DocForm provides dynamic composition andextensive formatting capabilities for documents
and print streams. Use DocForm to both printdocuments and send digital copies ofdocuments to DocRecord.
DocForm integrates seamlessly withDocRecord and produces PDF’s,TIFF’s, and other file formats forDocRecord to store andmanage.DocForm also passes DocRecordpertinent reference fieldinformation for indexingpurposes.
DocTransform - PrintStream Translation andPrint ManagementDocTransform converts complexdata types and legacy printstreams into standard searchablefile types. It also provides powerfuldata normalization and printmanagement capabilities tomanage
and control the flow of informationacross your organization.
DocTransform provides a packagedsolution to integrate DocRecordwith other
systems quickly and efficiently. Even data incomplex disparate systems and legacy
applications can be converted into searchabledocuments within DocRecord.
DocRecord’s base server and modules work together with your file and database servers toprovide an efficient and seamless electronic document workflow.
Accelerate business processes with conversion of paper documents to digital formatsRead, index, and store scanned documents
Accelerate project development with faster implementationsLeverage existing systems and infrastructure
Enhance collaboration and teamworkImprove individual efficiency
Integrate computer-generated reports, forms, and other documents Reduce postage and courier costs for report distribution Enhance decision making with timely access to reports
Convert legacy print streams such as Metacode, DJDE, AFP, and moreCreate searchable documents from legacy print streams
Eliminate lost documentsBetter document management and controlImproved document tracking with unlimited number of categories and indexes
Accelerate business processes and streamline workflowsSave time and reduce administrative activitiesImprove customer responsiveness and turnaround times
Find and share documents more effectivelySave time by configuring to match your business process
Identify and prioritize new document processingTrack employee work progress and manage qualityIncrease process throughput and manage process bottlenecks
Improve document availability for remote usersEliminate "wait time" for physical documentsReduce costs by using standard web browsers
Save time by re-using prior searches
Increase document access by being able to view over 200 file types without the need for original software applications
Automate distribution and routing of documentsCentralize management of business processesImprove communications with customers, business partners, and
other internal departments
Accelerate processes by eliminating manual work stepsReduce errors by minimizing human interventionEnhance decision making ability
Easy to design and edit business processesImprove ability to analyze and track work processes
Optical Character Recognition (OCR)
Network
Desktop
DocForm
DocTransform
Systematic document indexing
Automatic indexing
Customize document folder structure
Work-in-Process space
Web-based access
Save searches
Native document viewing
Digital document workflow
Rules and trigger conditions
Graphical business rules
Digitally store files
Storage reference system
Standards-based storage
Improve disaster recovery readinessEasier document archivingManage document retentionReclaim physical office space
Efficient file storage by keeping only one digital file and eliminatingthe need for duplicate files
Save time and money by using standard databases and storage with noproprietary files or conversions
More flexible system for future growth plans
Information Capture
Categorize and Index
Organize Information
Search and Retrieval
Document Workflow
Information Storage
Features and Benefits
Mortgage processing managementClient files managementRegulatory compliance - SEC & NASDSarbanes Oxley compliance
Financial Services
New application processingCustomer renewal processingCustomer inquiry and service managementForms management archiveRegulatory compliance
Insurance
Agenda management, minutes, and recordsPolice and arrest recordsCourt records managementEmployee recordsProperty recordsLegislative management
Government
Medical records managementHIPAA complianceFinancial and billing managementForms archive - HCFA, UB92, EOB, etc.
Healthcare
Case managementPractice managementClient record storage
Legal
Student and alumni recordsCourse schedule recordsAdmission file managementFinancial aid recordsTranscript archiveEmployee records
Education
Bills of ladingShipping manifestsPick listsReportsInventory documentationInvoices and billingProof of delivery
Manufacturing &Distribution
DocRecord is a valuable and
mission critical tool applicable across
a wide range of industries and
departments.
Product Applications
1 1 GB per 20,000 pages; 2 Recommended software; 3 v5.1 and higher
Disk Space
Storage
Database
Web Server
Network
Software2
Web Browser
Purpose
Module
Users
100 MB free
20 GB drive1
Microsoft SQLServer
-
10/100 Mbps
Antivirus
-
Managedocumentrepository
DocRecordServer
IT Manager
Prerequisites -
-
-
-
-
10/100 Mbps
-
-
Automaticdocumentindexing
DocRecord Automation Server
IT Manager
DocRecord Server
20 MB free
-
-
Microsoft IIS3
10/100 Mbps
Acrobat Reader, Antivirus
-
Allow web-basedaccess todocuments
DocRecord Web Server
IT Manager
DocRecord Server
Modules and Requirements
20 MB free
-
-
-
10/100 Mbps
Acrobat Reader, Antivirus
-
Organize and share documents
DocRecord Desktop Client
Order processeors
Customer service
Finance and Accounting
DocRecord Server
20 MB free
-
-
-
-
Acrobat Reader, Antivirus
-
OCR and imagemanagement
DocRecord Imaging Client
Document specialists
Scanning personnel
DocRecord Server
-
-
-
-
10/100 Mbps
Antivirus
Internet Explorer 6.0 or higher
Web-based documentsearch and retrieval
DocRecord Web Client
Field sales reps
Customer service
Remote users
DocRecord Server
DocRecord Web Server
Benefits Store documentsefficiently
Faster documentcapture and indexing
Less manual review and handling of documents
More efficient documentprocessing
Web-based access to DocRecord
Assign indexes andcategories
Search, retrieve, andview documents
Read and extracttext fromdocuments
Improve document organization
Improve informationavailability
Faster document retrieval
All modules require anIntel Pentium 1GHz processor (2GHz recommended), 256 MB RAM (512 MB recommended),17" SVGA+ monitor, Wndows 2000/XP/2003/Vista,a CD-ROM drive, keyboard, and mouse.
Prism Software Corporation : 15500-C Rockfield Blvd. : Irvine, CA 92618 : 888-44-PRISM : 949-855-3100 : 949-855-6341 fax : www.prism-software.com
©2004 Prism Software Corporation.All rights reserved. DocRecord is a registered trademark of Prism Software Corporation in the United States and/or other countries.All other names, logosor marks mentioned or used herein may be the trademarks or service marks of their respective owners.
PrismApps
PrismApps
Printers
Desktop
Web
DocRecordAPI
Audit
RecordsTracking
AuditReports
UserNotifications
PrintServer
DocRecordClient
ImageClient
AutomationServer
DocRecordAPI
Workflow
SQL Server
Network AttachedStorage (NAS)
PrismDirectInterface
Capture
API
RemotingInterface(API)
DocFormDocSystem
DocTransform
WindowsApplications
AuthoringVersioning
OCRImage
CleanupDesktop
Scanning
ScannersMulti-FunctionPrinters (MFP)
3rd PartyApplications
SearchRetrieveEmailPrint
SearchRetrieve
3rd PartyApplications
ProductionWorkgroupDesktopLocalDistributed
Advanced Print Management
Workflow, Rules-Based Printing
Advanced Variable Data