FILEstream Document Management Software

 

 

FILEstream Document Management Software has been developed by Users for Users, in association with Panasonic, one of the world's leading innovators in office automation. Now you can file and index ALL your records in one consistent electronic filing structure - including scanned-in paperwork, MS Office documents, and over 300 other file formats. The advantages in efficiency will repay the investment in months rather than years.

 

Most document management systems are restricted to one or very few active indexing stations unless substantial extra cost is incurred. However, the networked version of FILEstream Document Management software is based on a more flexible approach. The system administrator can allow any number of users, logged in anywhere on a network. These users can not only search, but also import and index scanned-in documents, and computer files. Electronic document imaging brings the paperless office a step closer.

 

The optional Web Module enables users to index, search for and view documents remotely over the internet or a company intranet.

 

FILEstream Lite is a budget licence without some of the more sophisticated functionality of the full system, and is suitable for a standalone workstation.

 

 

 

FILEstream Document Management Software

 

Features

 

Personal user inboxes

 

Each user has his/her own inbox allowing electronic control of own paperwork. This facilitates the sending between users of files and documents in the system, rather like an internal e-mail function.

Documents scanned in via a directly connected scanner or a network scanning device can be routed to a user’s inbox, using readily available routing software.

Internal messaging: messages can be sent to other FILEstream users.

 

Append and Attach

 

Documents, or individual pages of documents, can be appended to an existing document or grouped together by the Attachments feature.

 

Annotate

 

A variety of annotation functions are available (e.g. the addition of a freehand note, a stamp – such as a ‘Paid’ stamp – an imaged signature, an electronic “Post-It” sticker) - invaluable for any requiring authorisation or further instructions.

Notes can be added to a document, detailing date, time and originator. These can be viewed & added to by all users.

 

  Flexible indexing

 

Cabinets (folders) are easily customisable to enable indexing of documents to suit individual users or departments. Index fields can be mandatory or optional, drop-down lists can be created to ease frequently used values, incremental values can be allocated for multiple inputs, etc. Documents can be re-indexed to a second cabinet (folder) if it is desired to store a document in more than one location. Regional OCR-ing enables automatic multiple indexing.

 

  Powerful Search Capabilities

FILEstream has many powerful features to aid searching for individual or groups of documents.

As opposed to requiring an ‘exact match’ search feature or *plus value, FILEstream will return information on a search of any word (or part of) linked to a document, either by an index value or the imported filename. Advanced Search allows a search of documents within selected criteria.

FILEstream can search across individual or all cabinets – thus helping to find misfiled documents easily.

In OCR’d documents, a search by individual word will display any documents containing that word.

 

  Over 300 file formats

 

FILEstream can open for viewing a substantial range of file types even though the application may not be present on the PC. If the application is resident on the computer, the FILEstream document can be easily edited. These different file formats can be integrated and organised within FILEstream creating savings in time, computer resources and expensive software purchases.

In addition to paper documents that have been scanned into electronic format, over 300 other forms of electronic document (including MS Office files, e-mails, jpegs, pdfs, etc) can be easily imported and indexed in similar fashion, leading for the first time to a single comprehensive electronic filing system. (Call us if you would like to check whether a particular file format can be viewed within FILEstream.)

 

  Databases

 

FILEstream supports both MSDE and MS SQL databases.

 

  Microsoft® Office Add-Ins

 

This capability allows users to import Office documents (Word, Excel, Powerpoint, Outlook) directly into FILEstream: and to index and/or search for a document whilst working within the relevant Office application.

 

Web Edition

 

Optional add-on module enabling upload, indexing, searching and downloading over the internet or an internal intranet.

 

Download a more comprehensive description by clicking here:

 

Web edition of FILEstream document management

 

CSV export

 

List information can be exported in C.S.V. format allowing import into other applications.

 

Barcodes

 

Powerful barcode functionality, for both creation and detection, including Codabar and Code 128.

 

Download a more comprehensive description by clicking here:

 

Barcodes in FILEstream Document Management

 

  Intuitive functionality

 

• FILEstream’s easy-to-use interface encourages new users, even PC novices.
 

• FILEstream easily converts documents into a number of different file types – tif, jpeg, pdf, etc.
 

• FILEstream documents can be printed, e-mailed or faxed (provided that computer fax/e-mail software is available) direct from the screen.
 

• The import of any existing electronic document (Word, Excel ...) is effortless.
 

• FILEstream can filter a large list of files, producing a smaller more manageable selection to work with.
 

• FILEstream with its advanced features is a powerful program for business networks
 

• FILEstream has outstanding administrative functions, making system setup quick, easy and versatile
 

• FILEstream allows virtually any scanning device to be integrated into a FILEstream network, including those supporting TWAIN and ISIS.

 

  Security

 

Security is maintained via a document history of all actions performed, and by whom. The original document is always available.

 

 

 

FILEstream Document Management Software

 

Screenshots

 

The following screenshots are examples that show the User Interface for a number of FILEstream functions.

 

 

This is the first screen that the user sees after logging in to FILEstream: the user’s inbox with a list view of documents received and awaiting action.

 

 

This shot shows a CAD drawing and the “Import File” function, which enables the user to select files for importing into FILEstream from a Windows Explorer dialogue box.

 

 

A document in FILEstream showing 2 valuable features: a stamp (applied in red by the user): and a red “post-it” note containing a note “penned” by the user.

 

NB these are electronic additions to the file within FILEstream’s Annotations Functions, after the original paper has been scanned in, rather than physical alterations to the paper document.

 

 

A selection from the comprehensive Help function which is context sensitive.

 

 

FILEstream displaying a JPEG image.

 

 

Indexing an invoice into the Invoices template: here the user has entered the Company name, the order number and invoice number, and the amount. This document will subsequently be retrievable by searching for any of these criteria. “Approved” has been left showing as “False” because there is no “approved” stamp on the invoice (see the annotations screenshot above for an “approved” stamp).

 

 

 

FILEstream Document Management Software

 

Specifications

 

FILEstream is very fully featured and the full specification is contained within the Specification document in PDF format that can be downloaded.

 

FILEstream Specifications

 

 

FILEstream Document Management Software

 

Implementations

 

FILEstream offers Document Management solutions to smaller businesses that require a single user facility. FILEstream Lite offers the core functionality of the system without some of the extended range of features.

 

For larger businesses, the Network version of FILEstream Document Management offers full functionality to all licensed users on a network. Users (with appropriate permissions) can view all documents, images and cabinets, making sharing and retrieval of information simple and lightning-fast.

 

Integration tools (“Automation component”) allows advanced users to write their own code, enabling 3rd party applications to access FILEstream Document Management (e.g. a bespoke Customer Information System).

 

FILEstream Document Management System has been successfully installed in, and is now contributing to the productivity and information security needs of businesses in the following sectors:

 

Agriculture Construction and building industry Education Food distribution Fund management Logistics Medical insurance Nursing homes

Oil distribution Property management Sport & Leisure Supermarkets Telecommunications Wholesale And more...

 

 

FILEstream Document Management Software

 

System Requirements

 

Desktop PC (workstation) specification (minimum)

 

• Operating System - Windows NT, 2000, XP & 2003. NB neither Microsoft nor FILEstream supports Windows NT, so whilst FILEstream does currently work on most NT workstations, we cannot guarantee this.

 

• Processor: Pentium 3 or later

 

• HDD Free space – Min 1gb. As a guide, the HDD should have a minimum of 30% free space, as over-full HDDs will slow the PC down.

 

• Screen resolution: Minimum of 1024 x 768, 32 bit: higher resolution recommended if available.

 

• 256 MB RAM minimum available to FILEstream, ideally more if other applications are to run simultaneously (see also guidance below about graphics, and size of cabinets).

 

NB in some PCs, a portion of the RAM (typically 32MB or 64MB) is reserved for use by the Graphics card, which is then unavailable for use by FILEstream. To check this on a PC running Windows XP, click on Start, then right click on My Computer/Properties then the General tab. The RAM available to the PC is displayed here.)

 

Overall comment. FILEstream is an advanced program, and some of its more sophisticated features involve image manipulation, Optical Character Recognition, and so on. As with all sophisticated graphics programs, processing power and memory (RAM) are more important than with more routine software. To benefit from the most advanced features requires a better specified PC than the minimum quoted above. For example, a Pentium 4 or (equivalent) 2.0 GHz or better, with 512MB RAM will ensure that the more advanced graphics functionality runs at a proper speed.

 

Large Document Volumes

 

• Up to 250,000 documents per cabinet.

 

• Very large cabinets demand more RAM in the PC on which the cabinet is being used. As a rule of thumb, allow an extra 4MB of memory (RAM) for every 1000 documents you are going to work with in your largest cabinet. Thus, a cabinet containing 100,000 documents will require additional RAM of approximately 400MB.

 

Scanners

 

The choice of scanners is very important: firstly because scanners come with a wide variety of capabilities, and it is important to match these to your own document handling requirements. The money saved by buying a low specification scanner which subsequently results in more intensive staff input can be a very false economy. The more sophisticated scanners can automate a whole array of functions and procedures which can streamline the handling of thousands of documents.

 

Secondly, FILEstream does not support all scanners, particularly older/smaller scanners which may have obsolete drivers. Please contact us to ensure that the scanners that you propose to use are compatible with FILEstream.

 

Database

 

• Support for MSDE, SQL Server 2000, SQL Server 2005.

 

• Support for multiple databases.

 

• New databases can be created from within FILEstream on SQL and MSDE.

 

 

 

FILEstream Document Management Software

 

Demo & Brochure

 

POWERPOINT PRESENTATION

 

This Powerpoint presentation illustrates the different methods available to file and search for documents. It also shows how straightforward and clear the program is to use.

 

If you wish to save the presentation to your PC, right-click on the link below, and select Save Target As... You can then open the saved file, and the presentation will auto-run. If you wish to move forwards and backwards manually, use your Enter and Backspace keys, or your left and right arrow keys. The Esc key closes the presentation.

 

If you simply left-click on the link below, the presentation will open and auto-run within Internet Explorer - please be patient whilst it downloads. (Some other browsers offer you the option to Open or Save Target As). You will be able to move forwards or backwards using your left and right arrow keys. If you wish to save the presentation to your PC, click on the File tab above and select Save As.

 

Click here to download the FILEstream Powerpoint demonstration

 

N.B. this is a file of approx 2.4Mb so will require a broadband link to download.

 

 

BROCHURES

 

Brochures can be downloaded here:

 

FILEstream brochure in PDF format