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Global 360 Keyfile

Main features Global 360 Keyfile system

• allows creation of electronic documents using arbitrary tool working in MS Windows environment
• provides document management and archiving of other media (e.g. SAP, OS/400, etc.) by integrating those applications into the environment Keyfile
• supports the scanning of a wide range of scanners from famous producers
• searches by arbitrary number of keywords
• supports optical character recognition (OCR)
• managed and details monitors the work with documents (workflow)
• controls version  of documents
• working with “mixed” documents, where some pages have been scanned, the other created electronically
• using form-templates
• add electronic notes to scanned documents
• allows electronic form filling
• allows integration and data exchange with specialized information systems
• supports automatic batch downloading and processing data
• provides expansive development tools and editing tools, allowing integration of arbitrary software technology from the Keyfile system
• utilizes a wide network of products from other producers, expanding features and functionality of Keyfile system
• to the management activities are available on-screen visual symbols – icons. If, for example, print the document, move the mouse with this symbol on the printer (“drag and drop”). It is so easy to separate document or map all the documents sent to other colleagues
• click for Job-can icon at any time ask for thestore-location and the pass of tasks. This automatic review dates command prevents documents “left to lie” under dozens of other papers.
• electronically generated documents, received by fax, e-mail, imported from the disk and so on, may be stablish directly without modification.
• paper documents are prepare to scanned  (e.g. open the staples, etc.) and individually or in batch scanned with others. By the small number of documents to scanned is doing control, indexing and storing a document directly to the scan workplace. By more of scanned documents, these are stored and as needed processed of more indexing workplaces in the same time.
• processed documents are stored in the already created maps (e.g. for sub-tasks one map), or it is also possible to create new maps. Individual maps can be organized into cabinets (e.g. by the type of project, the creation, etc.) . Organization of stored documents can be created very quickly and easily, according to the selected design. Modification in the future is possible.
• when indexing a document you can choose arbitrary keys, by which they will later find documents (e.g. document number, job number, document type, language version, and the name of the investigator). By indexing can be some keys filled automated.

Documents sharing

The system allows sharing of documents. This means, that it is possible that the same document had several users simultaneously without loan out the original by reason of  copying. If the document is edited by one of the users, other users have editing deactivated. Shared documents may continue to read. The changes, made in the document, they are accessible to all users, who share the document and who have the appropriate permissions.

The version control

The user who is working on a document, you can maintain different versions without having to copy or rename the document. The different versions can be stored, read, copy, or delete.

Search

Search documents of arbitrary work is done by way of the keys, or browse the contents of cabinets, respectively maps. All transactions are made by clicking on the icons, the user does not care about it, where to save the document and where you choose.

If the file is located on more of disk media, the system asks for the appropriate medium in the case, if this isn’t founded. By using jukeboxes, this care exfoliate.

Searching can be done according to indexes and keywords associated with documents. These keywords and indexes can be inserted manually, automatically derived from existing datatabase or content of the document a pod. . The automatic generation of keywords eliminate irrelevant words comparing so called Stop Word List, which can be modified as required. Search the document is done according to the attached indexes and keys.

Search terms can be combined. Search by synonyms is done through asterisk convention. If the principals and the entire contents of the document (function Generate Keywords) can be sought under any of the words of content. The search can be used Slovak grammar.

With the retrieval document is working at the option of the user – e.g. immediately to run applications, with document was created, existing the viewer, etc..

Permissions

The stablishment (method, time, location, …) created or modified document to DMS decides authorized user, or after the fulfillment of defined conditions, the stablishment can be done automatically.

To Keyfile may enter essentially only authorized users assigned their own IDs and passwords. Similarly, each archive box can be secured by a password to prevent unauthorized persons.

Security on the level of  documents is ensured from both sides. In system there are created safety groups, where each user is assigned to one or more groups. Each group has defined the precise permission in reading, changing, connecting comments, etc..

On the other hand, each document is assigned a group of users, which automatically derive access rights of users. With combining these permissions can be flexible to ensure data security.
Security against write, change the document can be used for image of the document as a several index fields of document.

Intranet / Internet

Keyfile “workplace” is an extension of the client’s “classic” Keyfile desktop, allowing users another option for accessing and sharing your Keyfile objects on the corporate intranet. Users can work like the “classic” desktop, which have a clearly defined work area for document management, organized and managed separately from other Windows desktop.

Use the “work” the client, users can share their Keyfile documents, folders and files between your “working” environment and standard MS Windows desktop – with complete support operations “drag and drop” Keyfile to all users unprotected objects. This new “workstation” to replace “classic” Keyfile desktop, it’s additional feature of the client.

Users can make their Keyfile “work” through the MS Windows Explorer. I can browse, handle keyboard shortcuts to create these objects in the Keyfile domain directly via Windows Explorer.

Keyfile Extranet service allows users to work on his “work” over the Internet when away from their jobs. Keyfile Extranet service allows users with MS Internet Explorer to manage file cabinets and folders Keyfile, check the input and output documents and edit the content of compound documents over the Internet.

Keyfile Extranet Service provides a consistent user interface – similar to the “My Computer” – known in MS Internet Explorer and Windows Explorer and MS Win32 mode of access to documents. If the link to the URL, Keyfile components create on server a simple HTML page,that contains all the information about the object including the URL of the current content. The application provided URL for “workplace” Keyfile, which then displays the contents and features.

If the document server Keyfile reachable through the Internet, users can create web links to objects Keyfile. These messages can be sent by e-mail to other users Keyfile and thus allows them to share objects across a corporate intranet or over the Internet. URL links to Keyfile “work” can also be embedded in web pages to share the Keyfile document objects in collaborative applications. Active pages (ASP) maintained Keyfile server offers customizable interface for your own website and questionnaires.

The openness of the Global 360 Keyfile

All software products, that adhere Windows conventions (DDE, OLE, etc.) are direct and easy to integrate into the Keyfile. Problems can occur for example with old versions of Windows applications that these conventions do not adhere to 100%. The application is the integration into the environment Keyfile raises directly from the environment, the user is working as it was previously used. On completion of the work, the system asks whether to save the result as an object in the Keyfile. It uses the standard Windows interface (in case of an application program that has such. Macro language, can be created directly Keyfile document). The documents stored in the Keyfile can work in several ways: it can be viewed a standard editor (WordPerfect, MS Word, Excel, …), fast handling, without updating the document directly in the environment Keyfile brings up an application in which it was created (e.g. Corel Draw, MS Project). By entering into processing a document created in the application, which can perform the update in Keyfile, the document is handled through a special browser (e.g. so  Can search the document). Flexibility Keyfile can be seen that any Windows application can take over its management. For example, the Excel tables can be set up directly with the-keyfile. Touch of a button in one of these applications can be managed keyfile so that re-creates the document, search, fax, or trigger some other function. The Keyfile has its own resources to develop custom modules and customization.

KOALA (Keyfile Open Access Layer) is an instrument on macro-language-level that allows Keyfile adapt to the application. With KOALA Keyfile can be integrated directly via DDE to other applications. This can make the data of the guests, that they can be combined with data in the Keyfile. This way you can also link with integrated SQL, Paradox, Oracle or DB2 databases. Now every common programming environment under Windows, for example VisualBasic, ToolBook, Object Vision, or PowerBuilder, can serve to be drawn up by user-customized desktop for Keyfile.

Keyfile Development Kit (KDK) is a development environment of Keyfile. KDK makes Software Keyfile available additional tools (primarily intended for system integrators) to extend the functionality of the system. This optional tool allows development through the API, the connection of additional peripheral devices, connecting to new networks and integrating other e-mail or full-text systems and the creation of dedicated servers, software (such e.g. Recognita OCR Server for Keyfile).

KOPA (keyfile Open Page Architecture) (part KDK) through which it can program their own “Page Viewers” or types of comments.
You can also connect to Keyfile your own  DLL. Keyfile can be a different Windows server and client applications. Through Windows standard OLE document is allowed to link directly to Windows.

Adaptation of the Global 360 keyfile

Given the fact that the Keyfile system is open versatile product, its use in specific conditions requiring work on user environment (adaptation) and sometimes the development work. The exact structure and detail of these works, as well as clearly defined responsibilities for project leaders, defines analyze and project deployment system of electronic document management and archiving. Their main task is to analyze the current status of documents and handling with them and state of existing technical and technological resources, to map the structure of the company in terms of a deployed system and  by this information to design solution of  document management, develop a detailed schedule of works and their scope, binding on both contracting parties.

Structure of the Global 360 keyfile

The Keyfile System is a classic client / server system that can be deployed in different technical environments. The Keyfile system uses technology so called peripheral servers. Such peripheral server is e.g. print server, OCR server, but the scanning workstation too. All peripheral servers are usable by all full-featured client workstations. It follows, that a user working on a browsing station, it can use the services of a scanner, which is physically connected to another computer.

Alternatively, the media archive

To the Global 360 Keyfile system can be connected alternatively archival media such as magneto – optical (MO) or CD-ROM. In the category of magneto-optical devices, there are several support levels (LEVEL), depending on the number plates and drives, located in the device. The choice of a particular device (MO Library) is dependent on the planned size of the archive and frequency of access to it.

Global 360 keyfile – Supported Platforms

KeyFile Document Server (KDS)

•     Microsoft Windows NT Server 4.0 Service Pack 5 or higher
•      64 MB RAM minimum, recommended 128 and more
•     size of disk space depends on database size
•     Adaptec SCSI cards for optical devices
•     dedicated server is recommended for KDS

Keyfile Internet Information Server (IIS) Extension

•     Microsoft Windows NT Server 4.0 with Service Pack 5 or higher
•     Microsoft Internet Information Server 4.0
•     Microsoft Internet Explorer version 4.01 SP2 or higher
•     128 MB RAM minimum
•     about 3 MB of disk space

Keyfile Client Workspace

•  Microsoft Windows 95, Windows 98, Windows NT 4.0 (Service Pack 5 or higher) or Windows 2000
•  Microsoft Internet Explorer version 4.01 Service Pack 2 or higher (Active Desktop Component Internet        Explorer recommended – it does not need to be activated, but it should be installed).
•  32 MB RAM or more for Windows 95 & 98, 64 megabytes or more for Windows NT
•  20 MB of disk space (full install)
•  Imaging for Windows must be installed on the PC (viewing page TIFF)

Keyfile Classic Client

• Microsoft Windows 95, Windows 98 (only certified Desktop), Windows NT Workstation 4.0 Service Pack 5 or higher or Windows 2000 (only for administration purposes)
• 32 MB RAM for Windows 95 & 98, 64MB for Windows NT
• about 30 MB of disk space (full install)

Outlook Integration Administration

• Outlook 98 or 2000 client installed option with Collaborative Data Objects (CDO) (Note: an optional component of Outlook 2000)
• Keyfile Workspace client

Outlook Integration User

• Outlook client 8.03/98/2000
• Keyfile  Workspace client

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