DocuWare COLD/READ

Automatic Indexing of PC and Host Generated Data Files

Host systems, mainframes, midrange systems, or PCs are used to generate invoices, receiving records, journals, etc. DocuWare COLD/READ for electronic filing and AutoIndex of the data uses print spool files which can be displayed/printed with the “Look and feel” of the original (An invoice will look like an invoice, a statement will look like a statement, etc).

The spool file is transferred from the host system to a DocuWare COLD/READ server. This transfer can be performed by sneaker net (magnetic tape, floppy, etc), with a terminal program, or over a network. The file transfer can be performed on a daily basis in order to guarantee that the most current data is in the DocuWare system.

DocuWare COLD/READ is set up according to your specifications. Index data will be extracted from the spool file and then transferred into the DocuWare database. Additionally, the form or letterhead, which is used for the original print, can be scanned and stored in the database as well.

Retrieval

To retrieve, keywords are entered into the DocuWare retrieval menu which brings up a result list. Displaying the desired document is by simply clicking the appropriate entry. The displayed document can be shown as text or with the look and feel of the original document. (To do this, the text is overlaid with the original form and then is displayed, printed, or faxed directly from the PC.)

Benefits

- Fully networkable, original-like display of documents with Windows 95+
- Fully integrated in DocuWare software which manages both scanned documents and COLD documents. This means various types of documents can be stored together. One search can find scanned documents as well as COLD documents
- The capacity of storage is only limited by the size of the storage medium
- Integrated full text retrieval for all text strings which appear in the COLD documents
- Individual set up for each spool, which ensures error-free electronic filing