Ease of Use
Each of DocuWare's functions is intuitive. This makes the program easy to learn and simple to use. The built-in maintenance features of DocuWare are comprehensive and designed to facilitate the tasks of the system administrator.

Administration
One of DocuWare's signature features is its simple, straight forward administration and ease-of-use. For every function, an administrator can quickly find a simple explanation in the program's online help. A complete reference of technical documentation is included as PDF files, which provide more in-depth and current information about managing a DocuWare system. User groups and accounts can be automatically transferred from a Windows network operating system with DocuWare. This eliminates the need to do twice the work for user group administration. When starting a client-PC, DocuWare takes over the process of registering the current user.

Powerful and easy-to-use tools enable the quick reorganization of file cabinets or parts of file cabinets, and movement to other storage media, servers, or jukeboxes. DocuWare ensures maximum compatibility by building on standard interfaces and components of the most widely distributed network operating systems.

To rapidly find documents, DocuWare administers all index words and full-text indices in an integrated Microsoft SQL Server. For single PC applications, such as on notebooks or file cabinets on a CD, an extremely fast file-based database is integrated. Additional database systems are supported through ODBC.

In addition, DocuWare stores all database information together with the document files. This provides double security. So that even in a worst case scenario, if database defects should arise or a complete system crash should occur, the complete database can be recreated. The architecture of DocuWare is designed to provide maximum document and data security.

Security
DocuWare provides the highest degree of security possible against loss (of either data or documents) due to its technical refinements. Unauthorized access, whether internal or external, to either an entire database (file cabinet) or a portion thereof can be effectively prevented. Documents stored with DocuWare are protected against any unwanted manipulation. This security feature is based on a sophisticated check sum mechanism that uncovers any violations of the document's integrity. This makes DocuWare the ideal repository for any documents that need to be guarded against illegal modification. Access authorization is password-protected, and different levels of access can be allocated to employees, customers, or others who should have access to specific documents (auditors, for instance). Thanks to DocuWare's open structure, it doesn't matter who filed the document, what their source is, how old the documents are, or how they are stored. DocuWare offers a secure user administration. It guarantees that users/groups can read only the documents that are specified for selected use and that others may not access restricted documents.

Digital Archive
Store large volumes of documents on CD-ROMs, optical platters, or DVDs (together with the retrieval software, if you wish). Your documents are absolutely secure and can be filed indefinitely.

Previously filed documents that are not frequently used can be exported from on-line media or magnetic storage onto more reasonable longer term storage media, e.g. CDs, DVDs, or optical disks.

Microfilm Archive
If desired, it is possible to copy all or selected documents for recording onto microfilm by a service bureau which provides COM service. By utilizing microfilm this way, the documents can be retained for centuries if needed and can still be available for almost instantaneous desktop use via the network (as long as the digital documents are not deleted from the server).

Export and Migration
With the optional CD Maker Module you can create CD's to distribute certain File Cabinets or documents (for instance to a field sales force or subsidiaries). Since the query software can be included on the CD at your option, no software installation is necessary. Simply place the CD in the drive, and you can retrieve, display and print documents directly from the CD - ideal for laptop use. Depending upon the type of documents filed, one single CD can hold between 15,000 and 150,000 documents. That is the equivalent of 50 full loose-leaf binders, or more than five meters of shelf space.

Payback, Economic Justification
DocuWare usually pays for itself within a year depending on the size and type of the corporation. The very high number of successful installations around the world attest to this fact. top

Electronic Filing includes the well known, mundane, office tasks of:

• Capture (getting the document in the first place)
• Indexing (indicating how to find that document later, - after it has been consigned to a filing cabinet)
• Filing (actually placing the document into a folder within a filing cabinet for later retrieval)
• Search and Retrieval (getting the correct document back from the filing cabinet, or file room, or records area, etc)

Each of these tasks is discussed in more detail in the following sections.

In contrast to those mundane office tasks, which are performed by and for, or as part of, electronic filing, Document management actually allows the fulfillment of the dreams of many managers. By having the correct, most up-to-date documents and data available almost immediately to multiple, perhaps even geographically separated users simultaneously, the most advantageous decisions can be made in the shortest amount of time. This is actually using the documents. In addition to use, document management allows Workflow, Migration/forwarding/distribution of documents, Intranet/internet access to the "File room", and Annotation.

Capture
There are at least three ways to capture a document depending on what form the document is in (paper, microfilm, digital, etc). Capture can include:

1. Scanning: Paper or microfilm documents, such as incoming invoices and correspondence, can be converted to digital form using a sheet fed or microfilm scanner, which functions like a fax machine (only much faster). Properly sized scanners can handle anything from business cards to blueprints.
2. Importing: All types of PC documents (documents generated in other Windows applications such as Word, Excel, PowerPoint, etc) can be imported directly into the system. Most HOST, Unix, and DOS files can be imported just as easily.
3. Converting: DocuWare TIFFMAKER files anything that can be printed out of Windows. TIFFMAKER can create exact, unalterable originals of documents that were generated in Windows applications (Word, Excel, PowerPoint, etc). In this case, the document is "printed" as a TIFF file, and is then immediately available in DocuWare. This conversion results in the same type of unalterable TIF file as the one that would be produced by a paper scanner. Incoming faxes received by any Windows-compatible fax modem can be filed automatically into a file cabinet. In addition, all faxes can be passed on via e-mail to a central workstation, where they could be electronically distributed to the actual in-house recipients. Add-on modules COLD/READ and ACTIVE IMPORT make sure that all other documents are automatically integrated.

Capture can also include collation, sorting, etc. These functions are often performed prior to capture, but if not DocuWare allows the operator to manipulate some documents. This is where documents can be sorted and also can be stapled together as multi-page documents or kept as single page documents. The documents are next indexed and stored in an electronic File Cabinet.

Indexing
After documents are captured, DocuWare automatically places them in an in-basket. Here, they must be assigned index values or search criteria, so that they can be found/retrieved after filing. An index value could be an invoice number, company name, date or document type. The type and number of index values can be defined individually for each file cabinet. This indexing function can often be either fully or at least partially automated (i.e., OCR, Barcode, pick lists, etc.). The conversion process usually incorporates automatic indexing by utilizing information in the header of the converted document. The type of search criteria that can, or should, be used depends upon the daily volume and type of documents processed and on how they were captured. Many types of documents, such as delivery notes and outgoing correspondence can be captured during printing and indexed automatically by using the included TIFFMAKER. In addition, the following DocuWare functions facilitate indexing:

• Manual Entry and Selection Lists- It is always possible to enter index criteria manually via keyboard, or to select index criteria from a pre-defined list (selection list). The most interesting and time saving possibility is to use optical character recognition (OCR) to index documents automatically or semi-automatically.
• Optical Character Recognition (OCR)-On standard formatted documents (e.g. your outgoing correspondence) search criteria are recognized completely automatically on each page of a document, and are automatically entered into the appropriate index fields for the file cabinet.
• Index (Search) Fields-Not only the kind of field (text, date, numerical, etc.) but also the name of the field (document type, filing date, filed by, etc.) can be adjusted to suit users specific needs using DocuWare. (Numeric fields are not allowed to accept letter characters, date fields must follow pre-set rules, some fields cannot be left blank, etc.) Up to 24 Search or Index Fields are available.
• Keyword and Meml Fields-DocuWare provides two unique database-indexing fields for each File Cabinet. The Keyword field holds up to 64 individual keywords while the Memo field holds up to 64KB of text data. This last field is used with the SQL database for full text retrieval.
• Add-In for MS Office-Documents which have been created with MS-Word for Windows, Excel or PowerPoint, can be stored directly into a DocuWare file cabinet with an MS-Office add-in button on the application toolbar. These documents are stored as application files and can be opened as such (Word, Excel, PowerPoint, etc). In addition, any MS-Windows document can be stored directly into a DocuWare File Cabinet as either a TIFF or JPEG image using the unique DocuWare TIFFMAKER functionality. These documents are NOT application files. They are permanent bitmaps, which are actually pictures of the document. During this process, index information can be extracted automatically from the Windows documents. In addition, an electronic version of the letterhead that would be used for the original printout can be laid over the Windows document, yielding the original appearance of the stored document. As soon as they are filed, any authorized DocuWare network user can access any document.
• Point 'n' Shoot-For non-standardized documents, filing can be expedited with DocuWare's Point 'n Shoot function: simply click on the desired term(s) in your document using your mouse. The term is then automatically entered in the index field of the database for the selected File Cabinet and is used as a search criteria to find those documents later.
• Barcode Recognition-All standard types of barcode can be read automatically. The position of the barcode on the document page is determined automatically. The use of barcodes has the advantage of enabling documents with varying layouts (e.g. incoming documents) to be identified automatically. This is accomplished by reading a barcode which was printed on the document, or, if none exists, by placing a barcode sticker on the document.
• Automatic Transfer-Search criteria (e.g. invoice numbers) can be imported directly from your accounting or materials management database software. top

Workflow
Workflow is the automation of fixed work steps, which in DocuWare's case refers to a document's movement or flow within the department or organization. For example, invoices are scanned by position A, authorized by position B and paid by position C, before they actually get filed. That is the workflow of the document. There is either ad-hoc or rules-based workflow. Ad-hoc workflow can be implemented with DocuWare. For instance, organize your workflow by assigning re-submission dates to your documents. Process all types of documents at your desk, and then forward them to your colleagues for further processing. Rule based (automatic decision making to determine where to send a particular document based on parameters contained in specific index fields in the DocuWare database) workflow is available from specialized software vendors such as Ultimus and can be integrated easily with the DocuWare system.

Migration/Forwarding/Distribution
DocuWare allows you to dispatch all kinds of documents, messages and even spoken information throughout the network. The integrated MAPI interface enables documents to be sent and received conveniently by e-mail through the Internet, even if the mail partner is not using DocuWare. Rounded off with an integratable fax function, DocuWare offers new and interesting possibilities for both in-house and external communication -- in other words, ad hoc workflow. Electronic archival with DocuWare enables you to send documents over the network within seconds, without ever leaving your desk. You can even send a copy of the file with an added comment - either written or spoken. DocuWare's unique overlay technique lets you add remarks; make corrections, etc. on documents without actually changing the original document. The document therefore remains intact. You can also send memos to all your colleagues simply with the click of your mouse.

Internet/Intranet Access to the "File Room"
Another way of making documents available to numerous users is via an in-house intranet or the public Internet. Intranet and Internet allow platform-independent document access. Searches can be performed using any operating system or query software. Since Internet browsers are available virtually everywhere in the world, documents can be retrieved, displayed, and printed from any work-station - company-wide or world-wide - without additional software installation. Using the Internet, documents can be made available beyond the borders of your corporation - anywhere in the world, thanks to DocuWare. For managers, salespeople, subsidiaries, or your customers, it becomes a special, state-of-the-art service.

Annotation
Annotations such as colored marks, text, stamps, highlighting, and drawing objects can be added to a document in an overlay. For this purpose, up to five annotation layers on top of the document can be activated. This overlay technique ensures that the document itself remains unchanged. It is even possible to highlight sections of text on a scanned document in color - this magic marker never runs out of ink, marking your text in brilliant colors even after years of use. top

Benefits
The benefits of an electronic document management system such as DocuWare are numerous and can be derived directly from the shortcomings of conventional, paper-based filing techniques. With an electronic document management system, each document is captured only once, and then stored in a central file cabinet, regardless of its type or origin. Numerous work processes including photocopying, manual distribution, and redundant storing of documents under different keywords are eliminated with the introduction of an electronic document management system - saving enormous amounts of time, space and paper. Once entered into the central file cabinet, information is available for every authorized user for viewing and processing. Time-consuming searching through files and folders, long marches through the corridors, the uncertainty of whether the most current version of a document is available - all this now belongs to the past. With a single keystroke, any document can be displayed on any connected screen in any department. Work processes can be optimized and many decision-making procedures can be accelerated. Aside from the cost advantages, which come with the savings in time, space and paper, and increased individual productivity, a document management system significantly improves the service provided to your customers. Since every employee always has access to the relevant information, customer inquiries can be addressed quickly and accurately.

• Lower Labor Costs The amount of time spent filing and retrieving documents, looking for misplaced or lost documents is cut considerably.
• Less Space required Archive or document storage rooms and paper filing cabinets are no longer necessary.
• Lower Paper Consumption There will be an enormous savings in supplies due to fewer copies being made.
• More Convenience Filing and retrieval are done at your desk.
• More transparency All your documents will be in a centralized electronic virtual File Cabinet.
• Enhanced productivity Important documents are immediately available.
• Improved Customer Service Due to improved availability of information, your customers will be served better. top

DocuWare ACTIVE IMPORT - to automatically archive remotely scanned documents, imported documents, and email messages. pdf brochure (12 MB)
DocuWare AUTOINDEX - to populate DocuWare index fields with relevant data from another database by using a unique identifier on the document to be indexed. pdf brochure (8.29 MB)
DocuWare RECOGNITION - to automatically read and index by up to 24 zones on a document page by OCR or by reading barcodes. pdf brochure (8.69 MB)
DocuWare CD MAKER - to generate CD's directly from DocuWare with integrated database and retrieval and viewing software. pdf brochure (7.61 MB)
DocuWare COLD/READ - to archive ASCII reports and documents generated from a host or legacy computer. pdf brochure (8 MB)
DocuWare LINK - to image-enable almost all Windows or DOS applications. pdf brochure (7.73 MB)
DocuWare INTERNET- SERVER - to enable access to and from DocuWare File Cabinets from any browser on the Internet or company intranet. pdf brochure (7.18 MB)
DocuWare DOCUMENT-SERVER - to store documents within the file system and then make them accessible for retrieval. The access rights are set up using DocuWare file cabinet rights.
DocuWare CONTENT-FOLDER - to allow fast access to documents you are currently working with, as well as fast distribution of collections of important information to coworkers.
DocuWare TOOLKIT - to allow use of the powerful API interface or OLE automation so that important DocuWare functions can be used within other external applications.
DocuWare CONNECT to Notes/Domino - to interconnect DocuWare to a Lotus Notes or Domino application.
DocuWare CONNECT to R/3 - to allow DocuWare to become the archive for an SAP software application.
DocuWare CANOFILE CONVERSION - to enable conversion from Canon MO disks, created by the Canofile 250 or 510 archivers, to DocuWare.