Most people shred and recycle once the files are verified. We encourage you to check with your legal counsel regarding any documents that might be needed to be kept in hard copy form (contracts, etc).
DMS utilizes single page Group IV Tiff as its default format. Single page Tiff is very efficient as it allows delivery of one page at a time across the network versus sending the whole file if it were stored as a multi-paged Tiff or PDF. Single page Tiffs can also be re-ordered and pages inserted easily.
Yes, DMS supports storing pages in virtually any electronic file format including PDF, video, sound, Excel, Word, and most any other file format. DMS launches the file in its native program if it is not in one of the image formats supported by the viewer (TIFF, BMP, JPG, GIFF, PCX/DCX, WIFF).
DMS supports storing to any mapped or UNC (preferred) location. Most people store them on the server that contains the database.
Yes, DMS has an index lookup wizard that allow you to easily create a lookup script to any ODBC compliant database. Simply identify the key lookup field (check number for example), the database name (DSN), and the table name that contains the data, and you are prompted to map the fields in DMS to the fields in the external database (vendor name, check amount, check date, for example). Once this mapping is complete, simply enter the key field (check number) and the others (vendor name, check amount, check date, for example) populate automatically.
Scanning Subsystem(s) Imaging Only
- Scanner(s): Requires standard scanning devise utilizing ISIS, or TWAIN interface(s) Scanner/PC interface Card: Adaptec 2940.
- Scan Station: i3 3.3 ghz Minimum, 8 Gb RAM, 50.0 Gb HD, DVD/ROM, Configured network connection (company standard), 19′ to 21″ Color Monitor (recommended), Windows 7 or greater.
- Imaging Server: Xeon 2.0 Gb or greater 8 Gb RAM, Configured network connection (company standard), Applicable redundant storage (image cache system) (recommended), Redundant power supply, Battery Backup, Windows Server 2008 or higher.
- Viewing Subsystem: Retrieval Station: entium i3 3.3 ghz 8 Gb RAM, 50.0Gb HD, Configured network connection (company standard), 19″ to 21″ monitors (recommended), Windows 7 or higher
Microsoft SQL is preferred, Oracle is supported if the customer has an Oracle Database Administrator.
DMS supports most all popular scanner manufacturer’s scanners utilizing the ISIS and TWAIN interfaces. Among the companies we have installed with our software are HP, Canon, Fujitsu, Panasonic, Kodak, and others.
DMS can be licensed using concurrent user or a named user model. An Aquarius sales representative can help you decide which license model (or combination of models) is right for you.
DMS has a simple application manager that allows you to have as many file folder indexes as you like. These can be text, date / time, or list box format.
DMS supports searching by one or more fields in any combination. Each filed can use the common “Equals to:” logic as well as the other Boolean operators such as “Begins With”, Ends With”, “Contains”, etc.
Yes, DMS supports zonal OCR and barcode recognition with the OCR and barcode add on modules. This can be combined with the index lookup (see above) to fully automate indexing.
DMS supports full text OCR and allows searching through the text of OCRed documents to find values in the body of the text.
DMS can print to any printer configured on the workstation. This includes physical printers and well as virtual printers that can print to PDF or to a fax format. DMS can also automatically create an e-mail with the selected pages attached in Outlook or Exchange.
Yes, DMS supports a wide variety of annotations including “sticky notes”, redaction (virtual whiteout), text, configurable stamps, highlighter, and more. These can be controlled through security so portions of a document can be restricted from view based on security rights.
DMS utilizes security groups that are assigned rights to be able to do or not do over 100 functions. At the first level access to file cabinets can be restricted. At the next level functions can be secured on a cabinet by cabinet basis. These include viewing, modifying index values, deleting, printing, accessing annotations, and many more.
DMS comes standard with a CD / DVD creation program that can create CD’s or DVD’s that contain the files and the indexes as well as a free DMS viewer that can be loaded from the discs and allow most all the functionality of DMS. These include searching, viewing, printing and emailing as well as other functions.