CLEARSPACECLEARSPACEDigital Document Archiving systemDigital Document Archiving system

INTRODUCTIONINTRODUCTIONDigital Document ArchivingDigital Document Archiving is the process of capturing paper is the process of capturing paper

documentsdocumentsthrough scanning and storing the electronic forms of these through scanning and storing the electronic forms of these

documents ondocuments oncomputers for easy retrieval and distribution. computers for easy retrieval and distribution.

This is the basic description of This is the basic description of Digital Document Archiving. However, Digital Document Archiving. However, it is not only paper documents that it is not only paper documents that can digital archiving, documents can digital archiving, documents already existing in electronic forms such as audio, video, e-mail, web already existing in electronic forms such as audio, video, e-mail, web

pages etc can also be archived.pages etc can also be archived.

As an organisation grows, so also does the amount of paper As an organisation grows, so also does the amount of paper documents used to support important business processes. In fact, documents used to support important business processes. In fact, recent estimates show that the amount of paper handled by any recent estimates show that the amount of paper handled by any

organization has increased ten-fold in the last five years. organization has increased ten-fold in the last five years.

These increases in paper documents have driven document related These increases in paper documents have driven document related costs higher as well as labour costs.costs higher as well as labour costs.

The consequences being reduced organisational efficiency and The consequences being reduced organisational efficiency and profitability. profitability.

Clearspace Digital Document Archiving System makes Clearspace Digital Document Archiving System makes it possible to:it possible to:

Manage millions of documents and retrieve the right one in seconds.Manage millions of documents and retrieve the right one in seconds.Share documents with colleagues across different departments and Share documents with colleagues across different departments and geographical locations while protecting confidential information.geographical locations while protecting confidential information.Create tags and attributes for documents in order to facilitate easy Create tags and attributes for documents in order to facilitate easy retrieval. Backup files and records for disaster recovery.retrieval. Backup files and records for disaster recovery.

The basic components of The basic components of Clearspace Digital Document Archiving Clearspace Digital Document Archiving System System are:are:

Import tools for bringing scanned paper documents and various electronic Import tools for bringing scanned paper documents and various electronic documents into the system.documents into the system.Fixed and Dynamic attributes fields for tagging documents.Fixed and Dynamic attributes fields for tagging documents.Indexing, search and retrieval functions for locating archived documents.Indexing, search and retrieval functions for locating archived documents.Security systems and tools for protecting documents from unauthorized Security systems and tools for protecting documents from unauthorized access.access.Backup and restore tools for disaster recovery.Backup and restore tools for disaster recovery.

Digital Document ArchivingDigital Document Archiving enables more efficient distribution of and enables more efficient distribution of and control over information which ultimately results in organisational efficiency control over information which ultimately results in organisational efficiency

and profitability.and profitability.

ARCHITECTUREARCHITECTURE

Clearspace digital document archiving system is based on the DAS Engine. Clearspace digital document archiving system is based on the DAS Engine. The DAS Engine The DAS Engine implements the basic features of the product such as security, intelligent search, implements the basic features of the product such as security, intelligent search,

dynamic attributes, and access control among others. dynamic attributes, and access control among others.

The The DAS Engine uploads digital documents on to the file server for storage. A white-list DAS Engine uploads digital documents on to the file server for storage. A white-list of of supported document formats (e.g. PDF, JPEG, TIFF, etc.) must have been created through the supported document formats (e.g. PDF, JPEG, TIFF, etc.) must have been created through the

Clearspace application settings tool. Documents to be uploaded are checked against theClearspace application settings tool. Documents to be uploaded are checked against thewhite-list to prevent unwanted formats or harmful formats from being uploaded to the white-list to prevent unwanted formats or harmful formats from being uploaded to the file serverfile servers. s.

The database server maintains a meta-data database of the all the documents on the file server. The database server maintains a meta-data database of the all the documents on the file server. The documents are indexed by their document ID and other fixed and dynamic The documents are indexed by their document ID and other fixed and dynamic

attributes. This allows the DAS Engine to carry out intelligent searches for documents attributes. This allows the DAS Engine to carry out intelligent searches for documents thereby thereby facilitating easy retrieval of archived documents.facilitating easy retrieval of archived documents.

SECURITYSECURITY

As system security is an absolute necessity for any successful documentAs system security is an absolute necessity for any successful documentarchiving software, archiving software, Clearspace implements rigorous security features Clearspace implements rigorous security features that that permits only authorized persons to perform required duties – whether permits only authorized persons to perform required duties – whether

from their desktop, laptop, a branch office or even from a remote location or from their desktop, laptop, a branch office or even from a remote location or over the web – without compromising the integrity of the database, over the web – without compromising the integrity of the database,

Document Server or the network. Document Server or the network.

Clearspace gives the system administrator the tools Clearspace gives the system administrator the tools to balance access to balance access and security through control over access rights, feature rights, and document and security through control over access rights, feature rights, and document

access rights.access rights.

DEPARTMENTS LISTDEPARTMENTS LIST

Clearspace seamlessly blends into any organizational structure because it Clearspace seamlessly blends into any organizational structure because it allows you allows you to create departments and make documents originate from these to create departments and make documents originate from these

departments. Each department is associated with a code that uniquely identifies the departments. Each department is associated with a code that uniquely identifies the department. department.

Clearspace Clearspace allows a user to browse through a department for the documents in that allows a user to browse through a department for the documents in that department to retrieve only documents that he is authorized to access.department to retrieve only documents that he is authorized to access.

With With Clearspace, you do not have to pay again Clearspace, you do not have to pay again for you extend the software to for you extend the software to another department. You only create the department and give users from the another department. You only create the department and give users from the

department access to the system.department access to the system.

DOCUMENT UPLOADDOCUMENT UPLOAD

Because Because Clearspace is designed to enhance business operations, it Clearspace is designed to enhance business operations, it accommodates all the accommodates all the types of documents – paper, electronic, audio and video to name a few – that may be part of your types of documents – paper, electronic, audio and video to name a few – that may be part of your organisation’s processes and procedures. organisation’s processes and procedures. Paper documents are captured by scanning. Paper documents are captured by scanning. The The

physical document is scanned to produce a picture image which is uploaded into physical document is scanned to produce a picture image which is uploaded into Clearspace. Any Clearspace. Any type of scanning machine may be used for type of scanning machine may be used for this process. this process.

The scanning process is external to The scanning process is external to Clearspace. Different Clearspace. Different types of scanners are available in the types of scanners are available in the market today ranging from flat-bed scanners to fast industrial scanners capable of scanning several market today ranging from flat-bed scanners to fast industrial scanners capable of scanning several documents per minute. Examples of fast industrial scanners are the documents per minute. Examples of fast industrial scanners are the Canon DR 7580 and 9080C. Canon DR 7580 and 9080C.

Clearspace provides both single and batch methods of uploading documents. Clearspace provides both single and batch methods of uploading documents. Organisations that image large number of documents daily willOrganisations that image large number of documents daily will

quickly realize the importance of batch upload. When large number of documents need to be quickly realize the importance of batch upload. When large number of documents need to be brought into brought into Clearspace daily, it is efficient to upload Clearspace daily, it is efficient to upload each document individually. each document individually. Clearspace Clearspace

therefore makes it possible to upload documents and records in batch to speed therefore makes it possible to upload documents and records in batch to speed processing.processing.

STORAGE AND ARCHIVINGSTORAGE AND ARCHIVINGOnce documents are brought into Once documents are brought into Clearspace, Clearspace, they are they are

reliably and safely reliably and safely stored on the Document Server stored on the Document Server component. component.

At the point of uploadAt the point of upload, , attributes values are entered for attributes values are entered for the document. the document. Clearspace Clearspace provides provides Fixed Attributes Fixed Attributes

and and Dynamic AttributesDynamic Attributes respectively. respectively.

Fixed Attributes include Document ID, Description, Fixed Attributes include Document ID, Description, department ID etc. department ID etc.

Clearspace Clearspace makes use of the makes use of the Document Server’s hard Document Server’s hard diskdisk as the storage device. Uploaded documents are as the storage device. Uploaded documents are

indexed by their attributes.indexed by their attributes.

RETRIEVAL AND SEARCHRETRIEVAL AND SEARCH

Clearspace Clearspace being an enterprise-quality system is uniquely designed to helpbeing an enterprise-quality system is uniquely designed to helpyour employees solve the problem by providing search tools that make ityour employees solve the problem by providing search tools that make itpossible to quickly search through thousands of documents and locate thepossible to quickly search through thousands of documents and locate the

exact one they need. Retrieval of relevant documents is fast and is based onexact one they need. Retrieval of relevant documents is fast and is based onsearches conducted on attributes fields.searches conducted on attributes fields.

USER PRIVILEGESUSER PRIVILEGES

Access to Clearspace requires someone to have a user profile onAccess to Clearspace requires someone to have a user profile on ClearspaceClearspace..

This profile is created by the system administrator. Each user belongs to a This profile is created by the system administrator. Each user belongs to a certain group. The user inherits the feature rights or GMA and the document certain group. The user inherits the feature rights or GMA and the document

access rights of the group to which it belongs.access rights of the group to which it belongs.

BACK-UP CREATIONBACK-UP CREATION

Clearspace simplifies disaster recovery and Clearspace simplifies disaster recovery and business continuity planning by allowing the business continuity planning by allowing the creation of backups of the entire archive and database and also the storage of such backups on creation of backups of the entire archive and database and also the storage of such backups on

CDs, DVDs and other storage media.CDs, DVDs and other storage media.

Clearspace provides tools to create the Clearspace provides tools to create the database backup in two different formats – XML and database backup in two different formats – XML and SQL.SQL.

In the event of any disaster, the archive and database can easily be recovered from theIn the event of any disaster, the archive and database can easily be recovered from thebackup disks and business can continue from where it stopped when the backup was created.backup disks and business can continue from where it stopped when the backup was created.

RESTORE BACK-UPRESTORE BACK-UP

When database and document repository backups are created, they shouldWhen database and document repository backups are created, they shouldbe copied onto external storage media and safely stored in a safe locationbe copied onto external storage media and safely stored in a safe location

preferably an off-site location.preferably an off-site location.

FOR MORE INFORMATIONFOR MORE INFORMATION08021350885, 0703109432908021350885, 07031094329

e-mail:info@oacsoft.come-mail:info@oacsoft.comwebsite:www.oacsoft.comwebsite:www.oacsoft.com

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