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Document Management Specialists: Pearl Scan Solutions

Departmental Document Management System

Pearl's departmental document management system solution is designed for the medium size organisation with scanning requirements of up to 8000 documents per day. The base system comes with three user licences and includes all the features of a small office system with powerful tools to cope with departmental document management needs. Pearl's departmental system enables businesses to scan or import documents, identify various type of documents by their type, index using keywords or full text search. Secure storage, predictive search, retrieve, view, print, e-mail and share them across your networks are also features of the system. The Pearl departmental system is upgradeable to the Enterprise version at any required time.

System Summary

Fujitsu fi-5650C Document Scanner

Document Scanning

The fujitsu 5650C improves productivity in so many ways - Fast, 57-ppm/114-ipm colour and monochrome scanning at 300 dpi (600 dpi optical resolution) lightens your workload all the way up to its average daily duty cycle of 8000 documents. A versatile, 200-page automatic document feeder (ADF) handles a wide variety of paper sizes, as well as irregular documents. In addition to this it allows for maximum flexibility and comfort as the dual control panels are mounted at each end to accommodate left and right handed users. With 256MB of memory and onboard JPEG compression the Fi-5650C processes colour images with ease and can accommodate documents up to 34" in length. High speed Ultra SCSI and USB 2.0 interface keeps up with throughput demands, while the full version of Adobe Acrobat 6.0 and Standard Scan-All 21 add value and functionality.

Dependable performance that adapts to almost any situation

Document Indexing

Documents can be indexed by various field types, for instance by reference number, title or date. Pearl's zone Optical Character Recognition (OCR) technology can also be applied to automatically index the files. This process saves the users 95% of their time which is taken to manually index the files. Pearl's optional features also provide full text OCR capture, to compliment this service the indexing software can also detect barcodes which is automatically saved in the database for retrieval.

Auto Integrated Indexing

If you have a database which contains the information related to the scanned files, Pearl Integration module can automatically pull that data and attach it to the scanned files, saving you the time and cost of re-entering the data twice. It uses a unique value to define a table of related field values, so when you are indexing, you could enter a unique value such as an invoice number and that invoice address and customer details information would be automatically imported into the related index fields which will also be saved in the database for retrieval.

Document Search

All your scanned documents can be searched in one easy step; you enter the required search number or address and press "Find" or "Enter". In less than a second your file will be displayed on your screen, now you can view, print or e-mail the files as required. Documents / files can also be retrieved by full text search for OCR document scanning.

Create PDF Documents

One of the great features of this system is that documents can be scanned directly to Adobe PDF format (PDF Scanning). Allowing users to share their files across the world without having to worry about their document format, PDF is supported worldwide and its "PDF View" module is free of charge to download.

Daily File Back-up

For disaster recovery, it is essential to back-up your work daily. With our automated back-up facility, at the end of your document scanning work, just click on "Back-up" and off you go. You can quickly back-up your files to your removable hard drive or copy them to CD.

Additional Useful Features

System Requirements

System Minimum Optimum
Processor Pentium 200MHz Pentium IV 2GHz
RAM 256 Mb 512 Mb
Hard Disk Space 20 GB 40 GB
Screen Resolution 800 x 600, 256 Colours 1152 x 864, High Colour
Operating System Windows 98, Me, NT4 Windows 2000, XP 98, Me, NT4 Windows 2000, XP
Applications None MS Outlook 2000, Imaging For Windows Pro

Special Promotion - Free Adobe Acrobat Creator V6

At Pearl we like to treat our clients to something special. This month Pearl is providing a Free Adobe Acrobat Version 6 (Writer) with our Fi-5650C system, so you can scan your files direct to PDF or just simply convert your files to PDF. This is a great opportunity for all our clients who are looking to start with in-house document scanning and PDF file creation & conversion.

Optional Features

The optional functions that can be purchased to work with the Departmental Edition include:

Users Licenses

Pearl's Departmental EDM System comes in pack of 3 licences, the standard system comes with 3 users licences. Additional user licences can be bought in a pack of 3.

Import/Export

One or many documents can be imported. Each imported document is indexed into the system via the index area.

Lazy OCR

This option allows end users to create a text file of the scanned image (OCR scanning, full text search). OCR is used to create the text file, this can be used on a batch of scanned documents or on an individual image. In addition to this, the OCR function enables the end user to draw a box or "zone" around a line of text on the screen. The OCR zone then converts the image into the text characters which significantly reduces the manual data entry process to 95%.

Lazy Convert

This function will install "like a printer". The design is for a user to "print" electronically to a file, instead of output to a printer onto hard copy paper. For example, if you were working with a text file, and you wanted to place an "un-editable" copy of the file into LazyWorks, you could use the Lazy Convert function. This would generate an electronic file (a raster or tiff file) that would be the same as if you had printed the file and then scanned the file back into LazyWorks. LazyConvert eliminates the need to print out paper documents and store them in paper files, this module also significantly reduces the printing and collating cost therefore adding to the benefits of a paperless office.

Lazy Search Integration

This functionality allows the end user to have a direct interface with another Windows application and the document management system. The purpose of this would be to "search" LazyWorks while operating inside another application. For example, if you were in an accounting application, and you wanted to see the scanned image of the invoice number you see in your accounting screen, you could use Lazy Search Integration module to use that invoice number to automatically launch LazyWorks and search, then display that invoice image, from the invoice number displayed in your accounting program. Once installed and configured, a simple press of a function key (F7) would instantly perform this valuable function.

For further information and tailored Pearl Document Management systems, please contact us:

Tel: 0161 832 7991
E-mail: sales@pearl-repro.co.uk
Web: www.pearl-repro.co.uk

"Our workgroup document scanning and archiving systems and solutions are designed for medium size organisations, who are looking for a cost effective and simple to use electronic archiving solution."

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Pearl Scan Solutions Ltd.
48 Lord Street
Manchester
M3 1HN

Contacts:
Sales: 0161 832 7991
Admin: 0161 832 7992
Fax: 0161 832 8016
Email: info@pearl-repro.co.uk
Web: http://www.pearl-repro.co.uk/