Go2Get Network ARCHIVE consists of nine components and is designed to address a variety of computing environments, users' skills and archiving needs.
The power of ARCHIVE's design is in its flexibility and ease of use.
Multiple ARCHIVE installations can co-exist on the same computer or distributed across computers of the Local Area Network (LAN).
The seven Servers, that come with the ARCHIVE, can be used by a single or multiple installations for optimum utilization of resources. For example, a Human Resources and Accounting Department may purchase their own copy of ARCHIVE, while sharing the FAX Server to utilize a single telephone line.
Components:
Go2Get Network component implements a Peer-to-Peer paradigm and is responsible for discovering of other computers within LAN running ARCHIVE software. This creates a virtual private network - Go2Get Network.
If desired (for ARCHIVE's visibility or scalability reasons), the Go2Get Network can be split/partitioned into independent ARCHIVE subnetworks to isolate multiple ARCHIVE installations from one another.
Having its own private network has several advantages. First, accessing the folders on remote computers is instantaneous. Second, you don't need to make the folders with documents/photos shareable in order to move them from a remote computer into the ARCHIVE database. Making the folder shareable will expose the files in it to everyone on the network. Protecting the share by a password will deny access to some scanners.
User Interface is a Client desktop application. It implements a task-based paradigm - an essential requirement in multi-user environments. This allows authorized users to fine-tune the system to assign authority to perform certain tasks on a per user basis. The user, who is not authorized to do a specific task, will not even see the corresponding menu item or a toolbar button. To simplify navigation, the ARCHIVE offers Tiles
Fillable Forms and Overlay Editor The Overlay Editor makes it very easy to edit (blackout, erase, highlight, draw, put date stamps, checkboxes, etc.) scanned documents, that may not be editable otherwise. For example, all scanners create "image-only" PDF files, that can't be changed. Using your mouse or a stylus, you can type and draw directly on the image of the document. When finished, newly created PDF document can be printed, emailed, faxed and classified without any paper involved. The Fillable Forms feature allows the creation of pre-defined fields for any scanned and archived document. Those fields can even be linked to external data sources, such as databases or data files (Excel, etc.). That makes it possible to automatically fill the fields based on the unique value of another field (i.e. Emplyee ID), and simultaneously classify newly created document, as well as print, email or fax it.
Typed Categories. If authorized, the user may create unlimited number of categories. Based on its associated value, if any, a category can be one of the following types:
The ability of ARCHIVE's categories to have associated values of different types will allow you to retrieve files/documents using specific values or ranges of values. For example, if you created a Choice category called, say Season, you can select it in the Find window and then choose one or more values from a list of choices, (i.e. Spring and Summer) to retrive photos marked by those values. Or, if you created a category of type Currency, named Price, you can specify a range, 1.75 - 5.99, to retrieve items with the Price values within that range.
Privacy. Each item, be it a document, a category, an email address or a contact name, has a Privacy attribute that determines who can view the item. It takes one of the three values: Private (the User who created it), Public (All Users of the ARCHIVE installation) or a specific User Group.
If needed, the Privacy attribute of the document/photo itself or the categories assigned to it, can be changed at any time by authorized users.
Logical multi-page documents can be assembled from different files. For example, one page in such logical file can be a video clip, another - a document, an audio recording/music or even a later version of the same orignal file.
No dependency. The ARCHIVE has no dependency on external image viewers and can render the following file formats: Jpeg, Tiff, GIF, PNG, Ico, Bmp. It can also create and render PDF files while scanning or when editing with Overlay Editor before emaiing/faxing them to others. Additionally, the ACHIVE can render PDF files created by Canon, HP, Xerox and Mustek scanners to name a few. The benefit of having a built-in PDF viewer is the ability to render stored PDF files without having to install the Adobe Acrobat Reader and then launch and close it for every PDF document. Another advantage of the ARCHIVE's PDF renderer is the automatic page removal when you want to email or fax just specific pages from the multi-page PDF file.
One of the most versatile and most appreciated features of ARCHIVE is the Scan Store Find window, optimzed for touch panels. In terms of simplicity and required clicks to scan and archive a document, it will put to shame any multi-thousand dollar scanner controlled by a front panel buttons.
Multi-language is another feature of ARCHIVE to meet the demands of today's global economy. It has two aspects. First, the language of the ARCHIVE desktop application can be changed by simply clicking on the Help-Language menu item. Second, each window or dialog has a Language dropdown box and a Keyboard button to launch an on-screen keyboard for multi-language input, if you don't remember the keyboard layout of that language. This makes it very easy and convenient to enter notes using several languages to streamline future searches.
NOTE: Just like any other aspect of ARCHIVE's User Interface, the language choices are on a per user basis.
Database Server utilizes Microsoft SQL Server 2005 Express engine. The database stores text and other meta-data. The original files are stored in 2GB file partitions. The new file partitions are created automatically to provide more storage room.
As each database has a unique ID, multiple products can coexist on the same or different computer within the LAN. This makes it a great departmental ARCHIVE server that can be tailored to specific needs. Since the rest of the ARCHIVE components are database ID agnostic, a user may utilize the same Desktop Application to access multiple databases, provided he/she has login credentials to do so.
NOTE: To differentiate multiple ARCHIVE installations, simply change the default installation name ARCHIVE to something more meaningful (i.e. Human Resources, Accounting, Home, Business, etc..)
AutoStore Server allows the user to automatically store image files in the database, assign user-defined categories to them and extract embedded dates. Many PDF and Jpeg files contain the date when the image was made. That date is independent of the file date, which can change when you make a copy of the file.
The date extraction can be useful when you need to archive old digital photos (i.e. your last year vacation photos) or documents. Simply drag and drop the files in the folder monitored by the AutoStore Server - all your photos will be stored in the ARCHIVE database automatically using the embedded dates, if present.
Scan2Email, Scan2Fax, Fax2Email The archiving process can be automated for specific types of documents, and newly archived documents will be automatically classified and emailed and/or faxed to any number of recipients. When enabled and Caller ID is available, the incoming faxes can be automatically emailed to recipients based on Caller ID.
OCR Server - automatically extracts text from color and B/W images and stores it in the database for future full-text search. When enabled, it automatically starts the OCR process when a new document or photo is added to the database. When Microsoft Multi-Language Pack is installed, it will be used to automatically determine what language to apply during the OCR process. Please note that OCR requires Microsoft Office 2007 Document Imaging component (MODI) to be installed on one of the computers. Alternatively, you can subscribe to automatic Go2Get OCR service. Please contact us for pricing and setup instructions.
Email Server implements a basic Email Client POP3/SMTP/MIME Internet protocols and can co-exist with, but does not require, Microsoft Outlook. It can automatically extract names and email addresses from the received emails and add them to the address book.
The user can access email from any computer running Go2Get Network ARCHIVE.
When sending photos or documents as email attachments, a user may choose, from a dropdown box, what email address will be shown to the recipient in the From: box.
Ricochet Server is a patent-pending technology to protect data from Internet theft. It requires two computers, a USB drive (i.e. USB flash/thumb drive) and optionally, for a fully automatic mode, an IOGEAR USB switch GUB211.
One computer (without valuable data) is connected to the Internet and another (with valuable data) is always disconnected from the Internet. The emails (encrypted files) are passed between them via a USB drive that is connected to either the external or internal computer.
The connection of the USB drive to either computer can be done manually or with the help of an electronic switch, such as an IOGEAR USB GUB211 AutoPrint switch. The switch is controlled by the Ricochet Server running on both computers.
Although it may appear that the internal computer has indirect connection to the Internet via that switch, it is not so. By the nature of the USB hardware protocol, the USB drive can not be connected to more than one computer at any time. In other words, the internal computer remains disconnected from the Internet at all times keeping it invisible and unreachable to the Internet attacks.
FAX Server utilizes a built-in Windows FAX service and enhances it in several ways. It allows to FAX just specific pages from one or more multi-page documents, automatically select the Sender's FAX number and set FAX machine ID based on the selected FAX Cover Sheet from the dropdown box.
Incoming faxes can be automatically emailed to one or more email addresses. When Caller ID is avaiable, the incoming faxes can be emailed or rejected based on the Caller ID.
Multiple FAX Cover Sheets, even in different languages, can be created by each user and made private, public or viewable by a specific User Group. An image stored in the ARCHIVE can be added to the Cover Sheet and scaled and positioned anywhere within the page.
Backup/Export Server provides the ability to do scheduled backups or to manually initiate the backup from any computer at any time without taking the system off-line. The progress and the result of the backup can be observed on the status bars of Desktop Application windows.
The Backup/Export Server can also export the original files and assigned categories and their values. The globally unique naming convention prevents any file name conflicts. Such naming convention provides cross-reference of the files and assigned categories even when several databases export their files into the same folder.
Please note that the Privacy attributes of categories and files are honored during the Export operation - all private categories and files can be exported only by their owners.