SimpleIndex Document Management Software Support

Retrieving
Scanned
Files


Designing Your Document Management Solution

If you have not yet decided on a plan for how to organize your scanned images for later retrieval, you should take some time to consider the possible options. There are several ways to store your document images for later retrieval once they have been scanned with SimpleIndex®:

The information on this page can also be found in the SimpleIndex Manual.


Use SimpleSearch

SimpleSearch is included with all versions of SimpleIndex and can also be licensed by itself. SimpleSearch implements the same SimpleIndex interface in "Retrieval" mode, hiding all the menus and toolbars used for scanning. Index fields normally used to assign values are used for searching instead.

The same SimpleIndex installation is used to install SimpleSearch, only the serial number is different. Any SimpleSearch workstation can be upgraded to a full copy of SimpleIndex just by paying the difference in price and entering a new serial.

SimpleSearch can use SimpleIndex's built-in database to perform searches, or connect to any other database, even those for existing business applications. Users simply type index values they want to find and SimpleIndex displays the matches. Partial matching and full text searches are also supported. Displayed documents can be printed, e-mailed or opened in their associated application (Word, Adobe Reader, Excel, etc.). SimpleSearch can view several common image formats, PDF files and can preview files for any OLE-enabled application installed on your computer (MS Office, Adobe applications, AutoCad, etc.)

SimpleIndex also has a Media Wizard that lets you copy your database and images to a CD or DVD automatically. The disc contains a start page that opens automatically when loaded, giving the user the option to install SimpleIndex or search the disc. SimpleIndex configurations are created automatically and installed on the disc, allowing the user to search the images in SimpleSearch. When searching images from a CD or DVD, the demo period is bypassed, allowing free use of the application for media you distribute. This is an excellent solution for service bureaus and legal applications.


Using a Document Management System

There are a wide variety of small business and enterprise document management systems available on the market today. They manage stored images and index data, and provide users an interface to search for and view these images. Many perform advanced functions like workflow management, revision tracking and access auditing for HIPAA compliance. SimpleIndex has the ability to interface with these systems, making it an ideal scanning front-end for use with most document management systems on the market.

Integration with document management software is done via the Index Log Files that SimpleIndex creates. Documents are scanned and indexed with SimpleIndex, and a log file is created that lists each image scanned and the index information associated with it. Virtually all document management systems come with standard or optional components that allow you to automatically import images and index information in the format SimpleIndex provides.

Many document management systems have a scanning module that is sold separately, at significantly greater cost than SimpleIndex. With a single scanner, SimpleIndex can provide an easier and more cost-effective scanning interface than the default module. With multiple scanners, the low cost of SimpleIndex makes it possible to implement Distributed Document Capture for a fraction of what it would cost otherwise.