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  and view documents scanned with SimpleIndex®:

  • Use SimpleSearch to use keyword searches to find and view indexed documents
  • Use SimpleView to browse folders, search files, view, edit and annotate scanned documents without a database
  • Use a third-party document management system for integrated searching, viewing, workflow, HIPAA compliance and other document-centric functions
  • Use SharePoint to share documents online, create custom document workflows and employ records management standards
  • Use the Windows Search Bar to search the names AND contents of files stored on Windows Server 2008 or later.
  • Integrate SimpleIndex directly with your custom application using the Command Line Interface
  • Work with our professional services team or an Authorized Dealer to create a customized solution or direct integration with virtually any application
  • Use a custom database or spreadsheet such as MS Access, SQL Server or Excel to store the index data and provide links to the stored document images.

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.

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.)

Take control of Sales Tax exemption forms

Automatically fill and file sales tax forms Ben Franklin once noted, “…nothing is certain except death and taxes.” In the case of state sales taxes, they may be unavoidable, but managing your customers’ sales tax exemption forms and making sure you’ve sent current exemption certificates to your vendors doesn’t have to feel like a terminal
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Affordable Document Management

SimpleIndex® is a great solution for small businesses and departments that need a quick and affordable way to scan, organize and view documents. SimpleIndex provides a wide variety of retrieval options, many of which require no special software to find and view documents. The most basic solution uses Windows folders and filenames to organize and
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Zone OCR and Dynamic OCR

Other document scanning applications in this price range use Zone OCR to obtain index data from the page. SimpleIndex improves upon this time-tested but limited model with its Dynamic OCR feature. Let’s look at the difference between the two methods: Zone OCR Zone OCR is used to read document indexes or tags from text on
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Multiple Sort Fields on Search

Please refer to the Wiki Documentation for the complete Search reference. If you have a Search/Retrieval configuration that you want to have Sort by more than one column do the following. 1. Open the configuration pad in Notepad.2. Search for the option value <SORT_FIELD>3. Normally there is one value in the section that looks like this:  <SORT_FIELD>FIELD1</SORT_FIELD>4. Add the fields that
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How do I delete an image and it’s database entry?

Please refer to the Wiki Documentation for the complete Global Settings Wizard  reference. If your Job Settings Wizard configuration’s of Database mode setting is set to “Update Existing Records”, the database record and the image will be deleted when you delete an image from a batch. The Table Name must be an updateable query or table
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Is it possible to search for and retrieve documents with Windows desktop search?

Please refer to the Wiki Documentation for the complete Searchable PDF reference. Windows Search works great with SimpleIndex because all index data can be saved to the folder and file names as well as the file properties, and OCR text can be saved to hidden layers in PDF files. Windows Search will read all of these elements
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Is the document Search/Retrieval and View functions available in SimpleIndex or available only with the SimpleSearch add-on module?

Please refer to the Wiki Documentation for the complete SimpleSearch reference. All of the search functions can be used with any SimpleIndex license. SimpleSearch is only needed to enable searching from other workstations.
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I have a scanner/copier that creates PDF and TIFF files and saves them to my file server. Can I use SimpleIndex to create a searchable CD/DVD from these files?

Please refer to the Wiki Documentation for the complete Wizard Mode reference. This feature is included in SimpleIndex at no additional cost and is called the Media Wizard. The Media Wizard is located in the “Send” file menu and is called Media Wizard. It allows you to burn your images, indexes, a database and a free SimpleSearch
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How do you configure full text searching in Retrieval mode?

Please refer to the Wiki Documentation for the complete Database Settings reference. On the Database tab there dropdown in the lower portion of the panel for Full Text OCR Field. Put the name of the field that will store the full-text data there. This must be configured both for Insert and Retrieval mode configurations. The database field
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Organize Office Documents with Text Parsing

This video shows the Sort My Documents sample job included with the SimpleIndex trial download. It shows how you can organize office documents automatically by parsing the file’s text for relevant metadata and keywords. You can then use those keywords to tag documents with metadata and create standardized folders and filenames. First we sort Word
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SimpleIndex Walkthrough

What Is SimpleIndex? SimpleIndex is a tool to organize your documents automatically, whether they are scanned or digital. It provides the advanced OCR automation features of enterprise-class software, with an interface and workflow that is optimized for the desktop user. It can work as a standalone document manager, or a capture front-end to any app,
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Full-Page OCR Indexing Demo

This sample job demonstrates the ability for SimpleIndex to convert scanned documents to searchable PDF files and extract index data from the OCR text. It also demonstrates the multi-user workflow capabilities. Step 1 uses a full-page OCR process on each image. Field data is extracted from the full-page text using template and dictionary matching algorithms.
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Searching and Viewing Documents

If you have not yet decided on a plan for how to organize your electronic documents for later retrieval, you should take some time to consider the possible options. There are several ways to search and view documents processed with SimpleIndex® Use SimpleSearch to use keyword searches to find and view indexed documents Use SimpleView
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