EnviroOffice - Version Suite -Document Management and Archival Software

• Auto-Revision - auto increment revisions to any document.
• Auto-Archive - archive all changes to any document with rollback capabilities.
• Auto-Tracking - track Who, What, Where, When and How a document is distributed.
• Cover Letter Designer - design your own custom cover letters.
• Outbox Scheduler - schedule documents to be distributed to anyone, any time.

EnviroOffice Suite is based on these five basic principles:

Capturing / Importing

When capturing or importing a document it becomes immediately available to all workstations!.

• Digitizing of a paper document using a scanner

Paper documents such as Material Safety Data Sheets Invoices patient records legal documents or any other incoming documents are converted into a digital format with the help of a scanner. You can even fax them in with your fax machine but the scanning process is much faster.
The size of the documents can vary considerably as scanners can handle documents from E-size to business cards.

• Importing computer-generated files (E-Files)

E-Files (existing electronic files) from any Windows application can be imported into EnviroOffice Suite simply by dragging and dropping the files into the folder of you choice.

After capturing or importing, your documents are available in EnviroOffice Suite. For later retrieval, you can assign keywords such as MSDS number, date, company name, etc... The type and number of fields available for indexing and searching, can be defined by you for each individual library of file cabinets.

• Manual indexing and select lists

keyboardManual entry of keywords with a keyboard or choosing keywords from a select list are options which are always available. If possible, documents can be indexed fully or semi-automatically with OCR (Optical Character Recognition).

• (Optional) Optical Character Recognition (OCR)

OCR document With OCR, you can index all text on the entire document to be used for keyword searching. The index criteria is read automatically from each page and stored into the file cabinet.

• (Optional) Bar code

bar codeAll common bar code types are read fully automatically off the document. The location of the bar code on the document is identified automatically. The use of bar codes has the big advantage that even documents which do not have the same format (e.g.; accounts payable documents) can be indexed fully automatically by attaching a bar code label or by including a bar code label in the printing process.

• Automatic import

MSDS documents along with their Keywords can be automatically imported from our EnviroOffice Authoring Software, complete with Auto-Revision and Auto-Archive.

Storing

After keywords have been assigned to a document, the documents are stored in a digital file cabinet. The keywords are automatically added to the database.

Paper documents or electronic filesHard disk or CD

All stored documents are available immediately at all workstations!

On demand, older and less requested documents can be moved to slower, but more affordable storage media (e.g. CD-ROM’s). This process is called migration.

Retrieving

In the retrieval process, the strengths of EnviroOffice Suite can be experienced in full force. You can search for any of the keywords which you have entered during the storage process.

It does not make any difference:

• who stored the document
• from where the documents are coming
• how old the documents are
• where the documents have been stored

The retrieval of documents can be performed in seconds. Retrieved documents can ...

• be viewed on the screen - even by multiple colleagues at once
• be processed with other application programs
• be printed with cover letter
• be faxed with cover letter
• be E-mailed
• etc ...

Networking

With EnviroOffice Suite, you can access your documents via a Local Area Network (LAN) or Client / Server - Wide Area Network (WAN).

• Provide access to your documents across your (LAN) or
• connect EnviroOffice Suite directly to Microsoft SQL-Server database for a pure client / server architecture.
• Limit access to documents through EnviroOffice Suite`s Security features.