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PaperClip Product Technology Integration Features Use PaperClip for How PaperClip Manages Documents Product Features Using an Application as a Front-end to PaperClip Overview PaperClip Incorporated brings the power of imaging and document management to users' existing PC and host software applications. The PaperClip family of products offers a complete imaging and document management solution for the desktop, the departmental work group, or the entire organization on a Windows platform. PaperClip Incorporated organizes all related files (any combination of scanned images, documents, faxes, e-mail or software files) in the same electronic folder. The electronic storage system of drawers, folders and documents provides comfort, usability, and easy retrieval. In a PaperClip system, imaged documents and software files are stored and retrieved electronically, on magnetic or optical media. On a network, this provides multiple users with simultaneous document access. Users can scan, fax, e-mail, OCR, file, retrieve, display, annotate, print, route, import and export electronic images. PaperClip supports batch scanning and indexing. Users can stage documents from near-line (optical) storage to on-line (magnetic disk) storage,move documents through a business process automatically via Workflow and auto-index them via the Auto-Import Utility. Users can work directly within PaperClip, or use an application as a front-end to the system: Used alone, PaperClip provides advanced imaging, filing, routing, and retrieval features in a cost-effective package. Used along with PC or host software (e.g., database, accounting, custom, etc.) PaperClip's document imaging and management features put these applications to maximum use. |
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Multi-page image and software files are stored as individual documents. Documents are indexed and stored within folders . Folders are stored within file drawers. |
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When stored in PaperClip's NOSS (Network Object Storage System), image pages are buffered to magnetic disk cache automatically, and written to the optical disk in the background. This minimizes optical disk and jukebox access, significantly improving throughput. |
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When image documents are retrieved from NOSS, the pages are automatically cached on the NOSS server while the user views the first page. |
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PaperClip automatically indexes documents created from within application records, by extracting field values from the application record. No data entry is required. |
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Security for sensitive documents is provided by user passwords, user privileges, work group membership, and document, folder, and drawer ownership. |
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Imaged and software documents may be stored on magnetic or optical drives, and may easily be moved between the two types of storage media. |
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Document categories (Document Types) are defined by users; these are available from a drop-down list. These remove from the user the issues related to file naming conventions and storage location. |
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Documents may be indexed to multiple folders, but they are stored only once. |
Integration Features PaperClip provides seamless integration with existing hardware and software without programming. Users can attach documents and folders to the records in their existing applications without indexing. They can access the appropriate folder from their software application without searching. This integration is provided without the use of OLE or DDE. Additionally, a two-way link is established between any software file and the PaperClip folder(s) in which it is stored: |
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Users launch software from within a PaperClip folder when creating or retrieving the document (SoftClipping.) |
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Users hot-key to all the folders in which the software document is stored from the application software used to create the document (DocumentLinking.) |
Use PaperClip Incorporated for: Accounts Payable and ReceivableCustomer ServiceHuman ResourcesInsurance Claim ProcessingInventory ControlLegalLitigation SupportManufacturing Process ControlMembership ManagementPatient RecordsPurchasingResearch & DevelopmentSales & MarketingTechnical SupportHow PaperClip Stores and Manages Documents In the PaperClip database, units of storage and labeling methods adhere closely to the filing cabinet analogy. Groups of pages form documents. Documents are labeled and stored in folders. Folders are "labeled" by one or more Folder Index Fields, and are alphabetically stored within file drawers. Setup is intuitive, so users are up-and-running quickly. Store documents three ways within PaperClip: Transparently, from within another software applicationManually, as in other filing systems, orUsing PaperClip's Visual Context Processor tm (VCP)Once an overlay is defined for a particular application screen, users hot-key from a record in their application to the appropriate PaperClip folder. Data from the application record is extracted for auto-indexing new documents. If users are currently working in an application, such as an accounting or database package (whether that program is running on a PC or on a host computer via terminal emulation), PaperClip is activated using a single keystroke without exiting from the program. From a specific application record, users hot-key into the related PaperClip folder, in which they create or select an existing PaperClip document. Index fields for new documents are assigned automatically. Once users have accessed any folder, all of PaperClip's imaging and document management functions are at their fingertips. VCP Setup Setting up this kind of integration requires the definition of an overlay that identifies the application screen, or window, and which maps field values from the application screen to corresponding folder index fields in a PaperClip Drawer. With the Overlay, users create and access PaperClip folders directly from their application records. Software File Storage A PaperClip "folder" in a PaperClip "file drawer" may hold scanned, imaged documents side by side with word-processing documents, spreadsheet files, graphic files, database records, sound files, and more. PaperClip automatically launches the software directly from the PaperClip folder when these documents are created, giving users access to all the editing and viewing tools associated with the application. When a software document is subsequently retrieved from its folder, PaperClip again launches the application in which it was created. The software document can be created with almost any Windows or DOS application. PaperClip also provides support for third-party "viewer" software, so that users without access to the required software can view software documents. Software files can be stored on either magnetic media or on optical platters. DocumentLink |
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After scanning, batches may be routed to a user or a task group for further action. |
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Users view the batched images on screen, and then assemble and index selective pages within the batch. |
Routing Users may route PaperClip documents, folders, batches, and faxes to individual users, or to groups of users. Access to routed packages is dictated by the privileges set for that specific user, both individually and as a member of a "task group". PaperClip provides the means to semi-automate routing via route slips, task groups, and distribution lists. Thus, documents can be bulk-distributed to multiple users, or distributed sequentially to a list of users. PaperClip provides user-definable queues that serve as In-Boxes for receiving routed documents, folders, or batches. Workflow PaperClip provides user-definable queues that serve as in-boxes for routing documents, folders, or batches between users, work groups, distribution lists, and print servers. This basic structure enables workflow to take place on several levels. Optical Storage PaperClip provides an optical storage subsystem called the Network Object Storage System (NOSS) that supports numerous optical drives and jukeboxes. NOSS manages and controls document storage, so that this complex operation is transparent to users, and is isolated from applications running at the workstation. Hardware configurations of optical devices can easily grow along with users' storage requirements. The optical storage system operates with either TCP/IP, NetBIOS, or IPX networks. Document Retrieval To retrieve any document or image from a record within an active application, users simply press a hot-key to activate PaperClip and open the attached folder. Documents stored within the folder are instantly accessible. Working directly within PaperClip, and not from within an application, users either browse for folders and documents by scrolling, or they may perform a search to locate those that match specific search criteria. All the pages in a document are retrieved from NOSS and buffered to magnetic disk when the user retrieves the first page. Documents are retained in the buffer based on frequency of use and available disk space. This reduces the need to access the optical media and minimizes jukebox motion. Image Display Images displayed through PaperClip are virtually exact facsimiles of the documents scanned. The quality of the displayed image depends on the quality and nature of the original document, and the degree of resolution (DPI) used during scanning. Image-manipulation features include zoom, magnify and reduce, rotate, positive/negative options, "goto page", and view annotations. Enabling PaperClip's Production Mode allows a 'clipped' application, PaperClip, and a document all to be displayed simultaneously, in separate windows. Image Reproduction Documents stored by PaperClip may be printed by a laser printer, or routed to a designated print or fax server. Multiple servers are supported. Users can choose the appropriate document from the Folder, or from an In-Box if the document has been routed. PaperClip for Windows provides direct faxing from any workstation with a CAS-compatible fax card, and printing to any HP or Canon-compatible printer with PCL. Auto-Import Utility PaperClip allows auto-indexing and document importing via ASCII files. This feature not only simplifies backfile conversion, allowing the import of images via a service bureau or from other imaging systems, it also allows users to take advantage of bar-code technology or stand-alone scanning software. ASCII files can be read create a document record in either a new or an existing folder, if document files are included in the ASCII records. Additional Document Functions Import - PaperClip imports scanned/faxed documents in standard CCITT Group IV compressed TIFF file format. Additionally, software files can be imported from disk to a PaperClip folder. Export - With PaperClip, users can export any imaged document to a standard CCITT Group IV compressed TIFF disk file. Copy and Move - Easily copy and move documents from folder to folder and from drawer to drawer. PaperClip for Windows allows drag-and-drop copying and moving. Fax - PaperClip's built-in fax capability allows users to fax documents quickly and easily. A CAS-compatible fax modem is required. Using an Application as a Front-end to PaperClip When users choose to use their database, spreadsheet, accounting, terminal emulation or custom application as a "front-end" to PaperClip's imaging system, the multiple records of the application are linked to individual PaperClip folders. Users simply hot-key to PaperClip when they need to retrieve a related document. Users select a record as they normally would within their application, whether that record is a row in a database, a record in form-view, or any other fixed format. In a single keystroke, users can invoke PaperClip's unique Visual Context Processor (VCP) technology, which accesses that record's associated folder. That folder's image files and data files are now ready and waiting for their perusal or modification. From here, users may scan, import, label, file, retrieve, display, copy, move, route, fax, delete, and print documents. The PaperClip Product Family PaperClip32PaperClip Professional EditionPaperClip NOSSPaperClip COLD |
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