v2x product training workbook -...

Product Training Workbook - v2.x

Product Training Workbook -

v2.x

Student Name: _________________________ Instructor Name: ________________________

Date: __________________

DocSTAR Product Training Workbook

Table of Contents Introduction

Unit 1: Imaging and DocSTAR.........................................................................................1 Section 1: Scanning .........................................................................................................1 Section 2: Filing & Reviewing...........................................................................................7 Section 3: Storage..........................................................................................................16 Section 4: Searching ......................................................................................................19 Section 4: Searching ......................................................................................................19 Section 5: Browsing........................................................................................................23 Section 6: Security..........................................................................................................25 Section 7: Safeguarding Document Data ......................................................................28 Section 8: DocSTAR Administration ..............................................................................29 Section 9: DocSTAR Document Exchange ...................................................................34

Unit 2: DocSTAR Systems and Accessories................................................................37 Section 1: DocSTAR Systems & Features ....................................................................37 Section 2: DocSTAR Accessories..................................................................................41

Unit 3: The DocSTAR D.A.D.I Principle.........................................................................45 Section 1: Discovery Phase...........................................................................................45 Section 2: Analysis Phase..............................................................................................47 Section 3: Design Phase................................................................................................48 Section 4: Implementation Phase ..................................................................................49 Section 5: DocSTAR D.A.D.I. Principle Lab ..................................................................50


Introduction The DocSTAR Product Training Workbook and Curriculum are designed for DocSTAR sales associates and service engineers who will be selling and supporting the DocSTAR line of Electronic Imaging Systems from DocSTAR. The DocSTAR Product Training Workbook is written for sales and service personnel that are either new to DocSTAR and/or Imaging or require a refresher course on the newest products and features of DocSTAR. The DocSTAR Product Training Workbook is intended to be a study guide as well as a future reference guide for selling, setting up, and training on DocSTAR systems. Those DocSTAR sales and service personnel who successfully complete the DocSTAR Product Training Course are expected to posses the knowledge, skills, and creativity to be able to integrate what they have learned with their practical experience and apply it to discovering and analyzing paper document handling and distribution problems and creatively designing and implementing practical imaging solutions to these problems with DocSTAR systems and accessories. In addition to attending product training classes being offered by DocSTAR, it is highly recommended that DocSTAR sales and service personnel pursue the Certified Document Imaging Architech (CDIA) certification sponsored by, CompTIA (www.comptia.com). CDIA is an imaging industry specific certification that further shows that you have established yourself as an imaging professional.

DocSTAR Product Training Workbook Page 1

Unit 1: Imaging and DocSTAR What is Imaging? Imaging is the process of electronically capturing & storing a replica image of a paper document and storing index information about that document to facilitate quick retrieval at a later date. The document, once digitized, is now more easily and quickly accessible by many more people and much easier to distribute via fax, e-mail, and even printing. Imaging also allows for easy disaster recovery by making duplicate copies of the storage media and keeping them in a safe off-site location. Section 1: Scanning ? This section will cover the basics of scanning and DocSTAR. Scanning Scanning is the process of digitizing a paper document and storing that information electronically. When scanning a document, the most important characteristics about a scanner are what size, how quickly and at what quality can the scanner scan the document. How quickly a scanner can scan is generally measured as how many 8½” x 11” pages per minute (ppm) can be scanned. In the case of scanners that can scan both sides of a page simultaneously (Duplex scanners as opposed to Simplex) the measurement may be stated as images per minute (ipm) in duplex mode. If a scanner has an Automatic Document Feeder (ADF), it is much faster than a scanner without one. An ADF unit allows the scanning assembly to remain stationary while paper passes over it rather than having the scanning assembly travel up and down the length of each document. The following is a list of the most common scanner maximum paper sizes:

? 8½” x 11” (Letter size) ? 8½” x 14” (Legal size) ? 11” x 17” (Double-Letter, Ledger, or Tabloid size)

Resolution and Color Depth What quality a scanner can scan refers to the Scanning Resolution and Color Depth. The resolution is measured in dots per inch (dpi). That is, how many horizontal x vertical dots per inch the scanner will scan. When there is only one number stated for the resolution, it represents both the horizontal and vertical resolution (e.g. 200dpi=200x200dpi) Once these ‘dots’ are scanned, the scanner or software performs algorithms to ‘fill in’ the missing information between dots. This ‘fill in’ is necessary because there are many more picture elements (pixels) in an inch than a scanner can generally scan. The color depth is measured as how many possible colors each pixel can be. The possibilities are B&W (2 colors (1-bit)), grayscale (up to 256 shades of gray (8 bit), color (up to 16.7 million colors (24-bit)). Note: Black and White Documents are usually scanned at 200 dpi but almost never more than 300 dpi due to the enormous increase in file size at higher resolutions. Scanner Drivers In order to use a scanner you must connect it to a PC and load a scanner driver for the scanner. There are two scanner driver types: ISIS and TWAIN.


ISIS stands for Image & Scanner Interface Specification and most ISIS drivers are developed by Pixel Translations. Manufacturers pay a royalty fee to Pixel Translations for every copy of the ISIS driver they distribute. ISIS drivers were developed for high-speed production imaging environments, which means they are capable of scanning paper at nearly the rated speed of a high-speed scanner. TWAIN stands for Technology Without An Important Name and most TWAIN drivers are developed by the scanner manufacturers themselves. TWAIN is a royalty-free standard. TWAIN drivers were developed for high quality graphic arts and photo scanning requirements (Graphic Artists, Advertising Firms, Publishers, etc.), which means that they are generally used for high resolution/color scanning. Note: DocSTAR uses ISIS drivers for scanning. What types of scanners are there? In the world of Imaging there are many types of scanners for digitizing documents. Scanners range in capability and price from the very low end to the very high end. At the very low end you’ll find home scanners, which can be found at your local retail computer store, starting at about $69.00 and up. At the very high end you’ll find scanners that are sold only through dealer channels and retail at about $30,000.00 or more. The main differences between these scanners are the speed, resolution, color depth, paper size capabilities, daily workload that they can handle, and the number of pages the scanner was designed to scan over its lifetime (Duty Cycle). These are some of the differences between ‘Home’ and ‘Production’ scanners. Home Scanners Home scanners generally scan about 1 page every 2 minutes on the flatbed of the scanner. They usually don’t have an ADF unit. They also scan at high-resolution and high color depth. This is generally because home users are scanning photos. Photos require a very high quality scan, which generally requires more time to produce. Home scanners also use different connections to the host PC than production scanners. Home scanners generally use TWAIN drivers and connect to the host PC through either the parallel port or the USB (Universal Serial Bus) port. These ports are standard in today’s home PCs.

Production Scanners Production scanners generally scan 15 ppm up to about 100 ppm and more through the use of specialized ADF units. They generally scan at 200-300 dpi in black and white. This is because they are usually scanning paper documents that don’t require high resolution or color. The production scanner usually uses ISIS drivers and attaches to the host PC via a high-speed SCSI Host Adapter board installed in the PC. Older production scanners used proprietary Video Adapter boards installed in the host PC, which were more costly to manufacture and replace.

Note: DocSTAR scanners are currently all SCSI scanners.


File Formats Once a document has been imaged, it must be stored in an image file format. Image file formats may use compression to minimize the size of the file and maximize the use of storage space. The following is a list of common file formats and their compression abilities:

Note: DocSTAR uses TIFF for b&w images and JPEG for gray scale and color images. What does open architecture mean? Open Architecture means that the fundamental components of a system are non-proprietary. For hardware this means that the parts are standard PC parts. For software this means that an imaging system’s database and image file data are easily transferable to custom applications or migration to other imaging systems (if need be). Note: DocSTAR Systems are Open Architecture for both hardware and software. DocSTAR uses a standard Microsoft Access Database format and standard TIFF and JPEG image files. Scanning with DocSTAR To scan documents in DocSTAR select ‘Scan’ from the Main window.

File Format (extension)

File Format Pages per File

Color Depth Compression(s)

TIFF (.TIF) Tagged Image File Format

Multi Any None – for color or b&w Group 4 – excellent for b&w Group 3 – good for b&w LZW – for color (not supported)

JPEG (.JPG)

Joint Photographic Experts Group

1 Full color (24-bit) or gray scale (8-bit)

Excellent, but loses some data, thus sacrificing quality

DCX (.DCX) Fax file Multi B&W only Good, loss-less PCX (.PCX) Paintbrush file 1 Any Good, loss-less BMP (.BMP) Bitmap file 1 Any None GIF (.GIF) Graphics

Interchange Format

1 Up to 8-bit LZW (not supported)


You will see the ‘Scan’ window:

The Document Options section allows you to select: ? One Document All pages in the scanner will be scanned into one

document with one set of index information (title, keywords, etc.)

? Single Page Documents Each page in the scanner will be scanned as a separate Document with it’s own set of index information.

? Blank Page Separators When blank pages are inserted between documents in a batch of documents to be scanned, and this option is selected, DocSTAR will interpret the blank page as a separator page and start a new document after each blank page. The blank page is then discarded and is not included in the document. When using ‘Two-sided’ scanning, the back side of a page being blank will not be interpreted as a blank page separator.

? Two-Sided This option being selected will use the duplex scanning

feature of duplex scanners to scan both sides of the page at once. If the scanner is a simplex scanner DocSTAR will scan the front sides first and then request the user to flip the documents over and scan the back sides. Correct page numbering is maintained in the DocSTAR software.

? Security Classification When security classes and user rights are created,

selecting a classification at the time of scanning will apply those security restrictions to the document immediately.

The Filing Options section allows you to select: ? File Later This choice allows the scanning operator to scan

documents now but places them in the ‘Inbox’ to be filed (indexed and processed) at a later time. These documents can be accessed later by selecting the ‘File’ button from the DocSTAR Main window.


? File Manually This choice allows the scanning operator to scan a

document and create a Template (set of filing instructions) for this type of document. See Section 2: Filing and Reviewing.

? File Automatically This choice allows the scanning operator to select a template and use those template settings to scan and file the document immediately. See Section 2: Filing and Reviewing.

? Template Allows the scanning operator to select the template to be applied to this document or group of documents (through either ‘File Automatically’ or ‘File Later’).

? Folder Allows the scanning operator to select a destination folder for the scanned document(s). This is an effective way of distributing work between different users. Folders are not used as permanent storage locations. Documents must still be indexed and filed.

To select different scanner options, select the ‘Options’ button and you will see the Scanner Settings window:

When scanning a color or grayscale document you must select the mode in the Scanner Settings window and select OK. The ‘Scan’ button on the ‘Scan’ window will not be selectable. You must instead, select the ‘Preview Scan’ button to scan a color or grayscale document. Based on class discussion: What types of documents should be scanned as ‘One Document’? What types of documents should be scanned as ‘Single Page Documents’? What do ‘Blank Page Separators’ do? What will happen if you select ‘Two-Sided’ scanning with a simplex scanner?


What will happen if you select ‘Two-Sided’ scanning with a duplex scanner? When would you select ‘File Later’ as the filing option? ‘File Manually’? ‘File Automatically’? From the Scan window, when would you select a ‘Security Classification’? A specific template? A specific folder? Reference For more information please refer to the following section of the DocSTAR User Reference Guide: User Reference Guide Section Chapter 1 Getting Started Chapter 2 Introduction to Electronic Filing Chapter 3 Scanning Documents


Section 2: Filing & Reviewing ? This section will cover filing documents and reviewing them with DocSTAR. Once a document has been scanned it needs to be filed or indexed. DocSTAR employs a two-fold indexing system. The first part of our indexing system is a Microsoft Access format Database Engine (or Microsoft SQL Server in the DocSTAR SE Line). This stores much of the information about the composition and location of documents. The second part of our indexing system is what is known as a Full-Text Index. DocSTAR uses a Zylab ZyIndex Full-Text Index. This stores all the Titles, Keywords, and OCR Text associated with each document. It is designed to provide very fast results when searching for documents, even when there are millions of pages stored in the system. Prior to filing a document you should fix the document. Fixing a document involves applying image enhancement to the scanned image. Fixing improves the appearance of the document and can make the document more readable. Fixing also improves the compression of the image file. At the same time as fixing is used you may read the document as well. Reading a document is the process of using OCR (Optical Character Recognition) to generate a text file from the image file and use all of the text in the text file to index that document, DocSTAR comes standard with an OCR module. However, reading a document requires that your scanned image be near letter perfect, using a standard font, point size, black text on a white background and with little or no gray shaded and graphical regions in the document. Even in the rare cases when all these conditions are met, OCR is not always accurate. Therefore you must go through the process of reviewing the document to ensure that the correct information will be indexed. If review is to be used, it is highly recommended that it be limited to a small area that contains the necessary index information. This can be done by ‘blue boxing’ a pre-defined area and storing it in a template. Reviewing the document is the process of comparing what is found on the actual image file with what was found in the OCR-generated text file and editing the text file as necessary. This is what is known as a ‘Quality Control’ feature. This is generally a more time consuming process than actually having been prompted for a title and keywords from the very beginning. Since the conditions for using OCR must be optimal and consistent and results are not guaranteed unless reviewed, it is generally recommended that OCR should not be used. If OCR is used it should be strictly limited to Zone or Blue Box OCR. The criteria used to file particular types of documents may be stored into pre-defined templates. A Template is simply a set of filing instructions for a particular type of document. You may create many templates for many types of documents. Some users require the ability to make markings on the document such as highlighting, redaction, sticky notes, addition of text, and free-hand drawings for the purposes of work distribution or small scale ’work-flow’. These markings can be made without altering the document. They are called annotations. Annotations are stored in a separate file and act as an overlay to the original image. Creating Templates with DocSTAR


One of the most critical factors when setting up a DocSTAR system for a customer is the creation of the templates they will be using. When set up properly, the customer will reap the maximum benefits of the DocSTAR System. When setting up a template there are 3 sets of options; Reading, Fixing, and Rotating. The first step in designing a template is designing the indexing system the customer will be using. Always ask the customer how they currently file their documents and try to mimic their current system as much as possible. The idea is to make it any easy transition from paper to electronic filing and making it as simple as possible so that it is easy to use. Start with the way they currently file and possibly add a couple of additional keywords for more powerful retrieval through cross-referencing (remember that the creation, modification, and last accessed dates are automatically added to each document). To create a template you must scan a document using ‘File Manually’ then select ‘Options’ from the Fix and Read area of the Manual File Window.

From the Read and Fix Options Window select the Read, Fix, and Rotate options to be used for this template.


The recommended basic template is Read None, Fix All, Auto Title= Prompt for Title (e.g. Customer name, Invoice #, or both), Automatically Add Keywords=Fixed Keyword (e.g. either the Template name or a unique descriptive word that applies only to the documents that will be filed with this template. After more experience in creating templates you will be able to create templates that offer the customer the most ways of retrieving documents with a minimal investment of time during indexing. Some suggestions are: feeding pages into the scanner in the reverse direction to avoid paper jams and multi-feeding caused by stapled edges of pages sticking together because of the indentations left behind even after the staples have been removed. Then set the template to automatically rotate all pages by 180 degrees (2 rotations). It is important to note that although the Read (OCR) option is available, it is not recommended since it requires reviewing and correcting the many mistakes made by the Read process. This can be very cumbersome. If the documents have any graphics, photos, gray shading, fine print, or are very dense with information this can cause the Read process to exhaust system memory and possibly cause a system lockup. The Read process only applies to Black and White images, if a document is scanned in color, the Read process will skip that document. In addition, using the Read process generates an extra file that dramatically reduces the number of documents that can be stored on the MO Disk. To add some level of automation to the indexing process without too much complication you may use the Zone OCR function for the first page of each document. To use the Zone OCR function click and hold the right mouse button and create a ‘blue box’ around the small region that contains the indexing information to be ‘Read.’ However, the result must still be reviewed for accuracy.

Filing with DocSTAR As seen earlier, filing a document can happen either at the time of the scan using ‘File Manually’ or ‘File Automatically’ or at a later time using ‘File Later’ (which also uses ‘File Manually’ or ‘File Automatically’). When using ‘File Later’ you can begin the filing process by selecting ‘File’ from the main window, you will see the Inbox window:

At this time you may select the document for Manual or Auto filing. Whether you select Manual filing here or at the time of the scan, you will see the Manual File window:


To select a template you must select ‘Options’. You will see the ‘Read and Fix Options’ window:

To apply the template select ‘OK’ and return to the ‘Manual File’ window. Select ‘Fix and Read’ from the Manual File window. You will see the following screen as the document is being processed:


From the Inbox window you may also select Auto File. Whether Auto File was selected from the inbox or at the time of scanning you will see the Automatic File window:

At this time you may select a template by pressing the ‘Load Template’ button. You may then select start to begin the automatic filing process. You will see the following screen:


Whenever Automatic Filing is used, the document is subject to the ‘Review’ conditions set in the Administration program under ‘Filing (Station)’.

The three review modes are:

? No Review The document will never be placed in the Review Box

? After reading The document will only be placed in the Review Box if the Template was set to ‘Read’

? Always review The document will be placed in the Review Box whether or not the Template was set to ‘Read’


Any document that exceeds the Maximum Uncertainty Rate will be rejected from the Automatic filing process and will be placed in the ‘Inbox.’ Documents in the Inbox which have been rejected by the Automatic filing process will have an ‘@’ sign preceding the title. Reviewing with DocSTAR When a document is placed into the Review Box it is not considered fully filed yet. It must be ‘Completed’ from the Review Box to be fully filed. Upon completion of a document from the Review Box, a document will have an Authentidate™ stamp placed on it’s pages, it will be Full-Text Indexed, and it will be moved to the archive media (and RAID simultaneously, if using Two-Tier Storage). To review documents select the ‘Review’ button from the Main window.

A list of documents to be reviewed will be displayed in the ‘Review Box’ window. To the right of the Document Title will be the number of uncertainties found in the document and the ‘Uncertainty Rate.’ The ‘Uncertainty Rate’ is a measure of OCR inaccuracy. If the document has not been ‘Read’ (submitted to the OCR engine), the total number of uncertainties will be listed as ‘0.0’ and the Uncertainty Rate will be listed as ‘*NO TEXT*’ If the Maximum Uncertainty Rate is exceeded this document will be rejected from the Automatic File process and be placed into the Inbox with a title that begins with ‘@.’ While in the ‘Review Box’ Window, a document may have its title edited; it may be reviewed, completed, added to a folder, or deleted. To continue with the Review process, select one of the documents and select ‘Review.’ You will see the ‘Review’ Window.


From the ‘Review’ window you can scroll through the uncertainties one at a time and either edit them and accept them or just accept them as is. The Review window is split into an Image window (top window) and a Text window (bottom window). Each uncertainty will have a highlighted portion in the Image window (which represents the scanned image) and a highlighted portion in the Text window (which represents the Text) derived from the ‘Read’ process. Once reviewing is complete select ‘OK.’ The document can now be safely ‘Completed’ (submitted for indexing, Authentidate™ stamping, and image storage to the Archive and possibly Two-Tier storage media). Based on class discussion When and why would you ‘Fix’ a document? What happens when you ‘Read’ a document? What method of indexing a document should be recommended in most cases? What is a ‘Template’?

How do you create a ‘Template’?


When and why would you ‘Review’ a document? What is a database? What is a Full-Text Index? Reference For more information please refer to the following section of the DocSTAR User Reference Guide: User Reference Guide Section Chapter 4 Filing Documents Chapter 5 Reviewing Documents Chapter 10 Using Annotations


Section 3: Storage ? This section will cover the basics of imaging storage and DocSTAR. All imaging systems must take into account that what they scan will eventually need to be stored in some way to a disk. There are several ways to store image data to disks. The following are the usual methods of storage in imaging: Media Type Speed Complexity Capacity Cost/MB Rewritable Removable Protective

Enclosure Best Choice for Online Storage ?

Magnetic Disks (Hard Disk Drives, RAID)

Fastest Easy Finite Moderate Yes No Yes

Optical Disks (CD-ROM Disks)

Fast Complex Infinite Very Low No (WORM) Yes No

Best Choice for Near-line/Off-line Storage ?

Optical Disks (DVD-RAM Disks)

Fast Easy Infinite Low Yes Yes Yes

Magneto-Optical Disks (MO Disks)

Fast Easy Infinite Moderate Yes Yes Yes

Note: DocSTAR uses MO Disks or DVD-RAM Disks for archival storage and, when Two-Tier Storage is added, it simultaneously uses a RAID component (magnetic storage) for online storage. Description of RAID RAID (Redundant Array of Independent Disks) is used to provide fault tolerance to a system that relies on data being accessible at all times. RAID at least 2 hard drives depending on the level of RAID being used. RAID can be implemented through hardware or software. Hardware RAID is much easier, faster, and more reliable than software RAID. RAID can withstand the loss a hard drive in the RAID system and still continue to read/write requested data. In the case of hot-swappable drives, the failed drive can be replaced while the system is still on and it will continue to read/write requested data while it is rebuilding the failed drive automatically. DocSTAR uses Hardware RAID Level 1 (Internal RAID) and RAID Level 5 w/hot-swap spare (External RAID). All DocSTAR RAID drives are hot-swappable. RAID Level 1 (Disk Mirroring) uses two hard drives, which are an exact replica of one another. If one should fail the other will takeover. The DocSTAR service engineer should replace the failed drive as soon as possible, since a second failure will cause the RAID to lose all data and require reconstruction. When using RAID1, half of the total storage capacity is available for use or (single hard drive capacity) x (n-n/2), where n = # of hard drives used. RAID Level 5 (Disk Striping w/Parity) w/hot-swap spare writes bits (binary digits) of data across all RAID5 drives used and attaches an extra bit called the parity bit. The parity bit calculates the number of 1’s (or 0’s) found in the stripe of data and assigns a 1 or 0 for the parity bit. The way it determines the parity bit is by even (even # of 1’s or 0’s) or odd (odd # of 1’s or 0’s) parity. The parity bit is what allows the RAID system to reconstruct missing data. RAID5 w/hot-swap spare employs an idle spare drive that will only be used when one of the other drives experiences a failure. The RAID 5 system will then automatically rebuild the failed drive to the spare and begin using the spare. This means that within approximately 2 hours of a failure the RAID5 Tower will be fully restored. At any time after that a DocSTAR service engineer may replace the failed drive to restore the spare. If there is a second failure during the 2-hour rebuild time, then


the RAID will lose all data and have to be reconstructed. When using RAID5, the total storage capacity available for use is (single hard drive capacity) x (n-1), where n = # of hard drives used. The diagram below illustrates both types of RAID.

Rewritable vs. WORM There has been talk in the imaging world that WORM (Write Once Read Many) storage is better than Rewritable storage due to the fact that it cannot be altered once written. This has been proven to be a flawed theory, since data can be moved from a piece of WORM media to a Hard Drive, altered, and then stored to another piece of WORM media without anyone being able to detect that a document has been altered. The only true way to verify the validity of a document, from a certain point in time forward, is with a feature such as DocSTAR’s patent pending Authentidate™. In dealing with storage media there are four different levels of storage: ? On-line Image data is immediately retrievable without user intervention

(magnetic or desired removable disk is present in a drive).

? Near-line Image data is retrievable in a short period of time without user intervention (removable disk Jukebox).

? Far-line Image data is retrievable with user intervention (manually swapping removable disks).

? Off-line Image data is not immediately retrievable.


The ability of an Imaging system to request a removable disk that is not present in a drive is known as having a Global Database or Off-line Tracking. DocSTAR provides Off-line Tracking. DocSTAR’s Two-Tier Storage System DocSTAR offers a unique Two-Tier Storage System that stores documents simultaneously to both an online medium, when a DocSTAR RAID1 or RAID5 is purchased, and an archive medium (640MB MO, 5.2GB MO, or 4.7GB DVD-RAM). Using DocSTAR’s Two-Tier Storage System means that the customer is automatically creating their off-site disaster recovery set of disks and can retrieve all of their documents from a fault-tolerant online RAID system. Although the disaster recovery set of disks is being created automatically, the customer should still be making a duplicate disk of the removable disk that is currently being stored to. Based on class discussion: What is the fastest method of storage? What methods of storage are infinite? What is the best way to verify that a document has not been altered? What type of storage system will allow you to search the content of disks that may not be present in a drive? How does DocSTAR’s unique Two-Tier Storage System benefit the customer?


Section 4: Searching ? This section will cover the basics of searching for documents with DocSTAR. The major advantage of an imaging system is usually its retrieval capabilities. This is especially true of DocSTAR. DocSTAR’s easy-to-use search window and quick retrieval capabilities make it: The Electronic Filing System People Want to Use. In a standard paper-based filing system (file cabinets), documents are filed by one piece of index information usually a Customer name, Invoice number, Transaction date, etc. If it is required that a document be filed by two pieces of index information such as a Customer name and an Invoice number, it is necessary to maintain two separate filing systems. This is obviously a cumbersome and error prone method of filing a document using two pieces of index information. Also, performing a search for documents in a paper-based filing system will take time and may not produce the correct or an incomplete set of documents, if there has been improper document handling such as: misfiling, loss, or damage. The method used for searching in this paper-based system is called ‘Hierarchical Searching’. This is because the document exists in a hierarchical structure: File Cabinet, Drawer, Folder, and Document. This usually means there is only one way to get back to a filed document. Some Imaging systems use a filing system and search engine that simulates this almost exactly, this is not the easiest or most powerful way to file or search for a document. DocSTAR uses a single Full-Text Index Search Engine that is linked to the Main Database. This Full-Text search engine allows the user to add any number of keywords and a Title to the document as well as being able, when a document is ‘READ’, to search by any of the words found within the document. There is one simple Search screen that allows the user to search by any, all, or some combination of the index information found in the Title, Keywords area, or ‘READ’ text. In addition to these search criteria, DocSTAR also has the ability to search by Title, number of pages, date created, date modified, date last accessed, security classification, and System of Origin (if imported). Any combination of these criteria can be formulated into a simple yet powerful combination search using special search conditions, ‘Wild card searching’, and ‘Fuzzy’ searching. Obviously, this is a much easier and more powerful way of filing, cross referencing, and searching for a document. Searching in this manner is called ‘Full-Text Index Searching.’ Full-Text Index Searching uses the same index information that users are used to in a paper-based filing system so it is easy to emulate the way they currently file and retrieve. However, with a couple of additional keywords, a much more powerful cross-reference search can be performed. DocSTAR allows a search to contain special selectable search conditions such as: ? AND When used with two search criteria both criteria must be met. ? OR When used with two search criteria either criteria must be

met. ? WITHIN When used, prior search criteria must appear within the specified

number of words of the later search criteria. ? PRECEDES When used, prior search criteria must appear immediately before

later search criteria.


DocSTAR also allows ‘Wild card’ searching using the following Wild card characters: ? ? Replaces the specified character in the search phrase with any

possible character. ? * Replaces any number of characters in the search phrase with any

number of possible characters. DocSTAR even allows searching for a specific phrase if you enclose the phrase with quotation marks (e.g. “Banking on the future”). Searching with DocSTAR The main search window of DocSTAR allows you to enter either Words or Phrases in the top section or search by specific Document Fields in the Lower section or both.

After entering a search criteria or any combination of multiple search criteria, select the search button, you will get a ‘Hit List’ in the results window. This is a list of documents that met the search criteria specified above in chronological order of most recent to oldest. The number of hits found in that document precedes each document.


Besides the results of the search, there is also a vocabulary window that displays the DocSTAR vocabulary closest to your search and how many times it has been seen in DocSTAR. In addition, there is a synonyms window to assist in searching, in the event that what you searched for does not appear. The synonyms list is a built-in set of synonyms but DocSTAR keeps track of how many times these synonyms have been seen. Once the results have been displayed in the ‘Hit list’, you may view the entire list, or a selected group, of documents in succession or add them to a folder for viewing later or by designated users. When viewing any of the documents you may select to Annotate, Print, Fax, or Export the document. DocSTAR will print to most Windows printers and Fax to most standard Fax Machines and PCs. DocSTAR can export to standard BMP, DCX, JPEG, PCX, and TIFF image file formats. Based on class discussion What is searchable in the Words and Phrases section of the main search window? What is searchable in the Document Fields section of the main search window?


What conditions can be added to the Words and Phrases section of the main search window? And what do they do? What is a ‘Wild card’ search?

What is a ‘Fuzzy’ search?

How would you perform a date range search?

What is the best export image file format to use to email a document to someone?

Reference For more information please refer to the following section of the DocSTAR User Reference Guide: User Reference Guide Section Chapter 6 Searching for Documents Chapter 7 Viewing Documents Chapter 9 Printing/Faxing Documents Chapter 10 Using Annotations Fax Management Section


Section 5: Browsing ? This section will cover the basics of using folders with DocSTAR. DocSTAR has the capability of creating folders for the purpose of temporarily grouping documents together or for distributing documents to different users for required actions by those users. Another important use of folders is for exporting folders through Document Exchange. See Section 9: DocSTAR Document Exchange. An example of using folders for a temporary grouping is a Doctor’s office that searches for documents for all the patients they will be seeing next week. They search for all the patient files and add them to a folder called ‘Appointments.’ Next week as the patients visit the office their documents are readily available in the ‘Appointments’ folder for viewing, printing, or annotating. Once the week is over, all those documents should be removed from the folder. An example of using folders for document distribution is an Insurance Agent’s office. There may be 10 agents that require their client policies scanned into DocSTAR. The scanning operator may scan all the documents into each of the 10 agents’ folders for the agent’s review and filing at a later time. Browsing with DocSTAR To view or create folders select the ‘Browse’ button from the DocSTAR main window. The folder structure is now visible in the ‘Browse’ window. The ‘Browse’ window can be sorted in many ways. You may view a documents, print the entire group of documents found a in a folder, print only the titles of the documents, print, fax or export them together. You may also delete all the documents found in a folder by deleting the folder.


Be careful not to confuse deleting with removing. Deleting a folder will delete all of the documents found in the folder while removing a folder will only remove the documents from a folder. Based on class discussion Why would you create folders? How long should documents remain in a folder? Can a group of documents be faxed or printed at once? How? Can a list of documents in a folder be printed? How?

How do you take documents out of a folder?

Reference For more information please refer to the following section of the DocSTAR User Reference Guide: User Reference Guide Section Chapter 8 Using Folders (Browse)


Section 6: Security ? This section will cover the security features within DocSTAR. DocSTAR provides two methods of security. The first method is by assigning user rights and security classifications. The second method is by providing a unique form of authenticating a document’s contents by placing the patent pending Authentidate™ tag into each and every page scanned into DocSTAR. DocSTAR allows an Administrator to create separate user accounts as well as separate security classifications. The users may have different rights to each of the different security classifications. Users may be assigned any combination of the following rights:

? View Original Able to view the original document ? View Annotated Able to view the annotated version of a document ? Print/Fax Able to Print/Fax or Export a document ? Modify Able to modify Title, keywords, and/or annotations of a

document ? Delete Able to delete a document

DocSTAR also secures a document’s authenticity with the Authentidate™ tag on each page scanned into DocSTAR. The Authentidate™ tag consists of a checksum (digital fingerprint) for the image combined with a secure date and time (extracted from DocSTAR’s secure hardware key) in GMT (Greenwich Mean Time) that is then encrypted for security. At a later date the image is viewed and DocSTAR will decipher the Authentidate™ tag and compare it against the current information. One of the following four statements will appear in the ‘View’ window:

Authentidate™ 02/16/1999 18:25:32 GMT Blue Valid Authentidate Tag

Authentidate™ IMAGE ALTERED Red Invalid Image Authentidate Tag

Authentidate™ DATE ALTERED Red Invalid Date Authentidate Tag

Authentidate™ (not present)

Blue Missing Authentidate Tag

When a Blue Valid Authentidate™ Tag is present this means that the page has not been altered since the date listed. Authentidate™ is a unique patent pending feature found only in DocSTAR Systems. When exporting documents using DocSTAR Document Exchange, Authentidate™ tag information remains with the documents. In this way documents can be viewed on a laptop using DocSTAR Lite Viewer and the user is still assured that the documents are still valid. The Authentidate™ tag can only be viewed using DocSTAR software at the ‘View’ document window as seen below.


Based on class discussion How can documents be protected from being printed/faxed, viewed, modified, or deleted? Can a user be assigned different rights to different security classifications? How can a user be assured that the document they are viewing has not been altered? What is Authentidate™? How is it created?

How can you identify a document that has been altered?


Reference For more information please refer to the following section of the DocSTAR User Reference Guide: Administrator’s Guide Section Host/System Settings User Reference Guide Section Chapter 7 Viewing Documents


Section 7: Safeguarding Document Data ? This section will cover the various ways that DocSTAR protects customer documents against data loss due to disasters and numerous other possible sources of data loss. DocSTAR has a number of built-in data protection features. Since a customer’s documents are usually very important to their business, DocSTAR has devised numerous features to assure that documents are protected. These features are:

? Automatic Nightly Backups DocSTAR is set to automatically backup the Database, Full-Text Index, and Host/System Settings, which contains document information, at 2:01 a.m. every night.

? Document Image Tags DocSTAR places document information tags directly into the header area of every processed page. This means that the DocSTAR database could be rebuilt solely from the tags in the images, if there were no backups available.

? Disk Duplicator Software DocSTAR provides an easy to use utility called Disk Duplicator, to facilitate creating disk duplicates, for off-site storage and disaster recovery, more easily and quickly.

? Two-Tiered Storage System DocSTAR provides a unique Two-Tiered Storage System that simultaneously archives documents to an MO/DVD-RAM disk, for off-site storage and disaster recovery, and a RAID component for secure and rapid online retrievals.

Based on class discussion What are the different methods that DocSTAR uses to protect the document database? Should an end user still use Disk Duplicator to create duplicates since the database is being backed up automatically? Why? If a Two-Tiered Storage System is used, should the end user still create a disk duplicate? Why? Reference For more information please refer to the following section of the DocSTAR User Reference Guide: Administrator’s Guide Section Maintenance Disk Duplicator Section


Section 8: DocSTAR Administration ? This section will cover administering a DocSTAR using DocAdmin, the DocSTAR administration program. The DocSTAR Administration program allows the Technician or the DocSTAR Administrator to Administer a DocSTAR System. Through the use of DocAdmin you can set Host/System Settings, Station settings, use Document Exchange (see Section 9: DocSTAR Document Exchange), and perform Maintenance functions. The available administration options are:

Station Settings

? Paths Allows an Administrator to set the paths for the Database, Inbox, Archive destination and Two- Tiered Storage.

Notes: _________________________________________ _________________________________________ _________________________________________

? Network Mappings Only available on a client install, this option allows an Administrator to specify the Mapped Drive Letter Assignments for this client station.

Notes: _________________________________________ _________________________________________ _________________________________________

? Filing (Station) Allows an Administrator to set the default filing mode of the Inbox, allows setting of the display mode of the Inbox and Review Box, allows setting of the maximum uncertainty rate and Review


mode, and allows turning on the Jukebox Precache Panel for viewing.

Notes: _________________________________________ _________________________________________ _________________________________________

? Auto Log Off Allows an Administrator to activate and set the time for logging off a user automatically.

Notes: _________________________________________ _________________________________________ _________________________________________

? Scanning Allows an Administrator to set the Blank Page Threshold (The point at which DocSTAR will determine whether or not a Blank Page Separator Page is blank).

Notes: _________________________________________ _________________________________________ _________________________________________

Host/System Settings

? Users and Security Allows an Administrator to administer user accounts and security classifications.

Notes: _________________________________________ _________________________________________ _________________________________________

? Filing (Host) Allows an Administrator to set the current Archive Volume Label as well as the Deferred Processing Delay in minutes or number of documents.

Notes: _________________________________________ _________________________________________ _________________________________________

? Jukebox Setup Allows a Technician to set the settings for Jukebox Server Software, if a Jukebox is installed.


Notes: _________________________________________ _________________________________________ _________________________________________

? Fax Server Setup Allows an Administrator to set the settings for Fax Server Software. Such as Station ID, and Send/Receive options.

Notes: _________________________________________ _________________________________________ _________________________________________

? Password Allows an Administrator to set the Administrator’s Password.

Notes: _________________________________________ _________________________________________ _________________________________________

Maintenance (Usually performed by a technician) ? Initialize Allows a Technician to reset the DocSTAR

Database and Full-Text Index.

Notes: _________________________________________ _________________________________________ _________________________________________

? Repair Allows a Technician to run a manual repair of the Database (should always be followed by a compact).

Notes: _________________________________________ _________________________________________ _________________________________________

? Compact Allows a Technician to run a manual compact of the Database and Full-Text Index.

Notes: _________________________________________ _________________________________________ _________________________________________


? Two-Tier Maintenance Allows a Technician or Administrator to use the

Two-Tier utilities for migrating documents to and from the Two-Tiered Storage Device (RAID).

Notes: _________________________________________ _________________________________________ _________________________________________

? Event Log Allows an Administrator to view the Event Log for events that may require action (also accessible by the logging in as Admin on the Main DocSTAR window.

Notes: _________________________________________ _________________________________________ _________________________________________

? Licensing Allows an Administrator to view the current DocSTAR licensing and licenses in use. Also allows a technician to add licenses or verify the secure clock date and time.

Notes: _________________________________________ _________________________________________ _________________________________________

? Backups Allows an Administrator to set the location and time of automated nightly backups and restoration of a backup.

Notes: _________________________________________ _________________________________________ _________________________________________

? Undelete Box Allows an Administrator to purge or undelete documents that have been filed and later deleted in DocSTAR (documents which have not yet been filed but have been deleted are immediately deleted).

Notes: _________________________________________ _________________________________________ _________________________________________


? Tag Maintenance Allows an Administrator to update out-of-date tags

and select automatic updating or upgrade tags from a prior version.

Notes: _________________________________________ _________________________________________ _________________________________________

Based on class discussion What drive letter should the archive path point to? Why? Can the network mappings be set at a host? If scanning with blank page separators and DocSTAR does not detect the blank page separator, what can be adjusted and how? When do tags need to be updated? Does the undelete box require regular maintenance? Why? How can the current number of licenses in use be checked? Reference For more information please refer to the following section of the DocSTAR User Reference Guide: Administrator’s Guide Section Station Settings Host/System Settings Maintenance


Section 9: DocSTAR Document Exchange ? This section will cover using Document Exchange with DocSTAR and DocSTAR Lite Viewer. DocSTAR’s Document Exchange feature allows DocSTAR Systems to exchange documents with one another as well as with DocSTAR Lite Viewer. This means that the documents do not need to be re-filed since the index information is imported as well as the document images. The Authentidate™ tag also carries over with the document to prove the validity of the document when imported as permanent files. Note: When any document is re-filed its Authentidate™ tag is updated to reflect the date of re-filing. To import any documents using Document Exchange you must use the Import and Export section of the DocSTAR Administration Program. To export documents using Document Exchange you may either add documents to a folder to be exported or export an entire disk volume. To export a disk volume you must use the Import and Export section of the DocSTAR Administration Program.

To export a folder you may use either the Import and Export section of the DocSTAR Administration Program or the Browse window in DocSTAR.


When selecting either export option you will be prompted to add a password for export if you wish. The password will prevent unauthorized DocSTAR imports. In addition, when selecting the volume export option you will be prompted to create a duplicate of the volume to retain for this DocSTAR system. Making a duplicate is suggested unless you will be using the remove volume option, which will remove all knowledge of documents existing on this volume from the current DocSTAR’s database. *Note: When Two-Tier Storage is used, volume export cannot be used to export specific volumes other than the entire RAID volume. When selecting the import option you will see destination options for the import procedure.

Since documents exported with Document Exchange have usually already been filed by the exporting DocSTAR, it is recommended that the destination be set to ‘Permanent Files.’ This will retain the Authentidate™ tag from the exporting DocSTAR for proving the validity of the documents. Selecting Document Files to be ‘Left on Import Medium’ or ‘Moved to Archive Medium’ is dependent on the storage capabilities of the importing system. For example, a laptop with DocSTAR Lite Viewer may have a limited storage capacity for a large amount of documents to be imported. In this case, leaving the documents on the import medium is a good idea. Document Exchange may be used to create a master DocSTAR system by having multiple satellite offices sending their exported documents to the DocSTAR system located in the central office. In this way all of the satellite offices have their own documents and the DocSTAR in the central office contains all of the documents from all of the satellite offices. Document Exchange may also be used to synchronize two DocSTAR systems by importing and exporting all of the documents from one system into the other and vice versa. When using this method be sure to export only folders created by searching for ‘Native’ documents only, otherwise documents may be duplicated on each of the systems. Document Exchange may further be used to export documents from a DocSTAR system to be viewed by a field person on the road using a laptop with DocSTAR Lite Viewer installed. However, to export documents to a laptop you must either have the laptop


accessible on the same network as the DocSTAR system or select a medium capable of storing the amount of information required. In most cases the best medium for use with laptops are CD-ROMs. In order to create a CD-ROM for use with Document Exchange, you must install a CD Recorder onto a workstation on the same network as the DocSTAR system and export documents from DocSTAR to the workstation’s hard drive. Once the exported documents are on the workstation you can then record a CD containing the folder created on the workstation during the export process. Based on class discussion What can be done to prohibit an unauthorized import using Document Exchange? If you select ‘Remove Volume’ from the Import and Export section of the DocSTAR Administration program will you be able to search for documents on that volume any longer? Why? Under what circumstances would the Authentidate™ tag of a document be changed? How would you synchronize two DocSTAR systems without producing duplicate documents on either system? How can Document Exchange be used with a laptop and DocSTAR Lite Viewer to provide a field person with DocSTAR documents on the road? Reference For more information please refer to the following section of the DocSTAR User Reference Guide: Administrator’s Guide Section Import and Export


Unit 2: DocSTAR Systems and Accessories Section 1: DocSTAR Systems & Features ? This section will cover all the different DocSTAR system offerings and their features. DocSTAR- DocSTAR is a complete turnkey imaging system. DocSTAR consists of a DocSTAR CPU with DocSTAR Software, a scanner, a Monitor, a keyboard, and a mouse. Different models incorporate different scanners and CPU offerings but retain the same DocSTAR software functionality. DocSTAR C3000- DocSTAR C3000 is designed to be a standard DocSTAR system which is offered without a scanner. The DocSTAR C3000 consists of a DocSTAR CPU with DocSTAR Software, a Monitor, a keyboard, and a mouse. The scanner is added to the system by the Authorized Canon Scanner Dealer. The DocSTAR C3000 is only supported with one of the following Canon scanners; DR3020, DR4080U, DR5020, or DR5080C. Speak to your Regional Sales Director or Director of Technical Services about becoming an Authorized DocSTAR C3000 Dealer. DocSTAR DCL- DocSTAR DCL (Digital Copier Link) is designed to be the central gathering/distribution point for documents scanned in by a Digital Copier with Scan-to-file capabilities. DocSTAR DCL can also import documents from other sources such as; various scanners that scan to a standard image file and documents “printed” into DocSTAR DCL using DocSTAR Print Import. DocSTAR DCL consists of a DocSTAR CPU with DocSTAR DCL Software and DocSTAR Auto Import, a Monitor, a keyboard, and a mouse. Speak to your Regional Sales Director or Director of Technical Services about becoming an Authorized DocSTAR DCL Dealer. DocSTAR SE - DocSTAR SE (SQL Edition) is designed to be a more robust Document Imaging System. DocSTAR SE may have more than 100 simultaneous users and multiple DocSTAR SE Scan Stations to meet higher scanning and/or retrieving needs. The DocSTAR SE Server is based on Windows NT 4.0 Server and uses the Microsoft SQL Server 7.0 Client/Server Database System. This combination of Windows NT 4.0 Server, Microsoft SQL Server 7.0, and DocSTAR Software make the DocSTAR SE the most robust and reliable yet easy to use DocSTAR System ever developed. The DocSTAR SE System must be configured and purchased by the following required components; SE Server, SE Scan Station(s), Mass Storage Device(s), Software Accessories, SE Client Licenses. The requirements to become a DocSTAR SE dealer are; at least one sales representative must have attended the Product Training Class and at least one technician must have attended and passed the DocSTAR Product Training Class, DocSTAR Level 1 and Level 2 Service Training Class, DocSTAR SE Service Training Class, and has taken and passed the Microsoft Windows NT 4.0/2000 Server or Workstation MCP exam. Speak to your Regional Sales Director or Director of Technical Services about becoming an Authorized DocSTAR SE Dealer. DocSTAR Systems, except DocSTAR SE are for use with approximately 15-20 simultaneous users and a single scanning location at the Host DocSTAR System. Auto Import, Image Import, and Print Import can be used with other scanning sources but should be limited to low volume applications. Below is a list of systems and their scanning differences.


DocSTAR System

Flatbed Color Duplex Max Resolution

Max Paper Size ADF Capacity

Scanning Speed *(8.5” x 11”

pages, portrait)

Average Daily

Volume DocSTAR System 15 LE *Not networkable

Yes Yes No 300 dpi 8.5”x11.7”(flatbed) 8.5”x14”(ADF)

50 sheets 15 ppm (200 dpi, B&W)

500 pages

DocSTAR System 15

Yes Yes No 300 dpi 8.5”x11.7”(flatbed) 8.5”x14”(ADF)

50 sheets 15 ppm (200 dpi, B&W)

500 pages

DocSTAR 3040

No No No 300 dpi 8.5”x14” 80 sheets 40 ppm (200 dpi)

3,000 pages

40 ppm (200 dpi, simplex)

DocSTAR 3040D

No No Yes 300 dpi 8.5”x14” 80 sheets

40 ipm/20 ppm (200 dpi, duplex)

3,000 pages

DocSTAR 3045FW

Yes No No 600 dpi 11”x17” 200 sheets 45 ppm (200 dpi)

3,000 pages


DocSTAR 3045DFW *Special Order

Yes No Yes 600 dpi 11”x17” 200 sheets


3,000 pages


DocSTAR 3050D

No No Yes 600 dpi 8.5”x14” 300 sheets


5,000 pages


DocSTAR 3050DW *Special Order

No No Yes 600 dpi 11”x17” 300 sheets


5,000 pages

40 ppm (simplex) (300 x 150 dpi)

DocSTAR C3000 with DR3020 *Available to C3000 dealers

No No Yes 300 dpi 8.5”x14”

100 sheets

44 ipm/22 ppm (duplex)

(300 x 150 dpi)

3,000 pages


DocSTAR C3000 with DR4080U *Available to C3000 dealers

Yes No Yes 600 dpi 11”x17” 200 sheets


3,000 pages

DocSTAR C3000 with DR5020 *Available to C3000 dealers

No No Yes 400 dpi 11”x17” 500 sheets 90 ppm (200 x 100 dpi,

simplex)

5,000 pages

DocSTAR C3000 with DR5080C *Available to C3000 dealers

No Yes Yes 400 dpi 11”x17” 500 sheets 90 ppm (200 x 100 dpi, simplex, B&W)

5,000 pages

DocSTAR DCL *Available to DCL dealers

Depends on

Source

Depends on

Source

Depends on

Source

Depends on Source

Depends on Source

Depends on Source

Depends on Source

Up to 5,000 pages

DocSTAR SE *Available to SE dealers

Depends on Scan Stations



Depends on Scan

Stations


Depends on Scan

Stations


Up to 25,000 pages


Based on class discussion What is DocSTAR DCL and how is it used? What is DocSTAR SE and how is it different than standard DocSTAR systems? What is the most robust and reliable DocSTAR System ever developed? What is necessary for a DocSTAR SE System to scan documents? What is necessary for a dealer to become DocSTAR SE certified? Reference For more information please refer to the following Supplemental Guides that are distributed with these systems: DocSTAR DCL User’s Guide Supplement DocSTAR System 15/15 LE User’s Guide Supplement DocSTAR 3040/3040D User’s Guide Supplement DocSTAR 3045FW/3045DFW User’s Guide Supplement DocSTAR 3050D/3050DW User’s Guide Supplement DocSTAR SQL Edition Supplement


Section 2: DocSTAR Accessories ? This section will cover the Hardware and Software Accessories available for DocSTAR Systems. There are some optional accessories that enhance or add functionality to a standard DocSTAR system. These accessories come in the form of hardware upgrades or software additions. The following is a list of the available hardware and software accessories and their uses. Hardware: 4.7GB DVD-RAM Disk Drive: Upgrade from a 640MB 3½” MO Disk Drive to a 4.7GB 5¼” DVD-RAM Disk Drive Internal RAID (RAID Level-1): Upgrade to a fault tolerant bootable Internal

RAID Level 1(Disk Mirroring) System as part of DocSTAR’s unique Two-Tier Storage System. The system implements hardware RAID Level 1 and consists of 2 Hot-Swappable hard disks and a RAID Controller card for the Host DocSTAR. The total storage capacity is 28GB (roughly 400,000 pages online).

External RAID Tower (RAID Level-5): Upgrade to a fault tolerant External RAID

Level 5(Disk Striping w/Parity) System as part of DocSTAR’s unique Two-Tier Storage System. The system implements hardware RAID Level 5 and consists of a Tower case with a SCSI connection to the PC with 2 Hot-Swappable Power Supplies, 6 Hot-Swappable hard disks (1 used as spare). The total storage capacity is 112GB (roughly 2 million pages online).

Software: DocSTAR View/File Software: Add Viewing/Filing stations to your

DocSTAR system, so that documents can be accessed by users on a network. DocSTAR View/File software is licensed per simultaneous user.

DocSTAR Scan Stations (SE Only): Add Scanning stations to your DocSTAR

SE, so that you can scan from multiple locations within your LAN. DocSTAR Scan Stations are licensed per seat.

DocSTAR Lite Viewer: Load DocSTAR Lite Viewer on your laptop

and export documents from your DocSTAR Host for import into your laptop with DocSTAR Lite Viewer, so that you can take documents on the road.


DocSTAR Print Import: Allows most windows applications to print

directly into DocSTAR, so that you don’t have to print your document and then scan it. The imported files are then treated as if they had been scanned into DocSTAR directly. Print Import installs as a printer driver and is licensed per seat. Print import should be used in low volume applications only.

DocSTAR Image Import: Allows batch importing of existing image

files (TIFF, JPEG, PCX, PDA, & BMP). Allows the user to select multiple files for import into DocSTAR. The imported files are then treated as if they had been scanned into DocSTAR directly. Image Import is licensed per seat. Image import should be used in low volume applications only.

DocSTAR Auto Import: Allows automated image importing of

existing image files. Auto Import allows the user to specify a directory on a network workstation for automatic polling for images to be imported. Imports the same image formats as DocSTAR Image Import. This feature is very useful with Multi-function copiers and special duty scanners with scan-to-file capability. DocSTAR Auto Import adds functionality and value to these devices. Auto Import should be used in low volume applications only.

DocSTAR Batch Import: Allows you to import an entire disk of

standard multi-page image files as DocSTAR documents if there is an ASCII text file which contains the document location on the disk and index information.

Xerox Textbridge Pro Millennium: Allows DocSTAR image files to be exported

to editable text files by printing to Xerox Textbridge Pro Millennium. Xerox Textbridge Pro Millennium performs OCR on the image files and produces editable text files for use by Microsoft Word, Corel Wordperfect, etc. Xerox Textbridge Pro Millennium installs as a printer driver.

Licensing When using client software or optional software packages, like Print Import, licenses must be programmed into the hardware key. The Host System is where licensing is enforced, therefore only the Host System requires a Hardware Key (except for DocSTAR


Lite Viewer). To add licenses to a hardware key, you must first purchase the appropriate licenses. Once purchased, have the license certificates handy when calling Tech Support from the DocSTAR Host you wish to program the licenses into. To program licenses you need to run the Administration program and select the Licensing option. Below is a chart of DocSTAR licenses and the licensing method used.

DocSTAR License Licensing Method Auto Import By # of Seats DocSTAR File By # of Simultaneous Users DocSTAR Host By Version # DocSTAR Lite Viewer By Version # DocSTAR Scan By # of Seats DocSTAR Scannerless Host By Version # DocSTAR View By # of Simultaneous Users Jukebox Slots By # of Slots in Jukebox JukeServer By Version # Print Import By # of Seats SQL Server Host By Version # Two-Tier Storage By Storage Capacity in GB

Based on class discussion What upgrades allow you to use DocSTAR’s unique Two-Tier Storage System? What is RAID Level 1(Disk Mirroring)? What is RAID Level 5 (Disk Striping w/Parity)? What software allows you to take DocSTAR documents on the road? What software is used to print documents directly into the DocSTAR inbox? What software is used to import existing image files directly into the DocSTAR inbox? What software can be used with Multi-function Copiers and Special Duty scanners to add functionality and value to these devices?


Reference For more information please refer to the following Supplemental Guides that are distributed with these accessories: DocSTAR Two-Tier Storage Supplement DocSTAR Lite Viewer DocSTAR Print Import DocSTAR Image Import DocSTAR Auto Import DocSTAR Batch Import Xerox Textbridge Pro Millennium User’s Guide


Unit 3: The DocSTAR D.A.D.I Principle The DocSTAR D.A.D.I. Principle is a simple yet effective principle. This principle should be used once the customer has agreed to a serious assessment of their needs. They may or may not have chosen to purchase the system yet, but should seriously be considering it. The DocSTAR D.A.D.I. Principle will help a DocSTAR Sales Associate place the correct DocSTAR system and accessories according to the customer’s needs. It will also help the DocSTAR Sales Associate prepare the system and properly train the customer on the use of the system. The DocSTAR D.A.D.I. Principle is a four-phase technical sales process. Section 1: Discovery Phase ? This section will cover the Discovery phase of the DocSTAR D.A.D.I. principle. In the Discovery Phase, you must answer one big question:

What is the customer’s pain? What is the customer’s paper problem? In order to solve their problem with a DocSTAR system and accessories, you must discover the problem and all related details. To discover the problem you must ask the appropriate questions and observe as much as possible first hand (the customer may not always be able or willing to provide accurate answers). Some of the important questions to ask are: What type of paper do you generally deal with? Target the type of paper they have the most trouble with (their pain). In the same line of questioning also find out what the exceptions are. For example, they may deal with mostly 8½” x 11” B&W invoices but occasionally they need to scan color photos so they may need a simple flatbed scanner that is also capable of scanning color. Or they may scan mostly 11” x 17” documents but occasionally the documents are very brittle so they may need a flatbed scanner to handle these documents because they wouldn’t make it through the ADF unit. In all cases know the daily scanning volumes involved, maximum paper sizes, duplex scanning requirements, B&W or color requirements, and whether or not a flatbed is necessary. It is important to note that sometimes the complete answer lies in integrating a special duty scanner (Wide Format Scanner, Microfilm Scanner, Multi-function Digital Copier, etc.) and use DocSTAR Auto Import to bring the images into DocSTAR. How do you currently file your documents? Target setting up DocSTAR as close to what they already do as possible while possibly offering them some added functionality, such as cross indexing by an additional piece of information to allow for more powerful capabilities. You may also be able to streamline their processes by the use of Print Import. Remember, to solve their problem they must be able to use DocSTAR effectively and they will only be able to do so if it is simple and practical to use. KEEP IT SIMPLE!! In most cases, it is generally recommended that you do not use OCR unless the documents in question are B&W with laser quality text using a standard font. Otherwise, mentioning OCR and it’s capabilities may open a door that will be impossible to close and may cost a sale.


Who needs access to these documents and how quickly? Target the number of simultaneous View and View/File stations necessary, and whether or not they need an online storage media such as those used with DocSTAR’s Two-Tier Storage System. There may be a requirement for DocSTAR Lite Viewer if documents are needed on the road. It is important to note that their scanning volumes and simultaneous user requirements may require a DocSTAR SE system. Also their Daily scanning volumes may require an additional external RAID Tower to facilitate a large amount of data online. Will documents need to be faxed or printed in large numbers? Target providing a high-speed network printer with built-in memory for high printing volumes (remember DocSTAR prints large image files rather than small text files). Also, target providing a separate dedicated PC with a fax software package such as WinFax Pro (Network Version) for high fax volumes (remember DocSTAR’s Fax Server is a light duty fax software package). In both cases, the idea is to allow the DocSTAR to do what it was designed to do: Be an Imaging Server. The more tasks and higher printing and faxing volumes are assigned to it, the greater the load and possible delays and system crashes.


Section 2: Analysis Phase ? This section will cover the Analysis phase of the DocSTAR D.A.D.I. principle. In the Analysis Phase, you must take all the information you have gathered in the Discovery Phase and develop a list of required hardware and software. What DocSTAR system is necessary? What are the online storage requirements? How many simultaneous View and/or View/File client licenses are necessary? How many Lite Viewer client licenses are necessary? How many Print Import, Image Import and/or Auto Import licenses are necessary? What hardware and/or software is required to handle exception documents? For example: Problem: The customer’s originals range in size up to 8½” x 14” (Legal). There are no bound or fragile documents. The peak scanning volume is 5,000 pages per day. Approximately 30% of the documents are duplex. Approximately 10% of the documents are color. The customer requires 2 years of data online. The customer requires viewing capabilities on 25 workstations and Filing capabilities on 3 workstations. 10 field representatives need to access documents on the road. 5 workstations currently print documents to be filed. Solution: A DocSTAR 3050 with an additional System 15 Scanner An external RAID Tower 3 View/File client licenses and 5 View only client licenses 10 Lite Viewer client licenses 5 Print Import client licenses

-or-

A DocSTAR C3000 with a Canon 5080C Scanner An external RAID Tower 3 View/File client licenses and 5 View Only client licenses 10 Lite Viewer client licenses 5 Print Import client licenses When selecting the proper scanner for the customer, you should test the scanner with all the different types of paper the customer has. In this way, you may discover that a certain scanner has a better paper handling system for the customer’s specific types of paper.


Section 3: Design Phase ? This section will cover the Design phase of the DocSTAR D.A.D.I. principle. In the Design Phase, you must design the indexing scheme for the templates. You should create templates that closely mimic the customer’s current filing practices but may provide cross-indexing by an additional field or two, for more powerful search capabilities. In general, when creating templates:

? Use the document type to assign fixed keywords. ? Prompt for Title (use existing file folder naming convention). ? Prompt for Keywords (use unique document information as keywords). ? Apply appropriate Image Fixing options.

For example: An independent insurance agent receives policies from 4 different insurance companies. They currently file their policies by Insured name. They would like to be able to retrieve by insured name, policy number, and insurance company name. The template settings for this DocSTAR system should be:

? Template name: Insurance Company Name ? Fixed Keyword: Insurance Company Name ? Prompt for Title: Insured Name ? Prompt for Keyword: Policy Number ? Image Fixing Options: Default Image Fixing Options


Section 4: Implementation Phase ? This section will cover the Implementation phase of the DocSTAR D.A.D.I. principle. In the Implementation Phase, you must install the DocSTAR system and all client software and train the customer on how to use their system. Create a customized instruction guide for the customer. Do not show the customer features or accessories they will not be using. The customized instruction guide should be as brief as possible but contain enough information so that they are able to use the DocSTAR properly for their application. During training, you should also stress the importance of maintaining an off-site disaster recovery set of disks. As might be expected, the implementation phase relies heavily on the 3 phases that precede it. If the preceding 3 phases are not carried out properly, the customer will not be satisfied with the end result. One of the most important factors in placing a DocSTAR successfully is creating the proper templates for the customer and showing the customer how to use the templates and what to expect. At this point the Instructor will give you a couple of scenario examples for you to carry out the DocSTAR D.A.D.I. Principle.


Section 5: DocSTAR D.A.D.I. Principle Lab ? This section will allow you to use the DocSTAR D.A.D.I. principle in a couple of scenario examples. The Instructor will present some practical scenarios for you to solve.