Scanfile – A Document Management System

ScanFile is an easy-to-use, powerful document management system that grows with your business. Offering many features normally found in large-scale solutions, ScanFile is the ideal platform to manage your documents and data.

ScanFile software has a host of standard features that allow you to design and create document storage folders and then scan, send and import documents to them. Search and document viewing tools are comprehensive, yet accessible.

Furthermore, ScanFile is designed to be modular, so that you only have to purchase the features (or modules) your business requires. These purchased modules then integrate seamlessly into the core application. (Click on Optional Modules below to view all)

Finally, ScanFile supports a vast range of document scanners and includes several features to allow storage of electronic format documents in over 200 different document types, including familiar formats such as TIFF, JPG, PDF and Microsoft Office files. It also offers navigation aids, so that you can quickly scroll through documents and enlarge or reorient documents at the click of a mouse.

ScanFile Version 10

ScanFile V10 maintains all the fantastic features of ScanFile V9, whilst incorporating a raft of new security functions and upgrades. ScanFile V10 is a flexible, robust and proven platform for archiving, indexing and searching your documents.

Setting up document archives can be done in no time at all. You can create as many archives as you need and have these stored on various storage locations (workstations or network drives).

In addition, ScanFile v10 has moved from an access-style database, to that of an SQL database. Overall, this increases access time and adds a higher level of security than found in previous versions. You can also choose for ScanFile v10 to be backed up by a Microsoft Azure Cloud server. This is one of the most secure systems in the world and offers your business the opportunity to access data remotely.

For further information, click on the drop-down menus below or get in touch with us today.

ScanFile vs FileDirector Document Management System

ScanFile version 10, produced by Spielberg, shares many similarities in function with FileDirector. FileDirector is also produced by Spielberg and can be sold as a cloud based document management system.

One crucial difference however, is that ScanFile document management system is built upon an Access database, whereas FileDirector is built upon a SQL database.

If you have a current ScanFile system, you should consider upgrading to version 10. However, if you do not currently own a document management system and are looking to implement one, we recommend FileDirector.

Scanfile makes it Quick & Easy

ScanFile does not have separate applications for scanning and viewing documents. Just one application allows you to carry out all of the tasks. Additionally, the Folder Toolbox adds allows users to swap between scanning, searching and editing at any time without having to change windows or select options from the menu’s. Typically, a user can be trained to use the basic functions of Scanfile in less than 15 minutes.

Create storage applications in minutes with Scanfile

Creating a storage folder for your documents is quick and simple. Create up to 10 fields, specify what kind of information they are going to hold, add a keyword list if required, and save it. The folder is then ready for you to add documents to.

You can create as many different folders as you wish, in different locations on your workstation or network storage location.

The extended settings and properties allow you to configure input masks, duplicate entry checks, mandatory fields and much more.

All this can be taught to your staff in a short space of time.

View Any Document

ScanFile can display over 200 different document types, including all the most popular formats such as TIFF, JPG, PDF and MS-Office documents.

Also included are easy to use document navigation tools allowing you to quickly page through any document, and change its level of zoom and rotation.

You can view documents as thumbnails, and then select the pages you want to see, and you can also view multiple pages or documents at the same time.

Get in touch with us today for enquiries, by using the contact form.

Or call 01925 57 20 20

NEW: Cloud Access

ScanFile v10 can be stored on and backed up to a Micrososft Azure SQL database. This has been selected by Spielberg, the developers of ScanFile, for its fantastic security and access features.

What is Microsoft Azure SQL?

Azure SQL Database is a fully managed platform as a service (PaaS) database engine that handles most of the database management functions such as upgrading, patching, backups, and monitoring without user involvement. Azure SQL Database is always running on the latest stable version of the SQL Server database engine and patched OS with 99.99% availability. PaaS capabilities that are built into Azure SQL Database enable you to focus on the domain-specific database administration and optimization activities that are critical for your business.

With Azure SQL Database, you can create a highly available and high-performance data storage layer for the applications and solutions in Azure. SQL Database can be the right choice for a variety of modern cloud applications because it enables you to process both relational data and non-relational structures, such as graphs, JSON, spatial, and XML

If you wish to find out more regarding Microsoft Azure SQL, please fill in the contact form below and one of our advisers will help you.

Optional Modules

The core ScanFile product is a powerful document management system, but it is made even more substantial with a number of optional modules available at cost effective pricing. These include:

Libraries

Now part of the core package, ScanFile libraries gather together all index data from single ScanFile Folders. Thus, letting you catalogue a series of related ScanFile folders, for example having a ScanFile Library for 2017 invoices containing the searchable index data from the 12 ScanFile folders you created for each month January 2017 to December 2017).

Barcode recognition

Allowing up to 10 barcodes from a single page to be read and used to automatically populate searchable index fields, can be a very fast way to process your existing documentation with minimal need for user’s to before data entry on their keyboards.

OCR Technology (Optical Character Recognition)

The two key means of using OCR in ScanFile are: i) to populate index fields by using Zonal OCR to read specific areas of a page for the required information, for example, Invoice Number, Date, Reference Number or ii) to carry out a Full Text OCR capture allowing you to search for keywords or phrases that you need to find in large documents fast, across multiple documents in one quick and easy search.

Form recognition

Continuing on from OCR, this module will read different forms and instinctively be able to adjust to different Zonal OCR settings to find the relevant sections of a page and write the data into indexing field information that you can search by in the future.

Activity report

A form of advanced audit trail for ScanFile, which if you require can report on all activities of all users in a central database. This data can then be searched, narrowed down with filters (by user, by library/folder, by date, etc), accessed and printed out from inside of ScanFile.

Document routing

The ability to have ScanFile send documents between different users in a department, in a specified set of stages allows you the ability to further automate the Document Management process from data entry and capture to verification and approval of digital documents.

COLD (Computer Output on LaserDisk)

To get away from having to store spool files on microfiche or even still in printed form, the COLD module is capable of importing and automatically indexing these files.

Virtual Network Printer (VNP)

Using ScanFile VNP, you gain a virtual printer to your printers list that when printing documents to this printer, will convert the document to image files (Tiff Format) and store them in a specified location that can then be read from to import the documents into ScanFile. During this process, the documents can also be read by either Zonal or Full-Text OCR engines, provided you’ve purchased the OCR module.

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