Document Management
| Document Capture | Version Control | Document viewer |
| Forms Processing / Data Capture | Search and Retreival | Meta-data Management |
| Document Review and Approval | Document Hierarchy | Security |
Overview
Karomi DMS provides a simple Web 2.0 interface to
capture, manage, route, store and deliver documents and records.
Document Capture
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Forms Processing / Data Capture
Karomi seamlessly integrates with third-party forms processing applications to provide end-to-end forms processing capabilities. After scanning or importing images from hot folders, the application intelligently classifies the incoming mix of pages by document type. Data is then automatically located, extracted and validated using rules or database lookup. Extracted data is verified and then exported to the Document Management system.
- Form Designer: A design module to create and print out blanks on fixed forms intended for completion by hand. The created forms comply with the requirements of machine-readability and provide superior recognition quality when they are processed.
- Layout and Document Template Editor: It allows the system to obtain specific data like text strings, barcodes, date, currency, numbers, separators and tables from semi-structured documents. E.g. a single Layout is enough to find all required fields on invoices coming from different suppliers and with any layout variations, even for multi-page documents.
- Document Import: Scan from TWAIN or ISIS devices or import images (PDF, BMP, PCX, PNG, JPEG, JPEG 2000, TIFF, DjVu and DCX) from Hot folder.
- Image pre-processing: Image pre-processing implies a series of operations to correct the page orientation, invert and remove skewing or noise on images.
- Automatic Document Classification: Match existing Document Templates with imported images and classify the incoming mix of separate pages to the appropriate documents. Intelligent document classification allows the program to identify various document types in the incoming stream.
- Data and Text Extraction: Once Document Templates are assigned and appropriate data fields are located, the data from the fields are automatically extracted by using accurate multi-language OCR, ICR and OMR recognition technologies.
- Automatic Validation of Data: All validation rules set up during the template design stage are automatically applied during the recognition. Among the most commonly types of rules used are: checking format, checking data against database, checking sums, replacing values from the list, normalizing dates and prices, etc.
- Data Verification: Once recognition is over, each character is assigned a status that reflects the degree of certainty with which it has been recognized – this can be a reliable recognized character, uncertain character or unrecognized character. In the latter two cases, the operator may choose to accept or correct the uncertain character. This stage requires more manual involvement than any other does. There are three different verification modes: group verification (for checkmarks and digits mostly); field verification (for text field contents); and verification in the Document window.
- Data export and Document Archiving: The extracted data can be exported to the Karomi Document database and to any other external LOB application database. Documents are saved as searchable PDF/PDF-A files for archiving purposes. Formats to save data can include (TXT, XLS, DBF, CSV, and XML) and images (TIFF, JPEG, JPEG 2000, PDF, PDF/A, PCX, BMP, PNG, and DCX).
Document Hierarchy
Karomi DMS allows users to create a customized folder hierarchy to suit their enterprise or departmental needs
- Create multiple document reposiitories
- Repositories can contain folder, sub-folders and documents
- Users can create folders at any level based on their rights.
- Documents can be stored either on the file system or the database.
Version Control
Automatic revision control in the application allows users to Check-in and Check-out documents as they update it.
Major and Minor versions of the document are created and stored. Users can view the version history from the property page of the document.
Users are guaranteed to view the latest version of the document when they browse or search for it.
Meta-data Management
Meta-data forms are built using Karomi's form builder. This allows for a rich set of meta-data types to be captured.
These meta-data forms are linked to content types which are associated with the document system. Meta-data forms can contain
all data types like text, date, number, comments, etc. It can also pull meta-data from other databases.
Security
Document security can be applied using the following means:
- Repository level security
- Folder level security
- Document level security
- Both Allow and Deny access
- Permissions based on users, groups and roles
- Security based on meta-data
- AD/LDAP authentication
- Digital Signature support
Search and Retreival
All document types containing searchable content are automatically indexed.
- Automatic full-content indexing of electronic documents and OCR'ed documents
- Configurable search options and output results
- Free-text search and Meta-data based search
- Boolean, Fuzzy search
- View search results by relevance
- Save searches and search within results
- Search result highlight for matched keywords
Document Viewer
The document viewer is capable of viewing multiple document and image formats. It has native support for all image formats, CAD files and Office documents.
- View over 200 different document formats
- Zoom and Pan
- Rotate document
- Page navigation
- Annotations and Redact
- Permit or Deny Print, Save, Highlight and Cut-and-Paste
- Export as PDF or Image
Audit Logs
Details audit logs are maintained for the entire life-cycle of the document from creation of a new file to its archival or deletion. The audit logs are maintained for all actions performed on the document like Add, Edit, Delete, Change, View, Print, etc. The logs track the user, date, document name and when they performed the action on the document.
Document Reviews and Approval
Document review and approval is made possible by the intergration with the Karomi Workflow/BPM module. Review and Approval Workflows can be automatically triggered when certain events happen, like check-in, check-out or publish a document. Workflows can also be initiated ad-hoc by the end user. All such document workflows can be tracked and reported on.