DataMagine™

The patented DataMagine™ document management solution (DMS) scans, indexes and archives documents and computer reports for retrieving, e-mailing, faxing or printing. The system allows staff to exchange documents both internally between multiple sites and externally with vendors and suppliers. Its Web capability is supported by up to 1,000 levels of group and user security, making it one of the most dependable imaging and archiving solutions on the market.

While there are numerous DMS products, none combines the robust functionality of the DataMagine solution with its ease of implementation. The platform-independent technology works seamlessly with existing applications, whether they are proprietary, legacy or leading edge. One reason for the speed and ease of installation is the bolt-on ability that eliminates the need to program existing applications. With no programming required, costs are reduced and implementation is accelerated.

This dramatic advance in functionality is due to the DataMagine solution's patented achievement that automatically extracts values (indexes) from ANY business application screen to intelligently index and retrieve stored documents. This scaleable solution is ideal for large volumes of documents and provides unsurpassed performance and quality.

The system's process of information archiving is considered "legal archival" and will stand up in a court of law. Its electronic registration and signature capture help ensure compliance with the US Patriot Act and the Sarbanes-Oxley Act.

DataMagine benefits include:

• Increased staff productivity through more efficient access to business-critical documents
• Reduction in administrative labor costs
• Increased accuracy - no misplaced or misfiled documents
• Elimination of paper record storage space
• Increased compliance with government regulations

The following modules are available with DataMagine:

• Barcode
  Inputs information into the system from printed documents or cover sheets using bar code technology.
• CD Burning
  Archives documents and files on a compact disc for distribution or storage. Perfect for auditors or regulatory agencies.
• Document Flow
  Automatically routes documents to user groups or individual users for review and approval.
• Email Archiving
  Captures and stores company e-mails separate from your e-mail server for a desired length of time, enabling search and retrieval of e-mail records quickly and easily for internal policy or regulatory audits.
• Imaging
  Converts externally-produced information into digital documents that are compatible with internal computing systems.
• Report Management
  Archives and compresses system-generated reports and documents for instant retrieval, viewing, printing, e-mailing or faxing.
• Signature Capture
  Digitally imprints and securely binds signatures captured by Pen Pad devices and applies them to digitized documents.
• Web Accessibility
  Fully-secured access via the World-Wide Web to scanned documents or system-generated reports captured by the Report Archive solution.

The DataMagine Barcode solution detects bar codes on scanned documents and then indexes that information into the DataMagine solution. Users simply create the bar code templates and assign them to existing DataMagine index templates.

With the DataMagine Barcode solution, users can map up to 12 individual bar codes to a maximum of 12 indexes. The solution also allows users to map a single bar code or segments of a single bar code to multiple indexes and manually specify index data. Users can automatically populate index data fields by detecting the bar codes on an image currently displayed in the DataMagine solution. Bar code separator pages can be used in batch jobs to propagate common bar code values from a single page to the pages beneath it.

DataMagine Barcode solution features include:

• Map up to 12 individual barcodes to a maximum of 12 indexes
• Map a single bar code to multiple indexes
• Automatically populate index data fields by detecting the barcodes on an image currently displayed in the DataMagine solution
• Manually specify index data

DataMagine Barcode solution benefits include:

• Streamlined operations
• Increased accuracy
• Increased efficiency

The DataMagine CD Burning solution gives users the ability to output scanned images, digital pictures, system-generated reports and documents to a compact disk, along with all indexes of those documents and a built-in version of the DataMagine Imaging solution. Disks can then be distributed to auditors, off-site locations or regulatory agencies for viewing within the totally self-contained CD.

DataMagine CD Burning solution benefits include:

• Ability to send documents to outside sources
• Increased accuracy
• Safe storage of business-critical documents

The DataMagine DocFlow solution routes, manages and tracks business processes and their associated documentation. Through the use of business process templates, the DataMagine DocFlow application captures the routing procedures for tasks within an organization. These templates can then be used for common routing tasks. At any point in the routing process, users have the ability to re-route to another template, user or user group. The business process template also gives administrators the ability to control exactly which functions users can perform.

The DataMagine DocFlow solution allows managers to track the progress of documents through the entire organization. Every action taken by a user is recorded in the action log for a particular job so that administrators can review process and actions taken by each employee. Other features include access filtering, functionality control for each user or group, pop-up messages when new jobs arrive and automatic clean-up of jobs and log information.

DataMagine DocFlow solution features include:

• Forwarding of jobs to other user(s)
• Access filtering
• Functionality control for each user or group
• Pop-up messages when a job arrives
• Utilize e-mail or FlowTalk notifications
• Automatic cleanup of jobs and log information
• Complete job monitor and management interface

DataMagine DocFlow solution benefits include:

• Ability to forward jobs to other users quickly and easily
• Increased efficiency
• Greater control over document routing

The DataMagine E-mail Archive solution is an advanced solution that captures incoming, outgoing and internal company e-mails and stores them in a separate location from your e-mail server for whatever time period is desired. Additionally, the DataMagine E-mail Archive solution enables you to search and retrieve e-mail records quickly and easily for internal or regulatory audits by providing a visible control system, process and audit trails to manage patient, financial or other records.

E-mail is a strategic business asset which should be understood, managed, analyzed and used as a business intelligence advantage. An organization that understands what is going on with e-mail communication trends and patterns can make better corporate decisions, better manage employee performance and better enforce policies. Implementing an e-mail archive solution has high strategic advantage as well as the immediate tactical value of simply being "in compliance."

DataMagine E-mail Archive Solution Benefits

There are numerous strategic and tactical benefits to being able to search your e-mail archive instantly:

• Perform fast, confidential investigations and resolution
• Gather data for litigation or Human Resources cases without high costs of research
• Have confidence knowing that you have proof of existence or non-existence of e-mail
• Enable best practices to assist management with making better decisions based on corporate patterns
• Construct and enforce better e-mail and security policies
• Monitor for and eliminate inappropriate material
• Understand the sources of e-mail into your organization
• Protect your company from disseminating offensive or damaging information
• Provide quick analysis of potentially harmful patterns and e-mail behavior of employees
• Provide employee feedback in performance reviews
• Index all e-mail information and content to enable fast, powerful searching by subject line, keyword, to/from, domains, time stamp, etc.
• Schedule reports and automatically send them to specified managers on a daily basis

The DataMagine Imaging solution converts externally scanned documents into digitized images. The patented technology further indexes the images using any business application running on a Windows® platform - without the need to write code or use complex API tool kits.

Once an image is stored, it is instantly accessible for viewing, printing or e-mailing. Notes or annotations also may be added. A robust security system is provided within the DataMagine Imaging solution to secure images to specific users or groups.

The DataMagine solution can look at ANY screen from ANY application running on a Microsoft Windows based desktop. Any application can be image-enabled, regardless of the program architecture. The DataMagine solution is a true client server. Regardless of workstation-level access and input, the DataMagine solution accomplishes Auto Index Field Capture (IFC) in the same manner across the entire enterprise. Any user with administrative authority and working knowledge of Windows can image-enable any application without APIs, tool kits, program changes or OLE, DDE compatibility issues.

Only the DataMagine solution possesses a unique, patented Auto IFC capability, protecting users with enterprise image-enabling capability, regardless of the software, platforms, or applications in place.

DataMagine Imaging solution benefits include:

• Elimination of paper file storage
• Instant access to data
• Increased security

The DataMagine Report Archive solution is a host-based report management system that automatically captures, bursts, indexes and electronically files all ongoing application-generated general business form documents and reports.

Any print and/or spool output, including multiple page reports and registers, can be successfully archived and retrieved with the DataMagine Report Archive solution. But the real strength of this system is apparent when every day business-critical documents-including invoices, credit memos, purchase orders, checks, reports, etc.-are automatically captured (unattended), burst and catalogued at the page level, using Key reference fields which are extracted from the actual printed page itself. These key field "identifiers" are then used to retrieve the individual document/report to provide for direct document, page-level access.

DataMagine Report Archive solution features include:

• Page-level inquiries and displays
• Note-recording capability
• Full-text search capability
• Power to archive and retrieve from virtually any host, mass storage device or optical media

DataMagine Report Archive solution benefits include:

• Streamlined recordkeeping
• Increased security
• "Legal archival" protection of business-critical documents

The DataMagine Signature Capture solution digitally captures signatures obtained by a variety of Pen Pad devices. It then applies those signatures to digitized documents such as bills of lading, sales receipts, personnel documents and hotel registration cards. Once a signature is applied to a digitized document, it is then filed and stored in the DataMagine imaging repository for future e-mailing, faxing, printing or viewing.

DataMagine Signature Capture solution benefits include:

• Streamlined operations
• Time savings
• Increased security

The DataMagine Web Access solution allows browser-based access to images and objects stored in and generated by DataMagine. Users have the ability to search, view, save, print and e-mail documents stored on the DataMagine imaging server simply by connecting to the server and entering a user ID and password.

DataMagine Web Access examples:

• Provide access to daily sales reports - eliminating printing, distribution and mailing time and cost
• Provide access to medical records from remote clinics - improving overall patient administration
• Provide access to accounts receivable customer invoices and statements
• Provide access to accounts payable invoices and expense reports

DataMagine Web Access Solution benefits include:

• Increased staff productivity
• Increased efficiency
• Elimination of printing, distribution and mailing costs