Why is DocWorks® the application that I should chose to manage my company’s documents?
DocWorks® is a full enterprise ready system that is equipped to handle any document management application. Workflow, business rules integration, it is web based, and built on robust technologies. More features, less management responsibility, more options, less cost…
Why do most companies use DocWorks® as a hosted service?
DocWorks® comes with a full support staff that knows all of the ins-and-outs of the system. Our staff will support your process from scanning through disaster recovery planning, eliminating the need to purchase software, hardware and hire people to support the application…
Once we decide to use DocWorks®, how long until we can start sending documents?
Setup can be as quick as two days and take as long as a month. Once the training is complete you can start sending documents to DocWorks®.
How do I get documents into DocWorks®?
Several ways. You may fax them into our system, email, or use the import files option in the main menu. For higher volume applications, DocWorks® or other 3rd party capture software can be installed at your facility. These software applications scan and pre-package your paper documents for import into DocWorks®. Utilizing your internet connection, these applications can automatically submit those documents into DocWorks®.
Can I fax or email documents directly into DocWorks®?
Yes. You can utilize a 3rd party fax service fax number to transmit documents into our facility. If you have regionally diverse offices a toll-free fax number can also be provided at an additional cost.
How long does it take the documents to show up in DocWorks® after I send them in?
This depends on system usage, however, expect the documents to be available in DocWorks® a few minutes after you fax or scan them in. Already indexed documents are retrieved in seconds. Note that documents that go through the OCR process take longer to arrive than manually indexed documents.
How do I access my documents?
You will be given a private and secure Internet address with a secure web site that will serve as the encrypted gateway to your documents. All you need is Internet Explorer and you are ready to use DocWorks®!
Can DocWorks be customized for our special application?
DocWorks is completely customizable and can be setup for any data requirement or any document regardless of size or number of fields. We’ve processed 2500 page EOB records and 1000 page Air bills.
Can I search through my documents for data?
Absolutely. You can search through any of the index fields across all of the indexed documents in DocWorks®. Users can search index data and data within a document if full text search is enabled.
How do I define my indexes?
As part of the setup process, your Account Representative will assist you in setting up index fields to best identify your documents in DocWorks®. Once setup you can search by any of the index fields associated with that document type.
How do I index my documents?
Un-indexed documents go into one of two indexing processes:
1. The OCR queue, automatically indexes your documents and if DocWorks® is unsure of any characters it read on the document, it presents the document to a user for correction. Once the user makes corrections they commit the documents to retrieval at which time they are fully searchable and indexed.
2. Documents that are sent to the general indexing queue are held for manual indexing where a user then can visually inspect a document and enter the required index values.
Can DocWorks index my documents for me?
Certainly. Please call 847.240.2450 and speak to an Account Representative for more information.
How secure are my documents?
Your documents are stored internally in a series of databases on redundant hardware behind a multi layer Cisco firewall and mirrored on and offsite. All measures are taken to ensure that there is no unauthorized access to either the documents or document data. DocWorks uses a 3rd party’s (Verisign) 128 bit SSL encryption, which is the most widely used security platform on the Internet.
How many documents can I store in DocWorks®?
System capacity fluctuates daily depending on usage and is strictly monitored by our Support Staff. DocWorks’ capacity will always have, at the minimum, immediate space for several million documents. Our scalable storage capacity can be easily increased in any 24 hr period.
How many simultaneous users does DocWorks® support?
This varies with system usage. Our current system supports thousands of users logged in and working at the same time.
Can I assign different security levels to users and/or documents?
Role based and document-level security options are available with DocWorks®. Field level filtering and workflow level access restrictions are robust ad add another level of granularity to the security. These features are parameter driven and easy to configure.
I’ve got a copier that I can scan with, can I use it to get documents into DocWorks®?
Any device that can make a multi page group 4 tiff image can be used to send documents into DocWorks®
What do I need to start using DocWorks®?
A plan, a device to scan the documents, a connection to the internet, and a PC with Windows on it.
Can a user delete documents from DocWorks®?
Yes. Any document that is stored in DocWorks® can be deleted if the user has permission to delete that document. Deleted documents sit in a queue for 30-60 days before actually being purged for security and safety purposes.
How do I manage user logins and passwords?
Your Account Representative will assist you in setting up users and passwords. If you require, someone at your organization can be given administrative access to the system so they can support your company’s users.
How safe are my documents in DocWorks®?
All documents are stored in a RAID based Document Repository, which is fault-tolerant, and fully backed-up daily. Several database servers run in parallel ensuring that your data is backed up in real-time.
Can my documents be scanned and displayed in color?
Yes, using an optional on-site color scanner and a color plug-in, however documents faxed into DocWorks® will always be black and white.
Can I use non-standard document sizes in DocWorks®?
Yes, there are no limitations on the document size or shape.
What is the maximum number of pages per document DocWorks® can handle?
DocWorks® is an enterprise system capable of handling massive volumes of data. Daily DocWorks® can import several million documents per day and can currently scale to store over 30TB.
Can a virus damage my documents?
No. The documents are stored internally in a database that is not susceptible to viruses on a platform where fewer threats of this nature exist.
Do I need to install any software on my PC to make this work?
There will be a small (2 MB) plug-in download of system libraries required to view Tiff images during the initial setup. If your company uses DocWorks® OCR it will download another verifier program that is used to make OCR corrections.
I am not running Windows, can I still use DocWorks®?
Only if you use a Windows emulation package like Softwindows that can run the Windows version 6.0 or higher of Internet Explorer. Internet Explorer version 6.0 or higher is the only browser that can access the full feature set of DocWorks®
I have an existing document base in paper and electronic format, what do I do?
DocWorks® offers conversion services. Please call 847.240.2450 and an Account Representative will assist you.
What if I prefer to have my own imaging system in-house?
We will be happy to configure and deploy an on-site DocWorks® system for your organization. Please contact an Account Representative at 847.240.2450 and we will be happy to design a system that fits your requirements.
How do you prevent unauthorized access to DocWorks®?
All access to DocWorks® requires a secure 3 token login to the DocWorks® gateway. The document repository is available only after a successful login. Anonymous connections to DocWorks® are explicitly disallowed.
How do you store the documents and data?
Documents, along will all document data, are stored internally in the DocWorks® database.
Will my documents be available 24 hours a day?
Your documents will be available 24 hours a day, 7 days a week.
How reliable is DocWorks®?
Advanced fault-tolerant building infrastructure, software, features, hardware, and multiple application servers give DocWorks® less than 0.01% chance of complete failure.