Document Management
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Document Management Overview
Scan, Store, Retrieve And Manage
The document management process involves 4 steps:
Digitize your paper using a scanner.
Index and file document in Sentry File.
Find and retrieve your documents.
Manage access to your documents.
Digitizing Your Documents
Use a document scanner to “image” your documents into Sentry File. “Imaging” your documents is the process of converting the paper into an electronic computer image.
File your documents
Filing your documents is the process of organizing and indexing your documents with important information. This way you can search on your index information to find your documents later.
Finding Your Documents
Find your documents using one of Sentry File’s four high-performance search methods. You can perform quick searches to locate documents, full-text searches to search the contents of your documents, or index searches to perform advanced queries. Once you’ve found your document you can perform a variety of actions on it including view, revise, email, print, and many more.
Manage Access
Share certain documents with your co-workers while keeping other documents private. You can give individuals, or groups of users access to specific parts of your digital document library. You can even prevent specified features such as printing, scanning, emailing etc. Audit access to your documents using the integrated logging feature of Sentry File.
Solution Center
Features
Web-Based Deployment: Easy, streamlined deployment across organizations with Sentry File’s web interface.
Automated Workflows: Advanced workflows route and track documents, with email notifications for updates.
Automated Document Capture: AutoCapture feature uses OCR and barcode tech for automatic document processing.
Intuitive Interface: User-friendly GUI with wizards for simplified management.
Microsoft IIS Powered: Built on the stable Microsoft .Net platform, ensuring flexibility and reliability.
Full-Text Search: Uses fuzzy logic for accurate search across document types.
OCR & PDF Conversion: Zone OCR and full-text OCR enhance search, and scanned documents convert to PDF.
Web Access & Licensing: Access from anywhere, unlimited users, and per-server licensing.
Document Management
Digitizes paper files into a searchable online library, improving accessibility and security while reducing lost files. Digital files are easily backed up for disaster recovery, and documents can be accessed remotely over secure networks.
Unique Aspects of Sentry File
- Low Complexity: Minimal training with user-customized interface.
- Standards-Based: Non-proprietary, ensuring data accessibility with changing tech.
- Efficient Workstation Requirements: Utilizes existing browsers and PDF viewers.
- Server-Based Licensing: Unlimited user access without added licensing costs.
Workflow
Workflows include “triggers” to start processing and “steps” for document approval or rejection, with customizable notifications. Triggers respond to document changes, while steps guide users through tasks.
Capture Automation
Automated capture with ZoneOCR and barcode capabilities. Database lookups populate index fields, simplifying document capture.
Technical Explanation
- Platform: ASP.net application on Microsoft IIS; Internet Explorer allows direct scanning via an ActiveX control.
- User Authentication: Supports multiple authentication methods, ensuring security and flexibility.
- Document Storage: Files stored in native formats with index data in SQL Server; PDF conversion for TIFF files.
- Backup Integration: Easily included in various backup systems.
- Internet Access: Configurable for secure web access, supporting 128-bit encryption.
System Requirements
- Server: Windows Server 2012+ with minimum 16GB RAM, SQL Server 2017+, and 7GB free storage.
- Client: Windows 10+ with Chrome recommended.
Storage Calculation
Estimate storage by calculating the number of filing cabinets and using 50 KB per 8.5×11 scanned page. Adjust for growth needs.
SentryFile offers a highly intuitive, web-based interface that lets users access, organize, and manage documents from virtually any location. Designed to simplify workflows and reduce the burden on IT teams, SentryFile’s deployment is straightforward, requiring minimal setup and training. The software supports automation through its advanced workflow capabilities, enabling organizations to track documents, automate approvals, and receive real-time status updates. With its powerful search functionality, users can find documents using full-text search, OCR, and keyword tagging, making retrieval quick and efficient.
Additionally, SentryFile integrates seamlessly into existing technology environments, utilizing Microsoft IIS and supporting authentication via Active Directory and other systems. Built on non-proprietary, standards-based technology, SentryFile ensures that your data remains accessible and future-proof as your business grows. The software’s per-server licensing model means there’s no limit on users or documents, offering exceptional scalability and value. SentryFile’s unique capabilities, from automated capture to secure, role-based access controls, make it an ideal solution for businesses looking to enhance productivity, secure information, and optimize document management.
Frequently Asked Questions
Here are some common questions about SentryFile to help you see how this robust document management solution can streamline and enhance your business operations.
SentryFile digitizes paper documents, making them searchable and easily accessible from anywhere, reducing lost files and improving efficiency with automated workflows and secure, web-based access.
SentryFile supports all file types, including Microsoft Office documents, PDFs, images, audio, and video files, allowing you to centralize and manage a wide variety of documents in one system.
No, SentryFile was designed with a user-friendly interface and guided wizards, allowing non-technical users to manage and administer the software easily, with minimal training required.
Yes, SentryFile supports integration with Windows Active Directory, POP/IMAP, FTP servers, and more, making it easy to incorporate into your current security and access protocols.
