Chances are, this is not the first time you are taking a look at document imaging and management solutions. Often, potential users give up because of high price or shortcomings in the program. Take a look at the Scan & Sort It document management system. It's well worth your time. Download the functioning demo and see for yourself what we can do for you. It just takes a few minutes and you will have your very own electronic filing system going. Scan & Sort It can be installed on a single desktop and may evolve into a company-wide documentimaging solution. If you have any question about Scan & Sort It, do not hesitate to call us.

No matter how big you paper mountain is Scan & Sort It may well be the solution you're looking for. We offer a Lite version for a single-user desktop all the way to our enterprise level Expert version with Microsoft SQL or MySQL database connectivity. Any Scan & Sort It version can be purchased with an OCR module to add automatic indexing. Our read-only clients can have simple desktop installation. The Expert version offers an additional web interface allowing access to the data base directly from the Internet Explorer in an Intranet or Internet setting.

Scan & Sort It supports scanners from Fujitsu, Ricoh, Canon, Kodak, HP and a wide variety of scanners using the Twain interface. While document imaging is typically done with an ADF scanner that reads 10+ pages per minute, the Scan & Sort It demo will work with your good, old flatbed scanner, and you will get a good idea of how Scan & Sort It can bring order to your operation.

Scan & Sort It builds its image database with single- or multi-page TIFF images. The TIFF format is the standard and is used by almost all document imaging systems. One page in TIFF format typically uses about 10 to 40k of disk space. Compare that with PDF which may use megabytes for a single page. Unlike TIFF, PDF does not compress an image but simply encapsulates it. This accounts for the often-large and hard-to-manage PDF file sizes.

Scan & Sort It can store a variety of other file formats in its database including DOC, XLS and PDF. This added flexibility allows you to store the complete data set in one location. Scan & Sort It reaches beyond images of correspondence, invoices or payment records. You can attach Excel spreadsheets, e-mails, MS Word files and just about anything else you can think of. Please use a flatbed scanner when scanning paper napkins!

The OCR option available for Scan & Sort It automates the process greatly. It allows you to add documents to the database with minimum effort. In many cases, you may omit entering any index data. Instead, the Scan & Sort It OCR option reads the entire document and indexes the words automatically. Both manual and automatic indexing may be used within the database. Typically, typewritten documents are indexed using OCR while handwritten notes are scanned with index information entered manually. You may also add additional index information to a document in addition to the OCR option.

Maintaining a backup is a major concern with many imaging solutions. Scan & Sort It packs the database canisters in 650 megabyte increments. Once a canister is full, nothing else is ever added to it. This makes your daily backup task simple and fast. There are never more than 650 megs to backup, no matter how large your image database may get. Once the current canister is filled, you can burn the data to a CD for permanent archive backup.

Scan & Sort It processes all standard document sizes and can handle one- or two-sided documents. Any TIFF file scanned or imported to Scan & Sort It is automatically read by the OCR module (if installed). Images and files not readable by the OCR module are indexed by filling in a few fields manually. When searching, all files will be listed matching the search criteria. The search may be a simple word search, or in the advanced mode, you may specify a date range and index fields. The retrieved documents can be viewed, printed, exported or directly e-mailed.

Scan & Sort It Examples

Scan & Sort It can be applied to many forms of businesses and organizations.

An insurance agency can scan mail, policies and faxes. This enables the agents to have quick access to all customer data while on the phone with the client. No more "I'll look it up and get back with you tomorrow."

Keeping minutes at board meetings or Commissioners' court is one thing, but finding who said what two years down the road is something else. Scan & Sort It takes care of that. It reads the typed minutes done years ago just as well as the ones you type next year. In addition, you can add exhibits, bids, and pictures to complete the information.

An engineering company can scan all its correspondence, invoices and notes. In addition any Autocad drawings, site photos and spreadsheets can be attached to the project. If there is any question years later, everything is available in seconds.

Medical centers can save valuable office space once taken up by endless patient files. Doctors not only can have access to the medical history of the patient but can search all patient files for similarities.

Bookkeeping departments can save space and time searching for invoices, statements and correspondence.

Real Estate and Property Management companies experience the benefits almost immediately. Scan and Sort It keeps all the documents, meeting notes, Pictures and receipts together

Packages

This package is our entry-level product. It has the scan and indexing functionality of the other packages but only for one user. You can upgrade or add options like the OCR add-on kit at any time. This package is an ideal solution for growing small businesses which don't want to spend thousands up front. Scan & Sort It Lite offers a low-cost solution without the dead end found in so many other packages.

Ideal for small work groups or offices. The Pro version can be networked and allows five (5) (25 for our US customers) or more users to search the database (read-only clients). It is available with or without the OCR option.

A great solution when your company outgrows the office. The Expert version is based on a heavy-duty backbone in the form of a Microsoft SQL or a MYSQL database server. Scan & Sort It Expert allows you to add scanning stations throughout the company. All seats can scan,search and read. You can mix OCR stations with non-OCR stations. In addition, the Expert version offers a web interface allowing you to access the database from anywhere in the world using the Microsoft Internet Explorer.

Fujitsu ADF

Canon

Fujitsu Flatbed

Kodak

Bell & Howell

HP

HP Officejet

Visioneer

Canon Copier

Konica Copiers

To download it -click below

Features

Requirements

Hardware: Pentium 400 or better, 128Megs Ram, 20 gig Hard drive, 600x800 VGA or better, any scanner with Twain or ISIS interface

Software: Windows 98, 2000 Professional, XP Home or Professional

Expert Version: All windows severs and most Linux servers (SMB), Microsoft SQL2000 , MySQL 4 & 5

Questions

Please call if you have questions or like to purchase Scan & Sort IT over the phone

Ceratec Inc, Elgin, Texas USA (512) 285-2620

Price Structure

Click the Visa icons to order online. we accept Visa, Mastercard and American Express.

Getting Started

1. Download the Scan and Sort It compressed file and save it to a temporary location on your hard drive like your desktop.

2. Double click the downloaded scan and sort file to start installation.

3. I recommend instating Scan & Sort It to it's default location in your program folder.

4. Select to install the scan station with OCR support

5. Once the install is completed you can find the scan & Sort It icon on your desktop or in the program menu.

6. Double click the Scan & Sort It Icon to start the program

7. The program will prompt you for a license key. Ignore the key field and press the TRAIL button instead.

8. Now you will see the main screen with the Scanbase30 folder open. This folder includes a short manual and some examples.

9. Click the scanner icon near the top left. You will be prompted to select a scanner. If not please check your scanner and make sure windows has a twain driver installed for your scanner.

10. Your Demo version includes the OCR module for Auto indexing. When you scan a document you will be presented with additional index options. I recommend using at least a top category and the date option.

11. You will find a "quick manual" with additional information available in the Demo database..

Total download and installation time is about 20 minutes (DLS) The compressed file is 30 megs.

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