WinOcular Technical Features:

Multi-Format Object Management – WinOcular organizes large collections of information into a single multi-user database.  This information can be any electronic data ranging from scanned documents, single or multi-page images, computer reports and word processing files to digital video and audio.  The multi-format object-based technology provides the ability to easily organize and manage all types of information.

The files are stored in their native format and are then “wrapped” into a record called an Object. WinOcular treats all Objects the same, regardless of format. The database creates each record and provides the tools to search and find any record or Object.  When you view (or print or email) the Object, it is opened in the software application that produced it.  The benefit of the WinOcular technology is that it effectively consolidates a collection of incompatible information into a single, multi-user, searchable database.

Each Object contains specialized profile information including: Unique ID, Data and File Type, Storage location, Content information and other customizable key information. 

User-Defined Indexes

WinOcular provides the ability to set and maintain unlimited retrieval indexes for each Object.  These indexes can include Character, Numeric, Date and Time fields allowing you to associate as much information as necessary.  The more appropriately cataloged, the easier it will be for that Object to be included in search results. 

For example: When your Purchasing Department catalogs their Purchase Order, they include the Vendor Name, PO Number, Internal department procurement number, project number -what ever they might need.  Thus when a query is run on any of those additional fields of information, the Purchase Order will be included in the search results. This is a powerful data mining feature that can enhance the way your entire business operates. 

Field-based Query and Searching

You can search all fields within any WinOcular product using data strings, Pattern Matching or advanced multi-function search queries.

Simple Data Query:

WinOcular features SQL commands characters that can be used in queries for pattern matching.

• Underscore ( _ ) Matches any single character
• Percent ( % ) Matches one or more characters

Examples of Pattern Matching:

• ‘ABC%’       - Finds all values beginning with the letters ABC.

• ‘%ABC%’    - Finds all values with the letters ABC anywhere in the string together.

• ‘_ABC’        - Finds all values with the letters ABC starting in the second position with no letters after ABC.

•  ‘_ABC%’    - Finds all values with the letters ABC starting in the second position.

Advanced Data Query

Thanks to the powerful WinOcular Query-builder tool, even computer novices can create very sophisticated searches.  This allows you to use conditional filters on multiple data sets to help you find exactly the information that you need.

High-Volume Capture and Optimizations

Integrating a comprehensive paperless  office solution requires a robust scanning solution that maximizes every feature of your scanner technology while integrating with world-class SQL databases.

Our High Volume Capture and Scanning software provides unparalleled technical functionality at speeds far greater than other high-end products.  It also features an optimized user interface that is designed to streamline, simplify and organize the scanning and categorization of large volumes of data.

From a technical point of view, the open-architecture of the WinOcular scanner software uses ISIS and TWAIN drivers with industry-standard SCSI and USB I/O for maximum compatibility.  WinOcular does not require proprietary PC and scanner cards.  It also can drive scanners at close to their rated speeds – something almost impossible using non-integrated scanning applications!

The user interface features tools that ease the scanning process while improving data accuracy.  To minimize manual data entry, WinOcular can automatically index “Batches” of documents and link them directly to the appropriate records.  WinOcular allows the user to group documents together into batches of similar information, set default values for the batch and then scan a large volume of documents.  The OCR / ICR and Bar Code Recognition augment this process and you can use special separator pages to trigger WinOcular to switch to new indexes.

View and Index Simultaneously

To further streamline data entry and profiling tasks, you can view multiple scanned pages in a window and simultaneously enter ancillary data.  This feature is especially useful for improving the document capture and data profiling process.  It can also enhance the OCR / ICR / Barcode recognition process by providing a convenient process for data correction.

Field Validation

WinOcular validates every designated field during the data entry process.  This ensures that your information is accurate, standardized and usable.  Validation options include the ability to check for formatting, null values, range qualification or validation against table values in another field or database.

Attachments

Objects can have additional information attached to them.  Above and beyond the user-defined indexes stored within the object, additional files and attachments can be linked.  This means that objects can have other objects attached!  Thus, when looking up records, you’ll find not only the objects directly found, based on your query, you’ll also find all the additional objects that have been attached to them.

Image Annotation

Add approval stamps, highlight sections of a document with yellow notes fields, or redact areas of images by hiding them with black or white boxes.  These annotations ensure that important sections receive the attention they need while private information is securely blocked from unauthorized viewers.  All annotations include public and private access flags to manage the secured viewing rights.

When printing, you can choose to continue hiding the redacted information, or print the complete document.

Packaging

Packages are specialized groups of objects that contain links to all of the objects related to a record.  Within the package, objects are listed and can be annotated, indexed, viewed, etc.  Since packages are themselves WinOcular objects, they can have indexes, revisions, attachments, and key words–or even be included in other packages!

Distribution

WinOcular can route objects to individual users or a distribution list of users for further action.  Additionally, every distribution event is automatically logged with a time and date-stamp, ensuring an accurate tracking and event history.  When users receive the object, they can view, annotate or revise the object as necessary–with the distribution manager function logging every activity.  This user-initiated workflow provides an effective way to track and review progress on projects and assignments.

Security

Multiple levels of security protect sensitive documents and files from unauthorized viewers.   Each user has a security access level and each document has a sensitivity level.  Depending upon the access level of the user, they will see only the list of documents that is appropriate for their security access level.

Your system administrator controls all user names, passwords, security access levels and document sensitivity levels.

Operating Environments

• OS and Networks such as Microsoft Windows 98, NT, 2000 Professional, 2000 Server, XP Professional, 2003 Server and NOVELL
• Storage Technologies: RAID, CD-ROM, DVD-RAM, DVD-ROM
• SQL Databases: ORACLE 8i, Centura SQL Base, MS SQL Server 7.x and above
• Connections to systems such as: AS/400, SUN/UNIX, IBM Mainframe and others.