SPIDER 2.0 ENTERPRISE

Organization of documents can be an insoluble problem even for a single desktop, not to mention an enterprises and a large system where the problem of storing and accessing the necessary documents can takes up a lot of costly man-hours every day.

Often, even carefully organized business operations cannot be fully realized precisely because of the problem of accompanying documentation, the problem which, if not solved through the business organization itself, can, later on, jeopardize or slow down, even the best business transactions. Especially today, when you cannot be sure what it is you will need most at a given moment (e-mail messages from your business partners or an old contract, an analysis of an old and already archived project, or a report on the current activities of your firm), you have to be ready to access information within the shortest possible period of time because it can often mean victory over the competition. The speed and accuracy with which you access your documents, whether a recent e-mail or a five-year-old project, says more about your business than anything else, and the company in which business is based on good organization is certainly a company with a capable management and, as such, it has a great advantage over the competition.

Today, it is not difficult to copy a product; the supply grows daily and no one can escape competition, but the product itself does not mean a thing if it cannot be used safely and conveniently, which can be ensured only by companies whose business organization follows the demands of the times we live and work in.

Spider 2.0 application is not only a useful archive application; it is the answer to modern business needs, a total link between a document and information that could be easily introduced into your business organization. Should Spider 2.0 impose a better solution where your document organization is poor or non-existent, do not resent it, since it was our intention: to improve business organization where possible and secure it where it is already good.

Once it takes over the organization of your incoming and outgoing documents, your archive, your notes and confidential documents, Spider 2.0 will continue to serve you while your business expands, and this growth will be founded on quality support to the essential features of speed and quality in accessing documents and information.

Electronic archive

The Spider 2.0 application has been designed to make it possible to the user to organize and efficiently use electronic archives in all their aspects. There are four basic aspects of electronic archives organization:

• Categories of registry materials
• Types of documents
• Archives organization by partners
• Archives organization by folders

Legal documents categories (register material)

A new option in the “Spider” application is the possibility of a simpler tracking of documents inflow and structure. Application users can efficiently track down registry material that has just arrived and its outflow when the legal storage period has expired. The application is designed in such a way that it already contains predefined legal documents categories.

Types of documents

At the very outset of electronic archive formation it is necessary to make certain preparations regarding the definition of the types of documents according to which we wish to organize our archives and which particular annotations (characteristics) we would like to make about each type of document, the very annotations by means of which the future search for the documents will be done. Each document type defined by the user is characterized by an arbitrary number of annotations of different value types (text, numerical value, date…). The user can adjust the sequence and type of annotations to his needs at any time.

Document

The basic unit of the electronic archive is the document. Te document refers to a whole that can be linked to one or more scanned images and that can optionally belong to one of the defined document types as well as to one of the registered partners. The type of document to which a certain document belongs to determines the attributes that the user will be offered to enter.

An arbitrary number of key words may be associated with the document for the purpose of a later search. If necessary, the document may be assigned to a particular folder.

Folders

In everyday practice we often need to organize documents not by document types (e.g., as contracts, decisions, receipts etc), but by folders, that is, unique files that can contain completely different types of documents or scanned images (or other electronic documents).

OCR module for automatic data entry

With the help of the OCR mechanism, the scanned documents are converted to text, which makes it possible for some parts of such a text to be entered into the data base to be searched later, or saved in some other format (rtf, html, pdf...).

Optical character recognition, known as OCR, makes it possible for the system to free itself from the need of re-typing of printed texts and also for the entry of the data contained in a form to be automatically carried out by the application itself. The OCR module in the Spider 2.0 application has been developed in cooperation with the ABBY company, the world leader in OCR technology. The part of the system intended for the preparation of the forms for automatic scanning has been named Spider 2.0 Profiler.

Partners

Most documents, especially the financial ones, require the keeping and periodical inspection of the data about individuals and companies that are in some way connected to specific documents. The Spider 2.0 application enables the user to make his own partners' address book that can be used independently of the documents he is working with.

The partners' address book offers a possibility of storing of and the search for the essential information about the partners, both personal and those connected with business activities.

Search

The full benefit of an electronic archive can be felt in situations when the user needs urgent access to a document about which he has more or less data. The Spider 2.0 application has five powerful search engines

Search (by annotations)

The most frequently used way of searching for documents is the search by annotations. In this case, the users decides on the type of document they will search for. After that, in the blanks referring to the annotations of the type of the document, he types in one or more search criteria, whereupon the desired document is easily accessed.

Search (by key words)

Key words are document attributes not determined by the type of the document. An unlimited number of key words can be assigned to a single document regardless of the document type, providing the user with an easy and quick access to the document.

Search (by notes)

Another feature that gives the user a possibility of giving a more specific description of a document and the later search for it is the note. In this case it is sufficient to enter a single word from the note as a search criterion, no matter where the word is positioned within the sentence.

Search (by basic elements)

Every document, regardless of the type it belongs to, has certain general characteristics, such as number, date of arrival, partner etc, so that the user can access the desired document by means of these characteristics.

Search (by folders)

Since the user has been given a possibility to organize his own documents in folders, it is logical that he should feel the need to search for the documents by the data relating to a folder.

Scanning

In view of the fact that, at the time of creating a digital archive, the basic assumption is the existence of digitalized, that is, scanned documents, one of the basic functions of the Spider 2.0 application is document scanning. The application offers three types of scanning, as follows:

• Scanning a new page
• Re-scanning
• Batch scanning

Reports

Spider 2.0 has been conceived as a tool which can easily be fitted in the existing business organization. Accordingly, reports are an item which has been given full attention at the time of developing the program.

Internet archive

Present-day trends in information technologies and communications are, to a large extent, oriented toward the use of enormous potentials offered by the Internet. As far as the archives themselves are concerned, there is an increasing need of the large systems to organize a separate Internet archives accessible from all over the world by means of a simple Internet browser. In this sense, the Spider 2.0 application has been conceived in such a manner that it can be used independently or as a LAN application, but also as a part of the Internet archive, where, as a web application, it is possible to use e-codis application developed by AGFA, or the web application developed by the MFC company.

Analogue archive

The concept of a hybrid archive recommended by MFC-MIKROKOMERC implies a parallel use of analogue and digital archives so as to use all the advantages offered by these two archive types. Such an approach requires good communication between the departments maintaining the analogue archives (microfiche) and the operators maintaining the digital archives, that is, the Spider 2.0 application. It is exactly for these reasons that, within the Spider 2.0 application, there exists a system of message exchange which makes a synchronized operation of analogue and digital archives possible.

System requirements

Minimal computer configuration:
Pentium I 133 MHZ, 64 MB RAM, CD ROM, VGA or compatible monitor with high resolution, mouse
Operaions system:
Windows 98, Windows 2000, Windows ME, Windows XP
Recommended computer configuration:
Pentium III 800 MHZ, 128 MB RAM, CD ROM, VGA monitor (1024x768)
Operations system: Windows 2000