Document Management The Problem My office has valuable information trapped on paper, and the piles are closing in om me. need fast and reliable access to that information. If Fcould manage this paper on my computer, I could be sure that the information would not be lost in the shuffle, and would be available in seconds. How can I do that? Here’s how one actual business tuses PaperPort to solve this problem. In a business where every minute counts and working ‘round the clock is routine, it’s important to be organized and efficient. PaperPort Deluxe helps Attorney Maurice C. Anderson make the most of his time through its conversion and file management capabilities. Anderson’s small law firm handles real estate and commercial transactions. The practice comes with reams of paperwork, most of which is scanned and converted to electronic format. PaperPort has proven itself to be great time-saver ‘when it comes to locating files and accompanying reference material such as land transfer statements, subdivision plans, lease agreements and government forms. PaperPort lets Anderson quickly locate and access client files, saving him atleast 30 minutes a day, Client information is now centralized and better organized. No more rifling through files filled with loose papers to find a particular document. Tracking and managing the status ofa clients file is simple and hassle-free. For a sole practitioner such as Anderson, whose duties inelude office ‘management and accounting, this capability is priceless. “With PaperPort at my side, I don’t have to put elients off,” said Anderson. “I ean access a client's file withthe click ofa button, 1 like the product.” To learn more about how offices cean use PaperPort to be more efficient, read on. The Solution: PaperPort Deluxe Product Introduction ScanSoft's PaperPort Deluxe is the easiest way to turn paper into organized di everybody in an office can quickly find and use, PaperPort works with scanners, multifunetion printers and network digital copiers to turn paper documents into digital documents and then help manage them along with all other electronic documents in one convenient and easy-to-use filing system. PaperPor's large, clear thumbnails allow you to visually organize, retrieve and use your scanned documents, Word files, spreadsheets, PDF files and even digital photos. In addition, PaperPort's editing tools ensure that scanned documents will look great, and PaperPort's annotation tools give the ability to add notes and highlights on top of any scanned image. PaperPort Deluxe enables an individual or an entire office to use aa simple desktop application to find and share documents in a local or network “file cabinet”, significantly inereasing organization and productivity by reducing the amount of time spent ‘manually searching for documents. ‘Once documents are managed digitally, users benelit from faster, ‘more reliable access to documents, fewer lost documents, reduced storage costs, and significantly less physical mail ‘This latest version of the software allows small to medium sized offices or workgroup teams to work in a networked environment to store and share their documents ‘without requiring the IT overhead structures of larger systems and at a fraction of the cost, PaperPort Deluxe now includes a highly secure, Web-based document storage and collaboration service called PaperPortOnline that allows ‘organizations to share and collaborate with colleagues inside and outside of the company, PaperPort Features PaperPort is both a desktop file ‘manager and a collection of tools for working with seanned documents. PaperPort can help you get as organized as you want to be across your entire office or your home. ‘Visual File Management Large, clear thumbnail images of scanned documents, photos and ‘ther application files allow you to quickly find the files you are Tooking for based on their appearance. Supported formats include Microsoft Word, Excel and PowerPoint as well PDF files, TIFF, JPEG and numerous other popular file types.impleSearch® ‘SimpleSearch® works like a search engine to help everybody in your office find any document instantly, whether it’s local to their machine or on another machine in the office. You can search by content, keywords or annotations, With scanned documents, PapesPort runs OCR to read the documents then indexes the content for quicker searching. PaperPortOnline® The best solution for web-based ‘management and collaboration of your business and personal ‘documents and images. You ean store and share your project documents, financial records, and all your other important paper and electronic items in a secure online data vault —all without leaving. ‘your office, Stacking Group related documents as, stacked pages just as you would with papers on top of your desk, Stacking is as easy as dropping ‘one document on top of another in the PaperPort desktop at which point they become a single multi- page file. Image Cleanup PapesPort includes just the right amount of tools for editing and cleaning-up scanned documents and photos. Operations include rotate, crop, straighten, de-speckle, enhance lines, adjust brightness, contrast and colors, and remove red-eye for photos. Text Capture Drag scanned documents from the PaperPort Desktop to your word processing program, and PaperPort ‘automatically converts the seanned Image into editable text and opens it in your word processor: Annotations ‘Mark up your seanned documents with important information without altering the original. Add sticky notes, highlighting, ‘comments, arrows and stamps. FormTyper™ PaperPort's FormTyper™ automatically identifies the fields of your scanned forms, so filling in information is as simple as tabbing and typing, Then you can print a perfect form to submit, Send To Bar Use the links bar to drag and drop your scanned documents or photos into the programs you use every day. PaperPort aufomatically converts the file to the preferred format. Web Capture Store Web pages locally as thumbnails. Add annotations or cedit Web pages. Captured files are hyper-linked to the actual Web site, SimpleSearch indexes the content of Web pages so you ean integrate yout Web research with all your other documents. PaperPort Product History PaperPort began as a complete hardware and software solution from Visioneer, Ine. in 1994. The early “PaperPort” scanners were small “sheetfed” scanners that could sit between a person's keyboard and their monitor. ‘Scanning a piece of paper was as simple as putting the paper into the scanner, From there, the PaperPort desktop software would automatically launch and you ‘would instantly see the scanned document as a thumbnail on the PaperPort desktop. PaperPort then ‘made it simple to clean up the seanned document, file it, and use it in other applications. These scanners began the war against paper at home and in offices, ‘After the success of their sheetfed scanners, Visioneer expanded into the Mlatbed scanner market with its award winning OneTouch series of button scanners which also came bundled with PaperPort. Visioneer also released PaperPort as stand- alone software that could be used with any TWAIN scanner. In March of 1999, ScanSoft completed a reverse merger with ‘Visioneer. This transaction gave ‘ScanSoft the PaperPort software line, while the Taiwanese company Primax acquired the hardware side of the business, What's New in PaperPort Deluxe ? Streamline Your Document Communication Process with PaperPortOnline ‘With the purchase of PaperPort Deluxe, customers now receive ‘one-year of PaperPortOnline PaperPortOnline is a web-based storage, management, and collaboration service that includes 25 mega-bytes of storage and extensive collaboration capabilities, PaperPortOnline ‘enables small and mid-sized businesses to store, share, distribute and edit digital documents over the web with remote colleagues and customers, ceven if they are not PaperPort users. PaperPortOnline can be used as a feature-rich workspace for effectively collaborating on documents such as contract, negotiations, product specification plans and legal paperwork ‘Once posted to the PaperPortOnline Web site, documents are stored and managed ina highly secure, password protected “vault” using industry- standard SSL (Sccure Socket Layers). The document servers are also stored in a physically secure location to ensure the highest levelof document safety and integrity PapesPortOnline allows users t0 experience faster turnaround times, ‘on projects and enjoy inereased productivity without the expense and hassle of complex IT solutions. PaperPortOnline reduces the use of in-house off equipment, ensures faster review tnd approval processes, and significantly decreases the risk of communication errors that can ‘occur with email attachments, as it ensures that everybody is always working with the latest version of the document, Please refer to Appendix A of this document for more information about PaperPortOnline. Other Customer-driven Improvements: PaperPort also has numerous other improvements to make it faster, easier to use and reliable enough for everybody in your office to use oon a daily basis. ‘© PaperPort can now sean and dit JPEG and TIFF providing ‘more flexibility when choosing what kind of digital file you want to create Previous versions could only scan and edit MAX files. PaperPort’s improved print driver makes it easy to print pages right into a PaperPort MAX file instead of to your printer. It's a great way to keep track of receipts for cline purchases, store directions from Mapquest or create a single document from multiple applications. This new version works seamlessly with Windows 2000, PaperPort's MiniViewer has always been the easiest way 10 ‘email scanned documents and photos to others with assurance that they will be able to view and print those files. However, due toa change in email security, the EXE format is no longer the best way to do this; Mierosoft Outlook now strips all attachments with the exe extension. Now, PaperPort uses HTML files instead of EXE files so you can once again email any document or photo with the assurance that the person receiving it will be able to view and print it with ‘Thumbnails for JPEG and TIFF files are created at least four times faster than in previous versions. This is especially important for digital PaperPort’s builtin OCR engine, which ean turn scanned documents into editable text, has been updated to provide even greater accuracy, especially for grayscale and color documents, PaperPort now has another ceasy way to find your files quickly. We've added an explorer-like “Details” view so you can quickly sort a folder full of files by name, date, size or other properties ‘The PaperPort user interface hhas been improved in many areas based on customer feedback. PaperPort has been designed to work with new releases of popular software such as, ‘Windows XP, Office XP, AOL, Netscape mail and more.