D cSearch Digital Document Search Made Easy

www.verinon.com

Scanning
The paper-based documents
are scanned to become electronic
files.

DocSearch is a powerful web based, integrated & out Storing

of the box document Scanning - Storing - Searching & These electronic files are processed
Retrieving system. Designed for higher efficiency and and stored in a structured system.
productivity to handle virtually large volumes of paper
forms or documents of any organization irrespective of
size that have a compelling need to digitize, store,
retrieve and process paper based documents. Retrieving & Searching
These electronic documents can be
searched and retrieved by using
a powerful search & retrieving
mechanism.

URL: www.verinon.com, Email: sales@verinon.com


Product & Services Description
DocSearch
Digital Document Search Made Easy
In any business, there's typically an unrecognized
cost involved in operating and maintaining a paper-
based filing system. Although companies realized to
go green by making their offices paperless but it
was proved that paper is inevitable and they have to
continue using paper in many areas of their daily
work. However, realizing the fact that paper
documents are vulnerable to various factors like
theft, redundancy, misuse, destruction, information
leakage, aging etc. and above all posing a big
storage overhead - companies are strategically
compelled to move towards digitizing their vital
paper documents for storing, retrieving and
searching securely with ease.
Digitizing means- it is the practice of converting
paper-based documents into electronic files.
The means and merits of digitization can be
achieved as below:
Ø
Scanning - The paper-based documents are
scanned to become electronic files.
Ø
Storing - These electronic files are processed and
stored in a structured system.
Ø
Retrieving & Searching - These electronic
documents can be searched and retrieved by
using a powerful search & retrieving mechanism.
Paper Documents – Productivity & Cost
Overhead Facts
A research from Coopers & Lybrand says -
“Companies spend $20 in labor to file a document,
$120 in labor to find a misfiled document, and $220
in labor to reproduce a lost document”
“The Average Company spends £11 to file a
document, and £67 to find a misfiled document.
Meanwhile 7.5% of all documents get lost, 3% get
misfiled, and an average professional spends 50%
of their time looking for information” – Gartner
Group
“In an independent study to compare digital
document systems with manual systems, a team of
people looked manually for 20 documents from a
sample of 20,000. After 67 hours they found 15” –
Price Waterhouse.
URL: www.verinon.com, Email: sales@verinon.com
D cSearch
Digital Document Search Made Easy
Verinon's Solution
With little or no disruption causing to the existing
business processes along with a justifiable
technology investment strategy, Verinon provides a
cost effective & highly efficient electronic document
search solution called DocSearch.
DocSearch provides a value based digitization
solution that yields an impressive return on
investment (ROI) and helps business houses
leverage technology that was untapped thereby
increasing organizational productivity, adding value
proposition, optimizing enterprise efforts for
smarter business results
About DocSearch
Ø
DocSearch™ is a powerful web-based system
integrated for out of the box Scanning, Storing,
Searching and Retrieving documents.
Ø
Designed for higher efficiency and productivity to
handle virtually large volumes of paper forms or
documents of any organization irrespective of
size that have a compelling need to digitize,
store, retrieve and process paper based
documents efficiently.
Ø
The digitized documents can therefore be
accessed and retrieved within seconds for future
references or can be retained for archival
purposes thereby leveraging the benefits of
digital e-document processing technology.
Ø
The content within the documents can be
accessed on a fly in seconds with an in-built
powerful full-text search mechanism
Ø
The Document Database can be used to share
documents in digital form amongst a controlled
group of people with secured parameters.
DocSearch™ helps virtually any organization by
leveraging the digital revolution to transform paper
based document content to store, search and
retrieve digitally and hence which can be relied
upon as a de-facto document processing capability
to yield higher ROI.
Architecture
 D cSearch
Digital Document Search Made Easy

Product & Services Description

Functionality ü
Fully featured Administration Module provided
for configuring user & group privileges
The four steps involved in Digitizing & Searching ü
Highly scalable for enterprise wide use
Paper Documents with DocSearch are shown below: ü
Optimal storage based document processing
ü
Designed for high speed document search and
retrieving needs
ü
Easy document naming convention to
accommodate future expansion challenges in
Scanning Storing Retrieving Searching
locations or units
ü
Structured view of Document Origin
Scanning
The paper documents are scanned manually using Technical Data
an affordable and cost effective high speed scanner
(for better productivity). These scanned documents Ø
DocSearch works with average internet speed
(digital images) are processed and stored in File that is less than 64 kbps. However for better
Repository. results, recommended specification is 128 kbps

Storing or higher for better performance.

The scanned documents are then processed and Ø
Import specification of documents - from File
stored on a Document server (DocSearch Server to DocSearch environment - Document
environment) so that they can be quickly accessed Approval consumes on an average approximately
through DocSearch system via intranet or web. 2 to 3 minutes for 50 Pages (including document
processing, data capture and quality check) and
Retrieving
The documents can be accessed easily & securely a minimum of < 3 seconds for individual
based on the pre-defined user privileges. document.
Documents can be retrieved through a user friendly Ø
Processing of image document (data capture)
interface that helps the user to view the documents with heavily loaded data - takes a minimum of
on a fly. maximum of ~16 seconds per document
Ø
Minimum Hard Disk space required to store
Searching
A typical document or its content can be searched in documents in DocSearch environment is quite
the following ways. DocSearch provides a simple less than 40 GB for approximately 50000
and user friendly interface to Search digitized documents (A4 Size). For optimal performance
documents. more than 80 GB is recommended.
Ø
Processor – Minimum PIV with 2.8 GHz server or
1. Word or Phrase or Full Text based Search
client. For a mid to large enterprise, a higher
2. Filename Search
3. Metadata Search end server is recommend for optimal
4. Comment based Search performance
Ø
Compatible with IE 6 or 7
Features Ø
Scanned file size can be up to 100 MB. An
average scanned file would be approximately <5
A total web-based document search solution with
ü
open source and AJAX technology MB
Documents are stored in a centralized repository
ü
Ø
Recommended Scanner – Cannon 2050C or
called Document Repository higher with speed 20 ppm or higher (supports 50
Documents can be approved before allowing into
ü pages to scan at a time on the fly)
DocSearch environment through a secured and Ø
DocSearch is developed on Open source
user friendly Document Approval mechanism platform. No additional software required.
Documents can be controlled for secured access
ü
based on user privileges
Robust search engine built-in for fast retrieval of
ü
documents based on search criteria within
seconds.
Metadata for any document can be keyed in to
ü
add value to the document metadata as well as
for improved search performance.
Search is indexed and can be performed based on
ü
Basic Search (privileged), Global Search (entire
repository), Metadata Search or Comment based
Search

URL: www.verinon.com, Email: sales@verinon.com

 D cSearch
Digital Document Search Made Easy

Product & Services Description

Advantages
ü
DocSearch isolates document Scanning Process
from that of Storing, Retrieving & Searching
processes to yield high productivity and efficiency
from end-to-end
ü
Being a web based system – all digitized
documents can be stored in a centralized
repository and distributed based on need basis
ü
Documents can be edited with controlled access
while capturing metadata
ü
DocSearch provides configurable and secured
access to search information in documents
ü
Vital company information can be safeguarded
flexibly but robustly throughout the enterprise
ü
Yields high ROI as there will not be any
unnecessary wastage of time and efforts to
search information from the documents – Search
turnaround time is very minimal
ü
Documents can be set for local search,
department wise search, region wise search or
global search
ü
DocSearch is suitable to any industry irrespective
of its size or business domain that strongly
believes in digital processing of documents for
secured distribution and faster search
Case Study
Aegis BPO is a 100% subsidiary of the US$ 50
billion Essar Group which is one of India's most
dynamic and fastest growing business
conglomerates. As a leader in customer care and
acquisition for over three decades, Aegis has a track
record in bringing both process and technology
innovation to the industry.
Aegis BPO having its regional payroll department for
India located in Hyderabad, deals with handling &
processing of their employees payrolls, claims, PF,
taxes etc. Payrolls of more than 19000 employees
that are associated with Aegis are being processed
and run from Hyderabad office every month. All
paper documents related to employee payrolls from
nine different locations within India are sent to
Hyderabad office every month to run the payrolls.
The payroll related paper documents are thus sent
by post/courier for processing. Huge amount of
paper documents has to be handled in this case and
that leads to a lot of misfiling, improper storing and
handling of documents and files.
Another big issue is storing of the documents in
physical file cabinets repository. Maintaining the
physical storage place for the huge amount of
paper content, safe guarding the documents and
locating them on demand has become a tedious
task that involves repetitive and high amount of
efforts and wastage of precious time.
DocSearch - Flexible and Feasible Document
Search Solution
Ø
DocSearch provides a distributed and web-based
file processing (Scan-Store-Retrieve & Search)
solution that is integrated with inbuilt security
privileges that can be configured and set for
different user groups throughout the enterprise.
Ø
The paper documents once scanned and
approved can be stored in a centralized File
Repository for access by DocSearch. Document
content and file storage within the centralized
server is accessed and controlled by DocSearch
Ø
The documents within DocSearch environment
can be quickly searched for content based on (1)
Word/Phrase/Full Text Search (2) Metadata and
(3) Filenames. The time taken to search and
retrieve a document is between a few milli
-seconds to seconds.
ØWith the help of Verinon's cost effective and
technologically advanced solution, Aegis
employees can quickly and easily locate content
from millions of documents on a fly (much like
that of Google). This yields Aegis higher ROI as
there will be no wastage of time and efforts in
searching a required document or content.
Screen Shots
DocSearch is extremely user friendly and provides
an interface which can be used by any novice user
for searching the documents. The various Search
options are Basic Search, Global Search, Metadata
Search and Comment search. Below are screen
shots showing the Basic Search.

Problem Identification

Payments to the employees towards their claims are

subsequently delayed due to the traditional way of
handling paper documents and there was a big
trouble and inconvenience in locating the right
document or file instantly when required which
further leads to improper processing and delay that
is creating dissatisfaction among its employees.

URL: www.verinon.com, Email: sales@verinon.com

 D cSearch
Digital Document Search Made Easy

Product & Services Description

Search Interface

Verinon Worldwide Locations

AMERICAS EUROPE, MIDDLE EAST AND AFRICAS

3395 North Arlington Heights Road UK (European Headquarters)

Arlington Heights, IL 60004 252-256 Kings Road, Berkshire House
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Piscataway, NJ 08854 UNITED ARAB EMIRATES
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Tel: 800.716.8418, Fax: 800.420.5839

ASIA PACIFIC

India (Asia Pacific HQ)

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Jalan Staten Sentral 5, Kuala Lumpur, Malaysia
50470
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