AOSI Document Management - Advanced Office Systems

Business offices are inundated with documents, both paper and electronic.
This creates information overload, and causes storage, routing and retrieval challenges.

Using a Document Management System will give your business greater efficiency by
simplifying the process of storing, routing and retrieving your documents. Our document
management solutions allow you to build a secure, searchable library of information by
combining the following powerful technologies:

Electronic Forms - Control the layout of your business documents, including
invoices, and send them to multiple printers, fax numbers or email
addresses when you print.
Document Routing - Distribute documents to multiple locations
Capture - Read information from scanned documents and export that information
to your database. You can even use the information to index documents in a
document management system.
Workflow Automation - Organize the movement of documents and tasks through
a work process. Automation of workflow is handled through various software types.

Document Workflow

How To Thrive In The Information Explosion

Paper, email, and electronic documents drive today's information economy. Growing volumes of
information combined with the division between paper and digital formats are driving companies
to look for better ways to get things done.

Creating Sustainable Competitive Advantage

Organizations that successfully navigate these challenges create tremendous competitive
dvantage as they are able to do more with less. Meanwhile, companies that ignore these challenges
find themselves buried under an increasingly complex mess of paper, emails, and digital files.

The Importance of Documents

If you think about it, documents are the key vehicles by which information flows through business
processes. Streamlining the flow of this information creates an environment that:

Reduces Costs
Enhances Competitive Advantage
Improves Customer Service
Enables Regulatory Compliance
Creates Disaster Recovery Strategies

Document Workflow Technologies

New document management technologies provide a foundation to deliver business results. Electronic
Document Management Systems (EDMS) enable the convergence of paper and digital information into
one system.

Electronic Document Distribution
Distribute documents in electronic format to speed up workflows, enhance privacy and reduce expenses.

Electronic Forms
Enhance your transactional documents (invoices, bills of lading, etc.) and eliminate pre-printed forms
expenses with a new layout that includes color, multiple fonts, and barcodes.

Print Stream Conversion
Back office computer systems have traditionally required expensive data center printers. Our Print Stream
Conversion technologies allow you to print to lower-cost print devices without changing your host/legacy
systems.

Document Capture
Integrate paper documents into your digital workflows with capture technologies that automatically read
information off of scanned documents.

Storage and Retrieval
Electronic Document Management Systems (EDMS) provide the foundation to store and retrieve both
scanned and digital documents. Security is enabled by user permissions and password-protected access.

Security
One of the most overlooked areas of network security is printing. Make sure your company's confidential
information is kept secure with our print security solutions.

Workflow Optimization
We can integrate and customize these technologies for your specific business process.

Document Workflow Benefits

Today's competitive business environment motivates all of us to look for ways to reduce costs while
improving core business functions. Since documents are the vehicles by which information flows through
critical business processes, document technologies can have a tremendous positive impact,

Driving Business Results

Enhancing the flow of information through your core business processes provides many important
benefits.

Automate Key Business Processes
Automating business processes reduces overhead expenses and may even enable growth without adding
additional staff. Cutting unnecessary expenses like pre-printed forms also reduces overhead.

Improve Customer Service

Most customer service interactions involve fulfilling requests for information. Electronic Document
Management technologies provide instant access to both paper and digital information. Customer
service interactions are handled quickyand professionally, reducing your costs and improving your
level of service.

Enhance Competitive Advantage
Knowledge is power. The ability to search key information improves your company's ability to make good
decisions and to respond quickly to market changes. Document management technology lets you mine
your business information to see new opportunities and act.

Enable Disaster Recovery
Recent events have taught us all that business continuity in the case of a natural disaster is an important
consideration for every business. Having critical paper information backed up in digital format means your
business could resume quickly in the event of fire, flood, tornado, or other disaster.

Support Regulatory Compliance
Emerging government regulations in multiple industries mandate information security and privacy.
An Electronic Document Management system creates a secure, password-protected system that keeps logs
of all documents viewed. This also helps protect valuable corporate information and trade secrets.

Document Workflow
Electronic Document Distribution

What is Electronic Document Distribution ?

Electronic Document Distribution technologies enable you to simultaneously deliver information to
multiple locations in virtually any format.

Scan to Email
Deliver scanned documents as email attachments with scan-to-email technologies available on our multifunction
systems. It is as easy as making a copy. Simply key in an email address or choose one from your address book.
The recipient receives an attachment in a common format like PDF or TIFF.

Scan to Network Folders
Documents can also be delivered over the network using FTP (File Transfer Protocol) technology.
This common Internet framework lets branch offices scan documents directly to folders in the
home office.

PC Faxing (LAN FAX)
Send faxes directly from your desktop with PC Faxing technologies. It's as easy as printing, Simply print your document
as usual, but select the fax machine as your printer. A quick dialog asks you for the fax number and cover sheet
information. Your fax is sent without you ever needing to leave your desk.

Distribute to Multiple Formats
Need to get information to multiple formats simultaneously? Not a problem. Our eCopy solution allows documents to
be distributed to emails, network folders, and fax number simultaneously. All of this is made simple with a touch-screen
scan kiosk that is attached to your multifunction system.

Business Benefits
Our Document Distribution solutions help you deliver the correct information in the proper format at the right time.
The net result is increased productivity,improved compliance, and streamlined communication.

Advanced Office Systems Inc. has been delivering document capture solutions since 1986 and
we utilize products from industry leaders. We offer a range of solutions and services to help you
more efficiently manage your company's documents and business data. Our solutions include
archiving, document lifecycle management, revision control and workflow.

DocuClass - World Class Document Management

DocuClass, a new generation of Document Management software, has been designed with the
most advanced technology available today and built with the user in mind.
DocuClass provides a perfect combination of functionality and flexibility, with an unparalleled
ability to address real business problems in a secure, practical, and user friendly environment.
DocuClass is a "process-oriented" document management software solution designed to organize,
distribute, standardize, and control how documents are managed within your business environment.

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eBridge Re-Search from Toshiba

eDiscovery and Records Management Software Solution
• A fully distributed, cross-platform, software solution that makes compliance with eDiscovery orders simple. e-BRIDGE Re-Search manages data where it is on the network regardless of the operating system(s), computer manufacturer(s), storage devices, storage medium, security policies, etc. e-BRIDGE Re-Search allows users to perform a totally federated search across an entire computer infrastructue, identify files and group them relationally for future use.
• Seamless integration with existing network security models
• No new file server, application server, storage server or network appliance required
• Manage data wherever it is located without centralization schemes
• Fully distributed system - manage your data anywhere, on any platform across the entire network
• Rapid search using keywords, filenames, file types and metadata
• Use Toshiba e-STUDIO MFPs to add metadata for indexing
• Active monitoring, real time indexing - not backup
• Search offline volumes and archives
• Place "HOLDS" on email and other documents for e-Discovery compliance.
• Easily view or modify file metadata to identify potential risks or exposures

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Document Output Management

Includes solutions for tracking, measuring, and monitoring document output to workgroup office equipment, as well as security-based solutions that prevent unauthorized access to output devices and related information. Additional solutions in this category include technologies that intelligently process and format legacy and database-driven streams of information to distributed workgroup environments, providing support for advanced distributed printing applications.

eBridge Job Build from Toshiba

An accessory for Toshiba e-BRIDGE controllers, allows users to combine files and formats for a single print job. Finishing specifications may be made to each individual file or to the entire batch of files to create a single document.