TokOpen's Optional System Functions

Full Text Searching

All image document types, for example 'Purchase Invoices' have the option to be automatically read using a process referred to as Optical Character Recognition, or OCR.

This process will occur automatically every time a new document is created. Alternatively you can use the scheduler to read any new documents created at set times during the day or night.

Full Text searching provides high speed searches through Gigabytes of text.

Find the documents you need by searching the text contained within all your documents managed by TokOpen.

Documents are easy to find. Enter the word or words you are looking for and the Full Text Searching module will search the contents of every document.

Frequently used searches can be saved.

Miss-spelt, synonym words and numeric ranges can also be searched for.

Encrypted Files

For each document type, an encryption option can be used. The document will then always be encrypted when it is closed and stored, and decrypted when the document is opened by the user with the allowed permissions.

If using TokOpen's Encryption for Application Documents (like Word), TokOpen's Check In / Out must also be purchased. Application documents will be opened as a Read Only copy and Checked Out for viewing and editing if authorised.

This ensures the path to the TokOpen database is hidden, which is standard practice for most document management systems.

This means even if someone gains access to a document, they will not be able to view it unless they are accessing the document via TokOpen.

Screen / Web Scraping

Provides staff with immediate access to folders and documents while working in another system.

Using Search Filters maintains links between folders and documents with systems whose 'link' data changes.

Provide staff with direct access to folders and documents directly from a web browser.

Improves staff efficiencies and reduces administration costs using a single document management system across the whole organisation that can be accessed from any of the different systems in use.

For example a pension system may display a policy number with a changing suffix for each year. Search Filters remove the suffix prior to performing the search in TokOpen to retrieve the folder or document.

Improves staff performance while avoiding the need to install the TokOpen Client Desktop for staff using web-enabled systems.

Auditing

Audit every System, Folder and Document action performed by a User.

Monitor and report on individual User activities at System, Folder and Document level.

Maintain and enforce good system practice and the documents' evidential weight.

Maintain and provide immediate access to a documents' history (who saw it, when, from where and what did they do) ensuring any decisions that have to be made are based on the most recent evidence of what has already occurred.

Continuously monitor individual users and company performance. Reinforces document security and staff hand over efficiencies by reporting on single User activities across the whole System.

Ideal for ensuring you maintain regulatory compliance with different Industry and Government regulations. For example the UK PD0008 Legal Admissibility & Evidential Weight, or the US HIPAA medical records standard.

Publishing to CD Viewer

Ability to create a standalone CD or DVD with a built-in viewer.

Documents are exported with XML index data and, using a .NET viewer application included with the export files.

Allows users to perform searches for documents and view them directly from the CD or DVD using available TokOpen index fields.