OOA & UCDHS
Electronic Document
Management System
July 2008
Project website: http://accounting.ucdavis.edu/projects/edms/
Questions: edmshelp@ucdavis.edu
Accounting & Financial Services
Agenda
Software & hardware planned
• Software overview
• Client / Server specifications
• Scanner capabilities
Technical details on software capabilities
• Image formats & resolution
• Recognition options
• Index metadata
• User interface
Integration into existing systems
• APIs
• Web services
Accounting & Financial Services
Software
 Kofax
Ascent Capture (v7.5)
◦ Manages scanning and importing of documents
◦ Utilizes Virtual ReScan (VRS) to improve image
quality post-scan
◦ Multitude of recognition tools to assist with indexing
of documents
◦ Integrated database lookups to validate manually
entered index values
Accounting & Financial Services
Software
 Oracle
IPM (formerly Stellent 7.5)
◦ Manages document storage and retrieval
◦ Integrates with Kofax via I-Linx release script
◦ Allows web retrieval of documents using predefined searches
◦ Maintains document indexes as meta-data in
Oracle database tables
◦ Documents are saved in TIFF format
◦ Utilizes Active Directory security
Accounting & Financial Services
Client Specifications
Dual-core CPU
2 GB RAM
120 GB Hard Drive
Windows XP
Oracle IPM web plug-in:
Microsoft IE*
USB 2.0 port required for
scanner
Accounting & Financial Services
Server Specifications
2 dual-core processors
4 GB RAM
1 GB Dual NIC’s
Windows Server 2003 SP2 Standard
Windows IIS v6.x for web
20 GB Boot Partition
70-500 GB Storage Partition
USB 2.0 Port required for Kofax server hardware dongle
Accounting & Financial Services
Accounting & Financial Services
Scanning Capabilities
• 8000 pages / day @ 57 ppm
• Flatbed capabilities
Volume &
Speed
Document
Characteristics
Scan Quality
Interface
• 2”x2” to 12”x18”
• Duplex
• 50-600 dpi
• BW / Grayscale / Color
• USB 2.0
Accounting & Financial Services
Recognition Options
•Automatically recognizes different document form
types
Form ID
Optical
Character
Recognition
•OCR
•Used to recognize machine printed characters
Intelligent
Character
Recognition
•ICR
•Used to recognize hand-printed characters
Optical Mark
Reading
Barcodes
•OMR
•Used to recognize check boxes, filled in bubbles, etc
•99.5% accuracy
•Used for wide variety of applications
Accounting & Financial Services
Index Metadata

Stored in Oracle database

Contains link to actual image file

Integration with business systems enables
one-entry / multiple-retrieval of indexes

Limits of Kofax = Limits of the database
Accounting & Financial Services
User Interface
Kofax Scan
Documents
Pages
Accounting & Financial Services
User Interface
Kofax
Validation
Indexes
Accounting & Financial Services
User Interface
Kofax
Administrator
Batch classes
Index fields
Accounting & Financial Services
User Interface
Oracle IPM
Search

Saved searches

Search criteria

Custom
parameters
Accounting & Financial Services
User Interface
Oracle IPM
Results

Displays indexes

Can view multiple
documents at
once

Index
modification

Email / Print
Accounting & Financial Services
User Interface
Oracle IPM
Image
Image controls:
• Zoom
• Rotate
Annotations:
• Text
• Highlight
• Arrows / Lines
• Redaction
• Stamps
Print
Accounting & Financial Services
User Interface
Oracle IPM
Service
Manager
Service Status:
• Statistics
• Service logs
Restart Services
Server Status
• All IPM server status,
not just local
machine
Accounting & Financial Services
User Interface
Oracle IPM
Admin Client
Search Builder
•Create / Modify
searches based on
existing fields
Accounting & Financial Services
User Interface
Oracle IPM
Admin Client
Security
• Make use of
ActiveDirectory
security
• Assign galleries
and searches
depending on
role
Accounting & Financial Services
User Interface
Oracle IPM
Admin Client
Storage Mgt.
• Define storage
type – magnetic,
CD, SAN
• Define location of
said storage type
• Volume migration
Accounting & Financial Services
Integrations
DaFIS DS
Web API
• Hyperlink to image
• Security controlled
by DaFIS DS
• Campus-wide
Accounting & Financial Services
Questions and Answers
Accounting & Financial Services