Untitled Document

Slide 1

These files SEEM organized.

But what is it costing you to find a given document?

What if you could see every page, immediately, and without leaving your desk?

Our Paper Reduction Services Can Make It Happen!

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Slide 2

MENU

What is paper reduction?	What equipment do I need?
What are the benefits?	How about document security?
Can I do this in-house?	Frequently asked questions
References	Program demonstration

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Slide 3

Paper Reduction is:

Replacing paper with an electronic copy (Digital Imaging)!

Document Scanning to a hard disk or CD!

Document retrieval from your PC!

You eliminate the need to keep the paper!

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Slide 4

Paper Reduction is:

	Eliminating the need to print reports on paper using C.O.L.D. process (Computer Output To Laser Disk)

	Bulky reports from your own computer programs are produced on CD

	You eliminate the need to print any copies

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Slide 5

Paper Reduction is:

	Scanning documents and storing them on hard disk, CD or even on Internet. Not in filing cabinets or cardboard boxes!

	You eliminate all costs associated with paper. Such as floor space for filing cabinets, slow retrieval of information, missing files, incomplete files, printing and copying costs, etc.

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Slide 6

Benefit: Instant access to all documents!

No more walks to the filing cabinets!

No more waiting for somebody to return a document to its proper file!

All documents are there... ALWAYS!

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Slide 7

Benefit: No more misfiled documents!

Find documents under multiple index values!

Once a document is filed, it is there forever!

All pages, always in the right order!

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Slide 8

Benefit: No more need to make copies!

Documents can be accessed simultaneously by multiple users!

Notes and annotations can be made on screen!

Eliminate postage costs and save time - Simply e-mail documents!

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Slide 9

Benefit: Eliminate the need for expensive storage space!

What is the opportunity cost of your filing space?

Avoid inconvenient and expensive off-site storage requirements!

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Slide 10

Benefit: Improved customer service!

Reply instantly to customer queries!

Fax or e-mail the customer from your desktop, while they are on the phone!

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Slide 11

How about document security

Back-up disks or tape prevent loss!

In any kind of disaster, paper documents could be lost, because you do not keep copies of everything.

With our Document Imaging Solution you simply keep a back-up disk, CD or tape, and your documents are protected

We at Optimis also maintain an electronic record of your data.

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Slide 12

Maximum document access control


		Your filing cabinets can be accessed by anyone with a key. Does it even have a key?

		Optimis provides password based access control by document, by file, by folder, by subject, or by any other grouping you require. Just tell us how you want us to do!

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Slide 13

Can you do this in-house? YES!

Optionally we can provide you with a system that allows you to do your own document scanning, which gives you three options.....

	1.	You can scan all your documents, old and new by using a scanning software.

	2.	You can scan ‘from this day forward’ and we scan all your old documents.

	3.	Or we do it all! Call us, and we will help you choose the best option!

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Slide 14

Can you do this in-house?

YES, you can even let us do the document scanning in your own offices!

Our highly trained staff will install the scanning software and scan all your documents for you, without your documents leaving your office!

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Slide 15

What equipment do I need?

If we do the document scanning services for you, all you need is a computer with CD drive!

We will deliver all your documents and reports to you on CDs!

Simply load the CD in your computer. That is all there is to it!

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Slide 16

What equipment do I need?

If you would like to do your own document scanning, we can provide our easy to use CruiseLine scanning software package, and even help you select the right scanner!

All you need is a computer with a CD drive!

The CruiseLine scanning software allows you to scan, index and store documents, and view the images over your own network!

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Slide 17

Frequently Asked Questions

How about microfilm/fiche?	Tell me about Optimis
How are documents indexed?	Can documents be changed?
How many documents on a CD?	Computer reports on CD?
Will it work on my network?	What about image quality?
Minimum system requirements	Do I need training for this?
Can I use the images with other programs?	When is it cost effective?
Is it proprietary technology?

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Slide 18

We can convert your microfilm or microfiche to electronic images

Simply send us your film or fiche, and we will perform data conversion put them on CDs! You will be able to view them over the computer, just like you do with the paper documents that we scan for you! Microfiche and Microfilm scanning require special skills, equipment and experience. We have them at all!

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Slide 19

How are documents indexed?

Up to eight index fields. That means seven more then a typical paper filing system allows you to use!

Full text. This method creates a text file of your complete image. This allows you to find any word (or part of a word) that occurs on a document.

Call us, we will help you determine which method is best for scanning documents and data conversion.

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Slide 20

How many documents will fit on a CD?

Typical business documents, scanned; Approximately 15,000!

Engineering drawings, color pictures, etc. Please send us samples and we will inform you of the correct numbers.

Computer generated reports; Over 500,000 records per CD!

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Slide 21

YES, this will work on your network!

We deliver your documents on CDs. As long as your CD drive is accessible from other network stations, those stations will all have access to the documents, and can even see the same document at the same time. Or, you may copy the contents of your OSI CDs to a network server or jukebox. Subject to password authorization of course!

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Slide 22

What are the minimum system requirements?

A Pentium class PC or higher
	32 Mb RAM
	35 Mb available hard disk space
	8x CD Rom drive
	Windows 95/98 or Windows NT/2000

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Slide 23

Tell me more about Optimis!

Optimis Systems, Inc. (O.S.I.) has been operating since 1976 as a digital service bureau and software developer. For the past twenty years we have built a reputation as a provider of quality document scanning services, COLD services, scanning software products and digital imaging technology to a wide range of companies and government agencies. On a daily basis we process hundreds of thousands of documents and report records.

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Slide 24

Paper Reduction Services can be used with other software programs!

	Because the images are standard TIFF format, they can be viewed with the normal image viewer that is included with Windows 95/98 and Windows NT, or with any other TIFF capable viewer.

	Images of your documents can also be used in Microsoft Office programs like MSWord or Excel, and many other programs, including fax solutions

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Slide 25

Documents can NOT be changed after they are scanned!

	Our document scanning services generate files using the industry standard TIFF image format and store them on CDs that are designed for ‘Write Once Read Many’ (WORM) technology.

	In other words, once stored on the CD, they can not be altered, moved, or deleted. We do allow the user to make annotations, but they are stored as so called ‘overlays’, and do not alter the original image in any way!

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Slide 26

How do I get computer reports on CD?

	Simply send us a tape or an FTP with the report information, as exported from your computer program. We do the rest!

	Our experts will be happy to work with you to establish the appropriate automated procedures for you to produce these tapes or FTP transmissions.

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Slide 27

Can I improve image quality to be even better than the original?

	We use sophisticated digital imaging software tools during data conversion to improve the quality of our document scanning services. We can remove speckles, straighten the documents, remove colored backgrounds that are obscuring the information, darken and lighten text, etc.

	And of course, the quality of paper documents deteriorates over the years, while the quality of electronic documents remains consistent!

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Slide 28

You do NOT need training to use our system

	If we do the document scanning services for you, there is no training required. We deliver your documents to you on CDs that include a very intuitive software program for finding and viewing documents or reports. This software adheres to all the standard MS Windows conventions.

	If you choose to do some, or all, of the scanning services or data conversion in-house, we will be happy to provide some on-site training with document scanning software for your scanner operators!

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Slide 29

How do I determine if this is cost effective for me?

	We have developed an easy to use special work sheet to help you determine at which point our Paper Reduction Services will become cost effective for you.

	Simply call us, or Click on Downloads from our Home Page and we will send it to you, no strings attached!

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Slide 30

This is NOT a proprietary technology!

	Our Document Scanning Services adhere to accepted industry standards. Image files are stored as standard TIFF files (CCITT Group IV). This means that they can be viewed with any standard image viewer. Our standard database is Microsoft Access or Alchemy and is ODBC and ADO compliant.

Feel free to e-mail our experts and ask any questions regarding Online Demonstration

Slide 31

Paper Reduction Services can be used with other software programs!

	Because the document scanning software generates images in standard TIFF format, they can be viewed with the normal image viewer that is included with Windows 95/98 and Windows NT/2000, or with any other TIFF capable viewer.

	Images of your documents can also be used in Microsoft Office programs like MSWord or Excel, and many other programs, including fax solutions.

Feel free to e-mail our experts and ask any questions regarding Online Demonstration

Slide 32

Here are some of our references.

We will gladly provide you with a complete list and contact details upon request.

Kaiser Permanente

Penske Corporation

Rockwell Federal Credit Union

Universal Music

Various car dealerships

Bio-Cypher Laborotaries

United States Navy - Air Warfare Department

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Slide 33

Kaiser Permanente

	Millions of pages of Accounts Payable documents. Four year relationship

	Scanned with our Document Scanning Services, and uploaded into a database, for viewing by hundreds of users over a Wide Area Network (WAN).

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Slide 34

Penske Corporation

	Data conversion of monthly financials for all Penske Automobile Dealers.

	Processed and distributed on CD-ROMs.

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Slide 35

Rockwell Corporation

	Processed checks for Rockwell Federal Credit Union.

	Processed daily and distributed on CD-ROMs.

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Slide 36

Universal Music

	500,000 invoices, credit & debit memos processed monthly.

	Distributed nationwide over the company intranet

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Slide 37

Bio-Cypher Laboratories

	Monthly data conversion of laboratory test results.

	Electronic Medical Records.

	Distributed on CD-ROMs.

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Slide 38

Various automotive dealerships

	Scanning of lease and credit documents. Processing of C.O.L.D. reports.

	Data conversion to CD-R. Monthly distribution on CD.

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Slide 39

This is what your computer generated reports will look like, once we process them for you.

Not only have you eliminated the need for multiple copies of bulky reports, you can now find any piece of information contained in the report by simply letting the software search for you.

The report is neatly broken down in pages (see left panel of graphic) and displays the page contents in the panel on the right.

We are very proud of our electronic record management software and we are sure that you will enjoy using it as much as we enjoy writing and customizing it for your needs!

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Slide 40

It is easy to see multiple pages of a document at the same time, with this ‘Thumbnails’ page.

Using the mouse or the arrow keys, simply select the page you would like to see, and it will be displayed in full size, as is shown on the next page.

Believe us, this electronic record system was designed to be easy, flexible and fast as no other in the market!

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Slide 41

This is an example of a complete page from a scanned document.

The viewing software allows you to see the complete page, or ‘zoom-in’ on any section of the document.

Electronic imaging is our best!

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