Phone: 07 – 871 5895
Fax: 07 – 871 5895
Email: phil.north@ferretsoftware.co.nz
Web: www.ferretsoftware.co.nz
Ferret Document Management & Scan Watcher
The Ultimate Document Storage and Retrieval Solution
Easy to Use
Ferret is a simple, fast and efficient way to store and access your documents. It consists of a database for the Records, a table for all the documents relating to a particular Record, and Search functionality – all on the same screen. This makes it very easy to understand, navigate and use.
Store ANY Document of ANY Type in ONE Place
One of the greatest features of Ferret is that it can store ANY type of document including scanned images of paper, Word, Excel, emails in or out, PDF, DWG AutoCAD, etc.
Automated Indexing
Ferret uses barcode technology for the automatic naming of scanned images, which makes indexing paper documents very easy, accurate, and fast.
Automated Linking with MFDs or Scanners
Ferret has a unique process for the automatic processing and loading of scanned images. These images can come from any in-house MFD (Multi Functional Device – digital copier, network printer, scanner all in one) or scanning machine of any brand or model, which makes it very versatile. This process requires no integration with whatever scanning machine you have, and takes only minutes to set up and start using.
Excellent Document Workflow
One of the most important aspects of Ferret is the way the document flow is handled. ANY document is first referenced into Ferret by the user of that document at the time they are “handling” that document. If it was a digital document, it is available within Ferret immediately. If it was a paper document, then AFTER being referenced into Ferret by the document user, which only takes a few seconds, it is then scanned, automatically indexed using the ScanWatcher barcode technology, and automatically loaded into Ferret for access.
This means that once the document user has finished referencing the document into Ferret, they are finished with it and do not need to carry out any further processing (unless they do their own scanning). Using the ScanWatcher technology, many documents from various offices in the same building can all be batch scanned in one go, rather than one at a time. Other systems often require the document to be scanned first one at a time, and then processed, which makes the workflow very cumbersome, time consuming and prone to errors.
Database
The Ferret database can be used for any type of Records. The database fields can be as many as you wish, and customised by you with your own titles. Some examples of fields that could be used:
- Client Files – Company Name, Account Number, Contact Name, Phone, Fax, Email, Address, etc.
- Property Files – Property ID Number, Property Address, District, Present Tennant, etc.
- Company Files – This can be your formal company classification structure with as many levels as you choose. Each level is dependent on the upper level.
Document Table
The Document Table in Ferret is made up of a number of columns, each of which defines certain information about a document. You can customise these columns for a customer’s specific needs. Some examples are:
- Date – this can be the document date or the date it was entered into Ferret.
- Document Filename or Barcode # – this is the saved document’s filename.
- Document Type – What is it? E.g. Contract, Application, Job Sheet, Quote, Correspondence, Query, etc. These are selected from a drop-down list and can be easily added to or changed by the user’s Administrator.
- Document Status – E.g. Not Started, In Progress, On Hold, Completed, etc. Again, this is selected from a drop down list and can be edited by the user.
- Paper Ref/Location – This is where the paper is stored in the event it is kept. This can also be used to identify a paper document and its physical location, even though it is NOT going to be scanned.
- Available – This automatically identifies if the image of the scanned paper document has been loaded or not.
Search
You can have as many Search fields as you wish. These will be selected from the same fields that are in the Database Record or the Document Table.
Comments
Multiple comments can be appended to individual documents giving users the ability to record notes to a document at any time.
Edit
Document or Record details can be edited to correct errors or to change a document’s status (e.g. change Doc Status from “In Progress” to “Completed”).
Import
The Import function allows users to add ANY type of electronic document (e.g. Word, email in or out, PDF, etc) into a Ferret Record. This is ideal for adding older documents that existed before Ferret was implemented, as well as new electronic documents that arrived from another source, or have been created by the user.
Integration with other Applications
Because Ferret is written in VB with an MSDE (Microsoft Data Engine) or SQL Server database, it can be relatively simple to link to an existing application, depending on the other application’s structure. An example would be an existing Client Database or application that does not have the ability to store documents. If a link is made between the other application and Ferret, then routine work can continue in the other application without change. You can then have the added functionality of storing documents in Ferret by simply clicking on one button in the other application to open the corresponding Record in Ferret. Contact Ferret Software for further information.
Benefit Summary
- Simple and easy to use all on one screen.
- Store ALL client / property / company files in one place using one system, rather than many places and many systems.
- Find and open a document in seconds. Then immediately view, copy, print, email, or fax.
- Add a new document of any type in seconds.
- Excellent workflow of documents ensuring no double handling or complicated processes.
- Use a simple and automated process to batch scan paper in-house with ANY brand or model of MFD or scanner with automatic saving to the proper Ferret directory.
- Answer customer or internal queries in seconds, not days.
- Ensure total backup and protection of important company records.
- Make information readily available to all authorized personnel without risking the loss or damage of the original.
- Ensure awareness of what documents actually exist (Are all the documents in all the file cabinets in your business recorded, registered or known about? What is that information worth?).