echive at Work

Sales Order Management
An educational products business selected the echive Series and Kofax Ascent Capture for a sales order document management system. Sales orders are scanned while capturing and indexing bar code information. Integration with an echive database automatically populates this indexed bar code information (salesman ID, order number, school, etc.). Preserving and accessing original sales orders, a critical requirement, is now far more efficient. View Curriculum Associates Case Study in pdf

Inmates Records Archived
A United States Federal Penitentiary has implemented an echive system for managing inmate correspondence. Scanning the correspondence creates a permanent electronic archive which is indexed by various parameters including, inmate name, ID number and correspondence date, and compiled into an echive database system. Correspondences are preserved as TIFF images with all original graphics and text. With echive, this important information can be accurately and efficiently tracked, located and, if necessary, transmitted digitally to other Homeland Security entities.

Tracking US Army Trainees
The US Army recruits and trains foreign nationals in hopes of establishing stronger pro-democracy governments. Unfortunately, not all these students remain loyal and some turn to anti-U.S. agendas. To simplify the tracking of these individuals, the US Army turned to an echive solution. It is presently scanning and indexing its library of course work and attendees into a full text (SurroundSearch) searchable database. Now the US Army can conduct quick one step searches to access critical historical information that dates as far back as the early 1950’s.

University Application Process
echive ended an annual 900,000 piece paper shuffle for a major mid-west university. Each of about 300 annual applications to the Doctorate of Sociology program involves over 300 pages of information, all of which needs to be available for each member of the selection board. Previously, this meant 900,000 copied pages. Now, an echive solution is used to scan and index the applications. Index fields are populated with name, social security number, document type, grade point average and other indices. Selection board members can now locate and review applications on their network and electronically annotate documents using echive’s redlining tool at a fraction of the time and cost. Admissions staff can also easily track applications and identify which are incomplete. Each year, a CD set of the database and images is published and a new database is created for the new applicants. There are plans to expand the usage of echive into managing undergraduate student records as well as to other departments.

Searchable Drawing Databases Delivered on CDs
A major Rocky Mountain blueprint firm has started its move from a scan-to-file CD production to an indexed database CD delivery. End-users provide source drawings and receive an indexed database with search, view, and print capability built-in. More efficient information location and reduced storage facility expenses are just some of the benefits end-users appreciate.

Medical Research Library
Centers for Disease Control and Prevention (CDC) has been using the echive solution since 2001 for its National Immunization Program. So far, several million research documents have been scanned, indexed and imported into an echive database accessible across the CDC intranet. Using any standard web browser, affiliated doctors and research specialists now have quick and accurate access to an extensive database of up-to-date information. View Centers for Disease Control Case Study in pdf

Accounting Firm Document Management
An accounting firm implemented echive to organize its customer files. Scanning file folder contents and applying property field indexing (such as customer, partner, tax year, and type – W2, correspondence, tax form, etc.) ensured search, view and print access to the original documents. Tedious filing and misplaced paperwork is eliminated. View Accounting Firm Case Study in pdf

Medical Records Management and Delivery
Integration with echive and a Rimage CD writer helped a biotechnology company meet strict FDA guidelines for the delivery of laboratory information. Researchers, laboratory technicians and FDA personnel can now easily and accurately locate important laboratory data. View details in pdf

University Student Database
New York University, with a total student population of 51,000, has a large percentage of international students. Managing the magnitude and variety of forms and paperwork as well as maintaining an accurate paper trail for a large international student population was becoming increasingly difficult. Using echive TIFIndexer, immigration papers, financial information and other important documents are scanned and property fields are populated. Using an echive database, important student information can now be easily tracked, located, and updated. Lost and misfiled paperwork has been eliminated.View NYU Case Study in pdf

Manufacturing/AEC Engineering Drawing Life Cycle
Many manufacturers and AEC companies have engineering drawings that are activated for day-to-day modifications and print requests. While many drawings are CAD based, many are still maintained in paper form. Accessing, modifying and maintaining paper engineer drawings is costly and cumbersome. Improving search and retrieval times, freeing up valuable facilities space taken up by the drawings, and managing the active life cycle of the drawings are some of the areas where cost savings can be realized by instituting an echive document/drawing management solution. View details in pdf

Reprographers Expand Scanning Services and Delivery
Reprographics service providers have expanded their business opportunities by offering clients digital archiving and delivery options using the echive Series. Using echive TIFIndexer, documents and drawings can be easily indexed to meet the business needs of individual clients. These files can be automatically imported into an echive Organizer database with search, view and print capability. Customer delivery options include CD/DVD or via the Web to create an online or virtual plan room. View details in pdf

Scan to File Hardware Reseller
With the availability of new Kyocera Mita digital scan to file hardware, Kyocera Mita resellers needed a smooth upgrade path for customers using its older equipment. A new document management solution was required that was capable of merging older data with the more advanced functionality now available. Open Archive Systems wrote a translator that transferred existing databases into an industry standard echive database that offers improved document management, indexing, searching, viewing, redlining and printing. Kyocera Mita dealers can now offer their customers a smooth upgrade path for installing the latest in scan to file hardware and document management software while maintaining their existing database information. View details in pdf

Business Equipment Reseller
A well-established business equipment reseller, specializing in the medical, law, and education industries, expanded its business by providing scanning and indexing. Using echive with its CD publishing capability, the company now provides full service document management and archiving opportunities to its customers. Their customers receive added benefits and they can differentiate themselves from the competition.View details in pdf

Town Maps and Records Database
echive provides a viewing and management solution for the many maps and supporting electronic files that need to be maintained by state, county, and local governments. One New England town implemented an echive database to incorporate existing maps (both paper and CAD) and organizing file information. Now, quick and efficient search, view, redline (annotation) and print capability is available for all town employees.View details in pdf

Municipal Records Archival and File Management
echive enabled a municipality to move from an inefficient mixed paper and electronic environment (typed pages, MSWord, WordPerfect, etc.) to an organized and full text searchable database solution. Town employees and citizens can easily locate and reference historical town records which ensures consistent leadership and decision-making. View details in pdf

Engineering Drawing Management
A tool, die and mold company implemented echive to improve the management of its engineering drawings. Frequently drawings are received in paper form and revisions need to be made on the shop floor. Scanning and using echive TIFIndexer for one-step property field indexing and image quality review prepares the drawings for database integration. Now, on the shop floor, handwritten notes have been replaced with electronic markups. Scanned drawings are managed with the same ease as CAD drawings and the company easily tracks the entire design process from the initial drawing to the final revision.View Tobin Tools Case Study in pdf

Auto Dealership Record Keeping
A busy automobile dealership is using echive to manage the many different types of paperwork and record keeping necessary to efficiently run their business. They have created four different databases: sale details (financial documents, credit applications, sales contracts, insurance certificates, etc), credit card receipts, service invoices, and bank deposits. Each database has its own set of indexing parameters. For example, the sales database is indexed and searchable by First Name, Last Name, last six digits of the VIN, and combinations of these properties. Paper records are scanned and indexed by a temporary office worker, verified by a member of the office staff, then discarded. Multiple seats of echive Explorer, installed on user computers, provide search, view and print of documents throughout the facility.

 Improving Information Access: Tucson Electric
Tucson Electric wanted to improve information access across the company network. A prerequisite called for incorporating a valuable database of index data into the new drawing management solution. Open Archive customized a program which took this existing database of index information and populated the new commercial document management solution. Tucson Electric was able to move forward with a more efficient information delivery and access system without losing or recreating existing data.

 Wolverine Power Supply
Like many companies, Wolverine Power Supply needed a more efficient system for managing and revising drawings. Substation and equipment drawings and specifications were being managed in an Excel spreadsheet that contained attributes and file paths for AutoCAD and MS Office files. Open Archive used this Excel data to establish an echive database using existing search criteria. And, GTXRaster CAD Plus was also implemented to improve the drawing revision process. Using both echive and GTX, Wolverine now efficiently manages the revision and distribution of substation drawings, equipment drawings and supporting documentation,