echive at Work

echive has solved many document and drawing management problems across many industries. Below are some installation summaries that illustrate the spectrum of issues that are resolved and markets where echive hase been deployed. Please contact us if you would like more information about how echive can help your business.

Collaboration - Department Integration

Sales Order Management
An educational products distributor selected the echive Series and Kofax Ascent Capture for a sales order document management system. In one step, sales orders are scanned, bar code information is captured and indexed, and a database is updated. Original purchase orders can now be retrieved using salesman ID, order number, or school name. Original sales orders are preserved, a critical requirement, and access is an easy click away. View Curriculum Associates Case Study in pdf

University Application Process
echive ended an annual 900,000 piece paper shuffle for the University of Michigan's Doctorate of Sociology applicaton process. Over 300 annual applications, with over 300 pages each, need to be reviewed by every member of the selection board. Previously, this meant 900,000 copied pages. Now applications are scanned, indexed with name, social security number, document type and grade point average. Selection board members locate and review applications on their network and electronically annotate documents 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 applications 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.

Paper Management

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

Auto Dealership Record Keeping
A busy automobile dealership is using echive to more efficiently manage the many different types of paperwork and record keeping. Four databases, with separate indexing fields, ease the paper crunch. For example, the sales database (financial documents, credit applications, sales contracts, insurance certificates, etc) is indexed and searchable by First Name, Last Name and last six digits of the VIN.. Paper records are scanned and indexed by a temporary office worker, verified by a member of the office staff, then discarded. echive Explorer provides document search, view and print throughout the facility.

Accounting Firm Document Management
An accounting firm implemented echive to organize its customer files. Scanning and indexing (using fields such as customer, partner, tax year, and document type - W2, correspondence, tax form, etc.) file folder contents eliminated many filing cabinets while maintaining search, view and print access to the original file contents. Tedious filing, misplaced paperwork, and many file cabinets are eliminated. View Accounting Firm Case Study in pdf

Historical Archiving

Inmates Records Archived
A United States Federal Penitentiary implemented an echive system for managing inmate correspondence. Correspondence is scanned (creates a permanent electronic archive), indexed using 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. This important information is now 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. The library of course work and attendee list was scanned and indexed into a full text 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.

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

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 organize file information. Now, quick and efficient search, view, redline (annotation) and print capability is available for all town employees.View details in pdf

Information Delivery

Medical Research Library
Centers for Disease Control and Prevention (CDC) has been using the echive solution since 2001 for its National Immunization Program. 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

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 easily and accurately locate important laboratory data. View details in pdf

Searchable Drawing Databases Delivered on CDs
A major Rocky Mountain blueprint firm now delivers drawing sets on CDs with searchable database intelligence. End-users provide source drawings and receive an indexed database with built-in search, view, and print capability. More efficient information location and reduced storage facility expenses are just some of the benefits their end-users appreciate.

Engineering Drawing Management

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 in paper form. Accessing, modifying and maintaining these paper engineer drawings is costly and cumbersome. Scanning and indexing these drawings delivers quicker access, frees up valuable facilities space, and provides options for modifying the drawings with today's more efficient raster and vector editing tools. View details in pdf

Engineering Drawing Management
A tool, die and mold company implemented echive to improve the management of its engineering drawings. Drawings received in paper form are now scanned for company-wide access. 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

VAR's & Reprographic Service Providers

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. Documents and drawings are easily indexed to meet the business needs of individual clients. Information delivery options include CD/DVD or the Web with easy search, view and print tools. 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