Norcom Document Control Automated Imaging System (AIS) Version 11.6 Revision 1.0

Norcom

Document Control

Automated Imaging System (AIS)

Version 11.6

Norcom Document Control Automated Imaging System

The Norcom Document Automated Imaging System (AIS) is designed to provide a complete Document Control imaging system. Hardware used by the AIS are standard off-the-shelf computer components. The data produced by the system are in industry standard formats. This open design allows you to implement a standards-based document imaging system with minimal investment and be free to upgrade the system, as new technologies are available. You will no longer be tied to high cost proprietary systems and completely reliant on the manufacturer for upgrades and maintenance. Couple that with the continual upgrades and the best technical support provided by Norcom and you have the most efficient Document Control imaging system available.

The Document Control AIS is designed to meet the current Supply and Logistics Document Control imaging requirements. The system provides transactions import and export to retrieve and clear transactions to the Standard Base Supply System (SBSS). Custom import and export modules can be developed to provide interface with other systems.

The system can be implemented as single scan workstation system or multiple scan and view stations located on your network. Users can be assigned with different levels of privileges such as view only, scan, data import, and administrator.

System Overview

 Proven Reliability. In operations at over 100 Air National Guard, Air Reserve, and Air Force Bases world-wide with a growing customer-base.

 Significant Development History. The AIS has a 17-year development history. Our customers provide input for additional features and upgrades. If you require a function or encounter a problem, it is very likely another base has already suggested the upgrade and the feature have already been implemented in the AIS. Our customers are consistently surprised at the powerful features in the AIS and how much more efficient the Document Control imaging function has become.

 Best Technical Support Anywhere. Norcom has been providing the best support for the software for over 16 years. Don’t take our word for it, contact the bases using the AIS and ask about our product and services.

 Intuitive User Interface. The system is very user-friendly and can be learned in about 3 hours of training.

 Ease of Transition from Your Current Imaging System. Our customers have typically transitioned their Document Control imaging functions to the AIS in one day.

 Data Conversion Services. Norcom has successfully converted data from the Bell & Howell, EDC, ADC, and other systems. With this cost effective service, you no longer need maintain your old system. Your old data and scanned images can be retrieved from within the AIS.

 Run Under a Standard User Account. The AIS operates under a standard user account. It does not require an account with Administrator privilege on the workstation to run.

 Flexible Options to Download and Upload/Clear SBSS Documents. The AIS supports MIAP and ES-S to download and upload/clear SBSS documents.

Downloading the daily transactions is as simple as:

 Connect to ES-S and select to retrieve documents then select to download the documents to the PC.

 Click the Import Trans button to import the downloaded documents into the AIS for scanning.

Clearing scanned documents is as simple as:

 Click the Export Trans button to export the scanned documents to a file.  Connect to ES-S and select to upload the exported documents to clear.

Document Scanning

 Flexible Document Scanning. Supports single page and batch scanning of multiple documents.

 Attachments. Supports unlimited number of attachments to a document.

 Workflow/Remote Scanning. Documents may be scanned into different folders by different sections within LRS such as the warehouse. The documents are then quality checked and filed by Document Control. Documents may also be scanned, quality checked, and filed exclusively by Document Control.

 Barcode Recognition. Efficient bar-code recognition of the Document Number, Transaction Number, and Stock Number.

 Document Modification. Provides utility to add, delete, and replace pages from the documents.

 Automatic Time Stamp. Provides automatic stamp for the document scanner, scan date, and scan time.

 General Document Scanning. Provide utility to scan general Logistics documents such as shipments.

 Scan Image Preview. Provides image pre-view utility of scanned documents. The utility allows image rotation, scrolling, and mouse selectable zooming of any image area.  Convenient Scanner Settings. Provide easy accessible scanner setting utility for the

brightness control, image resolution, and page size (8.5x5, 8.5x11, 8.5x14).

Document Management

 Delinquent Document Reports. Powerful Delinquent Document Report generation capabilities including:

 Utility to print Delinquent Document Reports in Microsoft Excel format or text tabular report format.

 Utility to print user-definable pre-Delinquent Document Reports, for example documents with transaction date of 4 days prior to the current Julian Date.

 Utility to print user-definable custom reports such as Documents with a certain TRIC. You could for example, create custom Delinquent or Pre-Delinquent Document Report for each responsible section and send the Excel file as an email attachment.

 Replacement Document Printing. Efficient utility to generate and print replacement “lost” documents with barcodes on the 1348 by selecting the downloaded document(s) from the SBSS. You no longer need to hand-scribe “lost” documents.

Document Retrieval

 Powerful Document Retrieval. Supports query of scanned document data by any combination of fields and wild card characters.

 Intuitive Scanned Image Viewing. Powerful imaging viewing utility allows image rotation, scrolling, and mouse selectable zooming of any image area.

 Attachment Thumbnail. Multi-page documents are easily displayed by clicking on the page thumbnail.

 Scanned Image Editing. Scanned document images can be edited to add attachments or replace with a corrected document.

 Document Printing. Scanned documents can be printed to a local attached printer or network printers. Special hardware is not required to print scanned documents.

Hardware and Software Architecture

 Standard Workstation. Run on your standard Windows 7, Windows 8, Vista, and SDC workstations.

 Standard Scanner. Supports most industry standard scanners through the TWAIN interface. The scanner can be used for other applications.

 Multiple Station Configuration. Support a single scan workstation configuration as well as multiple scan and view workstations located on your network. Transactions data and scanned images can be stored on the local workstation or your network file server.

 Complete System Availability. Norcom provides the option for you to procure a complete hardware/software package including the AIS Software, high performance workstation, high speed scanner with automatic document feeder, CD/DVD writer drive, and laser printer.  Turn-Key System Implementation. In addition to the AIS software and hardware, Norcom

also provide options for onsite installation and training service, data conversion of your existing document imaging system, and software maintenance providing technical support and software upgrades.

 Desktop Application. The AIS run as a desktop client application. No application runs on the server.

 Image Format. The AIS stores the documents in standard TIFF format. Third-party programs supporting the TIFF format (MS Word, MS PowerPoint, etc) can read the image.  User/Administrator Configurable Defaults. Provides workstation and system-wide

parameters for effective customization to meet each user’s specific needs.

System Security

 Access Security. System provides the following access controls:

 Administrator - Allows all administrator functions within the AIS such as add users, delete users, change passwords, modify access security assignments, and modify system defaults.

 DBA – Allows download and import SBSS transactions, export and Clear SBSS

transactions, and database management.

 Scan – Allows scanning documents to a folder for subsequent quality check and filing by Document Control. For example, the warehouse can scan documents which are then quality checked, filed, and Cleared by Document Control.

 Read – Allows retrieval of transactions data and scanned images.

Data Fields

The system currently supports the following fields:

Name Type Description

DOC text Document Number

TRANS text Transaction Number

FSN text Federal/National Stock Number

TRIC text Transaction Identification Code

Type text Document Type (Fileable, Destroyable)

SD text System Designator

Qty integer Quantity

UI text Unit Issue

TTPC text Type Transaction Phrase Code

FIA text Financial Inventory Accounting Code

TA text Type Account Code

Volume text Unique volume name generated by the system

Scan Date date/time Automatic time stamp

Scan Time date/time Automatic time stamp