Server Based Document Management Systems With a server based document management system, scanned files are stored on a secure server within your network. Authorized users access files using software loaded on their computer. National Scanning will load your files directly into a server based document management system. Server based systems are designed to secure and manage the lifecycle of documents, records, images, email, faxes or any other paper or electronic files.
Our tools offer customers a complete, secure, easy-to-use, affordable document management system that will make you and your team more productive and your business more profitable.
Secure Processing National Scanning offers secure pick up and delivery services for your documents. If your project requires on-site scanning we will send equipment and a team of processors to your office. Every file that we process is barcoded for real-time tracking. Our premises is under 24 hour physical and video monitoring. Each staff member in contact with your files undergoes a thorough background check and is bonded and insured. Next Steps 
Our team of professionals is happy to answer questions and assist with your project. Click here for additional information about our services, to request a free demo disk, schedule a pilot project, and discuss your project with a knowledgeable representative. Features Overview Application Design - Windows 7 Compatible
- Modeled on the same physical dynamics used in your existing office environment.
- A familiar hierarchical tree structure with a Virtual Library that contains Cabinets, Drawers, and Folders holding Child Folders and/or Documents
- DX Desktop is central to your interaction with the program.
- Easily move and copy documents using standard Windows conventions
- Sort and group documents in a folder by simply dragging and dropping the folder’s column headers.
- Summary footer fields can be added to view the sum, minimum, maximum, count, and average of a column.
- Workflow is easy to setup using two Index Set Fields and Saved Search Documents. You can see more information on workflow below.
- Share documents using Saved Search Documents and LinkFile Documents that can be attached to e-mails to be sent to an individual or group.
Document files that can be stored - Scanned paper documents
- Scanned PDF documents
- Any computer-generated file (Word, Excel, PDF, CAD and more).
Adding Documents - Scan paper documents individually or in batches.
- Import electronic documents
- PDF Print driver to add documents from any Windows program
- DX In Box imports documents directly from any folder on your network or local drives by simply dragging and dropping the document to a special Folder
- Scanned documents can be created as either PDF documents or TIFF image documents
Sets of User Definable Index Fields - Profile documents with up to 35 user-defined index fields in an Index Set
- Multiple Index Field Controls allows you to configure our system precisely to your needs
- Auto-complete Dynamic Data Fields to enter data in a field once and automatically fill the field from the history list as you start to type
- Auto-complete Static Data Fields to create lists of specific relevant data
- Speed index data entry using Auto-Indexing Variables to automatically populate index fields with data based on a predetermined set of variables including; incremental numbering, date, time, document location, and more
Indexing Finding Documents - Full Text Search to search by a word or phrase in either or both index data or document content
- Wildcard Searches
- Proximity Searches
- Search by Field to create Boolean and/or search queries resulting in a specific set of documents
- Search by a date range
- Search by OCR text - OCR included at no additional cost
- Saved Search Documents to quickly access often used queries
Workflow - Create workflows based on index entries and simple queries saved as Saved Search Documents
- Using two index fields, one a Static Data List with names of the users or groups responsible for the document, and another field, also a Static Data List, that describes the Status of the document in the Workflow, users can create a precise workflow that is easy to use and effective.
- Queries based on the Workflow Fields can then be saved as Saved Search Documents. Saved Search Documents allow a user to rerun and refresh a Workflow query with a simple click of a mouse.
- Permission to modify Index entries can be assigned to a single individual or group to allow for a secure approval process.
Sharing Documents - Selection Lists are also used to share documents that may reside in various different folders in a Cabinet. Individually or as a highlighted group add the desired documents to a Selection List and save the list as a Saved Search Documents to share. Saved Search Documents can be attached to e-mails to notify the group or user of the shared documents.
Document Viewing - Image Document Window to view image files (TIFF, JPG)
- Associated Application Document Window provides a preview of imported PDF and computer generated files (Word, Excel CAD and more) allowing for speedy heads-up indexing.
Annotation - Annotate any image document while keeping the integrity of the original document intact.
- Make annotations permanent on an image document
- Print image documents with or without annotations.
Versioning and Check-in/Check-out - Automatically save versions of changed documents with the time, date and author of the edited version.
- Check out documents to allow a single user to edit. Users can then view the document but no other user will be able to make an edit to the document until it has been checked back in.
Global access to your documents - Access documents anywhere you have an Internet connection using Terminal Services, Remote Desktop, Citrix or other similar services.
Security - HIPAA, Sarbanes-Oxley, SEC, and NASD/FINRA compliant
- Based on Users or Groups of Users
- User or Group Permissions allow you to determine a users rights to access, edit, email, print, copy, move, or view, cabinets, drawers, folders, documents or Index Set fields associated with a document.
- Import users from Active Directory
- Network login allows logon based on workstation login to network
- Application default properties are secured by the use of an administrator login
- Inactivity logout time may be set for each workstation to secure confidentiality
- Deny the ability to use Print Screen to get around program security.
Audit Trail - HIPAA, Sarbanes-Oxley, SEC, and NASD/FINRA compliant
- Document Event Log tracks every action taken on a document by time, date, and location. Log includes any changes made to associated document index data and e-mail recipient name.
- Library Event Log tracks any changes made to all documents. Allows administrators to filter document events by user, date, action and more to track user action and create reports
Integrations - Microsoft Office (Outlook, Word, Excel and PowerPoint) to save emails or documents directly to our systems
- Optional QuickBooks Integration to add and find documents directly from a QuickBooks transaction
- Junxure to save documents and index data directly from Junxure CRM
- WoodPro Accounting Software
- Vertical Market Accounting Software
- and more...
API Our team of professionals is happy to answer questions and assist with your project. Click here for additional information about our services, to request a free demo disk, schedule a pilot project, and discuss your project with a knowledgeable representative.
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