Recently, Paperless Office Technology discovered an affordable paperless office application called FileCenter that impressed us for a number of reasons. Among the various features we liked about the software were ten that actually made us look forward to using the software every day.
A Logical, Intuitive User Interface
First, the software has a logical, intuitive, and modern user interface. We like this because it's the first thing new users notice and FileCenter makes a very good first impression.
The main workspace doesn't intimidate you with a million menu buttons that give little clue as to what they do without forcing you to go to the User's Manual. In fact, the average user could actually begin using the basic features of FileCenter in about 15-20 minutes without much hand-holding.
Another thing we like about the FileCenter interface is the fact that the software doesn't force you to do things that are not natural for most users. For example, "dragging and dropping" a document from one File Folder to another was as natural as moving files in Windows Explorer. Renaming documents was the same way; right-click, Rename, type the new filename, and done! If you want to view the same folders and documents in Windows Explorer you just click one button to toggle to Explorer View and back again to Cabinet View. No software with this much power could be easier to use.
Customizable Document Preview Window
Just below the Drawers, Folders, and Documents is the Document Preview window. The Document Preview window may seem like a minor feature at first glance, but it actually plays a very important role when you are browsing a folder for a specific document. Document Preview lets the you view a document without launching the program used to create the document.
For example, suppose you want to open a Word document that you created in a folder two weeks ago, but the filename is similar to other documents that are also in the folder. Paperless applications that lack the Document Preview feature force the user into what we call the Launch-View-Exit shuffle (Launch Word to open the document, View the document, then Exit the document, and repeat) until the desired document is found. FileCenter's built-in document viewer eliminates this time-wasting routine by allowing the user to quickly scroll and view the contents of a list of documents.
The Document Preview window can be displayed at the bottom or right side of the main FileCenter window -- or in a completely separate window. Virtually any common document file format can be displayed in Document Preview.
Automatic File and Folder Naming Options
Suppose you want to perform a search in your paperless office system for all the documents that were created in 2005. The purpose of this search may be to move those documents to a separate hard drive or optical media (CD, DVD) for archival storage. If you take advantage of FileCenter's handy File Naming Options feature you can do this with only a few mouse clicks.
The trick is to set up FileCenter from the start to precede each new filename with the current day's date. The user types in the rest of the filename when prompted onscreen. The resulting filename would look something like this: 2005-06-15 Letter to John Smith at Acme Widget. FileCenter automatically inserts the date and the user types the rest of the filename. The date string will be what you will ultimately perform the search on.
To perform the search for all the "2005" documents the user opens the FileFind window from a menu at the top of the FileCenter window. The FileFind window appears and the user types in the search criteria ("2005-") in the Advanced Options. Next, the user clicks the Find It button to display the results of the search in the FileFind window. From there the user clicks on the Move It button and is presented with a choice of destinations to move the 2005 files. A destination can be any drive and/or folder on the system.
Note: You can still perform the move to archive storage in FileCenter even if you haven't incorporated File Naming Options into your file naming scheme, but it takes slightly more work. The Advanced Options section in the FileFind window (shown above) will let you perform a search on all documents that were modified yesterday, last week, last month, last year, on a specific date, before a specific date, or after a specific date.
Linked File Drawers
With FileCenter it is possible to have a Drawer that physically resides outside of its file cabinet. Under normal circumstances, all Drawers are subfolders of the file cabinet. However, you can create a shortcut to an outside folder and have it appear as a Drawer in the file cabinet. While the Drawer appears to be integrated into the cabinet, the Drawer contents will continue to reside in their original location.
For example, each day Sue's secretary scans all of her incoming mail and saves the scans in a network folder. Sue would like to be able to access this incoming mail from within her personal cabinet. She accomplishes this by creating a shortcut to the network folder. Now the incoming mail folder shows up as a Drawer in her cabinet, letting her easily access, view and organize the mail. Yet the mail folder itself continues to reside on the network as it always has.
Powerful File Encryption
FileCenter can encrypt any file using government-level AES encryption. Encrypted files can still be used - anyone who knows the passphrase (password) can open and edit an encrypted file in its native application. Encrypted files can also be decrypted back into their native format.
Encrypted files can only be used or decrypted by other FileCenter users. FileCenter users can also create distributable encrypted files that can be used on any computer, regardless of whether FileCenter is installed by using the Encrypt a Copy to EXE feature.
When you encrypt a file you are prompted to give it a passphrase. Encrypting, however, is more than simply password-protecting a file. The contents of the file itself are encrypted, making the file useless without the passphrase.
For added security encrypted files cannot be previewed in the FileCenter File Preview window. Also, FileFind will not index or search the contents of encrypted files. Filenames, however, can still be searched.
Fast, Easy File Conversion to PDF Format
The PDF format (Portable Document Format) has become a very poplar format for distributing and archiving files. The format has a couple of advantages. PDF does not require other users to have the file's native application installed. For example, if a user does not have Word on their computer, sending a Word document as a PDF file will allow the user to see it. A very common advantage is that PDF files are largely uneditable. This allows you to share or distribute a document knowing that it will not be altered.
FileCenter's Convert It tool lets you quickly make PDF or ZIP copies of files. By default, FileCenter converts a copy of the file, leaving the original file unchanged. For example, if you convert letter.doc to PDF format, the result will be two files: the original letter.doc and letter.pdf. The user may also choose to automatically delete the original file as part of the conversion process.
Convert It is able to convert most of the common document and file types to PDF format. For most file types, the file's native application must be installed on your computer in order for the conversion to work. For example, you will not be able to convert a.doc file to PDF if Word is not installed on your computer and if.doc is not associated with Word. FileCenter features a built-in PDF previewer.
Convert Copy to Encrypted PDF. Like the PDF option above, this option will convert a copy of the file to PDF format. The difference is that the PDF file will be password-protected and encrypted. In order to view the PDF file, you will have to enter the password. You will be prompted to create a password when you create the PDF file. If you are converting multiple files, the same password will be applied to all of the files.
ZIP Format
ZIP archives are a popular way to archive files. This is commonly referred to as "zipping" files. When you zip a file, it gets compressed to a fraction of its original size. Zipping also lets you pack multiple files into a single file. It is possible to zip an entire drawer or folder into a single ZIP file; the original folder layout will be retained. A ZIP file can be "unzipped" at a later time. This restores the files to their original format and their original folder layout.
Apply Encryption
You can apply encryption to a confidential or sensitive PDF file to protect its contents. An encrypted PDF file cannot be opened or viewed without a password. Encrypting a file is more than simply giving it a password; the file contents themselves are encrypted, making the file useless without a password. You will be prompted to create a password at the time you convert the file.
Rename after Conversion
By default, the PDF file will have the same name as the original file. For example, letter.doc will become letter.pdf. You can give the PDF file a new name using the Rename after Conversion option. All of your Naming Options are available.
Add Searchable Text to PDF
You can add searchable keywords to the PDF file. These keywords will not be visible in the document, but they will make it easier to find the document using full-text search. See FileFind Basics for more information about full-text search.
Automatic Optical Character Recognition When Scanning Documents
Users of FileCenter Professional can enjoy the scanning and imaging tools of FileImage. FileImage performs a crucial role in the paperless office - scanning and converting paper documents into searchable electronic documents.
FileImage features a scanning interface, a PDF printer and document converter, batch-processing tools such as Watch Folders and Separators, and automatic Optical Character Recognition (OCR) for scanned files. FileImage is designed to simplify scanning and conversion for any office's needs, from single document scans to automating high-volume, bulk scanning and conversion. And the tight integration with FileCenter results in highly organized cabinets of fully searchable electronic documents.
Integrated, Online Backup Via FileBackup
Authoritative FileBackup is an optional component designed specifically for FileCenter that features a simple, secure system for backing up the files on your PC, laptop or server to two off-site, mirrored data centers. The system consists of two components:
FileBackup Agent
The FileBackup Agent is a small, lightweight application that runs on your computer. It automatically runs silent backups according to a schedule you provide. The Agent is also the interface you use to schedule backups, see logs, and view and easily retrieve your backed up data.
Data Center
The Data Center is a large, secure data storage facility. It maintains an encrypted, mirrored backup of your data.
Backup Features
- Incremental, scheduled backups are performed automatically
- You may perform manual backups as often as you wish
- The most recent 10 versions of each backed up file are retained in backup (though a previous version will expire when it becomes 90 days old)
- Files deleted from your computer are retained for 90 days
- Files you de-select from your backup set are retained for 7 days
- AES (128-bit government-level) encryption during both data transfer and storage
- The Data Center is mirrored and built to be highly available, averaging over 99.99% uptime over the past five years
Retrieval Features
- Recover deleted files
- Restore an earlier version of a file
- Restore backup data to a different computer
- The only party that has access to backup files in the Data Center is the owner of the account
- Access your backup data from any computer in the world with an Internet connection and a web browser
FileAgent Watch Folders Automate Electronic Filing
FileAgent handles many behind-the-scenes operations for FileCenter and FileImage, such as FileCenter's Save/Open dialog box integration, the FileFind file indexer, and FileImage's Watch Folders. You can access the FileAgent settings by clicking on the FileAgent icon in the system tray:
Save/Open Dialogs
This section shows the status of FileCenter's Save/Open integration with Windows programs. If the integration is Enabled, FileCenter will replace the Save/Open dialogs of many common Windows programs with its own Save/Open dialogs. You can use a Details/Edit link to change the settings of the integration.
Auto Indexer
The Auto Indexer section shows the status of the FileAgent auto-indexer. The auto-indexer runs periodically to add new files to your search indexes, making the files searchable by FileFind. To modify the auto-indexer settings, click the Details/Edit link. You can also use the Run Auto Indexer button to force the auto-indexer to run immediately.
Watch Folders
You can view the status of FileImage's Watch Folders in the Watch Folders section. If Watch Folders are enabled, all watched folders will be scanned periodically for new files. To modify the Watch Folder settings, click the Details/Edit link. You can also use the Scan Watch Folders button to scan all watched folders immediately.
Shut Down FileAgent
You can use the Shut Down FileAgent link to shut down FileAgent and remove it from the system tray. Note that in shutting down FileAgent you will also shut down each of the functions it performs: Save/Open integration, auto-indexing, Watch Folders, FileCenter PDF print driver, etc.
FileCenter is priced so that any small business can afford to create a paperless office.
The biggest drawback to creating a paperless office for most small businesses is the price of entry. A small business with 20 or fewer employees managing paper-based information usually has a hard time swallowing a $500-$1000 per user investment plus scanners and training. Those prices are even more difficult to justify when all the small business needs is a system for scanning, storing, and retrieving electronic documents. Nothing fancy.
FileCenter is available in two versions and both are priced well below other applications offering similar capabilities. FileCenter Professional is designed for any workstation where document scanning will be performed and is priced at only $269.00* per workstation. FileCenter Standard is designed for any workstation that needs access to the FileCenter paperless document system, but where no scanning will be performed. FileCenter Standard is priced at only $95.00* per workstation.
Discounts available for multi-license packs. Pricing includes 1st year software maintenance and upgrades.
The "paperless office" is one in which the maintenance and storage of paper-based information is virtually eliminated. The vast majority of business information in a paperless office is created in some type of electronic format using desktop computers, notebook computers, personal digital assistants (PDAs), and even cell phones. Any information that is not already in electronic format can usually be converted from paper using a desktop scanning device. Ultimately, all paperless information can be easily, efficiently, and securely stored and maintained in electronic format on an office file server.
FileCenter easily, efficiently, and affordably accomplishes the goal of creating a paperless office for most small to medium-size businesses.
