How does IDS work? IDS closely integrates scanner control within the system; you are guided through the process from loading the documents to be scanned, right through to the automated saving of the searchable PDF images to the client’s folder on the hard disk. IDS organizes information into a straightforward file structure. Clerical staff can quickly and easily create folders for each client and group them under other folders for long-term storage on network drives, CDs, or other removable media. A critical element of IDS is the simple routine for backing up client files to other drives, removable media, and CDs to safeguard the files from accidental destruction or file corruption. We are getting ready to put in a new computer system to handle new business but don’t know what to do about our archives. That is exactly why IDS was created! We can work with you so the files can be accessed through your new system. Since your files will be in the industry standard PDF format, most systems should be able to read the files. What is included in the IDS package? The IDS turnkey system includes IDS system software, a specially configured, high speed PC with one terabyte of storage (1,000 gigabytes), a flat screen 17” monitor, keyboard, and mouse. It also includes a scanner that processes 25 pages per minutes (simultaneous front and back scanning at 50 images per minute), an inkjet printer, and a backup power unit. My office staff has too much to do and not enough time to do it. How is IDS going to help us? Once you see IDS work, you will see how incredibly easy it is to run. It does not require a dedicated person/resource. It does not require a person who needs to have “a sense of how to do this.” We specifically geared our IDS design to people who are extremely busy but need to secure their files. You put a pile of papers in the bottom of the scanner and they automatically come out the top – all scanned – all done. If you have to answer the phone or help a client in the office, IDS keeps scanning on its own. When IDS is done with the current pile of papers, it waits for you to put in the next pile. One of the bigger scanners compatible with IDS can automatically process 500 sheets at a time, at a rate of 90 pages (180 images front and back) a minute. That sounds great but how can I integrate IDS into my office workflow? We have office management experts available to help you design a procedure that fits your environment. Whatever your challenge is, we can help you. Service and customer support are critical to your business – and ours! O.K., so I get all my records scanned to electronic images. What about backups? We are deeply committed to backing up everything. We know that if backing up is tough, it will not be done. Therefore, we designed IDS to keep backups extremely simple. Two clicks of a mouse and IDS does an internal backup from its primary data hard drive to a second physical internal hard drive set aside for backup. If something happens to either disk, all the data is immediately available on the other hard drive. We recommend backups to CDs or DVDs in addition to the two-click backup. Once a CD’s worth of data has been scanned, IDS can do a backup onto a CD/DVD. You then can take this CD/DVD offsite. We define offsite as any place physically away from any catastrophe that might befall your office or the IDS PC. This offsite location does not have to be some special highly secure building – it can be your home – so long as your office is not in your home How can I find documents after they have been scanned? IDS creates a PDF searchable index of which client’s documents are on which CD/DVD. It will tell you exactly where you can find the documents you are looking for! What options do I have for storage? The IDS system includes a really simple alternative - while you are working, you may copy all of the work in progress to a memory stick via IDS’s Removable Media Manager – just a few mouse clicks, and your work in progress is on a memory stick ready to put in your pocket or purse. For an additional initial charge, we can configure IDS to make backups automatically over the Internet to your offsite location. Another option we offer is configuring IDS to make backups automatically to a local hard drive operating in a fire safe. At an additional initial charge and a monthly charge, we can configure IDS to make backups automatically over the Internet to a third party’s off-site secure data storage. What stays on the IDS computer? IDS has two separate 500-gigabyte data hard drives in the IDS PC – one is the primary data disk and the other is the backup data disk. The entire IDS database (and a backup copy) is always immediately available – for searches, copying, printing, etc. IDS also has a third hard drive for the operating system and the IDS application programs. We did this so the IDS data is completely safe on its own hard drives – completely protected from any major issue with the operating system that might result in reformatting the hard drive or reloading the operating system. What kind of reports can IDS do? IDS is quite flexible. Just a few include the client index and alpha sorts of clients. IDS also provides customizable fields that can be used for data such as name, case number, account number, payroll week, salaried/hourly, job site, account id, lot number, etc. Any list that is displayed on IDS may be printed as a report. Legal   Medical   Business   FAQ   Free Demo   Requirements   Overview   Home