Electronic Document Management

Electronic documents offer advantages compared to paper documents:

• Easier to protect from document loss.

• Can be sent to remote locations in seconds.

• Can be searched for key words or phrases.

• Require far less space for storage.

• Can be used by multiple people concurrently.

• Easier to manage document retention and destruction.

Converting paper documents into digital formats requires scanning and optional optical character recognition if searchable text is needed.  Typically, index values are entered from a keyboard to identify each document when it is added to a repository.  Capturing paper documents as searchable Adobe PDF files can be performed at rates up to 300 pages per hour using a scanner that costs less than $1200.

Advanta Technologies provides document management systems based upon OurLibrary - software that we developed.   The design objectives of OurLibrary are -

• Easy to use - search and find documents after a few minutes of training.

• Low cost document capture.

• Protect documents against loss.

Our customers have great success stories using OurLibrary.  A single staff member scanned, indexed and stored a million pages in one year at the U.S. Army Simulation Command.  Another customer is scanning and capturing all U.S. military discharge forms under a contract with the Department of Labor. 

The Public Defender's Office in Gainesville, Florida has been  utilizing OurLibrary to create a paperless environment;  the legal staff take their laptops to court and retrieve documents wirelessly.  A civil and environmental engineering firm routinely performs full-text searches through ten years of project documents in less than ten seconds.

Kodak Scanners

Advanta Technologies is an authorized Kodak reseller for scanner products.  The Kodak product line extends from desktop scanners to high-volume production models.  We assist our customers to select the models that are suited to their specific needs.

Documents are initially stored on the server hard drive when they are added to OurLibrary.  Document files are copied to external USB disk drives to prevent document loss due to computer or hard drive failures.  These external drives can be detached and rotated to support off-site backup.  The SQL Server database containing document information is backed up to the external drive each night after midnight.  If the repository computer hard drive fails, the complete OurLibrary system can be restored from the external USB drive virtually as quickly as the documents can be restored to the new hard drive or PC.

Advanta Technologies can be reached at 321-258-3978.