Intranet Corner

• Searching
• Retrieving
• Re-dissemination

In this month's toolkit, we have chosen to examine software applications that will assist you in archiving documents, which will take you beyond the "saving and filing" myth. Although, below, we have shared our opinions about the applications, you may download the majority of the products so you can test and see which one best fits your needs.

Archive Power Professional

Targeted to large firms, Archive Power Professional (APP) is a power tool to manipulate electronic documents. Recognizing that there is a need for an application to organize online and off-line documents, APP furnishes users with the ability to create different document types and the ability to store them in cabinets, drawers and folders that are displayed in a hierarchical tree. As a result, users are able to place and find documents easily with a series of mouse clicks. In addition, this application supplies various searching utilities which allows for rapid information retrieval based on preselected indexing of documents. Indexing may be based on an unlimited number of Index Field Definitions Sets. For individuals who are constantly updating documents, Archive Power Professional will recognize any changes in a document or its index information when moving or copying between:

• Cabinets
• Laptops and servers
• Local workstations

While testing Archive Power Professional, we liked the following five features:

• Indication of the Status of the Document - Archive Power's Annotation Tools, allows users to leave sticky notes, highlight text, or even link to another document on your computer to collaborating teams members to notify if there is any additions or deletions.
  
  
• Global Communication - From APP, users have the ability to fax or attach scanned-in documents to your e-mail messages
  
  
• Quick Searches - Archive Power's search engine can find any document in a multitude of ways, even from a single word
  
  
• Flexible Indexing - Indexing system provides the means to classify, organize, retrieve and maintain documents
  
  
• Data Sharing - Users of APP can create a single Company Library or multiple Department Libraries that can be shared as needed
  
  
• Automatic Cross-referencing - Archive Power will automatically cross-reference every document in a Cabinet. Then, using the powerful search engine, create a list of documents where a word, date or phrase is referenced in an index field or full text of the document

To download a copy of Archive Power Professional click here.


Knowledge.Works(TM)

Designed to store e-mail based information, Knowledge.Works is a flexible archival tool which can be used with Lotus Notes, and Microsoft Exchange / Outlook. With plenty of virtual filing cabinets, users can store important e-mail messages which contains important information on key competitors. Inside the file cabinets are automation features to categorize, index, search, alert, monitor, and subscribe to information for delivery. In addition, Knowledge.Works supplies users with unique tools, which take the stored information and turn it into manageable intelligence for future decision making.

When trying Knowledge.Works, we found the following features extremely beneficial when storing and manipulating CI documents:

• Powerful searching capabilities
• Easy updating functions
• The ability to receive and store new information automatically (i.e., news alerts)
• The ability to share the stored information with colleagues
• Adjusting different functions in the application to cater our particular needs

To test out Knowledge.Works, visit the Cipher-Systems Web site.


IXOS-ARCHIVE

IXOS-Archive allows firms to archive information which is presented in different formats. Whether it be scanned printed documents or presentations created in PowerPoint, IXOS-Archive can be easily integrated into a firm's existing computer processes. Capable of managing high volumes of documents and designed for global deployment, this application provides a tool for firms to share archived information with employees or clients. As a result, firms will find themselves reducing the amount of paper being exchanged internally and externally, thus decreasing the cost of distributing information off-line. IXOS-Archive will enable documents to be searched, viewed, and disseminated in under a few minutes.

While placing documents in our archives using IXOS ARCHIVE, we were impressed with the following functions of this product:

• The ability to include images from the Web in the archives
• The ease of removing data from the database while maintaining both its accessibility and business content
• The secure storage of the information
• Quick retrieval of documents with the use of simple keyword searches
• Quick processing time to archive documents

For a closer look at IXOS ARCHIVE, please visit the IXOS Web site to download a copy of the application.