Features Overview

Documents may be in paper or electronic form and may come from a variety of sources. They may be scanned in, creating an "electronic photocopy" of an original paper document, received as a fax without first printing on paper, received via e-mail or imported electronically. Documents may be monochrome or color images, word processing files, or even CAD files. The structure of documents is such that as new methods of acquiring information are defined they can easily be added to the system.

The overall architecture of the system is based upon an object-oriented model. A system is composed of a collection of "objects", each of which has specific attributes. For example, a User has a password and privileges, whereas a Scanner has contrast and resolution settings.

The system is implemented as a collaborative computing model, which is an extension of the traditional client-server environment. In client-server, a node can be either a client or a server; in the collaborative model, a node can be both a client and a server, depending on what role is required, at the time, in a distributed processing environment.

Unlike a traditional filing system, LibertyNET provides virtually unlimited ways of storing and retrieving documents. There are two important concepts to understand about the organization: Folders and Forms. A Folder is a collection of documents. A Folder can be empty; it can contain a few documents; it can hold an entire file cabinet of documents; or can even be viewed as an entire file room full of documents. From a more technical standpoint, it is a database of documents. A Form is used to describe how a document will be indexed for storage and retrieval. For example, an APPLICATION may be identified by Applicant Name and Date and/or city archive documents may be identified by reference # and a combination of other identifying criteria. The "data entry" screen, which is used to capture its descriptive information, is the Form and are all user definable criteria, depending on the specific application desired.

Additionally, Forms allow field validation, lookup capabilities, as well as "links" to external databases. The Form definition also specifies a display format, which defines how the information captured on the Form is displayed when opening a Folder or as a result of retrieval query. In essence, the display format is a report format, which is used to show what is currently in the Folder (database). Most systems have needs, which may appear similar, but have particular requirements, which are unique to the application or organization. Through the use of Forms, these special requirements can be addressed.

LibertyNET COLD Option

Computer Output Laser Disk (COLD). LibertyNET can manage the reports, which are generated on mainframe and minicomputer systems. These report files can be stored within the LibertyNET system, and managed as if they were scanned in as a paper document. The reports may be invoices from an accounting system, or even a financial statement comprised of thousands of pages. The report can be viewed as text only, or can be overlaid with an image of a preprinted form. Printed copies can also be generated, both with and without the overlaid form.

LibertyWEB Option

LibertyWEB allows your documents to be accessed via the World Wide Web, using any commercial browser... no add-ons are required! LibertyWEB allows you to search for documents as if you were sitting at the LibertyNET desktop. You can open and browse folders, search for documents using standard searches, even perform full text searches, all across the net.

SQL and Oracle Database Support

Database support now includes Oracle 8.0, Sybase SQL Anywhere 6.0.1 and Microsoft SQL Server 6.5 & 7.0. The databases are licensed separately from LibertyNET.

Enhanced Security

Read, write, and delete privileges can be assigned at any level; group, user, station or any combination. For example, a group with all privileges may have a user who should not be able to delete documents; this user can be excluded from the group for only the delete privilege and still have read and write privileges. The hierarchical structure makes the security model easy to use. Security at the document level is now just a button click. Even if a user has access to a certain form type you can now set security to deny access to particular documents with the permitted form type.

Configurable Toolbars

LibertyNET's unique button bar provides easy access to frequently used functions.

Completely configurable Toolbars enable any feature and/or functions within the LibertyNET system to be represented with a "one touch simple" button that automatically provide the requested function. For example, predominantly uses a particular type(s) of requests, those queries can be represented by a button which when pressed will automatically initiate that particular search. A LibertyNET user can effectively and easily buttonize any menu item in LibertyNET and each individual user if need be may have a different button interface. Buttons can even have custom pictures on them. LAB security allows users to have their own custom toolbars. User may even remove menus from LibertyNET so users just have buttons to press. Automate Commands - one click command execution. Wizards to guide user through configuration process in Automate commands.

Lookup Applications and External Databases

LibertyNET can easily access existing databases to automatically complete indexing forms. Using Windows DDE, the LibertyNET Form is "linked" to another application screen. The "linked" application is specified when defining the Form, and LibertyNET uses the field names as the DDE LinkItems.

For example, when scanning customer invoices, the operator would only need to enter the Invoice Number. The "Lookup Application" would then look into the accounting database, find the customer name and invoice amount, and automatically insert the information into the LibertyNET Form.

LibertyNET Application Builder

The LibertyNET Application Builder (LAB) is a unique and powerful tool, which allows non-programmers to customize LibertyNET to match their application requirements. A System Administrator can use this to design special index templates, pre-define document requests, and create organizational structures and security systems. The system assumes that the System Administrator has the skill set of a Network Administrator, including a familiarity with directory structures, users, and security. The Administrator should understand fundamental database concepts including fields and reporting formats, but does not need to know database programming. LibertyNET takes care of the underlying database structures and administration.

Whether it's a stand-alone or network system, each LibertyNET software application is created with a simple set of building blocks known as Objects. All Objects have a set of attributes in common with their peers. There are also attributes, which differentiate each Object. For example, both Document and User Objects have names but only a Document may have a page number.

Bar-coding and OCR

LibertyNET is integrated with OmniPage to provide full support for OCRing documents. Documents can be OCR'd immediately after they are scanned into the system or set for a batch process to be run after hours. Zone OCR and drag/drop OCR capture information from specific areas of the document to automate indexing of documents.

The Kofax scanner board is the hardware device that communicates between LibertyNET and the scanner. Kofax manufactures specific boards that include the ability to scan bar-coded documents. One bar code can represent a variety of key identifiers for a particular document that is being scanned. Once scanned the barcode information automatically updates the index fields. This is automatically accomplished through LibertyNET's Rule Templates.

Bar coding and OCR combined reduce the data entry required to populate the index fields. This method along side of Zone OCR fields can both be implemented to achieve the net result of reduced data entry. Since some documents are created internally it would be very advantageous to initially include the barcode on the document. This would simplify the need to have to print bar-code labels.

Automatic Indexing schemes

The LibertyNET System provides a rule-based indexing system that allows automatic indexing based upon bar codes, mark sense, page count, existing fields and default values -- as well as many other document attributes.

LibertyNET also provides a flexible look-up capability that can be based on a field or combination of fields. Using Dynamic Data Exchange (DDE) the index form is dynamically linked to the other application.

By Optical Character Recognition (OCR) technology, document content may be utilized to provide full-text indexing. Using full-text indexing, including Boolean, wildcard, range, proximity searching and search restrictions, documents can be located based on terms found in the index and /or body of a document. Full-text matches can be highlighted within documents, allowing easier location of the item, which satisfied the search.

Document Management Option (LibertyDM)

This module allows a repository of documents to be accessed via a check-in/check-out procedure. A log is kept of who has the document and the length of time the document has been checkout. This will help to avoid document duplication. Document Management also includes version control. This feature allows you to track changes by assigning a different version number every time changes are made.

Fax & Remote Access Capabilities

LibertyNET allows remote locations to transmit and receive documents via telephone.

Flexible Storage Options

LibertyNET can store millions of pages on Magnetic Drives, Magneto Optical (MO) Disks, Write Once, Read Many (WORM) Optical Disks and/or CD-ROM. LibertyNET also supports CD-ROM, 5.25" and 12" drives and jukeboxes ranging from 1 to 500 discs.

Forms Processing - Datacap Taskmaster and LibertyNET Integration

Datacap and LibertyNET have joined forces to provide users with a seamlessly integrated solution for automated data capture and document management. LibertyNET can be used to manage the forms/documents and the information processed by Datacap's Taskmaster software. Whether the document has been scanned into LibertyNET or the documents that have been captured by Taskmaster, the seamless link between the two software packages allows for easy, automated indexing and search capabilities.

Full Text Search

LibertyNET has Full Text Search capabilities allowing documents to be located by both the index information and/or the contents of a document. If text comments or attachments are added to an image, they may also be used to locate that specific page. If an image is OCR'ed (Optical Character Recognition), the OCR text may be used for searching. Full Text Searches support full Boolean logic, proximity and fuzzy searching. As with all other LibertyNET functions, Full Text capabilities are configurable using the LibertyNET Application Builder.

Image Enabling

LibertyNET makes it very easy to "image enable" existing applications. This would allow a Windows or DOS application to add images, without the need to be concerned about how to scan or where to store images. Enabling can be implemented either with DDE, Windows registered messages, or LibertyNET's advanced MSGDRV (pronounced "message driver"), which only requires simple command line parameters in the enabled application.

Image Recognition (OCR)

Utilizing the Caere OCR Kit 2000, LibertyNET has access several new features. Multiple languages are now being supported. Filters can be set to OCR either numeric or alphanumeric characters. Accuracy has been improved with the implementation of a voting engine working with seven recognition engines. OCRing can now be performed on all supported platforms.

LibertyNET TaskFlo Routing and Distribution

LibertyNET supports the Routing and Distribution of documents electronically using it's sophisticated TaskFlo engine. TaskFlo allows documents to be sent between LibertyNET users, with all users receiving the documents at the same time (Distribution), or with one user receiving the "task" after the prior user is finished (Routing). The sequence of the route can be fully controlled by the user. Annotations made to the document can be restricted to only the user requesting comments and the user making the comments, allowing for confidentiality. Open tasks are easily tracked, and new tasks can be spawned from existing tasks.

LibertyNET has both an ad hoc and structured (Rules Based Processing) workflow that allows users to electronically "approve" various steps within a workflow process. In addition, LibertyNET's Workflow enables the originator of the task to designate whether or not the recipients of the task have the privilege to read one another's comments and / or keep the comments secure to only the initiator of the specific workflow. The originator of the task may also set parameters that notify him or her as the document (s) proceed along the workflow process, as well as set an inactivity notification that will alarm the originator of the task that a particular workflow is not in motion. In addition, the initiator of a Taskflo can assign a priority status to the documents - from low to critical.

Open tasks will display for any initiator what items they have open, and show their status. The administrator sees all open tasks in the system for reference reporting.

The LibertyNETT Taskflo provides a powerful mechanism for performing a variety of automated tasks. The lists of rules that define the methods used in these processes are known as Rule Templates. The Rule Templates let you define a series of rules, which will be evaluated on a step-by-step basis. Each rule consists of a logical evaluation and an action. One can think of each rule as a IF THEN statement where an ITEM is evaluated and if found true, an ACTION is then taken.

Rule templates provide you with the means to intelligently manage your documents automatically, alerting you to unusual circumstances and even updating host applications.

Manual Indexing Schemes

The LibertyNET System provides for the manual indexing of documents, with or without the document being displayed. This can be accomplished at any station within the system. Additionally, partial indexing may occur at one station with the document being sent to another station for the remainder of the indexing process.

To assist in the indexing of documents, field values can be chosen from a pick list -- allowing for greater indexing consistency and accuracy. Field masks may also be assigned to control input. It is also possible to have fields validated by an external application using checksums or verification against an existing database.

To eliminate the need for manual tracking, the LibertyNET System automatically time dates and operator stamps every page captured. This provides a historical reference for the indexing of the document.

To ensure the integrity of index fields, the System Administrator controls who is allowed to index documents and manipulate index information.

Markups and Annotation

LibertyNET provides many ways of adding information to a document without modifying the original. Markups allow visual additions to the document, all being managed in various layers. Markup Tools include: Text, Line Draw, Freehand Drawing, Highlighting, Whiteout, and Rubber stamping; with size and color controllable by the user. LibertyNET automatically tracks the time/date and creator of all markups.

Sticky Notes allow for attachments to be made to pages using Windows Object Linking and Embedding (OLE). OLE allows many types of annotation including text files, spreadsheets, and voice or even video. LibertyNET's advanced packaging technology allows all file types to be embedded, even those created by DOS programs.

Native Viewers Option

Ability to view numerous documents types without the need for the application, which created them. The Native Viewer Option allows all users on your system to take advantage of this feature with a single one-time charge. Native Viewer allows documents to be printed as they appear on the screen. If desired, the original application can still be launched when using Native Viewers.

Without native viewers, LibertyNET presents the document and the formatting codes as raw data. This often appears as meaningless code. To see the document, the original application must be launched.

Optical Server and Volume Manager

Provides support for removable/multiple volumes, such as optical disks. Tracks location of all volumes and allows the system to queue requests accordingly. LibertyNET is capable of managing millions of documents, both as images and as files. As such, the storage requirements usually range from the 100's of megabytes to the 100's of gigabytes and beyond. Each optical disk can store from 650 MBs to over 10GBs. Most applications use multiple optical disks and require "jukeboxes" (automated library units). The jukebox allows media to be exchanged in the optical drives without operator intervention. The Optical Server is usually a dedicated workstation on the network to which the optical disk drives and jukeboxes are attached. It is also a Windows application, which manages the storage and retrieval of documents from the optical media. When a user requests a document, which is stored on an optical disk, it is the optical server's responsibility to retrieve the document and return it to the user. This process is optimized to provide the best overall system throughput.

Rules Based Processing, Automation, and Extended Workflow

One of the most unique and powerful features of LibertyNET is its rule templates and ability to accomplish rules based processing methods. The rule template can be compared to a graphical macro-tool that allows users without programming experience to create programmatic routines to accomplish a wide range of tasks. This can include simple tasks such as assigning a batch of documents a particular index form and populating common fields like the "document Type" field. It can also include Zone OCR tasks that extract type written information from a zone on a document and input the information in a particular index field. More complex routines can also be created, and these routines can encompass workflow tasks. For example, a rule could be created to determine if a document has been OCRed and, if so, move it to a designated folder automatically. Also, a rule could be created to determine if a document has reached the end of its retention period and move it to a purge folder.

Scanning Features

The LibertyNET System allows for the batch scanning and indexing of documents, ranging from a few pages to hundreds and hundreds of pages (large volumes). The documents can be automatically placed in batches with visual verification of every page or n pages. Statistics are maintained regarding the total number of pages and documents scanned.

Additionally, utilizing LibertyNET's Automatic Document Bursting feature, new documents can be designated with separator pages, blank pages, bar codes, mark sense, or via page count -- allowing less operator intervention at the point of capture. When scanning in large volumes it may be necessary to occasionally rescan a document due to a problem with contrast, paper jam, etc. Whatever the case, rescanning of bad images is a simple menu choice can be made extra easy for the scanner operator by a simple push of a pre-defined button. In addition, the LibertyNET System allows images to be rotated after scanning. This allows landscape images to be viewed in their proper orientation. Also, documents with torn, hole punched or mangled tops can be fed upside-down and then rotated to avoid paper jams.

All scanner setups are configurable within the LibertyNET System. These options include: page size, resolution, image type, darkness, contrast, paper source, start mode, scanner type and extended features.

User Interface

LibertyNET is based on the powerful and flexible Microsoft Windows. As a Windows application, it is supported on a wide range of PC's and displays. The user interface is designed to allow easy access to all the functions through either a mouse or the keyboard. Since some users prefer pull-down menus, while others prefer icons or keyboard functions, LibertyNET supports them all. A user can elect either input method, based on individual preference.

LibertyNET has been optimized to minimize the number of keystrokes or mouse-actions required. One way this is done is through User Preferences. These store responses to frequently asked questions such as Which Folder? Which Form? Which Scanner Setup? or Which Query?. Additional functions can be automated by creating macros for frequently repeated tasks.

Many of the LibertyNET screens are customized based on the application. When a Folder is opened a list of contents is displayed (based on the definition of the Forms contained within it). When a document is scanned the data entry screen is adaptable. View windows, as well as Folders, can be moved around the screen. Multiple documents can be displayed simultaneously. Even multiple pages of a document may be displayed within a single window using the LibertyNET "thumbnail" feature. These features, and more, allow increased user productivity and satisfaction with the system.

User Privileges

The system administrator is now able to assign two new privileges to users. First, users can be given access to design predefined taskflos. Secondly, users on NT have the option to choose an integrated login. For those organizations that change passwords on a regular basis this feature will save having to update the LibertyNET login.

WebLink

LibertyNET users now have the ability to email hyperlinks to any document stored within the LibertyNET system. This is done through a browser therefore the recipient does not need to know LibertyNET, be a LibertyNET user, or even have LibertyNET running on their PC.

Workflow

LibertyNET Workflow enables a company to perform efficient business process automation. LibertyNET's TaskFlo, a component of Workflow, enables access and approval of documents by individuals working in different roles and in different departments within the organization. Documents can be routed to a series of individuals sequentially or can be distributed to a series of individuals simultaneously.

LibertyNET has both an ad hoc and structured (rules-based processing) workflow that allows users to electronically "approve" various steps within a workflow process. In addition, LibertyNET's TaskFlo enables the originator of the task to designate whether or not the recipients of the task have the privilege to read one another's comments and/or keep the comments secure to only the initiator of the specific workflow. The system also supports e-mail notifications based on conditions such as elapsed time.

LibertyNET Workflow also includes a Business Rules Engine, which offers a complete set of tools to automate indexing and other document processes. If your requirements are highly sophisticated, this component provides the level of detail needed to implement complex processes.

• Routing and distributing documents between LibertyNET users
• Using Private Attachment option to control anyone accessing comments other than the originator and author
• Assigning deadlines and warning of deadlines to a particular job
• E-mail notifications at each step or upon completion
• Sending e-mail to recipients as a reminder of a new TaskFlo
• Prioritizing each TaskFlo
• Allowing the administrator to assign TaskFlo Builder privilege to any user
• Helping managers to manage tasks, documents and people

Version control and Auditing

LibertyNET Version Control and Audit Plus provides effective management over the lifecycle of a document, including check in, check out, revision tracking, version control and history records. You also have the ability to integrate digital signatures and make document mark-ups and annotations.
Companies can improve how they control and audit documents. By providing versioning, companies can simplify document review procedures, improve quality control and increase overall efficiency.

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