RMS Solutions records management solutions Alchemy

Alchemy database white paper for v7.pdf

Torn Between Paper and Digital - article from Integrated Solutions magazine.pdf

The Document & Data Database for Archival and Retrieval

What is an Alchemy Information Management Solution ?

Alchemy^® is a Windows compatible business application that builds document databases on low-cost computer storage and provides a variety of retrieval and output options. Alchemy is well-known for its innovative use of new archival media such as CD-R and DVD. It is ideal for managing large volumes of images, computer report files (COLD), MS Office files, PDFs, AutoCAD and other common PC files, and includes all the functions necessary for indexing, archival, query, retrieval, viewing, printing and routing via e-mail. Alchemy also has programmable interfaces for integration with other business applications.

What makes Alchemy the best choice?

Worldwide leader: for utilizing CDs in image archival and report distribution applications. Endorsed by the leaders in CD and DVD storage hardware and software.
Widespread usage: installed in over 5,000 corporate and government installations in more than 40 countries.
Flexible solutions: can be installed as a standalone solution f or small offices or company departments, or integrated into an enterprise business application.
Diversity of file formats supported: uniquely combines TIFF, COLD, Word Office files, PDF, HTML and 250+ file formats into one electronic filing system.

Alchemy consists of two main programs: Build and Search. Optional modules add special features such as scanning and OCR, COLD/COM file import, Web browser access, AutoCAD support, and task automation.

Alchemy Build is used by those responsible for creating document databases for archival, publishing or distribution. Alchemy Build can archive an entire document database (documents, data, full-text index, search program and viewers) to any storage media (CD, DVD, RAID etc). Alchemy remains the industry leader in this. Alchemy databases are compliant with the Open Database Connectivity (ODBC) industry standard and can be accessed using SQL tools and applications.

Unlike other client/server database or document management systems, Alchemy requires no special database management skills, no programming, and no client/server expertise to operate.

Alchemy Search is the full-featured Windows client used for read-only access to the document databases created with Alchemy Build. Each database can have one to hundreds of simultaneous users. Access to databases means the end user can query by full-text or data fields, view a hit list, view the contents of a document or data record, and print, fax, or email the document. Accessing databases using a Web browser is simple, through the optional Alchemy Web Server.Unlike similar sophisticated and powerful search engines and document managers, the Alchemy user interface is simple to learn and use. Customers range from microfilm research clerks to CEOs.

Alchemy Gold Feature Overview

New! Multi-user database option supports multiple Builders and Searchers.
New! Industry standard APIs for customization and integration
New! Annotations
32-bit software compatible with Windows 98, XP, 2000 and NT.
Includes a document database manager developed by IMR specifically to index and store object files and data together. Files are stored in their native format. Each database can easily scale to handle millions of files and records with no hit on query and retrieval performance.
For higher volume applications, global query across databases can link hundreds of millions of files to users.
ODBC compliant database for SQL access to Alchemy indexes and documents.
High-performance, ultra-efficient full text indexer developed by IMR with industry-leading compression and support for most text file formats. Unsurpassed for report file indexing. Typical index overhead of only 3-5%.
Over 250 file filters and viewers, including TIFF, Office, PDF, and HTML.
Security privileges assignable at the database, folder or document level.
Database template design: fields, profile and folder templates, indexing methods, lookup tables, stop words.
Storage manager writes to CD-R, CD-RW, ISO image, RAID, any hard disk or other logical storage devices.
Intelligent on-the-fly data compression.
CD-SPAN recording and retrieval capability.
Portable runtime Alchemy Search program which includes all licensed viewers. Runs direct from archive disc, from network drive or on each desktop.
Extremely fast queries and hit list display.
Many search options: Boolean, adjacency, fuzzy, combined full text and data field, date range, filename, numerics, relevancy ranking, search list refinement.
Output options: advanced printing functions, send to fax, retrieve to hard disk, send to e-mail, export data to ASCII delimited file.
Personalized user interface: each user can set viewing and query preferences.
Command line interface for "lights-out" unattended batch operations.
Forms overlay designer for report files.

How Alchemy Works

The Alchemy process is very simple. First-time users are up and running in little time.

1.Add files to the database using drag and drop from Explorer, the Scan interface or DataGrabber. This step can now be shared by several workstations.

2.Write the files to any destination disk. During this stage, files are automatically indexed by content, attributes and fields, and compressed. Optionally the search program with viewers and the indexes can be copied to the disk at the same time.

3.The files are now ready for search, retrieval and viewing using Alchemy Search or Alchemy Web Server. Access the data from a standalone PC, PC LAN, Intranet or Internet connection. Or directly from a CD.

4.Query the database by full-text and profile fields. Search across multiple databases.

5.View the document in a WYSIWYG viewer, copy, retrieve to hard disk, print, send to fax or send to e-mail.

6.Update the database from any Build station: annotate, add new files, add more data.

The Alchemy Database Architecture

IMR developed a unique flat-file object database structure that is at the heart of Alchemy, which is now on its 6^th generation and is field-proven in thousands of business applications. Its large installed base makes this database architecture one of the most widely used databases for imaging and COLD applications. And experience in real world applications continually shows that when it comes to indexing and storing large numbers of object files, the Alchemy architecture is more efficient with smaller overhead and is easier to maintain when compared to a relational database.

The database structures are optimized for full-text operations and the integration of document properties and metadata. Originally developed for slow access CD-ROMs, Alchemy's retrieval performance is even more impressive when the databases are stored on RAID or other hard disks.

Unlike any other database used in imaging and COLD applications, Alchemy has highly developed end user interfaces that are completely tuned for one fundamental application: filing and finding documents and data. As a result, Alchemy does not require any special database administrator training. Typical users are deploying their first Alchemy database the same day as installation.

Alchemy's unique architecture allows the read-only database index files, the data containers and the Search program to be located anywhere on a network, or packaged all together on an archival disc. This unusual flexibility enables the end user to configure an Alchemy system to meet his/her specific needs, not the other way around.

While the database has many unique features and is virtually maintenance-free, it is also open to other applications through the ODBC driver interface.

Document Imaging Module for Alchemy

What is Alchemy Scan?

Scan is an add-on module for Alchemy that operates popular scanners to capture documents and uses OCR to create searchable text from images. Although Alchemy can accept images made by other document imaging applications, Scan is completely integrated into the Alchemy Build workspace. As a result, this is the easiest way to convert file cabinets into a computer database that is immediately accessible from any Windows PC or a Web browser.

Use Scan for imaging applications where one dedicated scanning and indexing workstation will handle the paper volume for an office. The number of pages able to be processed by a Scan station depends on several factors: the scanner speed and automation features, document size, simplex or duplex, resolution, black and white or color, and OCR indexing.

"Alchemy Scan is ideal for a single office or a network" Imaging Magazine

Feature Overview

Scan, OCR and edit images within the Alchemy Build workspace.
Automatically recognizes and operates more than 100 SCSI scanners using the ISIS drivers. Scanners range from flatbed color scanners to fast page scanners with automated document feeders.
Monochrome, grayscale and color scanning are supported.
Scan directly into folders. Use Alchemy's folder lookup search to locate an existing folder.
Duplex and multi-page TIFF scanning.
Supports the IMR & Canon batch separator sheets.
Indexes are easily created by five methods: data entry, OCR zoning, OCR full-page, OCR drag and drop, batch profiling.
Supports batch scanning and batch OCR indexing. Includes the Xerox TextBridge OCR engine.
Unique drag and drop OCR feature populates a profile field with data.
Other OCR indexing options: full page text, specific zones on a page
Automatically links the OCR text file to the image file.

How Scan Works

1.Scan documents into an Alchemy database folder.

2.Use OCR to create searchable full-text or key fields. Scan automatically links the OCR text file and key fields to the image.

3.Key in data using Alchemy profile cards.

4.Edit the scanned images (rotate, flip, invert, cut, clear etc) before writing to the database.

System Requirements

Most imaging applications are processor, disk and memory intensive, and will benefit from the most powerful, dedicated workstation available to the user. Windows 98, XP, 2000 or NT is highly recommended.

Same version of Alchemy Gold or Pro license on same workstation - required.
Windows 98, XP, Windows 2000, or Windows NT
For 95/XP: 16 MB minimum for scanning, 32 MB recommended for OCR, 64 MB optimal
For NT/2000: 32 MB RAM minimum, 64 MB recommended
Pentium processor
13 MB free hard disk space for program files
Sufficient hard disk space for temporary image storage
Supported SCSI scanner: Scan does not support every scanner with an ISIS driver; before you buy, consult your local authorized IMR partner, FileScan Services.

Canon's line of revolutionary Image Filing Systems and accessories have changed the way business manages the flow of information, allowing users to input images from paper, microfilm and microfiche, directly into any computer. With Canon's Image Filing Systems solutions, the task of records management just became more manageable.

DR-3060 Document Scanner

Turn your ordinary PC into an affordable, easy-to-use document management tool. The Canon DR-3060 is a revolutionary Duplex Scanner offering true high performance right at your desk! It is a compact, high-speed black and white/ grey scale scanner capable of scanning up to 40 pages per minute at 100-300dpi. It comes complete with TWAIN and ISIS drivers so it can be used with a wide range of software packages, including Canofile for Windows and CanoBureau Workgroup. The DR-3060 can handle a wide range of paper thicknesses and sizes from B4 to business cards and has many new functions such as pre scan, user preference, skip blank page and deskew. The DR3060 represents the new standard in desktop scanning!

DR-5020 Document Scanner

The new Canon DR-5020 is an extremely versatile desktop document scanner that delivers the high performance throughput and capacity demanded by today's information-intensive business environments. From business cards and checks to documents as large as 11" x 17", the DR-5020 can handle it all, even original document sets consisting of intermixed sizes and thicknesses at scanning speeds up to 90 pages per minute.

The DR-5020 offers a standard, large-capacity document feeder that holds up to 500 sheets. It's Dynamic Skew Correction feature automatically compensates for skewed documents during feeding for continuous as well as properly aligned images. Extremely user-friendly, system setup and all standard scanning operations can be accomplished at the touch of a button. The DR-5020 offers multiple user-selectable resolution settings up to 400 x 400 dpi for both simplex and duplex scanning operations, giving operators complete control over image density and overall quality. The new Canon DR-5020 is a single solution for all your document scanning and archival needs