For today’s paper and data-intensive organization, successful document management solutions are often measured by how well they perform two critical functions: archiving and retrieval. 

The IDS VLibrary is a Web-enabled file repository that simplifies the collection, storage and access of your organization’s scanned documents and other critical electronic files. The IDS VLibrary boasts:

• Broad compatibility
• Dynamic features and functionality
• Exceptional scalability

Deployed on an internal network or through a secure Internet connection, the IDS VLibrary platform presents a valuable technical and administrative asset for tackling even the most ambitious document management challenges:

• The IDS VLibrary accommodates large volumes of content regardless of file format
• Documents can be added to the system either manually or automatically during the scanning process using ScanDox
• Unlimited storage capacity ensures that the IDS VLibrary will scale with your company's file management needs
• API protocols provide seamless integration with existing applications, allowing organizations to standardize processes and move to a more automated workflow environment

The IDS VLibrary incorporates numerous features designed to address the practical challenges of managing large volumes of scanned documents and electronic data. From creating logical filing hierarchies to rapidly retrieving files, the IDS VLibrary helps companies effectively administer their digital records with incomparable ease.

Two Filing Structures

It is conceivable that filing requirements will vary from one department or project to the next. To address this unique scenario, the IDS VLibrary offers two distinct filing methodologies:

• Folder Hierarchy
  • The folder structure is similar to the filing hierarchy found in Windows Explorer, where any folder can contain multiple sub-folders. Indexing can either be inherited from the parent folder or be unique from one folder to the next

• Filing Cabinets
  • The IDS VLibrary’s filing cabinets were designed to mimic the filing cabinets that are used in a typical office. Each cabinet can hold any number of tabbed folders, which themselves can broken down by sections, similar to the way that your patient file is organized at the doctor’s office. Filing cabinets are template-based to ensure that each cabinet manages your documents using a uniform filing structure

Tailored Indexing

The IDS VLibrary’s multiple indexing options allow users to readily classify and reference any file in the manner that best suits the organization, helping to identify its purpose or relevance for better grouping and retrieval:

• Choose any of five index field types
  • Alpha-numeric text
  • Numeric digits
  • Date stamp
  • Checkbox
  • Drop-down lists
• Apply alpha-numeric text, date stamps or checkbox
• Apply an unlimited number of index combinations per folder
• Automatically add new or existing index fields to sub-folders
• Users can select which index fields are displayed in each folder

Smart Search Technology

The IDS VLibrary’s Smart Search algorithms provide fast and accurate results, locating documents and files in seconds with minimal reference information:

• Perform wildcard searches of all text fields, including indexes and file names
• Search from any point in a filing hierarchy
• View results organized by folder
• Edit search criteria to narrow or expand results
• View number of matching results

Before entrusting your company’s critical information to any document management solution, it’s important to inquire about the system's safeguards.  The IDS VLibrary employs multiple security features to ensure regulatory compliance and superior oversight:

• Assign folder permissions by user or group to ensure proper authentication and authorization
• Detailed audit logs automatically record every action for the life of a residing file, including file upload, access and renaming

• Activity logs record actions taking place throughout the system, such as user login/logout to folder and index creation
• Administrator-controlled deletion features help safeguard against inadvertent or intentional data loss