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General FAQ
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Q: If I choose to start with a smaller package, can I upgrade later?
A: All Imaging Made Simple databases are build upon the same principles and structure. All products are completely expandable to the next package up, including IMS-Enterprise 4.0. No conversions are needed and the installation can be performed within a matter of minutes.
Q: Can IMS run on a single PC?
A: You may choose to run any of the IMS products on a single PC.
Q: How many users can access IMS-Enterprise 4.0 at one time?
A: Unlimited quantities of viewers can be purchased. You may also want to consider the Web Viewer (view only) allowing unlimited users to view content, without ability to change anything to the database. You will also want to consult with your IMS-Authorized Reseller about the hardware processing requirements based on your unique needs.
Q: How many users can access the same document at one time?
A: There is no limit to the number of users that can simultaneously view or make changes to a document.
Q: How can I get bar codes?
A: Imaging Made Simple will read almost all barcodes. The method you use for producing those barcodes is up to you.
Q: Do I have to have a scanner?
A: You do not have to have a scanner if planning to only import electronic files into the database. Some customers use a 3rd party Service Bureau to do their scanning and send you electronic files, with or without metadata. Others possibly work in mostly a computer environment without much paper and a select few of our customers only capture data from phone lines or other data streams.
Q: Am I limited to a specific brand of scanner?
A: NO. Any scanner that supports TWAIN technology will do.
Q: Should I use Tiff or PDF?
A: Tiff offers the best compression and most flexibility with annotations.
Q: What Operating System is compatible with IMS?
A: Windows XP, Vista, & 7. Professional Versions preferred. Home Versions can be problematic, especially when using the CLOUD.
Q: What types of electronic files will IMS store?
A: Any electronic file can be stored. Viewing on the other hand may require your computer to support the software of a specific file or at least a viewer for the file.
Q: Do I have to use a DBMS (Database Management System)?
A: You do not have to purchase a DBMS to operate any of the IMS products. Only IMS-Enterprise allows you to use a 3rd party DBMS. We strongly encourage you to consider a DBMS like MS SQL, especially if your office has many users and files to manage. There are many advantages to using a DBMS, most significantly you will increase performance speed of handling large quantities of data and activity. For a small office, you may even consider the free versions offered by Microsoft, which have a few limitations or speed bumps to consider. Please consult with your IMS-Authorized Dealer for more details.
Q: Do I have to purchase the Batch Scan Module?
A: The Batch Scan Module comes standard on all IMS products, except the Enterprise Edition. If intending to scan documents you will need either the Batch Scan Module or the Smart Scan View Seat License for the Enterprise Edition. If your scanning needs are minimum, you could possibly get by without a Batch Scan Module.
Q: Can I use my copier?
A: YES. Many copiers support TWAIN scanning methods. Most copiers offer push scan technology (typically added expense) allowing to scan to either email or a network folder. Even more impressive, some copiers can scan directly to IMS, allowing you to answer questions at the copier for auto populating IMS index fields. Please consult with your IMS-Authorized Reseller for complete details.
Q: Can I attach a file or append to an existing document?
A: YES. Both features are supported within the IMS-Enterprise Edition.
Q: Can IMS search by using a sophisticated advanced query giving specific results for either reports or doing a document search?
A: IMS-Enterprise can perform an advanced query within the Smart Scan View Seat. If needing a highly detailed report or document search, this feature can be accessed using the Archive Module. Reports can also be accomplished with any of the IMS products as a service provided by your IMS-Authorized Reseller.
Q: Can IMS limit or completely remove a users ability to only viewing a document?
A: IMS-Enterprise offers user control features. Depending on the quantity of users, you may want to consider the IMS-Web Viewer which only allows for search and view. Either options will prevent a user from making any changes or "writing" to the database.
Q: I deleted a document, can it be recovered?
A: In most cases, YES. To meet industry standards, no document or electronic file stored within IMS can ever truly be deleted. If you delete the file, it is only removed from the search results. Contact your IMS-Authorized Reseller for assistance with this matter.
Q: What kind of printer do I need?
A: Any printer compatible with MS Windows will do fine.
Q: Can IMS fax a document?
A: A 3rd Party hardware or software would be needed. You would simply print to a fax driver, which involves an internet service or hardware solution.
Q: How do I convert a document to MS Word, Excel, or other word editing program?
A: There are many inexpensive solutions. Our experience with Nuance has shown to provide the most user friendly and least expensive solutions for document manipulation, content extraction, and content conversions. We have several other 3rd Party Partners that offer more robust functionality when needed large quantities of data processing or conversions. Consult with your IMS-Authorized Reseller for more details.
Q: Can I Route a document to a user and later change or re-direct to a different user?
A: YES. IMS-Enterprise 4.0 offers a Routing feature, giving users within a specific Profile the ability to Route documents to other users. You may send the same document to multiple users. You may also redirect the document to a different user if the original user has not al ready deleted or passed it on to another user.
Q: Can I email a document, but block certain content?
A: YES. IMS-Enterprise will send a document via email, print, or fax with all annotations. Simply use the redaction feature to hide all confidential content, then send this document as an email.
Q: What happens if I have lost my installation CD?
A: Contact your Reseller for a replacement or download the current version here: http://support.imnt-tech.com/updates
Q: What happens if I run out of space on my hard drive?
A: Additional storage locations can be added to the profile using the Managment Interface.
Q: We just purchased IMS Enterprise. We have thousands of scanned documents in PDF format on our server. Is there a way to get these electronic documents and all our other digital files into IMS?
A: The Import Module can pull all these files into IMS. There are a couple of features involving Tiff versus PDF, that may need to be considered. These PDF's can be left as PDF or converted to a Tiff (or other formats types). Details can be extracted from various areas concerning these electronic files. This extracted data can be used to auto populate fields within the Profile. This could save a tremendous amount of time and the entire process could possibly be automated. One or multiple scripts would need to be written, a service provided by your Authorized IMS-Reseller.
Q: How many different types of Profiles may I create?
A: Only IMS Enterprise will allow for UNLIMITED quantities of profiles and index fields. All other IMS products contain only one Profile and 6-index fields.
Q: Can I remove an index field at a later date?
A: YES. If you remove this field, all data stored under this fields name will be removed. Be careful to not remove or change the field type without taking serious consideration as to the long-term results. In some cases you may be able to go back to a previous back-up you have made. For example: If you change a date field that used to be manually entered under the character or numeric status, to using the date status type, your search results from that time on will only pull up information created under the date.
Q: Does IMS support remote log-in or internet access?
A: Using third party software applications or services, you can access IMS. Nothing special is required from the IMS side. You will have to consult with your Information Service Department and/or IMS-Authorized Reseller for help with security and bandwidth needs. The IMS-Web Viewer could also be a potential solution for your organization if multiple people need access to the database with View Only needs.
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