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What is FileView used for?
Is FileView easy to use?
Just how does FileView work?
What are some of the benefits that I may expect from using FileView?
What are the other services that Legacy Files offer?
How do I find my documents?
How can I be assured that I have the latest revised document?
How do you keep track of previous and obsolete documents?
How quickly can I get copies of my documents to my vendors?
What is the cost of electronic document distribution?
Do I need special hardware?
Do I need additional software?
Where can I get product viewers?
What about disaster file backups?
Are my documents protected?
Can I really replace my existing manual file room?
I can't believe you can replace my 10,000 sq foot file room with one small
server. How is that possible?
How quickly can you find and display a file using FileView?
Can I access my documents from remote locations?
I have scanned many of my documents to CD's but I can't find them. Can FileView
help?
I have thousands of digital photos but I can't sort through them. How can
FileView help with these?
What happens if we want to use a different system in the future?
Why is your software so different in appearance than other software?
Why do you use subscription acquisition programs?
Do I need to sort and purge my file room before scanning my documents?
Can you help me scan my documents?
Why do I need a database?
How difficult is it to build a database?
Can you build a database for me?
May I simply import my documents that are already electronic such as Microsoft
Word files?
What can I do with my CAD files?
What about files that don't have viewers?
Does FileView change the file format?
How much training is needed to use FileView?
Do I need to hire a bunch of people to implement an electronic file room?
Can I get on demand printing?
Can I print only sections of large drawing files?
How will I know what printed sections come from what full size document?
What is the cost?
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What is FileView used for?
FileView is a windows based document management software program that
provides the user with a simple one-source tool to
find, view, print , and
distribute all of the varied documents in use on a daily basis. This sounds
simple enough but because of the proliferation of documents and the varied
document creation programs, this task has become increasingly difficult. In
addition, not all computer systems have the originating software to
be able to even use the files created from other sources within your own
company.
Some typical communication problems that exist today are as follows...
FileView addresses all of the above issues in a simple straight forward
fashion.
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Is FileView easy to use?
FileView is designed to be familiar. That is to say that it is very easy to
use even for the casual computer user. It is structured much as your existing
manual file room but with the speed and accuracy of the computer. Simply open a
cabinet, drawer and folder to view, copy, or distribute any file in any format.
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Just how does FileView work?
Think of FileView as if it were your manual file room but much, much faster
and far more efficient..
To create your electronic file room...
To retrieve your documents...
It really is just that simple.
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What are some of the benefits that I may expect from using FileView?
FileView is such a powerful concept that the benefits are truly too numerous
to list. This is the technology at it's best providing instant and accurate
access to the information produced in the information age. Some examples are as
follows...
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What are
the other services that Legacy Files offer?
Legacy Files offers a suite of software products.
Several other software products.
Services include...
Several other services.
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How can I be assured that I have the latest revised document?
Using FileView as your storage and distribution tool will provide
assured access to the latest documentation. No system administrator should ever
allow several access ports to document distribution. FileView is so easy for
everyone to use and access it is a natural to use for document verification and
distribution purposes.
If you view your documents they will have a bates data time stamp. Simply compare it to the document you are using to ensure that you have the latest revision.
If you are using our web services simply look in your latest released
document folder. Check the date and time stamp of the documents inside and
compare to the one you have. If the site has a newer version then simply
download it and discard the older obsolete document from the distribution
channel. These services are available to you 24 hours a day from any where in
the world.
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How do you keep track of previous and obsolete documents?
FileView will allow easy creation of legacy folders. When a new document
release is called for simply put the older document to be replaced in the legacy
folder and replace it with the newest released version in the active folder.
These documents are always available for later review of changes to the document
change order process.
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How quickly can I get copies of my documents to my vendors?
Well lets see it takes about 10 seconds to get a document from the
server and about 10 seconds to tag the document and send it via email, or about
10 seconds to send it via FTP. That's about 20 seconds total.
If your vendor has access to our private web site then he can download
documents himself and not even bother your staff.
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What is the cost of electronic document distribution?
If you have web access now, the additional cost of electronic document
distribution is $0.00.
Now that is cost effective distribution.
Compare that to bid set print creation or Federal Express pick up and delivery
or courier delivery.
Are we making our point?
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Do I need special hardware?
There is no special hardware required to use the products and services
provided by Legacy files. We do however offer a complete line of hardware
configurations for the server applications. We assure and completely guarantee
any hardware provided by Legacy for the application at hand and for the duration
of the subscription period.
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Do I need additional software?
Usually yes. Many software product manufactures now offer viewers for their
proprietary file formats. FileView takes full advantage of these viewers and
provides an easily accessible path to load these viewers when that special file
format is selected.
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Where can I get product viewers?
Our web site has direct links to several of these viewers. Please come visit
us for access to these viewers.
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What about disaster file backups?
The Legacy servers come with removable hard drives specifically used
for backup purposes. The FVBackup software may be scheduled for regular backups
at any time day or night.
Federal government backup recommendations for critical electronic data is to
provide disaster backup services at least 30 miles from the originating site.
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Are my documents protected?
See disaster file backup above. In addition the Legacy servers are protected
with all the industry standard password systems available.
Only the system administrator may edit systems functions such as editing
databases, drawers and folders. The system administrator may lock each drawer
with a different password for special protections.
Our web site is private. It requires several layers of password protections. It uses router interface protections. It is very unlikely that anybody would have an inclination to go through all that trouble for something that he wouldn't know was there to begin with.
Please understand that nobody can give a guarantee that any file will be
protected all of the time, but please understand that our system provides the
types of protection that would make the typical hacker go on to something easier
to fool with.
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Can I really replace my existing manual file room?
Absolutely, no question about it. Our servers are about 3 square feet. They
will hold an enormous amount of digital documents. Tens of thousands or even
hundreds of thousands of documents can easily be stored on one server.
Your manual file room can easily become a thing of days gone by. Better space
utilization is at hand. Better personnel utilization is also at hand.
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I can't believe you can replace my 10,000 sq foot file room with one small
server. How is that possible?
Even a document that is 2ft. by 3ft., when scanned is usually only a 300k
byte size electronic file or even less. Today's multi- gigabyte hard drives will
hold 10 of thousands of documents. Each one of our servers will accommodate multiple
hard drives.
The even better news is that the cost of these massive drives has plummeted.
This means that the process of digital storage on CD's is not even as cost
effective as maintaining live data with 24 hr on demand access in one of our new
digital servers.
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How quickly can you find and display a file using FileView?
Please remember that the system is very similar to how you use a manual file
room. You simply select a cabinet, select a drawer, select a folder and display
a document.
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Can I access my documents from remote locations?
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I have scanned many of my documents to CD's but I can't find them. Can FileView
help?
There has been a significant usage of the scan to disk concept in recent
years. The thought is that by using the CD as a storage medium that many filing
cabinets could be reduced to a smaller storage requirement by using the CD
technology. The reality is that now finding the data is even more problematic
than the bulky filing cabinet. Storage of the disks and locating the data on the
correct disk is not a simple task.
The good news is that importing all of this static data is a simple one button entry into FileView. Now all of the static data is back to an active state instantly when needed as well as updating to new revisions that is next to impossible with the CD technology.
Dynamic active storage costs today have plummeted to such a low cost per
document that it is rendering the CD technology to an early demise.
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I have thousands of digital photos but I can't sort through them. How can
FileView help with these?
The new digital camera technology has opened great new possibilities
such as tracking projects from start to finish with proof of each step along the
way. The pictures themselves provide the proof but sorting them after a while
becomes a nightmare.
Using FileView you may quickly add a pictures folder to any project and just
import all of the pictures for that project. When you need special annotation to
find a particular picture you just add it to the search list. It takes only
seconds to do this.
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What happens if we want to use a different system in the future?
FileView databases are industry standard comma delimitated ASCII files. That
means the data can be exported to any system that conforms to industry standard
formats.
Since the FileView system does not alter the documentation stored in any way
you may export all documents to any system that is compatible to industry wide
standards.
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Why is your software so different in appearance than other software?
We wish to answer this question with a quote from the movie Forest Gump. In
the movie the mother of Forest is passing on some wisdom to her son when she
tells him "Pretty is as pretty does, Forest.".
Please consider that the beauty of our software may be better appreciated in it's function rather than in it's appearance.
In a recent interview with the new CEO of Microsoft he stated that the future of the computer industry will dwarf the past 20 years in usage and functionality. He did add one very interesting caveat however. He went on to say that software programmers must find ways to make the computer easier to use.
The suite of products from Legacy Files is designed to be familiar. That is to say that it is familiar in it's operation to the way you would do things manually. You should never need a 3 inch thick manual to use any software. That is what Microsoft is telling everybody when they say that software needs to be easier to use.
Even the casual computer user should find that they have very little difficulty
using the FileView system.
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Why do you use subscription acquisition programs?
Large companies have spent hundreds of thousands of dollars satisfying
their IT (information technology needs). Small companies simply do not have the
resources to pay for these technologies at the same level as the fortune 500.
This does not mean that smaller companies do not need the same technology, in reality this same technology is frequently how the big guns remain the big guns in their respective fields. It is their ability to stay ahead of the competitive curve that keeps them in the lead. That is why they have IT departments in the first place.
Subscription acquisition is a means for smaller companies to enjoy the benefits of this newer technology without having to reinvent the technology on their own, thus it is a tremendous cost advantage to the smaller companies. Since there are significantly greater numbers of smaller companies than there are fortune 500 companies, it is logical for developers to offer these newer technologies on subscription acquisition. The development costs are the same but the expense is spread amongst greater numbers, thus reducing individual costs to all.
Subscription acquisitions frequently provide instant usage of the
technology because existing budgets generally allow for some modest discretionary
spending if it can show immediate instant benefit. This type of acquisition is
changing the way the business community can remain competitive in an instantly
changing competitive climate.
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Do I need to sort and purge my file room before scanning my documents?
Never say Never, but most often no. Your file room and storage
cabinets have served you well for the total existence of your company. This new
electronic approach will simply make your storage and retrieval system more
effective and faster.
There are many industry studies that demonstrate that at any given time 3% of all documents are lost for ever. These same studies indicate that at any given point in time that 7% of all documents are misfiled. In addition up to 20% of obsolete copies of documents remain in the distribution channel at some level.
Sorting and purging can best be done electronically once you have them in the
FileView system. The lost files will remain lost but the misfiled and obsolete
files will be easily located and corrected while in the FileView system. This is
far more efficient than manual sorting and purging.
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Can you help me scan my documents?
Legacy Files has staff available for on site scanning of large format
documents. We also have affiliate companies available to perform on site
services for those companies outside our area. Please contact us direct for a no
cost evaluation of your particular needs.
Legacy Files also will provide facilities management programs that will
include all hardware and training for you to perform your own short term
scanning as may be needed.
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Why do I need a database?
If you are one of those that put a lot of images on a CD without a database
then you already know why. You will be please to know that the design of
FileView will minimize the field structure requirements to find any document you
may need.
A database simply helps you to find documents and files through a search pattern of key words, numbers or phrases that you attach to documents. You may create up to 14 fields per document if you wish but we think you will find that using the FileView structure will minimize the field requirements quite nicely.
The FileView structure even makes it quite simple to flip through image files
even without any attached field data.
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How difficult is it to build a database?
It is very simple to create a database. The tools are a simple text box
entry of the field names that you want. FileView will automatically save them
and put them in the correct place for you.
The data entry is made while you are looking at the scanned document itself so there is very little concern for error.
This process is also a service offered by Legacy Files. Please contact us
direct for an evaluation of your specific requirements.
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Can you build a database for me?
Yes this is one of the many services offered by Legacy Files. Please contact
us directly to discuss your specific needs.
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May I simply import my documents that are already electronic such as Microsoft
Word files?
Yes of course. This is a very simple process. You select a cabinet, a
drawer, a folder and then pick the import button.
The FileView system allows you to set a path to the viewing software for any
type of program. When you pick on the listed file the viewer will open the file
for your viewing or printing needs. Please remember the file format remains
unchanged.
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What can I do with my CAD files?
Import them just as you would a word processing file or a scanned image
file. Almost all cad files have a viewer available so that when you pick on it,
it will display even though you may not have the CAD program on your machine.
This is particularly helpful to non CAD users.
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What about files that don't have viewers?
Many electronic files have no need for viewing. These type of files may
be used for NC machining as an example or voice dictation files and the like.
They may be stored and retrieved as easily as any other type of file on the
system.
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Does FileView change the file format?
Positively not. Many competitive system will change your files into their
proprietary format or they will limit the resolution of the file so that you
will be forced to use their other services.
The FileView system allows you to be in control of your own documents.
After all they are your documents. They do not belong to the managing vendor.
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How much training is needed to use FileView?
If you are just a user then it takes about ten minutes.
If you are the system administrator it may take about 2 hours. This is
a far cry than several days with some of the competitive systems.
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Do I need to hire a bunch of people to implement an electronic file room?
Not at all. There are all levels of help from Legacy Files and our
affiliates. Please call us for an evaluation of your needs and we will prepare a
special plan to implement this new technology with a surprising low impact on
your present staffing requirements.
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Can I get on demand printing?
This is one of the many benefits you will enjoy using this new
technology. Simple on demand printing using your own online printers. Please
remember that we do not change the file formats in any way. You will enjoy
printing whenever, wherever you need it.
KIP USA users will enjoy on demand printing directly to their own large
format printers. Full size, half size and any set quantities.
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Can I print only sections of large drawing files?
This one of the many advantages of using electronic file and retrieval
of large format documents. You can simply zoom into an area of interest on a
given document and just print that portion. You don't need to print a full size
copy for just a reference or two.
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How will I know what printed sections come from what full size document?
FileView printing allows the inclusion of data fields while printing zoomed in
sections of large size documents. This allows the user to know where this
reference data came from without having to print the full size document.
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What is the cost?
This certainly is a relative question. Although it seems like it is a single question it has many answers.
The cost of implementing a FileView server is based on individual application requirements. The range in pricing starts at a mere $40.00 per month and can top out at several thousands of dollars a month. We will be please to provide you with a formal cost quotation based on a benchmark application concerning your particular requirements. We can tell you this up front that most potential customers are more than pleasantly surprised at how affordable these systems from Legacy Files really are.
The cost of not implementing the FileView system may mean that your company can no longer compete with the competition. What may that cost be?
A comparison:
Consider the cost of heating fuel in the present knowledge that your existing furnace has an efficiency rating of about 50%. Now consider that the newer high efficiency furnaces have a 98% efficiency rating. What is the cost here? Now consider the efficiency of manual document control compared to the FileView system of electronic control. What is the cost here?
Knowledge and sharing of that knowledge is what keeps your company in the game. It has been said that when you know better you should do better. Information Technology is a new child born in the information age. If you don't control your information you may regretfully find out what the true cost of that might be.