Document Storage Management
New Features in Digital Storage Manager 2010 Standalone Edition
Create New Records from Find Results NEW
Small improvements to how someone works can often make for large improvements in results. For example, many Workgroups users spend a significant portion of their day searching for and creating new records. By adding the ability to create new records from Find results, users can work more naturally and efficiently without changing windows or contexts in their application.
Ticket Zooming on Mac OS X and Windows NEW
Desktop client applications now support form zooming to ensure that a form is equally legible on high resolution and low resolution monitors. Zoom settings are saved as a user preference, ensuring that once set, the system provides a consistent and accommodating environment in which to work.
MS Office MetaData NEW
Microsoft Office 2007, including PowerPoint, Word, and Excel, is now fully supported by our built-in metadata engine. Content and thumbnails are captured for many Office applications. As always, text content is fully searchable from within the system.
Outlook, Entourage & Apple Mail Support NEW
The new Document Organizer feature includes support for MS Outlook, MS Entourage and Apple Mail. Users can simply drag & drop emailed attachments, or even the emails themselves, onto the file collector to have them automatically copied to the specified folder location.
Retrieval Features and Workflows
With simplified retrieval workflows and support for industry standard backup tools, the Digital Storage Manager module for Workgroups 2010 streamlines your retrieval processes. Need a file that was archived to DVD months ago? No problem. The system will alert you that it’s no longer online and will even prompt you with the media label information for the DVD you need in order to restore the file yourself. Work in an environment where a centralized archivist or cybrarian is responsible for restoring files? Let the system create a retrieval request for you.
Branded Web Portal for Customers/External Users
The optional Image Portal web portal provides a simple yet secure portal for providing external freelancers, marketing departments, customers, or vendors access to important files from any location with an internet connection. When a user is defined in the system, their access can be restricted to view only files belonging to a particular customer, file types, locations, or limited by scores of other criteria. Users can then search, view, collect, and download online files or create Retrieval Requests for offline files. Collaboration has never been easier.
File Classification and Association
A unique InterSync feature allows administrators to teach it your file and folder naming conventions. Based on rules set up by the administrator, InterSync indexes each file or folder and classifies them by adding searchable keywords or automatically associating the files or folders with your job tickets.
Upgraded MetaScript NEW
MetaScript, the scripting language used by Virtual Ticket, has always been based on industry standard JavaScript. Now we’ve upgraded it to support all the features of JavaScript 1.8, giving developers even more capabilities to create robust solutions quickly.
Digital Resource Explorer
Use a powerful digital resource browser called Digital Resource Explorer to browse all the files of your team or workgroup, regardless of their current location. Even files that are currently offline or unavailable are available to Digital Resource Explorer. Users familiar with navigating their file system with either the Mac OS X Finder or Windows Explorer will be right at home navigating all the files across all the storage locations used by their teams and workgroups.
Full-Size Document Previews
View full-sized multi-page previews and extensive document metadata, right down to the fonts being used, box size, and text content, for all files and documents. Preview extraction is performed automatically by the system. Once captured, preview information is available regardless of whether the file is stored online, near-line or offline.
Find Files by Custom Metadata
Use the built-in search capabilities to find files based on file metadata including extracted text, keywords, associated customer information, related project information, and more. The Digital Storage Manager module provides you with more ways to quickly locate the documents you need, based on the information you’re likely to remember.
Find Files by Text Content
Full text searches let you find document files by searching on the very text contained in the documents. The Digital Storage Manager module for Workgroups 2010 captures the text content of common file types including QuarkXPress, Adobe Illustrator, PDF, and Microsoft Word, Excel and PowerPoint documents. The text content is stored as metadata and can be used to find document files regardless of whether they are online, offline, or residing in a secure storage location.
Helper Applications for Archiving
Use built-in support for the most popular third-party archiving and media authoring applications to simplify your archiving activities. Helper applications exist for:
- CA Software ARCserve
- EMC Dantz Retrospect
- Roxio Toast
- Rimage CD/DVD Production Systems
- Built-in Mac OS X CD/DVD Authoring
- Nero
- Microsoft Removable Storage Manager (RSM)
Archiving Automation
Use powerful archiving features to quickly and simply archive to your choice of offline media or to online servers. When archiving to online servers, the system even creates disaster recovery and archive media in one step, eliminating the countless hours and expenses involved in maintaining large storage repositories.
Archiving Workflows
The Digital Storage Manager module for Workgroups 2010 supports two types of archiving activities. The first is a decentralized workflow, which enables individual users within a workgroup to perform their own archiving functions. The second is a centralized workflow where a central archivist or cybrarian handles archive and retrieval requests in the form of queues. Users in a centralized workflow may assign a date on which files or folders are archived, while users in a decentralized workflow assume the responsibility of archiving their own files.
Metadata Management
Use InterSync to automatically extract existing metadata from your digital resources and smart metadata management features built right in to allow you and your team to easily add additional metadata not already contained within the files. For example, add keywords at the job or project level and let the system propagate these down to the related files. Or, add customer information to a project and the system associates it with all the related files. You can even search for individual files based on Metadata assigned at the job level.
Document Organizer NEW
Perhaps one of the most powerful features in the Workgroups 2010 release is the Document Organizer, a new folder mode in file collectors. With this new mode, users can use file collectors placed in their tickets to organize their files and keep everything in the right place! Files, emails, email attachments, scanned documents, and even entire directories can be dropped into these new file collectors and the system will automatically copy them to the correct location in the file system. This location can be set by the user or determined programmatically. For example, use the Digital Storage Manager module to automatically create the correct folder on the file server for each new Job. Then, use the file collector's new folder mode so that everyone working on the job has a single place to drop their job-related files, emails, attachments, etc... The file collector automatically copies these resources to the right folder on the server and the system indexes, thumbnails, and extracts all the metadata. Not only do misplaced files and a poorly organized file repository become a thing of the past, but achieving this for your team, department, or workgroup is as easy as dragging and dropping.
Folder Searches NEW
Right mouse-click on any file collector and search its contents. The system will automatically build a find that searches the referenced locations and can even help you add additional filter criteria to make finding your files quicker and easier.
Copy/Paste File Management NEW
Users can take any digital resources (files or folders) and copy/cut and paste them into a file collector. If the file collector is set to the new folder mode, the files or folders will be copied or moved automatically. It’s that easy. No file system navigation to tread through to ensure your files are placed in the right location.
InterSync File Indexing
Utilize a powerful high-performance indexing technology called InterSync to provide real-time capture of extensive file metadata including Adobe's XMP standard and text content. Originally developed for enterprise deployment in MetaCommunications' Virtual Ticket product, InterSync has proven itself in the world's most demanding production environments. InterSync watches over online Windows 2000/2003, Mac OS X, Xinet, and other SMB/AFP file servers to ensure that all files are automatically indexed, analyzed for useful metadata, thumbnailed, and previewed in real-time as files are added, deleted, and modified.
Cloud Hosted NEW
Digital Storage Manager 2010 is now available for installation on site or as a new hosted subscription service through Workgroups.com. Hosted services are quick to implement: no server software, setup or hardware is required to get up and running. For customers interested in working from the cloud and reducing their IT overhead, subscriptions start as low as $39 per user, per month (plus server fees).
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