Advanced Information Technologies Inc. Skip to main content
Home News Products Services Solutions About Us


About PaperlessOffice

Will Electronic Imaging Help My Organization?


Step by Step tutorial

    Advanced Optical Storage  
    Custom Edition
  Advanced Optical Storage(AOS) and Custom Edition



Advanced Optical Storage

Enabling Your Application

To enable an application for A.O.S., powerful APIs are used to add functions that control the movement of files to optical (migrates) and from optical (demigrates). These APIs also control whether the migration or demigration is synchronous or asynchronous. To access an optical file, the application simply calls the demigrate API to request the file to be copied to magnetic cache.

All file migrates and demigrates take place via a magnetic disk cache directory. No existing I/O operations (file open, read, write) in an application are modified since they will operate on a file on magnetic disk.

Tight Integration

It's easy to integrate A.O.S. with your Windows-based client-server application through APIs. This allows for powerful, custom, seamless integration of optical storage.

Document Capture

Scanning is performed at a designated scan station that is equipped with a Pentium class computer and a 17" Monitor. 

Productivity is the name of the game in an information and image management system. Instead of reading and handling paper documents all day, users view and process document images and information directly from the display screen. The system will not be effective or readily accepted if users have difficulty reading from the display or wait too long for images to be displayed. This display and controller provide the exceptional readability and high speed image display required for production environments.

Paper Scanning

The documents will be scanned at a designated scan station equipped with your choice of scanner(s). Depending on the scanner chosen, or recommended by your Imagining specialist, many features are available to enhance the already feature rich capture software. Whether you are Scanning single sided ,two sided documents or even varying size documents the images produced will be  high-resolution imaging quality. 

The, reliable, Panasonic Document Scanner can scan documents ranging up to 8.5" x 14" at rates as fast as 40 images per minute, using resolutions from 200 to 400 dpi. These performance characteristics along with the automatic document feeder make this the ideal scanner for high-speed, heavy-duty document imaging applications.

Automatic Indexing

PC’s running windows or a mainframe session in Windows have the ability to activate Screen Scrape via a  "hot key". Screen Scrape will call up a PaperlessOffice2000 scan session. This will either retrieve an existing linked folder in the PaperlessOffice2000 database or create a new one. The staff will then scan and digitize the paper documents using a scanner of choice interfaced to a Scanning Workstation PC to quickly and efficiently scan Documents for filing. Scanned images will then be stored to the folder and filed according to document type.

Screen Scrape may be useful when indexing some folders. As new record data has been entered to your organization, index fields will be Scraped from the existing database (residing on the host network) and automatically linked to electronic file folders, eliminating the need to key enter this information. This method reduces labor, eliminates risk of error, and delivers tremendous productivity while providing seamless integration between the mainframe application and the imaging system.

OCR (Optional)

Predefined documents can be retrieved from batches; deskewed, despeckled, automatically indexed by OCR (provided the fields needed for indexing are available and optically recognizable on the document), and stored to optical disk. Indexing will be Q.A.’d during the OCR process by the operator. Each time a batch is completely processed the indexer can delete the batch or rename the batch to identify that it is completed. This will also allow a supervisor to sample Q.A. the work and delete the batch.


It is strongly recommended to store documents with like retention and usage requirements together, chronologically, on the same pieces of media. Grouping documents in this way reduces autochanger capacity and cache size requirements and makes disk management easier over time. One of the critical elements to ensure a successful information and image management system implementation is to minimize any interruption of the indexing and storing of documents.  The documents will be stored to optical media. This media has a low per GB cost and a 100-year read-life expectancy which dramatically reduces media maintenance management, and administration costs. Images are stored to the Optical Server which will be using Advanced Information Technologies’ Advanced Optical Storage (A.O.S.) with a volume dedicated to caching images.


The users will do a customary look up for the appropriate record in the current mainframe, users will then have the option via a hot key to view the related documents in a separate viewing window. This process creates a seamless integration between the document images and mainframe data. The existence of a separate imaging system is transparent and the entire process performs as though it were one system. The requester will then have the choice of printing, faxing, E-mailing (if this option is enabled), or just viewing the document. The requester may also perform the functions of rotating, flipping, enlarging the document, or "rubberbanding" a certain area of the document and enlarging it. When printing, faxing, or E-mailing the document, the requester will have the choice of doing so for the page on the screen, the full document (multiple pages), or the complete folder (multiple documents). If any annotations have been added to the page(s), the operator will have the choice of including or excluding these annotations in these processes. The database used to control the PaperlessOffice System will be an industry standard SQL database capable of generating user-defined reports, rapid text searches, and complete cross references. Access to the folders will be Company wide, or selectively. Remaining network users can be allowed, if this option is added, indirect (dependent) access via an existing E-mail package (given that it is TIFF compatible) which will rely on an "independent" workstation for image retrieval from PaperlessOffice. Once images are retrieved and sent, this will allow image viewing, printing, and faxing capability by the recipient. Additional "independent" stations can easily be added at a later date.


Documents may be printed to any Windows Graphical Device Interface (GDI) printer. Documents may also be printed to an Advanced Information Technologies Kofax Enhanced Laser Printer, giving documents extra-sharp clarity using advanced resolution enhancement and developing technologies, at speeds up to 30 pages per minute. The Kofax Enhanced Laser Printers use a smart image-printing controller, designed to greatly accelerate the printing of images. This controller uses built-in, Kofax technology to print TIFF and JBIG images in the print stream data. This allows printing images at the printer’s rated speed. Other applications can print to this printer, using the supplied Windows GDI driver, through Windows.

Mail Functionality

PaperlessOffice2000 has Mail functionality built-in. This function works with off-the-shelf Windows e-mail packages and uses an efficient performance oriented methodology while providing enhanced security capability to system users.

Servers :Application/Database

In the future, additional application servers may be required to maximize performance, using load-balancing techniques.

A.O.S. Optical Server

Some A.O.S. servers may be used for caching of retrieved images only while other A.O.S. servers may be used for storing the images to the optical media. This prevents other applications from dominating a specific application’s cache without requiring the purchase of additional optical devices. Additional A.O.S servers may be required to maximize performance using load-balancing techniques.

Resolution of Problems and Benefits of the System

The Organization’s records will be stored as electronics images and relied on in that state rather than as massive paper files that are prone to misfile and can only be used by one person at a time. Documents may contain other information beyond scanned paper or microfilm including faxes, word processing, spreadsheets, full-motion video clips, photos, voice, and other computer generated documents. All of a document’s contents are retrievable without the need to know the source of information within the document. Implementation of the proposed system will result in instantaneous and multiple access to important documents without the necessity to create copies and maintain duplicate files. The documents will always be available electronically without ever being out-of-file, misplaced, lost, or damaged. The use of the system will result in simplified file maintenance, improved document quality, increased customer satisfaction, and a reduction in the space required for document storage. Monotonous, clerical activities can be replaced by higher-skill level judgment tasks resulting in better employee attitude, and promoting job satisfaction. All these benefits are obtainable, while achieving the added benefit of reducing your exposure to risk of the loss of information due to Fire, Flood or any other Natural Disaster.


Privacy Legal Contact