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Scanning and looking up images can occur at any authorized PC on the LAN. The system is designed to use the new low-cost Canon DR-2080C self-feeding scanner, capturing both sides of documents at forty page images (20 pages) per minute. Images are stored on the new generation of inexpensive very very large external drives, such as the 250 gigabyte Maxtor 5000XT. The system is designed to keep all items online forever. The low cost of the scanners allows banks to have them throughout the organization. A special check feeding holder allows the DR-2080C to replace check microfilmers at branches.
Backup To Sets of DVD's
Backup utilizes sets of two or more DVD's used on alternating days, allowing one to always be out of the drive and in a different location. The backup system automatically copies all recent files to each DVD so that multiple sets of complete backups are kept. A two or three DVD rotation insures that the most recent day is always off premise, and having all the files on more than one backup insures against loss if a DVD is damaged or becomes unreadable.
Redundant Hard Drive Storage
Optional Redundant Hard Drive Storage provides a duplicate copy of all images and indexes. The redundant drive can be connected to the image server, or if a network is present it can be connected to any other PC on the network. This allows a total backup to exist in another part of the building or another location for safety and fast recovery of files.
Tickler File and Sticky Notes
The Tickler File allows important date notices to be attached to any item. Insurance renewals, return of filing documents, reminders of incomplete files, and reminders of meetings are some of the uses of the Tickler File. A daily report shows all Tickler File items, and in the multi-user version, users are shown a list of live tickler entries each time they sign on. The Sticky Note feature allows multiple notes to be attached to any item image.
Encrypted Files and Multi-Level Security
The secure version of Paperless Bank provides for encryption of all files before storage. Even if the hard drives fall into the wrong hands the information on them will be secure. Encryption keys are stored in a removable USB Fob, allowing the Server PC to be sent out for service if needed without risking unauthorized access to files.
Multiple levels of security provide protection for items like board meeting notes, files on personnel matters, and lawsuit files, and limit their access to one or a few persons, while items like loan documents and account related correspondence can be accessed by all selected bank employees. A log file maintains a record of all record accesses and attempted accesses.
Multi-User Network Accessible
The Multi-User Network Accessible version of the system provides for an almost unlimited number of total users to access and input data into the system. Scanning, indexing, and access can occur at any PC on the network after sign-on by an authorized user.
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