How to increase productivity through secured electronic archiving?

ELECTRONIC DOCUMENT ARCHIVING WITH MAPOUT

Definition

Index and archive your business documents electronically and with maximum security. The documents include the overlays and fonts and can be archived to any media for secure storage and easy retrieval. Requires the MAPPING license.

General Principle

MAPOUT is the module from MAPPING Suite that makes it possible to electronically archive, search and display all iSeries, pSeries, Unix, Linux and Windows spool files. MAPOUT complies with most international standards in terms of legal archiving and document restitution. MAPOUT - Electronic Archiving

The main objective is to retrieve your spool files and reuse them as electronic documents for other purposes than just printing.

With the help of our spool manager, our solution automatically directs spool files remapped with MAPPING to a PC environment (exact copy of the print version).

Not only can you display the file, but you can also index and archive it on any media (CD-ROM, AS/400 disk, optical disk, juke box, etc.).

Our solution is entirely user-dedicated. Today, it is the user who looks up documents archived on paper. Implementing an electronic archiving system will change users' work habits forever. Therefore, they need to understand that this new way of working will not only help the IT save time and make their job more easy, increase productivity and help the company save money, it will ultimately benefit to each individual inside the company.

Installing MAPOUT client provides users with a simple tool to instantly find the document they need without leaving the workstation. Users can view, reprint, fax, email or save the document to their hard drive in the format of their choice (image, text or PDF).

Furthermore, electronic archiving offers a much higher level of security than paper archiving: switching from paper to electronic documents eliminates the risk of damaging or destroying the document (fire, flood, etc.).

And the Web-publishing module MAPWEB makes our archiving solution even more user-friendly.

MAIN PRODUCT FEATURES

The MAPOUT licence is valid for one server and includes one user.
Archive spool files remapped with MAPPING.
Unlimited number of indexing criteria.
Multi-criteria search.
Multi-index search (across different directories and media).
Display PCL5 spool files.
Convert spool files to PDF, EXE, TIF, JPG, BMP or TXT.
Local reprint (laser or ink-jet).
Manual faxing through existing fax solution.
Manual emailing through existing mail system (SMTP server, Microsoft Outlook, Lotus Notes).
Password management.
Support for watermarks.
Create "standalone" archive CDs (the CDs include archival records and predefined lookups and do not require installing any additional software on the PC).

Minimum system requirements

Windows Server (NT or later)

AFPDS: Advanced Function Presentation (formerly Printing) Data Stream. IBM's AFP platform is a published standard in the print industry for printing variable data at very high speeds with complete integrity. AFP incorporates other industry formats, including EPS, PDF, TIFF, GIF, JPEG, XML, XSL, PostScript, PCL and PPML to cover the entire range of text, image, graphics, process color, highlight color and monochrome printing. AFP has the capability to print on standard printing device and deliver content via HTML, fax, e-mail or screen.

AIX: Acronym for Advanced Interactive eXecutive, a version of UNIX produced by IBM. AIX runs on a variety of computers, including PCs and workstations.

Archiving: All the data (input and output) is archived in MAPPING Suite's archiving module: MAPOUT. MAPOUT receives documents produced with MAPPING (iSeries AS400, Unix or Windows) through its spooler and also receives documents scanned and indexed with MAPGED. The documents archived in MAPOUT can be copied onto CDROMs. MAPWEB makes it possible to publish these documents to the Web to enable secure access from remote locations. Outgoing documents are indexed in MAPDRAW (client invoices, pay slips, delivery orders…) and incoming paper documents in MAPGED through digitizing (supplier invoices, packing slips, letters…). Indexes for incoming electronic documents (email: lotus Notes or Exchange / Outlook, Office-type documents) are created using a virtual printer. To look up archival records, we use either a classical Windows interface or a thin-client Web application (MAPWEB). The user can perform multi-criteria searches, view, print and export documents to PDF.

AS400: AS/400 is a range of IBM micro-computers first released in early February 1987 and that run on the OS400 operating system

Automatic sending : Act of sending documents electronically via email, FTP, etc. without human intervention.

Automation: Action of performing and controlling tasks with no human intervention.

Bar code: The machine-readable representation of the Universal Product Code. Bar codes are read by a scanner that passes over the code and registers the UPC. The width of each black line and the subsequent white space between each line coincides with the numbers of the UPC.

Centralised administration: The act of managing a network and/or pool of computers from only one location.

Compose: MAPDRAW - To make or create by putting together parts or elements.

Composition: The combining of distinct parts or elements to form a whole.

Consultation: Looking for specific information in something.

Certified Copy: Copy of an original document reproduced with no error, without adding or omitting anything.

CSV: Short for comma-separated values, another name for the comma-delimited format of data representation.

Data processing: Data Processing can be any computer operation or series of operations performed on data to get insightful information. Data processing is when being processed by a computer first the data needs to be converted into a machine readable format. Once the data is in digital format various procedures can be applied on the data to get information. Data Processing includes all the processes from Data Entry till Data Mining.

Database: MAPPING Suite interfaces with major databases on the market to design of print files through MAPREPORT: Oracle, MySQL, DB2, Progress. What's more, MAPWEB - archival record consultation module - also relies on external databases.

DBCS: Short for double-byte character set, a character set that uses two-byte (16-bit) characters rather than one-byte (8-bit) characters. Some languages, such as Chinese, Japanese and Korean, have writing schemes with many different characters that cannot be represented with single-byte codes such as ASCII and EBCDIC. In a single-byte character set, the possible number of binary combinations is 256; the number increases to 65,536 in a double byte character set. This is standardised in Unicode.

DB2: DB2 is a database management system that relies on the SQL language such as for example Oracle, PostgreSQL or MySQL.

Decentralised administration: The act of managing a network and/or pool of computers from multiple locations.

Deployment: Action of transferring electronic files to remote sites.

Delimited file: A file in which the information for each field is separated by a character, such as a tab, from the information for the next field.

Delivery: Refers to document distribution through print or non-print channels.

Desktop publishing: One of the activities of MAPPING Suite: design and layout of documents to be printed. But Mapping Suite goes beyond just this by managing all print jobs and printers and producing electronic copies distributed via non-print channels: email, Web, fax, etc.

Dispatch: The act of directing goods or mail to the intended recipient.

Distribution: With MAPPING Suite, the document lifespan, routing and management system at large is optmised: the document can be printed, archived, faxed and emailed, made available on the Web. Using document sorting, splitting and joining options as well as post-processing also allow users to optimise document distribution processes and therefore operating costs.

Document: In MAPPING Suite, even though your ERP produces spool files, you can process them as electronic documents that can be enhanced with overlays, bar codes, archived, emailed or faxed, published to the Web, etc.

Duplex: A page printed on both sides.

E-Mail: Short for Electronic Mail.

Emailing: Emailing spool files automatically is decided either when remapping i.e. directly on the server platform via SMTP, or when archiving i.e. on the MAPOUT archiving server. MAPOUT interfaces with Notes, Exchange and mail or fax systems using either MAPI or SMTP direct.

ERP: Short for Enterprise Resource Planning. ERP systems aim to integrate the different departments in the enterprise into a centralised computer system based on the client-server mode.

Flat file: In databases a flat file refers to data files that contain records with no structured relationships. Flat files may contain only basic formatting, have a small fixed number of fields, and it may or may not have a file format.

Fixed-length record: A fixed-length record is one in which every field has a fixed length.

Flashcode:Digital bar code offered by Orange that enables seamless access to WAP or Web sites or any other online service in the range of mobile phone services. One simply needs to scan the bar code in a magazine, newspaper, notice board or a screen and the mobile phone will connect to the requested service automatically after authentication.

Flow: From latin fluxus, the act of flowing or streaming; continuous progression (information, data, energy, etc.)

Font: A set of type characters of a particular typeface design and size. Each typeface, such as Times Roman, Helvetica and Arial, is typically made available in four variations: normal weight, bold, italic and bold italic.

Graphical: A document is deemed graphical if it includes a table, logo, image, etc.

Helpdesk: A source of technical support for hardware or software. Help desks are staffed by people who can either solve the problem directly or forward the problem to someone else..

HPUX: Unix platform from Hewlett-Packard.

IGP: Intelligent Graphics Printing is a thermal language.

Image: computer file made up of a picture, logo or other graphical element.

Invoice: A detailed list of goods shipped or services rendered, with an account of all costs; an itemized bill.

Indexing: Indexing a text consists in locating particularly meaningful words (called terms) in a given context and creating a link between those terms and the original context.

IPDS: Intelligent Printer Data Stream is a print protocol developed by IBM.

iSeries: The Application System/400 server (also known as AS/400), iSeries and then System i5, is computer family developed by IBM.

JES: (Job Entry Subsystem) Software that provides batch communications for IBM's MVS operating system. It accepts data from remote batch terminals, executes them on a priority basis and transmits the results back to the terminals.

Label: An item used to identify an object, as a small piece of paper or cloth attached to an article to designate its price, origin, owner, contents, use, or destination.

Laser: Laser beam for printing that allows smaller dots hence a better definition.

Layout: In MAPPING terms, it refers to a computer file used to select information in business output.

Legal archiving: Archiving is deemed legal when it makes it possible to authenticate without fail the archived document and its author.

Letter: Text to be sent or official document.

LINUX: OS kernel often mistaken for the operating system of the same name derived from UNIX.

Logo: picture which purpose is to identify businesses, products, services, institutions, agencies, associations, events, etc in a unique way.

LPR/LPD: LPR stands for Line Printer Request. It is the protocol that sends print requests whether on a workstation or central computer.
LPD is short for Line Printer Daemon or print agent or print servern. It is the part that receives the request and processes it.

Mail: Service allowing the transfer via the internet of electronic messages or computerized documents.

Mail merge: A function of some word processing software that produces multiple instances of a document by substituting different text strings from a database in place of certain field markers. This is often done with envelopes, resumes, spam, and various other mass mailings.

Mass mailing: E-Mailing to a distribution list or a large number of users.

Message: An e-mail that contains text and possibly other file attachments sent from one email address to the other over the internet.

Monitoring: The act of commanding, controlling and managing any perihperal.

MSSQL: A relational DBMS from Microsoft that is a major component of the Windows Server System. SQL Server was originally developed by Sybase and now runs under Windows only.

MVS: Multiple Virtual Storage (MVS) is the operating system of IBM's super computers also called mainframes.

MySQL: MySQL is an open source, relational DBMS from MySQL AB, Uppsala, Sweden (www.mysql.com) that runs under various versions of Unix and Windows and Mac. Widely used for Web applications and embedded applications.

Office Vision (OV 400): Integrated office automation applications from IBM that run in all IBM computer families. Introduced in 1989, it includes e-mail, scheduling, document creation and distribution as well as decision support and graphics capabilities.

Oracle: The world's largest database and application software vendor founded in 1977 by Larry Ellison. The Oracle database was the first DBMS to incorporate the SQL language and to be ported to a wide variety of platforms. Oracle also offers a variety of development tools.

Order form: Form to be filled in when placing an order.

OS/390: An IBM mainframe operating system running on the IBM 370 and 390 computer families.

Output management: A general-purpose, enterprise-quality system service designed to assist in the effective and productive management of all forms of system-produced output, whatever the source. Output Management solutions monitor the system activities and perform the core tasks associated with document delivery, i.e. job scheduling, queue management, security, job status, delivery confirmation, and printer administration.

Overlay: MAPDRAW allows the user to apply one or more overlays to print spool files. A conditional logic can be set to apply different overlays according to a value found in the spool file (e.g. applying a specific overlay according to the name of the subsidiary). MAPDRAW is the document composition tool used under Windows. Simply revamp your spool files by inserting logos, tables, signatures, colour, watermarks (e.g. certified copy). The documents are generated automatically on the server.

Packing slip: Shipping document that accompanies delivery packages, usually inside an attached shipping pouch or inside the package itself. It commonly includes an itemized detail of the package contents and may or may not include customer pricing.

PCL: Printer Command Language. The page description language for HP LaserJet printers. It has become a de facto standard used in many printers and typesetters.

PCL5: PCL Level 5 was introduced with the LaserJet III in 1990.

PDF: (Portable Document Format) The de facto standard for document publishing from Adobe. The specificity of the PDF format is to preserve the layout (fonts, images, graphical objects…) as defined by the author whatever the application and platform used to read the PDF file.

Performance: optimum result obtained with any piece of hardware.

Print language: A set of characters and symbols used for commanding a printer to print text and graphics on a page.

Print management: The act of managing printers and print jobs.

Print spooler: Software that manages sending jobs to the printer. When an application prints a document, the formatted output is stored on disk, and the print spooler feeds the print images to the printer in the background at slower printing speeds. Storing the print jobs on disk allows multiple printing requests to be queued while the user continues printing from the same or other application without waiting for the current document to be printed. See spooling.

Print statistics: The act of gathering information pertaining to the use of printers.

Printer: MAPPING Suite manages all printers on the network. In the spooler on UNIX or Windows, you can define queues and printers (IP address, type, language, queues) and perform all operations (hold, release, delete, view, or transfer print jobs) whether they be PCL, IPDS or thermal. You can manage all printers settings such as bins, simplex-duplex, colour, number of copies, etc.

Printing: The printing of documents is handled by MAPPING OUTPUT MANAGER, the print spooler included in MAPPING Suite. Print jobs and printers are managed in a Web interface under UNIX (IBM AIX, HP UX, Sun Solaris, Linux) and Windows and is based around the OS400 spooler on iSeries AS400. The spool files are remapped to PCL, AFP or PDF files that can be sent to PCL5 and AFP printers. The same files can also be sent to PCL6 and Postscript printers via MAPPING OUTPUT MANAGER..

Production: Gathers manufacturing and packaging operations.

pSeries: Type of mainframe developed by IBM.

Publishing: Also refers to making data or information available in computer environments in particular databases and over the internet (web publishing, electronic publishing). Can also be synonym for producing documents electronically as in « computer-assisted publishing ».

Raw Data: Raw data (sometimes called source data or atomic data) is data that has not been processed for use. A distinction is sometimes made between data and information to the effect that information is the end product of data processing. Raw data that has undergone processing is sometimes referred to as cooked data.

Record: Document used for viewing or printing and that includes organised information.

REDHAT: Red Hat (NYSE: RHT) A software company founded in 1994 by Marc Ewing and Bob Young that specializes in distributing the open source Linux operating system. Even though the primary program components are available for free, Red Hat commercialized the product to provide training, tech support, certification, on-site consulting, documentation and priority FTP access to updates.

Repository: A database of information about applications software that includes author, data elements, inputs, processes, outputs and interrelationships.

Reprint: The act of releasing a job so it goes to the printer.

Remapping: The act of 'revamping' or reformatting print files.

Routing: MAPPING Suite's spooler also allows the user to direct print jobs according to different attributes or content in the processed spool file. The spool files can be split, sorted and joined according to criteria (e.g. agency, subsidiary), sent to one or more printers in PCL, AFPDS or thermal format, archived, exported to PDF, or emailed.

Rules engine: Set of conditions triggering actions to be performed automatically.

Search: The act of looking for a particular file or character string.

Sending: The act of sending documents electronically via email, FTP, etc.

Signature: Process by which one can guarantee the identity of the sender of an email (authentication function) and verify the integrity of the delivered message.

Software: The programs, routines and symbolic languages that control the functioning of the hardware and direct its operation.

Solution: Software dedicated to solving computer management issues.

Sorting: MAPPING feature that allows users to sort spool files against one or more values.

Splitting: Action of dividing a file into smaller ones according to a specific value such as customer or invoice number.

Spooling: (Simultaneous Peripheral Operations OnLine) The overlapping of low-speed operations with normal processing. Spooling originated with mainframes in order to optimize slow operations such as reading cards and printing. Card input was read onto disk and printer output was stored on disk. In that way, the business data processing was performed at high speed, receiving input from disk and sending output to disk. Subsequently, spooling is used to buffer data for the printer as well as remote batch terminals. See print spooler.

Spooler: MAPPING Suite includes a spooler for IBM AIX, HP-UX, Sun SOLARIS, Linux and Windows platforms. Our spooler is a true print manager in that it manages all printers and print jobs from one or more remote locations.

Stream: Primarily, a flow of water in a channel or bed. By extension, the term now also refers to the flow of data as in a data stream.

SUN SOLARIS: Solaris is the proprietary UNIX operating system from Sun Microsystems.

SUSE: SuSE was originally an acronym for "Software und System Entwicklung" (Software and System Development), a German Unix consulting company founded in 1992. In 1994, it released S.u.S.E. Linux 1.0, which was based on Softlanding Linux System (SLS) and Slackware Linux. In German, SuSE is pronounced "zoo-zah," but is often pronounced as "soo-say" by English speakers.

System i: The IBM System i (formerly known as iSeries, AS/400, and Application System/400) is a minicomputer platform produced by IBM. It was officially introduced as the AS/400 in 1988. It was then renamed to the eServer iSeries in 2000 as part of IBM's e-Server branding initiative. In 2006, the platform has once again been renamed to System i.

Thermal: Relating to heat.

Tool: Part of a software program or software with which one can execute certain commands or actions.

Unicode: A computer standard for encoding characters developed by the non-profit consortium Unicode Inc. Each character is represented by sixteen bits. Whereas ASCII, being an 8-bit encoding scheme, can only represent 256 characters, Unicode has 65,536 combinations, enabling it to encode the letters of all written languages as well as thousands of characters in languages such as Japanese and Chinese.

UNIX: An interactive time-sharing operating system invented in 1969 by Ken Thompson after Bell Labs left the Multics project. Unix is widely used for mission critical applications, and its components are world class standards. The Internet runs on Unix protocols such as TCP/IP for network transfer and SMTP for e-mail. It gave birth to a system family including Linux and Mac OS X which are Unix based.

Viewing: The act of viewing a file, image, etc.

VM: Virtual Machine is an IBM mainframe operating system and was the first virtual machine environment.

VSE: Virtual Storage Extended is an operating system for IBM mainframe computers.

WINDOWS: Windows is a range of operating systems produced by Microsoft, primarily designed to run on Personal Computers.

Word processing: Use of a computer program or a dedicated hardware and software package to write, edit, format, and print a document.

Workflow: The automatic routing of documents to the users responsible for working on them.

XML: The Extensible Markup Language (XML) is a general-purpose markup language. It is classified as an extensible language because it allows its users to define their own tags. Its primary purpose is to facilitate the sharing of structured data across different information systems, particularly via the Internet.

ZOS: z/OS is a 64-bit mainframe operating system from IBM. It is the successor to the operating system OS/390.

zSeries: A family of IBM mainframes introduced in 2000. It uses the z/Architecture, a major upgrade to the ESA/390 architecture. These are 64-bit mainframes. The first zSeries models were the high-end 900 line.

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