The main steps involved in the process of storage and retrieval are:

1. Definition of hierarchy of folders by users and printing bar codes from ViciDocs using Capture Client application
   
2. Scanning documents along with the bar code sheets
   
3. Converting images into text using Text Extractor
   
4. Indexing the text using ViciDocManager
   
5. Storing the images, text and the index in the relevant folders
   
6. Retrieving the documents using the search features and viewing them in the DocViewer
   
7. Version controlling of the documents with single checkout feature
   
8. Subjecting documents to a specific workflow involving various actions and user verifications.
   
   

The description is as follows:

1. The folder structure can be created on any windows machine using Capture Client application. - for e.g. if documents pertaining to year 2002 are to be stored in a directory then a directory named YEAR2002 can be created.
   
   
2. For each folder the system (Capture Client application) creates a barcode. The printout of the barcode is used to store scanned documents in the folder.
   
   A typical barcode for a folder is as follows:
   
   
   
   
3. When a folder is created security can also be set to the folder so that only certain users and groups can be provided the relevant access to the documents in the folder. The various types of permissions allowed are NoAccess, Search, ReadOnly, ReadAndWrite, Delete and FullControl.
   
   
4. Once a folder is created additional information in the form of meta data can be set. Index Data and KeyWords are the two forms of meta data that can be added to a folder. User defined fields can be created and data can be added to those fields for each of the folders created.
   
   
5. All documents which are to be stored in a particular folder are placed after the barcode sheet of the folder and scanned.
   
   
6. The software automatically stores the documents after the barcode into the folder to which the barcode pertains.
   
   
7. To search for documents it is necessary to convert the images (obtained after scanning the documents) to text this is done through an Optical Character Recognition (OCR) engine. This allows searching for any word through the documents. After converting the images to text, the position of each word of the text is stored i.e. indexed. This helps in searching for full phrases (e.g. 'rains in Mumbai') rather than words only.
   
   
8. The DMS has a browser-based Viewer which has the following advantages :
   
   

• It allows for page navigation, for instance, if 5 pages of a magazine article have been scanned then user can go from page 2 to page 3 through the 'Next' button on the viewer rather than opening pages separately
  
  
• It allows for zooming in and out, rotating the page etc.
  
  

1. ViciDocs provides a comprehensive version control though Capture Client with the following features:
   
   

• Version history - User can view the detailed history of a document and can view any of the versions of the document.
  
  
• Latest version download - By default the latest version is downloaded for the user to work upon.
  
  
• Check-in/Check-out control - This feature allows the user to check out a document for working on it and Check it back in once the modifications are done.
  
  
• Single User Check Out option prevents multiple users from editing the same document simultaneously thus maintaining the documents authenticity.
  
  

WorkFlow:

• ViciDocs has a simple yet extremely powerful workflow system, which allows the various users of the organization to route the documents to appropriate users.
  
  
• The administrator can create various workflow templates and apply those templates to various documents so that the documents can follow the rules laid down in the workflow template.
  
  
• The ViciDocs WorkFlow provides automatic e-mail notifications when specified events, such as placement of a document in a folder or when a document is finalized by one of the users in the workflow.
  
  
• Reports based on the status of a document in a workflow can be generated for supervision.