Q. Why might I need Eclipse OnLine?
A. The product is designed to enable fast and reliable retrieval of electronic documents. Eclipse OnLine is Web-based. Users of Eclipse OnLine have no additional software loaded on their PC. They connect to a web site, using any browser, and carry out the searches and retrievals over this web link. This is especially useful to allow remote users to access their documents.

Q. Will Eclipse OnLine (EOL) be compatible with our existing systems?
A. Almost certainly yes. EOL is fully scaleable and uses no proprietary formats (unless you want to store and retrieve PDF files in which case Adobe’s Acrobat Reader will be required). EOL will support your existing applications as long as they operate on ODBC-compatible databases, such as Oracle, Microsoft Sequel Server and Access.

Q. Is Eclipse OnLine (EOL) only suitable for larger businesses, which have huge volumes of paperwork?
A. EOL is designed to handle huge volumes of paper-based information and online data but many smaller companies have used EOL with great success. One existing client has up to 4 million images on the system at any one time, with over 200 networked users, based at three locations. They can all call up images on-screen within seconds. Our smallest client, however, processes fewer than 100 images a week.

Q. Is Eclipse OnLine (EOL) an off-the-peg system, or can you build a bespoke version for our company to suit our specific requirements?
A. EOL can be fully tailored to meet exact customer requirements. Pages can be customised to match a corporate theme and the functionality ‘behind’ each page will be programmed to achieve the required solution. Stortext FM are well placed to provide all the advice you need and then to carry out the website customisation.

Q. Will I need expensive hardware to run Eclipse OnLine (EOL)?
A. No. EOL can be used on any web connection. Remember, however, that the speed of EOL will be affected by the speed of the connection to the web.

Q. How many images can I get on a single CD?
A. Obviously image size varies enormously. But the average size of an A4 TIFF image in black & white is about 40Kb. On this basis one CD will normally hold an average of 20,000 images. This equates to about 25,000 images per Gigabyte. For more demanding storage requirements, Stortext FM can output data to DVD.

Q. What is COLD/ERM?
A. COLD stands for 'Computer Output to Laser Disc'. It is a term that was first coined in the 1980's to describe the process of copying computer print files directly into an image retrieval system. It removes the need to print copy reports and then scan them. ERM is the current term for this process. It stands for Electronic Report Management.

Q. Do we have to keep the paper originals, once they have been scanned?
A. Not usually. Once Stortext FM have scanned your paper originals, and the images are loaded safely into your system, there is generally no need to keep them. Some customers prefer us keep key documents - such as leases and contracts - in storage. We then destroy the rest. If the documents are subject to audit by a regulatory authority - such as by VAT inspectors - then you will need to obtain their permission before the original documents are destroyed. EOL is fully recognised as an alternative way of storing documents by many official organisations. Click here for a free sample letter requesting permission from the VAT department.

Q. Are image copies legal?
A. It depends what is meant by legal. Stortext FM can advise you on the many ways to gain legal acceptance for your document image. Whilst no legislation has been passed specifically regarding legality, the law of best evidence should apply. In most cases of law the disclosure method simply needs to be agreed between the Defence and the Prosecution. If both sides agree, the Judge will rule in favour of images being presented. Eclipse operates to ISO9000 and DISC PD0008, the code of practice for legal admissibility for stored information. We have also been audited and approved by the Inland Revenue. Should you prefer it as an additional safeguard, we can store and track the paper original on your behalf - enabling us to retrieve it quickly if the need arises.

Q. Which formats are currently handled by Eclipse OnLine (EOL)?
A. Just about anything that exists in an electronic format is a candidate for management by EOL. This includes documents stored as TIF, PDF, JPEG, HTML and XML; documents produced by Word and other typical desktop applications; and computer generated reports captured as print files. EOL can also handle computer generated forms, such as invoices, credit notes and statements, and email.

Q. What is the minimum hardware requirement to install Eclipse OnLine (EOL) hosted locally?
A. This is a complex subject and will require investigation. Stortext FM will be pleased to advise and to undertake feasibility studies with you.