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Scanners and Scanner Software - PageKeeper

So what do you do with all of the documents you have scanned in? In fact, what do you do with all of your documents to begin with?

For small to medium businesses and even for personal use, Caere provides the solution in the form of their product PageKeeper. You can take existing documents and import them into PageKeeper, or you can scan documents directly. Once the document has been added, you can group them into different categories and store the groups for easier access.

At first, this appears to be simply another way of storing files, similar to the way the file system works. However, the power of PageKeeper lies in the tools it provides. The simplest example is the ability to store thumbnails of the document. Even before you open it, you have a general idea of what kind of file it is.

Files are imported into PageKeeper, which simply keeps track of the physical of the file and does not make a separate copy or move the file. Instead, PageKeeper simply creates a thumbnail of the document and stores the necessary information.

You can also clip files together to form convenient units to manage your files. When clipped together, you can treat the files as a single unit and do with it everything you could with single files. For example, let’s assume you were storing the monthly status reports from each of your branch offices. They consist of word processing documents containing things like the report proper, spreadsheets with sales information, and maybe pictures of damaged products. You could then clip all of these documents together and then store it as a unit.

In addition, if you wanted to, you could print out all of the files stored within a clipped group. Because faxing is just another way of printing a file, it is not surprising that you can fax clipped groups as well as single files. Taking this one step further, you can also send the groups as an attachment to email.

If need be, you can also clip together already clipped groups of files, which can then be treated as a unit. At the end of the year, you could clip together all of the status reports from your branch offices. The downside is that if you ever unclip them, the individual files are separated and not the previously clipped groups. However, you can remove individual documents from the group.

One interesting function was that during the installation PageKeeper scanned my system for applications that would most likely want to be linked up with PageKeeper. It found MS Word, Corel WordPerfect, both my browsers (MS Internet Explorer and Netscape), along with several other applications. PageKeeper keeps track of which application would be used to access a particular document. Double-clicking on the icon starts the associated application, or you can load the document using a different application by simply clicking another one on the toolbar.

Figure 10-14 shows the primary work space of PageKeeper. This behaves very much like Windows Explorer. On the left side of the window, you see the hierarchical structure of your files and folders. On the right side are the details of the directory you are currently in. Like the Explorer, you can list the files in four different ways (detailed list, list, small icons, and large icons), as you can see in the right half of the window. As with Explorer, you can click on any of the headings to sort the directory list.

Caere PageKeeper main screen

Files are added in several different ways. You can add files from the file system either through the context menu (or File menu) by clicking the entry "New Document from Disk." This allows you to include single files or small groups of files. (There is a limit to the number of files this method will allow.) Second, you can drag-and-drop them from Explorer. This is a much more efficient method if you have a lot of files you want to import. However, each file that you import with this method needs to be read to create the index. It might take a long time to load in and process all of the files. If you copy a large number of files, PageKeeper will not be able to process them all at once, so it will create a number of jobs that are processed as the system gets around to them.

In addition, you can download a page from the Web. This is a bit cumbersome to use, as you are expected to input the URL and cannot search for a specific page.

The last way I found to be"nifty," because it is so straightforward and so simple, is one many people do not think about. This is creating a shortcut to PageKeeper and putting it in the Send To directory. You can then send a file to PageKeeper by selecting the "Send To" entry from the context menu in Explorer. This allows you to register files into PageKeeper as you continue to do your work. As you come across files you would like to manage with PageKeeper, you click a menu and the file is in.

As you would expect, being a Caere product, PageKeeper can also directly scan in documents. In addition, if you had a large number of documents and a scanner with an automatic document feed (ADF), you could scan them all at once into PageKeeper.

In addition to storing thumbnails of the different documents, PageKeeper stores a number of different pieces of information about the file as well as creates an index. There is no need for you to create a list of keywords.

When you go looking for information, PageKeeper help in the process by accessing the index it created as pages are added to the

PageKeeper includes support for more than 40 of the most common file formats. This does not just include word processing formats but image and spreadsheet formats as well. Among the formats PageKeeper supports are:

  • Adobe Portable Document Format (PDF) and Photoshop (*.psd)
  • GIF, JPEG, TIFF, and BMP
  • MS Word, MS Excel, and MS Write
  • Ami-Pro and Lotus 1-2-3
  • Corel WordPerfect and QuattroPro
  • ASCII, ANSI Standard text, RTF, Character Separated Value (CSV), and HTML.

One handy feature is the ability to add annotations to the document. In general, this is the same basic functionality as what is provided by Adobe Acrobat. You add notes to the document as necessary and even use the contents of the notes as search criteria to find the document later.

FolderWatch is a method by which PageKeeper monitors the folders on your file system and manages the contents for you. Rather than loading files by hand into PageKeeper, FolderWatch will automatically add the document based on criteria you define any time you save, move, or copy a file into one of the predefined directories. Any time existing documents are changed, the thumbnail is changed accordingly. If the target file is moved, FolderWatch keeps track of this as well, so you do not need to update the index manually.

SmartFolders helps you manage your documents further by automatically grouping related documents. You define "filing parameters," such as file type or date, keywords, or phrases, and any new documents that meet those criteria are automatically filed in the correct directory.

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Published on: 0000-00-00 (4359 reads)

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