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Microsoft Office Document Imaging

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What would you value most in a data recovery solution should you lose an important document? Would it be speed, convenience, or ease of use? These things surely matter for all kinds of computer software, but data recovery has one specific demand that outweighs everything else by a huge margin. This factor is reliability of the recovery.



Microsoft Office documents store results of many hours, days or even years of work of practically all office employees and most people who use their computers at home. Microsoft Word dominates the market of word processors, and most if not all documents are stored in RTF and its proprietary DOC formats. Microsoft Excel and its XLS file format dominate spreadsheet market. Most presentations are created in Microsoft PowerPoint and stored in PPT files, and most charts and drawings are drawn in Microsoft Visio and saved as VSD files. Combined, files in these formats occupy significant space on the users' hard drives, and represent hours and hours of work, much more than any other file format.

In an unfortunate case of hard disk crash or file system failure, what would you try to recover the hardest? Would it be a set of software products such as Windows or Office itself, which you can easily re-install from the original CD or DVD, or would it be files and documents you spent your personal time working on? Unless you have a fresh backup of your documents somewhere, the documents are impossible to simply re-install. If you have a recent copy of your Office documents, that's great! But what if your backup is several days old, and you've put a lot of work into these documents? Or even worse, what if you don't have a backup at all?

Recover latest versions of your deleted documents even after a hard drive failure with DiskInternals Office Recovery securely and reliably. Unlike general-use undelete and data recovery tools, DiskInternals Office Recovery strongly benefits from being designed specifically to handle documents stored in Microsoft Office format.

General-use recovery products scan the computer's file system in order to locate files that were deleted or corrupt because of a hard drive failure. However, they frequently fail to work properly if the file system itself is damaged, which happens a lot after hard drive failures.

DiskInternals Office Recovery scans entire surface of your hard drive in order to locate all Microsoft Office documents that are still there. In order to find the documents, it uses a set of signatures that are characteristic for the Office file types. The file system is also scanned in order to retrieve the names of the files. The results of disk scan are matched against information contained in the file system, and you are presented with a complete list of all Microsoft Office documents that are on the disk and that are still possible to recover.

Quite often you don't want to see the list of all Microsoft Office documents that were ever saved on your computer. There's no point in spending time scrolling through an endless list of files if you just need the latest revision of a PPT presentation or an XLS spreadsheet, but you need that document right away. DiskInternals Office Recovery offers an extensive set of filters allowing you to display only the files that you need with just a few mouse clicks. If you need a DOC file that you know you worked with today, you simply activate the File Format and Date filters, and only the Word documents that were modified on this day will be displayed. If you don't remember the name of the file, but know its title or the person who created the document, the Title and Author filters will show you those files. Similarly, if you only remember a line or even a few words of text from the document, you can instantly locate that particular file by activating the Text filter.

With full document preview in the free evaluation version, there are no worries or surprises in buying DiskInternals Office Recovery. Download the free trial version from http://www.diskinternals.com and see for yourself that it is fully capable to do the job!
Microsoft Office Document Imaging
Consider it. Office Document Imaging converts your paper documents into digital images, which can be sent to the other end of the world in seconds. Any text in the image would be readable by humans at the other end. The information on a paper document you received in your US office thus becomes available for your executive who is, say, in China looking for business opportunities.

Your executive might even be traveling across the country when the person sees the mail on his or her Blackberry. The communication might contain details of the latest response from the Chinese client the person is traveling to meet.

Office Document Imaging in Essence

Office document imaging involves scanning paper documents into digital images. The images are then saved in such formats as JPEG or TIFF. Human viewers can read any text in the document. So if you just want to send a communication, you can simply send the image to your recipient.

On the other hand, if you want to edit the text in the scanned image, you have to perform another operation after scanning. This operation involves making the text recognizable to machines like your computer, and is done using technologies such as Optical Character Recognition (OCR) or Intelligent Character Recognition (ICR).

Making Office Documents Searchable

The conversion of the document image text into machine-readable characters also makes the document index-capable. Indexing involves associating the words in the document, or in the document tags, with the document. Such association makes it possible to retrieve the document using the associated words.

You search for documents containing significant "theme" words that uniquely identify the content you are searching for. In response, the machine displays the particular document or a list of documents containing those theme words.

When your document repository contains thousands of documents, the above kind of search facility becomes highly important for efficient workflow.

Office Document Imaging and Office Workflow

You can scan a paper form into a digital form, convert it into an editable document using OCR, and send it to multiple respondents. The recipients can then fill out the form and send it back to you. (In the reverse direction, you can receive online forms and send them back duly completed.)

Compare the above scenario with one where you receive a paper form in the mail days after it was sent, open the envelope, spread out the multiple pages, fill them up, arrange the filled up sheets, put them into an envelope, seal and stamp it, and arrange to have it posted!

Character recognition conversions enable you to remove any personal material from a document you have received and forward it to another concerned person. You can also add more material, say some images, before forwarding it.

You can add your comments to a scanned and character-recognized document and then send it onwards for further review. In this way, people can collaborate on a task or project, with recorded comments that can be reviewed by others.

Document imaging of paper documents also helps archive paper documents without keeping the paper. Once the office document image has been transferred to reliable media like a WORM disk or microfilm, you can shred the original paper document and send it for recycling. You save on filing cabinets and file room space (and help recycle paper) in this manner.

Conclusion

Office document imaging makes paper documents available online. Paper documents are scanned and "character recognized" and sent over the Internet to concerned persons. The digital text can also be indexed and stored in your content repositories, making it possible to retrieve it later when needed, from anywhere in your enterprise. Office document imaging streamlines many workflow routines that are common in offices.
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