By Moshe Brown
All rights reserved to UniPort
2 Oct 2010
InstantFiler is an enterprise solution for filing paper
documents automatically, the system suites any type of
organization, centralized or distributed. The system's
concept is to file any paper document by doing one
simple function. InstantFiler's efficient filing process
eliminates unnecessary paper handling and saves the
InstantFiler is built around a centralized server and SDR
units (Smart Dial-up Routers) that are hooked on the fax
machines from whom the documents are sent for filing.
Paper Documents Automatic Filing System
The Filing Process in the Organization
Any fax machine in the organization that is used for filing
documents has a small SDR unit connected to its fax line. The
SDR is responsible for transferring the fax call to the InstantFiler
server, the SDR is triggered by dialing an asterisk (*) before the
The operator dials a number which is actually a certain index
number for the filing process, for example, an I.D. number,
Insurance policy number, Bank account number, etc, and than
sends the fax.
The fax arrives on one of the InstantFiler Server lines; the
document and the index number are accepted by the system
and scanned by an OCR (Optical Character Recognition). The
documents than are being filed by the system according to the
index number. It is optional to return to the sender of the
document a confirmation fax or E-mail.
How Does it Work
The SDR connects between the fax machine and the telephone
line. When the user dials the filing code (asterisk *), the SDR is
triggered and routes the call to the InstantFiler system.
The SDR connection
InstantFiler deploys several OCR engines to support a
variety of languages and to provide a high accuracy.
The OCR module improves the fax image by
increasing its resolution, flips pages that were sent
upside down, fixes de-skewed document, to enable
high performance - lowering the number of errors.
Image Handling and OCR
The automatic filing system enables filing documents based
on indexes and different parameters. For example, in a Bank,
when the operator keys "asterisk 1" the system knows that
the numbers keyed after is the persons ID number, and when
he keys " asterisk 2" the system knows that the document is
a loan request.
The system generates two files, the original picture, and a
metadata file that the OCR generated. This allows searching
for information by using keywords, the same way as
searching other Metadata documents (i.e. Word, Excel,
PowerPoint, PDF, Etc.). The systems data base is SQL
The Filing System
The InstantFiler solution is suitable to a variety of organizations in different
market segments, some examples:
Insurance companies – Insurance agents send different forms to their
customers for signature. Those documents can be filed instantly in the
customer file at the insurance company by sending a fax and dialing the
insurance policy number, or the customer's ID number.
HMO – Patients who have their medical exams in an external clinic receive a
printed report from the clinic. In order to file this document in the patient's
file, the medical administrator at the HMO sends the papers from the fax
machine to InstantFiler, dialing the patient's ID number.
Banks – Bank customers sign many documents, in order to file a document
in the customer's file, the Bank clerk sends the document to InstantFiler,
dialing the customer's bank account number.
Government offices – who service citizens, generate documents that needs
filing, InstantFiler is the ideal system to do it efficiently.
Simple and Instant filing process
Small possibility for mistakes
Possibility to do smart metadata search (as Office
documents) on filed documents.
The fax machines traditional functionality remains
No need to buy expensive scanners – the fax machines
are already available.
Filing departments can be eliminated
Flexible system suites any organization
No need to build an expensive telephony infrastructure
The system uses smart fax boards from Dialogic, their
benefit is in the high quality of the fax transmission, as well as
It is possible to use analog as well as PRI telephone lines.
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Raanana 43650, Israel
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15 Oct 2010