Purpose, architecture, technical requirements of the Folium

About system

• Increased security is implemented through isolated and separated user and administrator interfaces;
• Universal format for interaction with external sources of information (import, export);
• Hi-end encryption system to enhance the security of information storage;
• Autonomous system for data backup with the possibility of a remote placement or automatic mailing service;
• Multi-level storage system to improve scalability and system performance;
• Module that allows the access to the system for unregistered users with flexible admission rights;
• Built-in tools for creation of the corporate portal.

Purpose and functions

Computer program “Folium” is a universal software platform and is designed to build and operate automated systems for accounting, storage, retrieval, display, processing and exchange of information.

The “Folium” system can be used for:

• creation and management of electronic resources of institutions, enterprises, companies;
• automation of processes of work with documents (documentary materials);
• integration of information resources of the institution, enterprise, company, building on its basis information portals, archives, catalogs, libraries, reading rooms, depositories of documentary resources, etc.;
• automating the activities of the institution, increasing the level of intracorporate communications and information interaction of structural units / employees.

“Folium” is a flexible system that allows:

• adapt the system for use in organizations and institutions of various profiles;
• create and use ancillary resources;
• create / adjust the automation technology of the organization’s tasks based on local characteristics;
• create the necessary groups and individual users, provide flexible customization of rights to work in the system;
• process the information in the system, different in the subject and structure of the description (database records, text, images, video, document files, etc.);
• import information into text editors, print, send by e-mail.

Architecture

“Folium” has a client-server architecture (installed on the server) and can run under OS of the Unix / Linux family, Windows.

“Folium” is designed to operate both under the management of free-distributed MySQL databases, and under commercial versions – Oracle DBMS in client-server architecture.

The work of the system built using the “Folium” is provided both from the local network and from the Internet (determined by the customer of the system).

The user works with “Folium” using a web browser installed on the work computer (no additional software is required).

The amount of required disk space on the server is determined based on the amount of electronic files that are stored on the server, as well as the need to provide system backup.

Technical requirements

For successful installation and proper operation, the server and client parts of the system must meet the requirements for the technical means necessary for its operation.

Technical means:

• Server system: Processor clock speed: minimum required – 1 GHz, recommended – 2 GHz;
• RAM: the minimum required – 2 GB, it is recommended – 4 GB;
• The amount of disk memory for the installation of the system is 100 MB;
• The amount of disk memory for data is the estimated value*.

Client PC:

• processor with a clock speed of at least 1.5 GHz;
• RAM not less than 512 MB;
• a video card with a video memory of at least 128 MB;
• hard disk drive, the amount of free disk space is not less than 10.0 GB;
• information output device (monitor) type;
• manipulator type (mouse);
• standard keyboard;
• compatible printer with operating system.

System software:

• server operating system: Unix / linux, Windows Server;
• client operating system: Microsoft Windows 7 and higher;
• Internet browser Google Chrome (at least version 35);
• Internet browser Mozilla Firefox (at least 26 versions);
• Internet browser Opera (not lower than version 12.16);
• DBMS and Mysql database 5.5.20;
• PHP 5.3 or higher;
• Apache HTTP Server 2.2.22;
• phpMyAdmin 3.4.9;
• program for working with texts Adobe Reader (version 8 or higher).

* the amount of necessary disk space on the server of the system is determined at the stage of its design based on the needs and the amount of electronic files that are planned to be stored on the server, as well as providing system backup.

Order Folium testing

Scanning, indexing, cataloging

Creating a scanning center

To buy a scanner that will meet your needs, it is important to first analyze your paper archive by several parameters: the volume of documents to scan, formats, quality, resolution, physical condition, and so on.

In order to find the optimal solution for you, we:

• Will conduct a free evaluation and analysis of the archive;
• Will consult on types of scanners (including high-speed, wide-format, professional flatbed);
• Will provide a calculation for the purchase of the scanner in the basic or extended configuration.

Buy a scanner — this is only the first step. The creation of digitization departments / centers is a long process, requiring expert evaluation of specialists.

If you purchase a scanner, we:

• Will select the optimal model, depending on the features of the funds;
• Provide technical support;
• Will train specialists, develop user’s instructions.

Archive processing of documents

For an organized and easy to manage archive of documents, guarantees the preservation of valuable information, you need to archive documents that are in compliance with the law and meet your needs.

What tasks solves the archiving of documents?

• Provides the correct mode of storage of documents, their safety;
• Generates an archive of documents;
• Creates reference and accounting tools to archive documents;
• Optimizes and makes it convenient to use archive documents.

Stages of archival processing of documents:

• After evaluating your archive, first of all, permanent storage documents and personnel files are archived. With the filing of documents in the State Archival Service;
• Then documents of temporary storage, which have not expired, are archived;
• And documents, the storage period of which has already passed, shall be written off (destroyed).

Our services:

• Evaluation of the value of documents;
• Organization of personnel documents and temporary / permanent storage documents;
• Procedure for writing off documents;
• Forming inventories of cases;
• Archive binding, stitching, restoration;
• Harmonization of necessary documentation with the State Archives;
• and other services for archiving documents.free-evaluation

Our advantages:

• Work on your territory, which eliminates the need to transport documents, ensuring the security and confidentiality of the process;
• All work is performed in accordance with the law;
• Will evaluate your archive for free. Evaluation of the archive is also necessary if you want to create an electronic archive.

Creating an electronic archive

Electronic archive Folium — is a solution that will help organize and structure your digitized data, quickly search and establish simultaneous work regardless of the territorial distance of users.

Stages of creating an electronic archive:

• Free evaluation of the archive database;
• Implementation of the pilot project (with subsequent adjustments for the qualitative implementation of the main project);
• Documents scanning;
• Documents recognition and indexing;
• Implementation of the electronic archive system.

Folium Benefits:

• Web-oriented;
• Cross-platform;
• High-speed performance;
• The versatility of the system makes it easy to expand the functionality.

Find out more about the purpose, architecture and technical requirements of the Folium here.

Recognition and indexing

For effective use of documents it is important not only to scan, but also to be able to search for them. We know two options for solving this problem — documents can be recognized or indexed.

Recognition of documents

Recognition of documents is used for primary sources of good quality — “fresh” book, a magazine, a dictionary, a questionnaire. Without the presence of “artifacts” (garbage, comments, entries in the fields, etc.). For this we use a document recognition system or an OCR- system. This system automatically enters the data into the computer (for example, in a text editor). And after the document is recognized, you can:

• Copy and edit text;
• Work with individual paragraphs of text;
• Search by words and phrases.

With regard to archival documents — the process of establishing recognition takes longer, and the accuracy is a small percentage. In this case, various methods of semi-automatic conversion of documents into electronic form using keywords (indexing) are used.

Indexing of documents

Document indexing — is the process of assigning identification features to scanned documents, allowing you to quickly find the necessary information in the database. Such signs can be: type of document, document number, document date, author of the document, etc.

Our advantages

At the stage of recognition or indexing, we work with the most complex data:

• Handwritten (fully handwritten documents or containing information written by hand);
• Executed on a typewriter;
• Poorly readable (text has faded, information is partially lost, etc.);
• Information from documents of the same type is located in different parts (for example: when changing the order of registration of contracts).

When performing full or partial recognition of documents, we use a multi-level quality check of the array. The creation of a resource also helps us to avoid possible mistakes, where the whole technology is tested on a small amount of information, the fields are consistent, and the quality criteria are determined.

Wide-format scanning

We scan:

• Drawings, charts, maps;
• Technical and project documentation;
• Engineering plans and schemes on any materials (cardboard, tracing paper, blue).

Depending on the state of a wide format document, we can scan it in two ways:

• If it is of good quality — we scan it at one time using a lingering scanner;
• If it is of poor quality — we scan it by fragments. Then glue together using software.

In the presence of a large amount of maps, drawings, we can perform work on scanning in your territory.

Documents scanning

We provide scanning services for:

• Commercial companies;
• State departments;
• Museums;
• Archives;
• Libraries.

Scan quickly:

• Embroidered documents — from 10,000 pages/day;
• Stitched documents — from 1500 pages/day.

Where do we scan?

• In our office, or we can create a temporary scanning center in your territory.

How do we scan?

• Determines the amount of documents and scan parameters;
• Process the received scan-copies and convert them into the required format — jpeg, pdf, word, etc;
• Transfer scanned documents on any convenient medium — cd/dvd, flash drive, loaded into the “cloud”.

Having scanned documents you:

• Save copies of documents in case of loss of paper original;
• Able to fill electronic archive;
• Faster find information if documents are recognized.