Document Management Frequently Asked Questions

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Is DocuXplorer compliant with HIPAA, Sarbanes-Oxley, SEC and FINRA regulations for document security, audit trail and retention?

Yes. DocuXplorer complies with all US government regulations for document and record security, and retention. In fact, our compliance with electronic document management makes us a very popular solution for clients in the financial services, healthcare and legal industries. Learn more about the importance of document security.

Can DocuXplorer convert Microsoft Word, Excel or HTML documents into PDF documents?

Yes, users can easily convert any printable document into a PDF document.

Can I scan a document as either a PDF or TIFF image document?

Yes, you can scan documents as either PDF or TIFF image documents.

Are documents stored in a proprietary format in DocuXplorer?

No, all documents remain unchanged when they are copied to the Docuxplorer database from their original format. Computer-generated documents are stored in their native format and images are stored as standard TIFF files viewable on any Windows PC using the operating system's own imaging system. You can export or email a document from DocuXplorer and any user with a Windows PC and the document's source program installed can open, view and edit it.

Can anyone view or edit DocuXplorer documents using Windows Explorer or any other file manager?

No. For security, all documents are stored in the DocuXplorer database and cannot be seen as files on a hard drive. In the Enterprise version, access and permissions are fully controlled by DocuXplorer's security settings. This prevents anyone from accidentally or maliciously deleting, misplacing or editing a document on a hard drive without permission or an audit trail.

Can DocuXplorer compress images?

Yes, DocuXplorer uses state-of-the-art industry compression techniques on scanned documents. A page of black and white text using compression will be approximately 25-50 KB, allowing you to store millions of documents on a single hard drive.

Can I merge documents in DocuXplorer?

Yes, a user can merge multiple file types into a compound PDF document, or merge multiple TIFF images into a multi-page TIFF document.

What types of documents can be stored in DocuXplorer?

Any computer-generated file or scanned-in image can be stored in DocuXplorer. If the document is a computer-generated file (i.e. Word, Excel, PowerPoint, WAV, MPG, etc.) it will be opened for viewing and editing by its source program, as long as the source program has been installed on that local computer and is the file type that is registered in the Windows Registry. An image file is viewed and annotated using the built-in DocuXplorer image viewer.

Can I create a logical folder structure based on my organization's needs?

Yes, DocuXplorer's easy-to-use but robust library tree allows users to create cabinets, drawers and folders just as they would in their real-world office environment.

How do I control access to my documents?

In the Enterprise version, DocuXplorer utilizes a powerful security methodology for users and groups that allows an administrator to set user permissions based on the user login for nearly every function of the program. Automatic log-off after a defined period of inactivity further assures the confidentiality of your stored documents.

Can I sort and group my documents?

Yes, you can sort fields by either ascending or descending order, and group and sub-group the contents of a folder or query list by index fields. In addition, you can add summary fields for sum, count, minimum, maximum, etc.

Can I add user-defined index fields to create my own document profiles?

Yes, DocuXplorer allows you to create Index Sets, each with up to 35 user-defined fields. Users can create an unlimited number of Index Sets to profile their document types.

Is there any limitation on a document's physical size (i.e. number of pages, dimensions, etc.)?

No. In fact, we have many clients that have stored documents with as many as 3,000 pages within a single document.

Is there any limitation on the number of documents I can store?

No. Each DocuXplorer cabinet is its own separate database, as is each drawer within the cabinet, and it can store up to 30 GB of documents. You can create an unlimited number of cabinets and drawers within each cabinet. If you’re using Professional on-premises, the allotment is 10 GB of storage and Teams offers 50 GB of storage. There is no limitation for Enterprise other than the amount of storage available in your own system. If you’re running DX in the Cloud, Teams is limited to 50 GB and Enterprise is scalable to however much space is needed.

Can I add searchable comments or notes to a document?

Yes, using the description field or any of the user-defined memo fields, you can add notes or comments. Notes or comments entered into any of these fields can then be searched using a full-text search.

Can I add additional pages to an existing document?

Yes, you can either insert new scanned-in pages or append them to the end of an image document. You can also break a document into multiple new documents or create new documents from specific pages of an existing document while leaving the original document intact.

Can I OCR my documents and search through the full text?

Yes, DocuXplorer provides you with built-in optical character recognition (OCR) in over 100 languages. OCR can be performed on a scanned-in or imported image document for a full text search of a document's contents. You can search the full text content of any electronic documents (Word, Excel, CAD, etc.) as well as for the OCR text.

Can more than one user search for and view a document at the same time?

Using DocuXplorer's Enterprise and Teams versions, multiple users can add new documents or search and view documents at the same time.

What operating systems can DocuXplorer support?

DocuXplorer supports Windows 2000 or later, including Windows Vista and Server 2008,  as well as Novell, Linux, Remote Desktop and Citrix servers. Learn more about system requirements.

Can you run DocuXplorer on a Mac?

Yes, a Remote Desktop Connection supports both PC and Mac users. Authorized users can access the data anytime anywhere with the same benefits plus additional security compared to the Cloud. 

Can I add annotations to a document?

Yes, DocuXplorer comes with a full set of annotation tools including a highlighter, redaction, hyperlink, rubber stamp, etc. for use with images. For PDF documents, you will need to have a copy of Adobe Acrobat installed on your computer.

Can I link a document to a web page or to other documents?

Yes, you can add a hyperlink index field to an Index Set (or a hypertext annotation to an image document) that will automatically bring up either a website's URL or a file outside the DocuXplorer database on any network or local drive.

Does DocuXplorer allow for version control?

Yes, you can set version control as either a default or on a document-by-document basis. Document versions are tracked by the time and date of modification and by author.

Does DocuXplorer maintain an audit trail on every document?

Yes. DocuXplorer keeps an audit trail on every document, known as the Document Event Log. The Document Event Log tracks every action taken on a document, stamping it with the event date and time, and the name of the operator who performed the action. Beyond that, DocuXplorer also provides a Library Event Log with data on every action taken on every document in the Library, that can be used to create reports and track user activity. The Enterprise version has no history limit. Professional and Teams stores 1 week of history.

Does DocuXplorer provide document security?

Absolutely! You can create security rights based on a user's login for any object in DocuXplorer, all the way down to a field. DocuXplorer also allows you to customize permissions for a user or group for nearly every function of the program including the ability to create objects (cabinets, drawer, folders, documents, or fields) that are invisible to users based on their login. DocuXplorer security functionality is a key element in complying with HIPAA, SEC, NASD and other governmental regulations.

Can I archive my documents to a CD, DVD, external hard drive or pen drive?

Yes, you can archive a cabinet with all its documents and index data to any one of these. The DocuXplorer program help section gives complete instructions on this process.

How can I back up my DocuXplorer data?

Simply add the /DXDOCS folder on your network drive if you are using the Enterprise or Teams versions, or your local drive for the Professional and Personal versions, to your daily backup routine. We highly recommend that you do a separate and complete (not incremental or differential) backup of the DocuXplorer data on a daily basis, rotating five days of complete backups before you begin the cycle again. Want DocuXplorer to run your backups in the cloud? Learn more about DX Secure Backup

Does DocuXplorer provide check-in/check-out functionality and how does it work?

Yes. Using the check-in/check-out feature of the program, users can check out a document and enter a message that is viewed by users who request that document. When another user requests that document, a dialogue box appears with a note from the editor who checked the document out. A checked out document can be viewed but not edited until it is checked back in by the editor.

Can I save email directly into DocuXplorer?

Yes. You can use either the DocuXplorer/Microsoft Office Integration with Outlook or the DocuXplorer PDF print driver to save emails from other email programs..

Can I generate reports with DocuXplorer?

Yes. DocuXplorer allows a user to format and print reports from a folder and query result lists. A user can also export a folder and query results list data to Microsoft Excel, HTML, XML and CSV for additional reporting flexibility.

Can I export my documents from DocuXplorer into a Windows folder?

Yes. DocuXplorer allows you to export a single document or even all of the documents in your cabinet simultaneously into a Windows folder. We also provide the functionality to use your index data to create a logical file name for your exported documents.

Does DocuXplorer offer a workflow management solution?

Yes, using two fields in an Index Set and Saved Search Documents, you can assign a document to a user or group and assign that document a workflow status. A simple search on Assigned To and Status can then be saved and exported to a user's Windows desktop to create a workflow, with the results appearing in a list of all documents assigned to the user with that status.

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