API Toolkit
The API Toolkit is an object-based API for use by developers to integrate OCULUS document management functionality to custom and existing applications. By integrating this toolkit, applications have access to functions of OCULUS that provide insertion, retrieval and other capabilities. The OCULUS API Toolkit is ideal for system integrators who wish to add document management and workflow functionality to their Windows-based business applications.†The API toolkit is available in JAVA and Visual Basic.

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Federated Search
Federated Search lets you explore multiple OCULUS systems from single access points. With integrated architecture, a uniform search interface greatly expands an organizationís capability to disseminate information stored in local and geographically distant OCULUS systems. The ease of access to remote information warehouses will increase efficiency and client satisfaction while reducing operating costs.† At companies and organizations with multiple locations, each user retrieves all pertinent documents, videos, photographs and other formats from anywhere in the system. OCULUSí security module ensures data access integrity throughout entire federated environments and local OCULUS systems.

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Forms
Forms management plays a critical role in the administration information capture for any organization. Paper-based forms are quickly being replaced by digital forms which users can either download or simply fill out on line. ROH has partnered with Formatta Corp. to provide a secure, easy to use forms solution that works seamlessly with OCULUS. Paper forms that were previously scanned into the OCULUS system can be directly inserted using the Forms Integrator. Once a form is submitted, the Forms Integrator will directly upload the results to OCULUS, providing instant access to an organization’s form.

Form Design - Organizational forms can easily be designed to meet a specific environment. Existing forms are imported or converted to speed their deployment.

Form Distribution - E-forms are freely distributable and secure while providing unlimited access. End users can fill out, save, encrypt/decrypt, sign, route and print any electronic form.

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MapDoc
Many state and local governments have implemented Geographic Information Systems (GIS) to provide a mapped view of physical assets such as land parcels, project areas, facilities and infrastructure. The immense amount of documentation is often filed in combinations of printed files and digital files, making it difficult to compile all information for a particular location. OCULUS MapDoc enhances the document management system by associating documents with features on a map. OCULUS readily integrates with a web-based GIS such as ESRI’s ArcIMS product. This capability allows users to access documents contained within OCULUS through a Web-based mapping interface. For example, the user can select the desired map feature, such as a parcel of land or facility, and display the documents that are associated with that feature. The user can then access those specific documents for viewing.

Maps can also be accessed through the OCULUS interface. When the search results of a document query are displayed in OCULUS, the location of a facility or other feature can be displayed on a map, by simply selecting the record.

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Import Utility
The Import Utility allows documents to be automatically imported into the OCULUS solution. This allows organizations the opportunity to outsource their document scanning needs to commercial imaging vendors or import legacy documents currently being stored on their servers. The OCULUS Import Utility has the capability to retrieve these documents and auto-import them into OCULUS. We work closely with the chosen vendor to import large volumes of images and their corresponding metadata with little or no interaction required on the part of our client.

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Portable Oculus Retrieval Tool
The Portable Oculus Retrieval Tool (PORT), allows the end user to quickly select and export a specific set of documents or records that reside in OCULUS. This self-contained server pulls all image files and metadata pertaining to a defined set of records. The key to the PORT success story is that this condensed database resides on a laptop, making it easy to transport documents with little effort while avoiding potential internet failures. This module has been very successful in transporting legal case files to court.

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Reporting
The Reporting component provides optimized, pre-configured reports as well as the ability to create customized reports that provide a comprehensive view of how information is entering and transitioning through an organization. Part of the core DMS solution, OCULUS Reporting lets organizations analyze and share information about document history which allows balanced decisions based on solid data. Reports are optimized to ensure maximum statistical retrieval with minimal database impact.

Administrators can define custom reports for individual users. This gives users a view specific to their role or function within the organization. Workflow reports provide details of the document lifecycle which are crucial in maintaining and developing core business processes. User productivity reports measure performance and rapidly identify process or resource bottlenecks. These reports can be displayed, printed, saved or exported for further data analysis and presentation. Reports can also be inserted into OCULUS for future use.

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Workflow
OCULUS Workflow uses the power of the internet to automate your business processes. Documents flow into OCULUS from the business applications used day to day such as Word, Excel, E-mail, etc. A full audit trail of each document allows you track individual steps in the process. As the document proceeds through the business process, comments may be added to identify deficiencies and changes performed. Business process delays in the work chain can easily be identified with a complete overview of the life cycle of each document.

Even if your workforce is in the field, they can access their work seamlessly. Workflow may be configured to send email notifications to ensure the process is smooth and the work gets done. Each document comes to and from each desk automatically, right on time. Like an office manager who never takes a day off, the work gets processed through your work force with speed, efficiency and reliability.

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System at a glance - modules
Modules API toolkit
Federated Search
Foms
MapDoc
Import Utility
PORT
Reporting
Workflow
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Florida Department of Environmental Protection
Florida Department of Revenue
Florida Department of Juvenile Justice
Florida Department of Education
Hillsborough County Environmental Commision
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