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Archiving, Indexing, Retrieving reports - COLD storage

Archiving, Indexing, Retrieving reports - COLD storage. What is an archive? Why should we archive reports? How do we archive reports? How do i secure reports? How do we retrieve archived reports?. Page 1. What is an Archive?. A SpooliT Archive is your filing system

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Archiving, Indexing, Retrieving reports - COLD storage

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  1. Archiving, Indexing, Retrieving reports - COLD storage • What is an archive? • Why should we archive reports? • How do we archive reports? • How do i secure reports? • How do we retrieve archived reports? Page 1.

  2. What is an Archive? • A SpooliT Archive is your filing system • The filing system can exist on any media • Local PC drive, • Network share, • Share mapped to the IFS, • Optical disk • External drives and CD or DVD etc). • Archives contain reports you nominate to file and index • Archives include a default SpooliT filing structure, Or • Archive can include your own filing structure • By company, division, department, • By users • By Specific reports • Or more… • Archives include rules to automatically process reports as they are created on the iSeries. Page 2.

  3. Why should we Archive Reports? • Store and index important reports such as: • invoices • statements • remittance advices • credit notes • period reports • Easy access to historical reports when you need them. • Customer service - resend reports when requested. • Remove reliance on I.T. to have to reprint old reports. • Allows reports to be electronicallystored onsite + offsite. • eMail reports to users from your Archive. • Export reports into various PC formats. • Easy search and retrieval of reports • Find reports for customer ‘12345’ • Find GL report for July 2005 • Electronic document storage is cheaper than manual filing systems. • Saves human resources involved in filing • Reduce manual filing errors. • Saves storage on the iSeries. • It is easier to find reports electronically than on the iSeries. • SOX compliance. Page 3.

  4. How do we Archive reports? It is an easy 3 step process in SpooliT. • Create an Archive (filing system). • Create a selection rule. • Automate the selection rule. SpooliT is a rules based system. A rule can be: • Select a specific report on an OUTQ (printer queue), or • Process all reports on an OUTQ, or • Process a selection or reports on the system 2. 1. 3. With these 3 simple steps SpooliT will automatically archive the reports as soon as they are generated on the iSeries… Page 4.

  5. How do i secure reports? Securing reports in the SpooliT archive is easy. • Secure an entire Archive, or • Secure entire sections such as: • Company • Division • Department etc. • Secure part of the Archive such as: • Payroll reports • H/R reports • A/P and A/R reports • But not daily sales reports (for example) • Total user definable security. • Secure by users or user groups Security at your finger tips 4. Unauthorized access 1. Define users SpooliT always delivers 2. Secure sections 3. Log-in Page 5.

  6. How do we retrieve Archived reports? Retrieving reports from an electronic archive is simple. • Double click on any section to load its reports • Double click on any report to work with the document • Use searching to easily locate reports for customer ‘12345’ etc • eMail reports directly from the Archive • Export documents into Excel, PDF, Word, TXT, CSV, RTF, HTML • Resend spools from the Archive back to the iSeries OUTQ’s • Print reports to Network or PC printers • Analyze data in Archived reports using SpooliT Excel templates 3. eMail, Export, Split, fax, print, resend to iSeries, with the press of one button. 1. Search for reports containing account ‘12345’ 2. Select a report from the archive Page 6.

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