Find What You Need, When You Need It with KRYSTAL DMS

When it comes to managing documents in an enterprise environment, finding the right document quickly is crucial. With KRYSTAL DMS - Enterprise Edition, you don’t have to waste time sifting through endless folders or guessing file names. Our advanced Full-Text Indexing and Content Searching feature ensures that your search process is swift, accurate, and comprehensive, allowing you to search within documents—not just their titles—so you always find what you need, when you need it.

Key Benefits:

• Instant Search Results Across All Document Types: Full-text indexing allows for real-time, instantaneous document search results across a wide variety of file types, including PDFs, Microsoft Office documents, ZIP files, and much more. By indexing the content within documents, you can search for specific keywords or phrases within the document itself, not just the file name or metadata.
• Save Time and Improve Efficiency: Instead of manually scanning through files or relying on complex folder structures, KRYSTAL DMS enables you to find documents based on their content, metadata, or both. This significantly reduces time spent on searching, which leads to increased productivity and lower operational costs.
• Granular and Flexible Search Capabilities: KRYSTAL DMS offers highly flexible search capabilities. You can search not only by content but also filter by metadata such as document type, author, creation date, approval status, and more. This level of granularity allows you to quickly narrow down search results, making it easier to find the document you need.
• Enhanced Search Accuracy with OCR Technology: The integrated OCR (Optical Character Recognition) technology allows full-text indexing of scanned documents, faxes, and image files, including TIFF files. This ensures that even images, PDFs, and scanned content are searchable—so you never have to worry about missing a document because it was stored in a non-text format.
• Background Indexing for Seamless Performance: Full-text indexing in KRYSTAL DMS operates as a background process, consuming server resources only when available. This ensures that the indexing process does not impact system performance, allowing for rapid server response times and uninterrupted user experience.

How It Works:

1. Document Upload and Indexing

   When documents are uploaded to KRYSTAL DMS, the system automatically indexes all unique words and phrases from the document’s content. These words are then recorded as part of the document's metadata, enabling efficient content-based searches.

2. Powerful Search Engine

   The KRYSTAL DMS search engine queries against indexed metadata and content to return near-instant search results. Whether you're searching for a specific phrase within a contract, invoice, or a scanned report, the system retrieves the document within seconds.

3. Content Extraction from Various File Types

   KRYSTAL DMS extracts content from various file types, including PDFs, Microsoft Office documents, images, and even scanned files. This means that all your digital and scanned content is accessible through a single, integrated search interface.

4. Advanced Filtering Options

   You can narrow down your search by applying filters based on document metadata, such as document type, author, creation date, status, and more. This advanced filtering makes it easy to pinpoint the exact document you're looking for in seconds.

FAQs:

Q: What types of files can be indexed in KRYSTAL DMS?
A: KRYSTAL DMS supports indexing of various file types, including PDFs, Microsoft Office documents (Word, Excel, PowerPoint), scanned image files (TIFF, JPG), and more. It also supports OCR technology for scanned documents and faxes, making them searchable.

Q: How does the OCR technology work with KRYSTAL DMS?
A: The OCR technology in KRYSTAL DMS enables the system to "read" text from scanned documents, images, and faxes. Once the text is recognized, it is indexed and becomes searchable, allowing users to find text-based content within images and PDFs.

Q: Can I filter my searches in KRYSTAL DMS?
A: Yes! KRYSTAL DMS offers advanced search filters that allow you to refine your results by metadata such as document type, creation date, author, approval status, and more, making it easier to find specific documents within large repositories.

Q: Does full-text indexing slow down system performance?
A: No, full-text indexing occurs as a background process and only consumes server resources when they are available. This ensures that the system performs efficiently, and users can continue their work without any interruptions.

Q: How fast are search results with KRYSTAL DMS?
A: Thanks to its powerful search engine and full-text indexing, KRYSTAL DMS provides real-time, near-instant search results. You can search across thousands of documents and retrieve relevant results in just a few seconds.

With KRYSTAL DMS, finding documents based on their content and metadata has never been easier. Whether you're searching for a contract, invoice, or scanned document, KRYSTAL DMS's Full-Text Indexing and Content Searching capabilities ensure you can access the information you need—instantly and accurately. Say goodbye to inefficient manual searches and enjoy the benefits of faster, smarter document retrieval with KRYSTAL DMS.