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• Variable Images
  VirtualDoxx and VirtualLabels now support Variable Images - images that change for every label or E-form
  - This makes possible labels and E-forms with photos of individual employees or other assets associated with each record.
  
  
• RFID Scanners
  VirtualDoxx now supports both portable and fixed RFID scanners:
  - The Symbol 9090 portable RFID scanner can be used to perform mobile inventories or find a missing record.
  - The Alien ALR-9900 RFID scanner can be used at a workstation or a doorway.
  - It supports up to 4 RFID antennas, providing complete coverage of a doorway
  - Since each antenna puts out up to 4 watts of radiated energy, it is critical to turn the scanner OFF when not in use.
  
  
• RFID CheckMate Device
  
  
  
  New VirtualDoxx RFID CheckMate device can be used in conjunction with a fixed Alien ALR-9900 RFID scanner
  - The VirtualDoxx RFID CheckMate device performs critical functions using IN and OUT photo eyes:
  - When the either photo eye light beam is broken, the ALR-9900 is automatically turned on to scan all RFID tags within range, and then turned off
  - If the IN photo eye light beam is broken, all records for the scanned RFID tags are automatically transferred to the File Room
  - If the OUT photo eye light beam is broken, more complex processing is performed eliminating manual processing:
  - If any of the scanned records has been previously requested by a user, the destination from the request is used as the Check-Out destination
  - If there are no prior requests for the record, but an Employee RFID badge or Location RFID tag is scanned, the Check-Out destination is automatically set to that User or Location
  - This allows exact identification of the Check-Out destination, without logging on to any VirtualDoxx screens.
  - The CheckMate can be fitted with a light stack - the red, green, and yellow lights indicate whether the scanner is turned on and whether tags have been successfully scanned.
  
  
• Record Request Updates
  The VirtualDoxx Record Request feature has been updated with new RFID capabilities:
  - New, simple Record Request web page that allows any authorized user to request a record quickly and easily, without having to download VirtualDoxx
  - Record check-outs can be simplified by means of employee RFID badges or a set of RFID tags representing all the locations in an organization
  - When a set of RFID tags is scanned, VirtualDoxx checks whether any of the scanned RFID tags are employee RFID badges or RFID location tags.
  - If so, all the records included in the scans are automatically checked out to the employee or the location represented by the RFID tag.

• Any VirtualDoxx project can now be set up with a Record Request feature.
  A user logged on to VirtualDoxx can request one or more records to be delivered to any location defined for the Project.
  When a record request is made, a workflow process is initiated which tracks the request until the requested record(s) have been delivered to the specified destination.
  There can be up to 5 parties to a request
  - User who is logged onto VirtualDoxx and making the request
  - Requestor - in many cases, this is the user making he request, but it is also possible to request a record for another party
  - Destination - the location or person to which the record must be delivered
  - Current Location - the location or person currently in possession of the record
  - Home Location - the location or person who normally keeps the record when it is not 'checked out'
  Email Notifications, detailing the record request, can be sent to any or all of the above parties:
  - at the time of request
  - and/or time of delivery
  Each record requested is placed in a Request Queue, which can be viewed online. The queue shows:
  - total number of requests in the Request Queue
  - date and time of the OLDEST Request in the Queue
  - date and time of the MOST RECENT Request in the Queue
  - details of each requested record
  The Record Request is Closed when the record is transferred to the specified Destination, and removed from the Request Queue.

• VirtualDoxx now supports Radio Frequency Identification (RFID) Record Tracking using state-of-the-art passive Gen2 RFID tags.
  VirtualDoxx has always offered Barcode Record Tracking, using barcode labels and scanners to scan the barcode as each record is transferred.
  But RFID offers many new capabilities, by applying a Label containing an electronic Chip and Antenna - an RFID 'Tag' - to each record:
  - Using an RFID scanner, records can be identified and located from as far away as 40 FEET, even if the file is NOT VISIBLE
  - The distance from which an RFID tag can be read is dependent on many factors, including the type of RFID tag used
  - RFID scanners are capable of reading ALL the tags within scanning range, rather than one at a time, as with Barcode scanners
  However, since RFID scanners and Tags rely on radio frequency signals, they also have limitations:
  - Metal shelving, file folder fasteners, paper clips, liquids, walls, and other materials which block, reflect, or attenuate radio signals will affect performance
  - Read rates at or near 100% are only possible under optimal conditions, so system design and minimization of radio interference are critical to success
  - Optimization of RFID scanning requires careful consideration of environmental factors, tag position, tag orientation relative to the scanner, and other factors
  Both Fixed and Portable RFID scanners are available:
  - Fixed RFID scanners are often installed in file room doorways, or other key 'choke points', allowing PASSIVE tracking of the movement of records within a facility.
  - Fixed RFID scanners typically generate a stronger radio signal than hand-held scanners, resulting in a longer read range.
  - Portable, hand-held, battery-powered RFID scanners can be used anywhere within a facility:
    - to take an INVENTORY of records at a particular location
    - or to FIND lost or missing records
  The VirtualDoxx database LINKS each unique RFID Tag to the Record attached to the tag.
  The unique RFID Tag attached to each Record may also contain a barcode, so that both Barcode and RFID scanners can be used in combination.
  Whenever an RFID tag is scanned, VirtualDoxx automatically updates the database to reflect the location of each record scanned.

• VirtualDoxx has been customized to provide comprehensive Weapons Tracking features for use by Governments, Police, Prisons, and Gun Dealers.
  Each weapon is identified by Weapon Type and Serial Number.
  The entire life cycle of a weapon can be tracked, including a complete Chain of Custody:
  - Acquisition date and original cost
  - Assignment - each owner the weapon has been assigned to during its life
  - Location - the current location of the weapon, and each prior location of the weapon, including repairs and weapon transfers
  Electronic Forms can be created to record key activities in the life of each weapon:
  - acquisition of the weapon
  - requests for new weapons, weapon shipments, transfers, repairs, and destruction
  - transfers of weapons
  - destruction of weapons
  - repairs to the weapon, including parts used in the repair and identification of the Armorer who certified the weapon
  - 3-part weapon repair tags can be printed and attached to each weapon, providing:
  - associated Gear that has serial numbers, such as Scopes and Radios
  - accessories without serial numbers, such as trigger locks, holsters, cases, cleaning kits, magazines, protective vests, and scopes
    - a receipt that can be given to the owner when the weapon is presented for repair
    - a parts list that can be filled in by the Armorer during the repair and certification process
    - a stub that remains attached to the weapon while it is being repaired

• The internal Spreadsheet has been enhanced to show the source of data in the first column next to the row number:
  - Keyboard - data entered by keyboard
  - File - data imported from a File
  - Sample Data - supplied for testing as part of the label design
  - Database - data retrieved in a VirtualDoxx database search
  - Queue - data retrieved from a VirtualDoxx queue

• Archive Box Processing has been added as a new feature.
  - This allows a Customer or Dealer to:
  - create Archive Box Labels, with optional sequential barcodes
  - import or type in Archive Box data detailing each box to be archived
  - for each Archive Box, capture Location, Sub-Location, Shelf, Bin, Planned Destruction Data, Destruction Method, and other information
  - import or type in Record data about each item in the box, linking each record to the box in which it is stored
  - search the database for Archive Boxes and see all the records in each box
  - view, update, and e-mail box information, including a list of contents
  - use barcode scanners to track box location transfers, check-in, and check-out
  - Dealers can set up a separate project for each of their customers, with custom data fields captured in the database for each customer record
  - Dealers can give customers secure view-only access to box information on the Web - without software installation
  - SOON - create a box transmittal and reconciliation form detailing box contents

• For very complex print requirements, VirtualLabels/VirtualDoxx can start multiple print jobs from one set of data.
  - This allows more than one die-cut to be used, in separate paper trays or printers.
  - For example, Printer Tray #1 has 6-up Folder labels, while Tray #2 has 30-up Name labels.
  - Each set of data could generate 1 Folder label and 5 Name labels in separate print jobs, from a single print request.

• Added a new 'Print Position' field on the single label screen.
  - This print position shows the next empty label position available for printing, but can be changed.
  - If you enter a value of 4, your label data will be printed in the 4th position on the page.
  - This allows you to re-use a label sheet with some missing labels, but only on INK-JET printers.
  
  - WARNING: You should NOT re-use a sheet with missing labels in a LASER printer, because the
  - small amount of adhesive remaining where the labels were peeled off can gum up the hot printer paper path, due to heat

• Print directly from the data spreadsheet or single label screen

• New Project Control Panel screen summarizes the state of each customer project
  - Data fields - customized for each project
  - Users who have access
  - Locations to which records can be transferred
  - Document Types used on the project
  - Forms used on the project
  - Project Queues used for Workflow, including number of items and date/time of oldest and newest items
  - Alerts - critical 'To-Do' tasks
  - Retention Schedules controlling archiving and destruction, customizable for each record type
  
• New Tracking screen provides easy, rapid check-in and check-out of records using a barcode scanner
  - Simply scan the barcode onthe folder, then scan a destination barcode
  - VirtualDoxx tracks the location of each record throughout its life, even when archived or destroyed
  
• Enhancements to label and page preview
  
• - The print previews can be moved around the screen for viewing by simply clicking and dragging in the image
  
• - The preview automatically expands or contracts as you zoom in or out

• Database Search allows you to search for previously entered transactions, records, or documents
  
• - You can search by any project data field, as well as status, location, and entry date
  
• - The search criteria can contain partial values, e.g. 'Smi%' to locate all customers named Smith
  
• - The results of the search are displayed in a Tree containing expandable nodes

• 'Delete Row' CheckBoxes to flag individual rows in spreadsheet for removal
  
• New Button to delete all checked rows
  
• Online Duplicate checking feature to identify labels already printed
  
• New Button to delete all rows identified as duplicates already printed

• New Tab for Single Label data entry screen
  
• VirtualDoxx Database View and File System View screens added
  
• Updated Icons

• Line Numbers in the internal spreadsheet

• Ruler on the label preview - shows actual size of label in inches
  
• Improved fonts in label preview

• Magnifier on the label preview - zoom in or out from 25% to 300% of original size
  
• Scroll bars on the label preview
  
• New Icons
  
• Improvements to the internal spreadsheet
  
• Restore Data button to refresh data previously shown in page preview
  
• Help Screen displays your system configuration - screen size, etc.

Last Updated: December 31, 2007
Copyright © 2007 Virtual Doxx Corporation