Among countless other customers, GSA's Document Management solution is used at Carillion PLC.

Contact GSA on 01455 299100 or click here to email for further details. 

Click here, to view our TNA2 Compliant Records Management and EDM Solution.

… the easy to use, powerful and flexible 

                                          Electronic Document Management System 

from Geoff Smith Associates Ltd

The instant solution to your paper management problems,

              giving you 24-hour access to all your current and archived documents from anywhere in your organisation

… as easy as 1, 2, 3

IMPORTANT FACTS about the CYCLOPS range of applications

• Totally configurable to suit your Organisation
• Instant access to document images in the VIEWER with instant document email and export facilities
• CYCLOPS can handle single page to multiple hundred page documents, single or double sided in any format
• CYCLOPS can offer full integration with your existing applications
• Search for documents using Meta Data (search information saved with document) or Free Text searching (search text in documents)
• Fully audited with a viewable version history of all documents
• Any electronic image can be indexed and saved including fax files, emails, digital photos, Microsoft Office files, CAD drawings, tif / jpg images
• Secure access, & optional document access controls
• Any paper document or image can be indexed and saved including letters, invoices, forms, reports, orders, drawing plans, emails, images,
• Documents stored in native format thus supporting updates by their creator applications (eg MS Word, AutoCAD; MS PowerPoint; etc.)
• Facility to auto-archive to WORM Media available
• All backed up with a range of support options

is PD0008 compliant:     BSI DISC Code of Practise for Legal Admissibility & Evidential Weight of

                                                                  Information Stored Electronically

                                        Toolbars offer CYCLOPS additional Button functionality:

Among the features that enable CYCLOPS programs to be in a class of their own, is their Toolbar functionality.  Each program is complimented by an array of relevant Toolbar facilities including:

The ANNOTATION Toolbar

• Present in the CYCLOPS SCANSTATION, INDEXER and the VIEWER
• Offers the ability to annotate document images with a line, highlight with a highlight colour or rectangle, or cover over document sections with a filled rectangle as required for Data Protection. 
• You can add hyperlinks, add text from another file, add a note (just like a sticky yellow paper note), or create and add personalised rubber stamps. 
• A range of redaction options is also available to sanitise documents for Freedom of Information and Data Protection (Subject Access) installations.
• Annotations can be temporarily saved (as an overlay) or permanently saved.  All versions of documents are recorded and accessible in the CYCLOPS VIEWER. 

The IMAGE Toolbar

• Present in the CYCLOPS SCANSTATION, INDEXER and the VIEWER
• Offers image printing, CUT, COPY & PASTE, rotation, magnification, view and processing options

The NAVIGATOR Toolbar

• Present in the CYCLOPS VIEWER
• Importantly, the NAVIGATOR Toolbar offers Database (Meta Data) searching facilities, Meta Data viewing/editing, Document viewing, and Email features.  Additionally, the Toolbar enables collation of Document lists (file data with optional document images), Composite Document production, print options, view options, collation of documents into folders, and addition of notes in a Document Diary 

                                                                      Configurable CYCLOPS

CYCLOPS is FULLY FLEXIBLE 

All the Toolbars on each of the CYCLOPS programs can be tailored by your own IT staff to appear, not appear or only partially appear.  See below for details. 

• We work with you to design CYCLOPS to meet the needs of your Organisation
• Modular nature of CYCLOPS enables tailor made solutions
• CYCLOPS integrates with your existing applications
• CYCLOPS can image-enable your existing applications
• Indexing criteria developed to suit your requirements

• Toolbars, Buttons and Boxes can be enabled /disabled as required by your own IT staff or GSA Ltd.
• Document security can be restricted to each individual document
• CYCLOPS can be configured to support maximum legal admissibility of documentation (PD0008)
• Additionally, for the purposes of legal admissibility, documents can be saved to a Magneto Optical device to give greater evidential weight.

Geoff Smith Associates Ltd is an ISO 9001 Accredited Company

SCAN easily with the CYCLOPS SCANSTATION

An affordable way to capture images …

Can enable scanning with the click of one button …

The SCANSTATION screen looks like this:

• It enables the conversion of paper documents to electronic files, with the scanning of any document from any commercial document scanning device
• The SCANSTATION also offers batch scanning features for large quantities of documents with fixed batch sizing
• It supports high-speed scanners from Canon, Fujitsu, HP and Kodak
• Options of Bar Code Recognition and OCR & ICR recognition available

• The SCANSTATION can be integrated with Cyclops XTRACT GSA's data capture program.  XTRACT enables forms processing from hand written & machine written data, reliably & automatically
• TWAIN compliant full scanning options, such as black & white, colour, single-sided, duplex, single or multiple page documents
• Menu options & Toolbar buttons enable annotations, straightening, rescanning, cropping, jpeg conversion.
• Option to automatically index captured documents images into CYCLOPS Repository

INDEX & SAVE Emails and Computer files with EASYINDEXER

You can index with just three clicks, & a bit of typing …

Type a FILE REFERENCE NUMBER, select a DOCUMENT TYPE and click the SAVE Button. 

EASYINDEXER offers specific additional indexing features for computer files:

• Index & save MICROSOFT OUTLOOK emails and any email attachment files
• Index & save .tif documents.  Within Word, Excel or a bespoke application use a .tif creator program to create .tif files, click on the PRINT Button to save in CYCLOPS
• Index & save any existing computer files such as MICROSOFT OFFICE Word, Excel files, CAD Drawings, digital photos, images, files on CD or a storage device

Additional indexing data can be specified in the EASYINDEXER or INDEXER, such as document security levels, free text entry, or document classification.  Additional custom Meta-Data (indexing information) can also be input during indexing

INDEX & SAVE Scanned & Faxed Documents with the INDEXER

Index and save with indexing criteria designed for your organisation's needs:

• Enables indexing & saving of any document or file.
• Scanned or faxed document images reside in a queue until indexed.  There is the choice of:
• User selection of documents for indexing and saving of scanned or faxed documents
• Or, the option of automatic document retrieval from Fax or Scanned document queues
• Indexing criteria are created to match your organisation's requirements
• Documents stored in native format thus supporting updates by their creator applications (eg MS Word, AutoCAD; MS PowerPoint; etc.)
• INDEXER provides a re-index, copy and delete feature for previously indexed & saved documents
• Additional indexing features such as creation of copies, document splitting and rejoining are important features
• Includes document queue set up & queue management facilities. 
• Indexed documents are saved in the CYCLOPS repository.

FIND & VIEW Document Images with the CYCLOPS VIEWER

Display a document image in the VIEWER with just three clicks …

• The VIEWER provides instant access to saved documents
• Select any document images and copy, collate, export & list, email, or print
• Meta Data searching (searching on information saved when document indexed & saved) provides an efficient find-document facility
• Free text searching of saved document image text (OCR) is available.  All OCR'd text is built into a unique dictionary of searchable words
• Version Control and viewable history of all document editions
• CYCLOPS LAUNCHER program enables quick access to VIEWER
• Integration with CYCFLOW program provides an integrated workflow management program that automates the business processes throughout an organisation
• The VIEWER can be configured for multiple applications.  For example, view HR, Accounts, and purchasing documents from one computer.
• Documents can be viewed by anyone in your organisation
• Viewing of documents can be Username security permission enabled
• A Web Browser VIEWER is also available for Intranet environments

CYCLOPS Technologies

Scaleable Platform

CYCLOPS can operate in a workgroup environment using Microsoft networking technologies or across larger network environments using secure TCP/IP communication with document warehouses held on Oracle or SQL Server.

CYCLOPS recognises that organisations wish to remain flexible.  It allows you to use a mix and match approach if necessary allowing one application to hold its meta-data and documents in a database, another to hold only meta-data in the database and documents on a flat file system, or just to simply store documents with no meta-data against the flat file system. The choice is yours…

Distributed Processing

CYCLOPS has many features to support distributed processing. These features include remote scanning and capture, routing of documents and distributed indexing. CYCLOPS provides the maximum flexibility for organisations to achieve greater operational efficiency.

Scanning

Our scanning application (the SCANSTATION) will work with all TWAIN compatible scanning and imaging devices.

Security

All information stored in CYCLOPS is secure. You can store your documents with perfect confidence and peace of mind and be assured that only those users with the required access rights will be able to view that information. Each document can be assigned security permissions to ensure that only designated users have access.

Auditing

A log of all activity within CYCLOPS is maintained. The actions carried out by each user are accurately and securely logged. The log can be viewed and filtered based upon Applications, Actions, Dates, Locations, and Users.

Software Developers

An automatic indexing API is available for Software Developers who wish to integrate the CYCLOPS INDEXER within their own application. 

Minimum System Requirements

• PC with Pentium 200 MHz processor or higher
• Microsoft Windows 95, 98, NT4, 2000, XP, 2003
• Microsoft Internet Explorer 4.0 or higher
• 128Mb of RAM and 20Mb of free hard-disk space
• Oracle or SQL Server required for revision control

File Types

CYCLOPS can store ALL file types including TIFF, JPEG, BMP, GIF, PDF, Microsoft Office Documents, Emails, CAD Drawings, and Text files. If you have a file format you are not sure of, then please ask.