KWIC-FILE Document Filing System

CONTENTS

Overview

INDEXING

Indexing Procedures

Indexing Menus

INQUIRY

Inquiry Procedure

Inquiry Menus

GENERAL

System Requirements

Technical Support

Registration


OVERVIEW

What is KWIC-FILE

How Does KWIC-FILE Work


PROCEDURES
INDEXING PROCEDURES

Creating The Index

Maintaining The Index

Deleting Documents From The KWIC-FILE Index


INQUIRY PROCEDURES
INQUIRY PROCEDURE

To create an inquiry, you enter the words or phrases you are looking for and press enter or click the FIND button.  All the documents which match the search critera will be listed in the box in the middle of the inquiry screen. You may select one or more documents which you would like to review and click on the DISPLAY MARKED button. If you want to review all the documents, click on the DISPLAY ALL Button. The requested documents will be displayed on the workstation screen with the requested words highlighted.

Entering Words

Type the words you want to find. Words entered together separated by a space are considered to be connected by AND. If you enter john jones, the search would find all the documents which contain the words john and jones. The words do not have to be next to each other in the document, but rather, just be in the document.

If you wanted to find all the documents which contained  either john or jones, you would enter your inquiry as john or jones.

If you wanted to find all the documents which contained john but not the word jones you would enter your inquiry as john butnot jones.

Entering Phrases

A phrase is a group of two or more words which appear next to each other in sequence. Pharses are entered between quotation marks. To find the words john jones next to each other you would enter your inquiry as   john jones.

Evaluating an Inquiry

The inquiry is evaluated from left to right with the words surrounding and being found first, then the words surrounding or followed by the words surrounding butnot. The inquiry john jones or jim smith would locate all the douments which contained the word john jones or jim smith. However, if you were looking for john smith or jim smith and entered john or jim smith, the inquiry would find all the documents which contained the words jim smith and then all the documents which contained john.

Using Parentheses

Parentheses are used to alter the normal evaluation of the inquiry. Everything in parenthese is evaluated first, and then the normal evaluation is applied. To find john smith or jim smith you would enter your inquiry as (john or jim) smith. This would find the correct documents.

Root Words

KWIC-FILE allows you search by different variations on the root of a word. If you wanted to find the words continue, continues, continuous or continuing you would enter continu and click on the ROOT button. A screen would be displayed showing all the words which were variations of the root continu. You select the words you want to include in your search and KWIC-FILE inserts them in the inquiry.

Fuzzy Search

Sometimes there may words in your documents which have been misspelled. This can keep you from finding the documents which contain them. KWIC-FILE trys to find these words using various phonetic and misspelling algorithems. To see a list of possible words which may be misspelled variations of a word in your search, type the word and click the FUZZY button. This will present you with a screen of possible words. Select the words you want and KWIC-FILE inserts them in your inquiry.

Note: KWIC-FILE tries to find all possible words and may show you words that appear to have nothing to do with the word you are trying to find.


What is KWIC-FILE

KWIC-FILE is an automated document filing system which lets you file and retrieve documents by the words contained in the documents. Your documents can be created using AMI-PRO, Word for Windows, Word Perfect, Windows Write or they can be ASCII Text files.


How Does KWIC-FILE Work

KWIC-FILE creates an index of all the words in your documents. Then when you need to find a document all you have to do is enter the word or words for which you are looking.

For example, say you wanted to find all the documents in which you mentioned John Jones. You would simply enter the words John Jones and a list of all the documents which contain the words John Jones would be displayed on your workstation screen.

By selecting a document from the list, you can view it, print it or edit it in the word-processing program which created it.


Creating The Index

To create the Index,  you choose the documents you want to include. KWIC-FILE reads each document that you chose and includes the words in the index.

Begin by selecting index files from the administration menu. A dialog box will be displayed. Chose the Word Processor type from the drop-down list box. Go to the library that contains the files you want to index. Select the files by highlighting them in the dialog box. Click OK. KWIC-FILE will index all the files you have highlighted.


Maintaining The Index

Once the index has been created, it can be kept up-to-date by simply choosing Maintain Index from the Administration Menu.

The software first checks all the indexed documents to see if any have been modified or  since the last maintenance run. If so,  they are marked to be reindexed.

Documents which were previously indexed but are now missing are marked inactive, but the contents of the document remain in the KWIC-FILE index.

Documents which have been designated to be deleted, are marked for deletion and are not reindexed.

Once all the documents have been checked,  the words from the documents that have been marked to be deleted or reindexed are removed from the KWIC-FILE index.

Then the documents that have changed are reindexed. This insures that all changes that have been made are incorporated in the index.


Reports

The System produces two reports.

List of Documents

The list of documents shows all documents included in the KWIC-FILE index and their status.

Word Index

A list of all words in the KWIC-FILE Index.


Deleting Files From The KWIC-FILE Index

If documents are removed from your hard disk or moved to a different location then where they resided when they were indexed, KWIC-FILE considers them to be inactive. However, the words in the document remain in the KWIC-FILE index. This allows you to archive documents to a floppy disk and remove them from your hard drive and still locate them with a search.

However, if the document is no longer of any interest to you, you will want to delete the references to this document from the KWIC-FILE index. To accomplish this you run Delete Documents from the Administration Menu.

When you run Delete Documents a dialog box will appear requesting the type of documents you want to list. You check the categories which appear to the right side of the Dialog and click on the List Documents Button.

A list of the documents belonging to the types selected will appear. Highlight the documents you want to delete and click on the Process Marked  Button. The documents will be marked for deletion. The next time you run Maintain Index, the references to the marked documents will be physically deleted.


MENUS
INDEXING MENUS

Administration Menu

Report Menu


Administration Menu

Scratch Files

System Setup

Index Files

Restart Indexing

Delete Documents

Maintain Index


If for any reason
If for any reason, the indexing function is interrupted, this will cause the indexing to pickup with the next document to be indexed.


Scratches all the files on the data base. Normally used if the indexing aborts.


Displays a dialog box which allows you to specify the word processors you use to create the documents you wish to index.
Displays a dialog box which allows you to specify the word processors you use to create the documents you wish to index. Word Processors supported are Ami-Pro, Word For Windows, Word Perfect, Windows Wrtie and ASCII Text.


INDEX DOCUMENTS

Indexing documents is very easy. You will be presented with a dialog box. In the bottom right- hand drop-down box, choose the Word Processor which you used to create the documents you want to index. Then locate the documents on the hard drive. A list of documents will be displayed in the upper-right list box. Select the documents want to index and click on OK. The indexing process will begin.

Use this method any time you want to add new documents to your index.


Starts the Index Maintenance Process. See Also MAINTAINING THE INDEX.


DELETE DOCUMENTS

To delete document-references from the KWIC-FILE index choose Delete Documents from the Administration pull-down menu. You will be presented with a Dialog box listing four different categories of documents:

New Documents

Inactive Documents

Active Documents

Deleted Documents

Choose the document types you want to include in the list of documents and click on the List Documents Button. A list of documents will appear in the list box. Select the documents to be deleted from the KWIC-FILE index.

To actually delete the document-references, you will have to run the index maintenance..

See Also Deleting Documents From The KWIC-FILE Index


Documents which are no longer in the same location that they were when they were first indexed.


Documents which have been indexed.


Documents that have been marked for deletion from the KWIC-FILE Index


REPORT MENU

List Word File

List Document Information


A list of all the words in the KWIC-FILE Index


A list of all the documents in the KWIC-FILE Index


TECHNICAL SUPPORT

Technical Support is available from KWIC-SYSTEMS for registered users only, from 7:00AM to 7:00PM, Pacific Time, Monday thru Friday. Call 702-853-8704.


SYSTEM REQUIREMENTS

386 or greater IBM Compatible PC (486 or higher recommended)

4 megabytes of memory (8 or more recommended)

a Hard Disk with 5 megabytes free space


Documents which have been marked for inclusion in the index but have not yet been indexed
Documents which have been marked for inclusion in the index but have not yet been indexed.


Start the search
Starts the search


Removes the Inquiry Screen from the display


Shows the list of retrieved documents


Displays a screen containing root words of the word in front of the cursor

in the search.


Displays documents you have seleted


Displays all the retrieved Documents


Displays the selected Documents in the Word Processor which created them


Erases the current Inquiry


Your inquiry is entered in this area


Presents a list of words which may be misspellings of the word in front of the cursor


INQUIRY MENU

File

Search

Inquiry!

Word Processor!


File Menu

Close File

Print

Sound on error

Preferences


Closes the currently active window


Prints the documdnt in the currently active window


Causes an audible sound when an error is encountered


Allows you to retain the last inquiry


Allows a document search for a particular word


Displays the Inquiry Screen


Displays the document in the active window in the word processor that created it


REGISTRATION

Registration Procedures

The cost of the Software is $49.00 US plus $5.00 US Shipping and handling. The shipping and handling will be waived if the software can be delivered by Email. When you register you will entitled to discounts on major releases, free upgrades which are not major releases and free telephone support.

There are three ways to register KWIC-FILE:

1.	Use COMPUSERVE and GO SWREG.  Use Product ID 6372.

2.	For Credit Card orders, contact the Public Software Library at 1-800-242-4775 or 1-713-524-6394 or fax 1-713-524-6398 or email 71358,470 on Compuserve. Use Product Number 14121.

3.	Call KWIC-Systems at 1-800-853-8704. We can take your check by telephone or fax

License Agreement

GRANT.  Subject to the provisions contained herein, KWIC-Systems, Inc. (herein "KS") hereby grants you a non-exclusive license to use its accompanying proprietary software product ("Software") free of charge if your use of the Software is for  the purpose of evaluating whether to purchase an ongoing license to the Software. You may evaluate the software for not more than 30 days.  At the end of 30 days you must purchase a license in order to continue using the Software.  If you do not fit within the description above, a license fee is due to KS and no license is granted herein. If you are using a free version of the Software, you will not be entitled to technical support.

SOFTWARE AND DOCUMENTATION.  KS shall furnish the Software to you electronically or on media in machine-readable object code form.  If you receive your first copy of the Software electronically, and a second copy on media, the second copy may be used for backup and archive purposes only.  This license does not grant you any right to any enhancement or update to the Software and Documentation. Enhancements and updates, if available, may be obtained by you at KS's then-current standard pricing, terms, and conditions.

RESTRICTED USE.  You may not lend, rent, lease or otherwise transfer the Software.  The Software is protected by the copyright laws of the United States and international copyright treaties.

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CONTENT.  Title, ownership rights, and intellectual property rights in and to the content accessed through the Software is the property of the applicable content owner and may be protected by applicable copyright or other law.  This License gives you no rights to such content.

DISCLAIMER OF WARRANTY.  Since the Software is provided free of charge, the Software is provided on an "AS IS" basis, without warranty of any kind, including without limitation the warranties of merchantability, fitness for a particular purpose and non-infringement.  The entire risk as to the quality and performance of the Software is borne by you. Should the Software prove defective, you and not KS assume the entire cost of any service and repair.

This disclaimer of warranty constitutes an essential part of the agreement.  SOME STATES DO NOT ALLOW EXCLUSIONS OF AN IMPLIED WARRANTY, SO THIS DISCLAIMER MAY NOT APPLY TO YOU AND YOU MAY HAVE OTHER LEGAL RIGHTS THAT VARY FROM STATE TO STATE OR BY JURISDICTION.

LIMITATION OF LIABILITY.  UNDER NO CIRCUMSTANCES AND UNDER NO LEGAL THEORY, TORT, CONTRACT, OR OTHERWISE, SHALL KS OR ITS SUPPLIERS OR RESELLERS BE LIABLE TO YOU OR ANY OTHER PERSON FOR ANY INDIRECT, SPECIAL, INCIDENTAL, OR CONSEQUENTIAL DAMAGES OF ANY CHARACTER INCLUDING, WITHOUT LIMITATION, DAMAGES FOR LOSS OF GOODWILL, WORK STOPPAGE, COMPUTER FAILURE OR MALFUNCTION, OR ANY AND ALL OTHER COMMERCIAL DAMAGES OR LOSSES.  IN NO EVENT WILL DTG BE LIABLE FOR ANY DAMAGES IN EXCESS OF KS'S LIST PRICE FOR A LICENSE TO THE SOFTWARE, EVEN IF KS SHALL HAVE BEEN INFORMED OF THE POSSIBILITY OF SUCH DAMAGES, OR FOR ANY CLAIM BY ANY OTHER PARTY.  THIS LIMITATION OF LIABILITY SHALL NOT APPLY TO LIABILITY FOR DEATH OR PERSONAL INJURY TO THE EXTENT APPLICABLE LAW PROHIBITS SUCH LIMITATION.  FURTHERMORE, SOME STATES DO NOT ALLOW THE EXCLUSION OR LIMITATION OF INCIDENTAL OR CONSEQUENTIAL DAMAGES, SO THIS LIMITATION AND EXCLUSION MAY NOT APPLY TO YOU.

EXPORT CONTROLS.  You may not download or otherwise export or reexport the Software or any underlying information or technology except in full compliance with all United States and other applicable laws and regulations.  In particular, but without limitation, none of the Software or underlying information or technology may be downloaded or otherwise exported or reexported (i) into (or to a national or resident of) Cuba, Haiti, Iraq, Libya, Yugoslavia, North Korea, Iran, Syria or any other country to which the U.S. has embargoed goods; or (ii) to anyone on the U.S. Treasury Department's list of Specially Designated Nationals or the U.S. Commerce Department's Table of Deny Orders.  By downloading or using the Software, you are agreeing to the foregoing and you are representing and warranting that you are not located in, under the control of, or a national or resident of any such country or on any such list.

TERMINATION.  Either party may terminate this Agreement immediately in the event of default by the other party.  Upon any termination of this Agreement, you shall immediately discontinue the use of the Software and shall within ten (10) days return to KS all copies of the Software and Documentation.  You may also terminate this Agreement at any time by destroying the Software and Documentation and all copies thereof.  Your obligations to pay accrued charges and fees shall survive any termination of this Agreement.

MISCELLANEOUS.  This Agreement represents the complete and exclusive statement of the agreements concerning this license between the parties and supersedes all prior agreements and representations between them. It may be amended only by a writing executed by both parties.  THE ACCEPTANCE OF ANY PURCHASE ORDER PLACED BY YOU IS EXPRESSLY MADE CONDITIONAL ON YOUR ASSENT TO THE TERMS SET FORTH HEREIN, AND KS AGREES TO FURNISH THE SOFTWARE AND DOCUMENTATION ONLY UPON THESE TERMS AND NOT THOSE CONTAINED IN YOUR PURCHASE ORDER.  If any provision of this Agreement is held to be unenforceable for any reason, such provision shall be reformed only to the extent necessary to make it enforceable, and such decision shall not affect the enforceability (i) of such provision under other circumstances or (ii) of the remaining provisions hereof under all circumstances.  Headings shall not be considered in interpreting this Agreement.  This Agreement shall be governed by and construed under California law as such law applies to agreements between California residents entered into and to be performed entirely within California, except as governed by Federal law.  This Agreement will not be governed by the United Nations Convention of Contracts for the International Sale of Goods, the application of which is hereby expressly excluded.

U.S. Government Restricted Rights.  Use, duplication or disclosure by the Government is subject to restrictions set forth in subparagraphs (a) through (d) of the Commercial Computer-Restricted Rights clause at FAR 52.227-19 when applicable, or in subparagraph (c)(1)(ii) of the Rights in Technical Data and Computer Software clause at DFARS 252.227-7013, and in similar clauses in the NASA FAR Supplement. Contractor/manufacturer is KWIC-Systems, Inc., P.O. Box 71599, Reno, NV  89570, USA.

KWIC-Systems, Inc.

P.O. Box 71599

Reno, NV  89570

Phone or fax (702) 853-8704