Alinof Archives

Alinof Archives is a macOS application that organizes, indexes, and retrieves digitized financial documents such as invoices and receipts. The application creates a customizable database to manage scanned files, making it easy to search and consult them later using filters and an integrated search engine.

★★★★★

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• Personal document database. The central function of Alinof Archives is the creation of a local database where all scanned documents are stored. Each document is recorded with specific metadata such as vendor, description, date, and amount. This structure enables systematic and organized management, replacing physical storage and centralizing financial documentation in a single digital repository.
• Manual and assisted indexing. The indexing process allows adding relevant information to each stored document. If the scanner or source PDF file includes text recognition (OCR), the application allows you to select text directly from the viewed document and drag it to the corresponding database fields, streamlining data entry and minimizing manual transcription errors.
• Integrated search engine. It includes a search system that operates on the stored metadata. It allows you to locate documents using specific terms such as vendor name, date range, or amounts. The results are presented in a list from which you can directly access the original file.
• Internal document viewer. The application incorporates a viewer to preview stored documents without needing to open external applications. This viewer shows a thumbnail of the file and allows you to open it in full page for detailed inspection, facilitating quick verification of the content.
• Customizable filter system. It offers the creation of user-defined filters based on any metadata field, such as document type or tax category. These filters allow you to generate segmented views of the database, for example, to show only invoices from a specific vendor or receipts from a given year.
• Chronological navigation. It provides predefined time filters that organize documents by periods such as the current month, the previous year, or quarters. This feature enables a quick review of documentation added within a specific timeframe, useful for audits or periodic reconciliations.
• Annual data comparison. It allows you to compare values between similar documents from different fiscal years. For example, you can compare the amount of an invoice from a vendor with that of the previous year directly from the application interface, helping in the analysis of expense variations.
• Aggregate total calculation. It performs automatic sums based on applied filters. It is possible, for example, to calculate the total telephone expense for a year or the consolidated amount billed by a vendor in a period. The results are displayed numerically within the program interface.
• Print and export functions. From the application, you can directly print any stored document or its metadata information. Additionally, it allows you to export individual documents or sets of files from the database to locations in the file system, making it easy to share or externally archive them.
• Database backup. It includes a utility to generate backup copies of the database file that contains all records and references to the documents. This function ensures the preservation of indexed information against system or disk failures.
• Compatibility with standard scan formats. The application works with files generated by most scanners, prioritizing the PDF format. Its display and indexing system is optimized to handle documents digitized in grayscale or color, maintaining the readability of the content.
• Split-panel display interface. The main application window is divided into a side panel with the list of documents and their filters, and a main panel showing the preview of the selected document and its metadata. This design allows for simultaneous navigation and consultation of the list and the content.

Alinof Archives was developed by Alinof Software. The first release of the application occurred in 2010. The program is written in Objective-C, using the native Cocoa frameworks for macOS, which guarantees complete integration with the operating system and native performance on Apple computers.

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