How Indexing Maximizes Document Management

Document management is about more than just scanning your documents and storing digital files. Once you make the decision to transition to digital document management, you are on the right track to organized, easily accessible documents. However, without indexing and an organized system in place, you could end up with a jumble of digital files that’s no better than paper documents.

Electronic File Storage

Document management is a huge step forward in the effort to safely store your content and data. However, scanning your data and converting to digital files is only half the battle, and you want to win the war, so to speak. To avoid ending up in a similar state of disorganization as before, your electronic document management system must capture, index, and archive your documents in the appropriate format.

Why Indexing Matters

Indexing might just become your new favorite thing. When you scan a document, indexing recognizes keywords and flags documents with those keywords. Indexing enters metadata—specific keywords within or about your content—into the database, making your content searchable. Once your content is indexed, employees can efficiently retrieve the important business they need without having to search through scanned documents manually.

Indexing digital document is a massive time and money saver. Here are few of the different ways that it is performed:

• Optical Character Recognition (OCR) is used to identify keywords, making your content searchable by keyword or meta-tag.
• Zonal Optical Character Recognition (zonal OCR) is similar in that it that allows employees to locate only the data they need from a document, as opposed to an entire document.
• Optical Mark Recognition (OMR) data means that the program can identify particular defined marks within forms such as check boxes or fill-in answers on surveys, questionnaires, ballots, et al.