Why Document Indexing is Mission-Critical
As you consider document scanning services for your company, you have to know the important ingredient to document management success. That ingredient is record indexing, the mission-critical step for efficient retrieval of scanned documents. A review of the benefits of file indexing will help clarify its importance and why your file scanning seller should also be a document indexing specialist.
Document Scanning vs. Document Indexing
Scanning files into a file management program is the first step in a successful paperless office program. The ability to get those files quickly, however, is vital to the effectiveness of your file management system.
The capacity to accurately and quickly manage, retrieve, monitor and distribute digital documents and images predicated on a number of unique document identifiers is a powerful benefit of a quality file management system. Unless high quality scanned images are professionally indexed, employees won't have the ability to realize that benefit without time-consuming searches.
What Fields Must Be Indexed?
The first step in effective document indexing is that the choice of searchable fields. As this is the connection back to your documents, you should index multiple fields to allow access by a number of searches.
You can use
the data entry company same index values you use on your paper-based filing system or easily expand them to include additional values suitable for searching. Examples for account payable applications include vendor number, vendor name, invoice number, quantity, and date. An HR program, on the other hand, might require searching by employee name, last four digits of a Social Security Number, employment date, or standing.
When is it Better to Outsource Indexing?
Indexing can be performed by your employees or by a document scanning and indexing company. Using a file conversion company contributes to greater accuracy, quicker turnaround, lower costs and improved efficiency.
The following criteria indicate a need to have scanning and indexing of your company documents performed by your document indexing specialist:
You want your employees to concentrate on your core business functions and challenges.
You need to avoid overtime expenses and extra personnel costs for document indexing jobs.
You need to accommodate high business volume for an ongoing project.
You need quicker turnaround on a job than your workers can deliver.
Your file conversion company can also integrate more innovative processes when indexing your company documents, such as:
Match and merge processes: populating index subjects automatically by matching values and merging them using an existing database
Auto-indexing with comprehensive barcode sheets
OCR (optical character recognition), enabling full text search capacity
More detailed Excellent control procedures
It is possible to design a document management solution that integrates a combination of indexing and scanning by your own staff and a record conversion services supplier.
One particular scenario might be when archived documents are converted and indexed by means of a document management business and uploaded to a file management system, and new files are scanned and indexed into the exact same system by your staff.
Another popular scenario is "distributed scanning", in which documents are scanned at the point of use throughout your organization. The digital images can then be pushed to a central place for indexing, either by your own workers or your document indexing pros.
What Quality Control Must Be in Place?
Two reasons you should always work with a document management specialist for both indexing and scanning are their experience and an expectation of high quality results.
In case your research will be done by your file scanning company, a comprehensive Quality Control Directive should spell out the occupation details like index fields, acceptable values, multi-field connections, data format, etc..
That is necessary since indexing has to be thoroughly accurate to be helpful. Quality management processes built into every stage of your document management alternative are essential. After all, there is no point in having thousands of scanned documents that aren't searchable.
Document indexing, performed properly, is the trick to a successful document management solution. Because of this, a document scanning and indexing specialist is always preferable when selecting the provider for your record management services. The
expertise they supply will guarantee a seamless and painless transition to your business's paperless office.
UNDER MAINTENANCE
0 
Star