Indexing documents can be done in 3 different ways.

1. Manually Indexing each document with keywords after it has been scanned.
2. Batch Indexing is a process by which a group of documents are indexed into the system. Scanned documents that are not indexed, reside in the Awaiting Index queue. In addition, "key word sets" is a unique feature that enables a user to enter a unique keyword and have the rest of the keywords fill in automatically.
3. Auto-Indexing using barcode recognition while being scanned or they can be OCR'd or archived.

Why is a good index so important?

The index is the critical tool you use to locate images or additional data. A well-constructed and complete index contributes to the system's usability. The index (ideally) provides the user with a "roadmap" to all pertinent information contained within the system. As each page is brought into the document management system it is indexed so it can be found again. It's like having a telephone book to link with your home address. We can identify your house with your name, street etc. Alternately, systems can inventory the contents of your entire house and list the contents in a search table with key word values. The third method of indexing involves using a folder to group similar objects. In this way all white houses are located in the same folder.

Indexing Documents. Importance of indexing:

• Search and retrieval forms are based on indexed fields
• Index fields allow documents to be cross-referenced
• Indexing speeds searches and links information about the document to the index
• The level of indexing desired is dependent on the client

Indexing speeds up the search of the imaging database by using index fields:

• The index fields you create are the basis for the customized applications you can generate for your business
• In particular, a special field (document type), allows identification of specific documents possible
• Examples of common document types are: purchase orders, customer invoices, form letters

Since incorrect document indexing will misfile the document, we recommend providing multiple index keywords for each document.

Document indexing requires some knowledge of the document content and context. Therefore, an operator with more skill and expertise than the scanner operator may be required.

Typical information that can be indexed:

• Date of document creation
• Author of document
• Document reference number
• Customer document refers to
• Subject of document
• Form fields
• Content of document

Storing your images where you can retrieve them. >>