After the documents have been scanned and checked against our quality standards, they need to be indexed. Document indexing provides the searchability necessary to make sure that your documents can be found as soon as you need them.
Our document indexing process is double-blind. When a detailed indexing structure is employed, it’s incredibly important that there are no errors are made at the indexing level–one character amiss could make the document extremely difficult to find.
Our customer documents go through the indexing process twice, by two individual indexers, neither of which see what the other has provided for the index value. The two passes are compared, and if they match exactly, the document index is approved. If there is a discrepancy, the document is sent to escalation for review. The third-pass will make the final decision after careful scrutiny of the image.
If your records system requires more than one index value, it can be easily achieved in a digital document filing system. We’ll set up our project to display the leading document in the scan file and prompt our indexer to provide whichever data values are necessary.
For instance, if we’re indexing Human Resource files, you may wish the images to be indexed with the employee name and date of hire. The end user would then be able to easily search, sort, and filter by either of those values.
Each type of document would require customized indexing architecture.
In rare cases, the only necessary indexing is at the folder level. This moves the project more quickly through the planning phase, however provides less flexibility in finding the documents.
Each of your files in a filing cabinet are probably labeled with tabs or separators. They carry the name of a person or an account number, in most cases. Our scanners would create a folder to match the value on the physical folder and scan the documents to that folder on the network. When the box reaches the Quality Assurance phase, the indexing value will be checked for accuracy while the documents are checked for quality.