How Document Indexing Services Can Make Your Business More Efficient

Home
conversion
How Document Indexing Services Can Make Your Business More Efficient

Many businesses around the country are beginning to recognize the benefits of converting their documents into digital copies. Your business can become even more efficient after you hire a vendor to scan the documents due to document indexing. Read on to discover what document indexing is and why it’s a powerful feature that can help your document management system.

What is Document Indexing?

Document indexing is a way to categorize and organize documents. In other words, it helps sort the information into several groups based on specific attributes and other descriptive data. You can give each category or main topic a ‘tag’ so that when you query for a certain tag, every relevant document will show up in the database results.

Every document management systems has a system that allows you to index specific terms or identifiers that can help describe the document. The index fields are a type of database field that you can use to categorize the documents. Once you’ve associated certain words and phrases to a search term the software will automatically file or index the information accordingly. Your document management system wouldn’t be able to search the scanned documents in your digital database without document indexing.

How Document Indexing Can Help Your Business

Have you ever tried to search for a certain invoice or document and got frustrated because you couldn’t find it? Document indexing allows you to quickly find documents by querying for information that can help identify it. Ultimately, it is the fastest and most efficient way to search and retrieve documents in a document management system.

Here are some of the ways you can search for documents using document indexing:

Date
Invoice number
Purchase order
Customer name
Vendor name

Different Types of Document Indexing

Below are two of the most common types of indexing methods:

Full-Text Indexing

Full-text indexing allows you to retrieve documents based on a word or phrase found within the document. This is the best indexing method for documents that are mostly text based.

Variable Lookup Indexing

Variable lookup indexing is another method that queries the index fields of multiple databases while it searches the database scanned documents. This type of indexing can provide very accurate results.

Hire the Right Document Services Company

In conclusion, we understand how important it is for your business to find the right document services company to scan your documents and index them properly.

Inaccuracies and other mistakes can really slow down your business. The right vendor will be able to handle a large amount of documents and accurately index them according to your exact specifications.

Learn More About Our Document Indexing Services

Please contact us today online or call (347) 809-3392 to learn more about our document indexing services. We can scan your documents and create a custom index strategy that is based on your company’s unique processes and operations. At 3Alpha Outsourcing Services, our main focus is to provide professional data digitization services that will help make your company more productive and cost efficient.