Document management covers a variety of tasks. These tasks help businesses streamline the flow of information within the business in addition to with outside parties like customers, vendors etc. The actual advantage of having a file management system though, is that you can find documents quickly. What is it which makes this possible?

Document indexing is the solution

Document indexing is the method through which data stored in a file and data about the document itself is captured with the aim of making it searchable. There are two ways by which data from a file is manufactured searchable. The foremost is by using full text indexing and one other, by entering "data about the data" - such data is known as 'metadata' ;.The initial method uses Optical Character Recognition (OCR) or text extraction to recapture text from within the document. The next way of indexing captures information about the document under various fields and stores this data to help find the document when needed. This is performed by the document indexing software itself. In this information, we will concentrate on the next one. The example below describes how it works...

Let us say you have a small law firm using document indexing software. Document indexing is an important element of part of one's firm's document management policy. This is the way the flow of document management in your firm will be: A document agreement is scanned to PDF format and joins thousands of other similar files in your archive While saving it to your document management software, you populate (index) certain searchable fields Prawo jazdy kolekcjonerskie, like Document Type, Agreement Date, Agreement Party, and Expiration Date etc. The document management software stores this indexing data in its database
At a later date, you will need to retrieve the document; so in the search fields, you key in the indexing data; e.g. Agreement Party You receive a set of agreements signed with the same party You choose the document you're trying to find and begin working on it. The significance of document indexing

Out of the six steps above, only the next step managed indexing the document. Suppose you skipped that step. You merely saved the scanned document to your archive without tagging it in virtually any way. Now in the event that you wanted to locate the document from a set of maybe hundreds of documents created on the same day, imagine simply how much time it would take! You might waste a few hours just sifting through the listing of such documents. Quite likely, you employ assistants that are paid by the hour. You would find the document, but it might set you back two hours in wages to locate just one document! And this might happen virtually every day, as working with documents could be the lifeline of not only law firms but firms across industries.

So what's the perfect solution is?

The solution is to set up place a file management system that's document indexing software included in it. Such software lets you index documents at the point of creation in addition to later, in the event of pre-existing files which are imported into the system. Indexing a file may take a minute or two of your own time, but it could save hours of one's productive time, often when you are hard pressed for it.