Document indexing is a way of describing or classifying a document as a way to indicate what it is about. It is a summary of the content to make the document quick and easy to find.
Document indexing can be a little harder to do if you are using a folder structure on your computer to save and categorise documents. You may need to have many layers of folders to get the same results, therefore classifying your information by more than one category becomes hard.
If you want to find a number of invoices from June 2018, that have been paid, from a certain client; even with the best folder structure, it can be time consuming and is open to error.
DocuWare’s Intelligent Indexing
DocuWare’s Intelligent Indexing automatically captures the most important data from scanned documents and uses it to populate index fields. These could be: document type, company name, reference number, date etc. and it’s these criteria you can search for a document with.
The more Intelligent Indexing is used, the more the system learns from feedback. Recommended words for known document types can be automatically and reliably used and documents filed quickly and easily.
Document indexing can be as simple as putting your documents on a scanner, pressing a button, and everything gets stored. Anything the system may not recognise is flagged for a member of staff to check. These documents can then be stored, or can start any workflow – such as a confirmation email sent to customers or an invoice sent to accounts.
A carefully managed process reduces the chance of files being lost, misfiled or accidentally forgotten. Staff will save valuable time searching for information and can become more productive within their roles.
For a demo or more information on how Intelligent Indexing can support your staff to work more efficiently, get in touch.
Intelligent Indexing is used my many of DocTech clients.