A paperless office… is it even possible? The simple answer is yes, in fact, the access we now have allows us to vastly improve cost efficiency and productivity, all while reducing our carbon footprint.
Today, everything is done digitally. As your company expands and becomes more reliant on a paperless office system, it’s important to ensure you’re working with only the best tools and processes.
Two extremely important processes include scanning and indexing. Indexing is something that should not be overlooked. If done correctly, it will save you both time and money in the long run. This article highlights the benefits of document indexing and why your company absolutely needs it!
What is Document Indexing?
Document indexing is a way to organize documents based on specifications that allow the information to be easily retrieved. Anyone who does scanning will also need an indexing system to be able to find the documents whenever required (and quickly).
Document indexing and scanning work synergistically – you can’t have a complete digital conversion without each of them in place.
Why does your company need to index documents?
Indexing your documents allows your documents to be found more easily and can benefit in many ways:
1. It provides you with quick access to the documents you need
With just a simple keyword search, you can find any document within seconds.
2. It allows you to sort and manage documents more fluidly
Through field-based indexing, you have the ability to retrieve documents based on related, specific field values. This makes it easier to quickly find what you are looking for.
3. It saves you time and money
Efficiency can save you both time and money. The two benefits listed above offer exactly that. If you can avoid spending hundreds of hours on manual and repetitive tasks it will equate to thousands of dollars in savings.
Financial Benefits to Document Indexing
There are many financial benefits to document indexing including increased productivity, the ability to automate business processes, decreased workload on staff, improved access to current information, reduction in human error, plus remote access to any documents regardless of work location.
Legal Benefits to Document Indexing
From a legal standpoint, document indexing is a safeguard. In a lawsuit, records need to be accessed and presented within the time frame of the court proceedings. Indexing allows you to properly scan and organize the documents you need, when you need them for quick and accurate access.
In the medical industry and industries like it, there are several rules and regulations that fall under sensitive information protection while satisfying HIPAA compliance. Indexing helps to ensure these policies are complied with.
What are Some Examples of Indexing?
Indexing is important because if done right, it can allow users to easily retrieve information plus collaborate with end users from all departments.
Indexing types include:
- Manual indexing
- Manual & Automated indexing hybrid
- Automated indexing
Methods of Indexing
There are a variety of ways to index. Here are the most popular options:
Full-Text Indexes – The system reads each word within the document and generates an index for each location and term.
Field-Based Indexes – through field-based indexes, you have a simple and easy way to locate the information you want within a database.
Indexing Metadata – the data you receive typically comes in the form of a summary. In short, metadata can supplement and enhance original data.
How to Implement Document Indexing for Your Office
Getting your documents indexed the way you want can be accomplished in just a few steps:
Step One: Identify the key fields the documents will be most searched by.
Step Two: Identify the key fields you want that are not already being captured.
At ACI, we are experts in data management. We help with the organization of digital documents, using automation to achieve results in a low-cost, time efficient manner. We offer Digital Mailroom services, Accounts Payable Automation, Accounts Receivable Automation and Remote Workplace Solutions for businesses of all sizes. Ash Conversions is your trusted source to handle all of your mailroom activity including Remote Deposit Capture (RDC), becoming a reliable, affordable, resource for your organization.
Contact us today to take advantage of our suite of Business Process Automation Solutions. Click the button below or call us at 800-719-9621. You can also email us at sales@ashconversions.com.
