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What is Document Indexing and How Can You Implement It for Your Files?

what-is-document-indexing-and-how-can-you-implement-It

Document indexing is making your documents search-ready based on certain characteristics or information in it. Indexing can be done on database documents or text documents. In databases, the table is indexed by the columns that are mostly accessed or searched on. Some databases allow more than one index created on a single table. In text documents, full text indexing can be done to allow searching for phrases of text within the document. Indexing ensures easier access to specific information. BPO services India provide indexing services using specific software that ensures faster access to information, especially when there’s bulk data to handle.

Implementing Indexing

Digital Indexing can be implemented using one of 4 methods – file naming, folder structure, searchable text and metadata. Sometimes a combination of these is also used. Indexing is done using software that lets the user tag the field or information based on which index has to be created. Supposing there’s a customer master, it can be indexed on name and location. Similarly, an invoice database can be indexed based on invoice date, location, and type. Text documents are usually full text indexed so that you can perform a complete match for a set of words. Depending upon the use of the information, the offshore indexing services provider will index your documents to ensure easy access to information.

Indexing based on File Name

This is nothing but naming the files conveniently such that the name is relevant to what’s stored in it. Supposing you have different versions of your resume, you can name them Resume_Marketing, Resume_Sales, Resume_Admin etc. You can easily identify which resume you want with its name. But when it comes to large organizations with thousands of files, it becomes very difficult to use this method efficiently. Such companies usually have a naming strategy which specifies how each employee of every department should name the files. They use a standard naming method to easily identify the source, context and version. Some software allows automatic naming. Whatever strategy you choose, it should be legible and communicated across the organization so that everyone follows the standard.

Indexing based on Folder Structure

This is also very easy to implement. Keeping a hierarchy of folders to store the files will make it more organized and easier to find. Supposing you are dealing with multiple clients, you can dedicate a folder for each client within which you can further create subfolder for enquiries, orders, invoices, payment details etc. This makes your information very organized and easy to access. Professional offshore scanning and indexing service providers will arrange this for text based document management systems as it is easy to implement and manage.

Indexing based on Searchable Text

This requires the use of software for indexing. OCR or Optical Character Reading technology is used for text-based indexing. This can be done on printed documents that are scanned. It won’t work with hand-written documents as OCR will not recognize them. It lets you identify specific information from among hundreds of documents.

Indexing based on Metadata

Metadata is basically information about data. So many details such as filename, folder name, date of creation etc can be accessed using special tools. Metadata contains all specific information about the document being indexed. When you outsource indexing services to competent partners, they create metadata which is stored along with the document. This is one of the most powerful indexing tools commonly used.

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