Everyone uses a system when it comes to putting things away. Electronically, some individuals have folders which then, leads to tons of subfolders that contain images, videos, documents and everything else they have to electronically store. When it comes to storing things such as clothing, many place them by style, color, print, brand or even in size order. Either way, everything is stored in a system favored by the person or people storing them. If it were not for the systems people use, everything would be difficult to find and everyone would waste a lot of time looking for things. The systems people use are known as indexing and if not for indexing, storage would be very disorganized.
Indexing is a very critical step when it comes to the document scanning process. If documents are not indexed properly, a company can become very inefficient because they would not be able to locate their very important documents. There are three common ways to index documents: field-based, full-text and a combination of the two. Field-based indexing consists of being composed on the computer by a human, although there are some field-based indexing systems that can do it automatically. With field-based indexing, each document has a unique identification created along with being labeled by date and time of creation. With this method, extra fields are allowed to be added and with additional fields, it allows for a more controlled way to access the stored documents. Field-based indexing makes retrieval more consistent and accurate because of its controlled vocabulary. With everything comes an alternative and full-text indexing is a bit more broad and more general. Unlike field-based indexing, full-text indexing is automatically created by the computer when documents are scanned. Computer software is set up to read every word of every document and it creates an inverted index of words and their locations. With this, it can search any word of its liking which is also known as natural language. When someone looks up a document that has been indexed by full-text, the computer finds every matchable term in every document possible. Full-text makes it easier to locate documents when someone is not exactly sure what they need to search for. Although it makes that easier, full-text indexing is not recommended to be used exclusively; which brings us to a combination of the two. The combination method is more recommended because it allows both indexing systems to be used based on the desire of the person using it. It is considered to be the most beneficial.
Scanned documents need indexing in order to effectively serve its purpose. Indexing increases the access to current information on the documents quicker while providing accurate updates. With the decrease in document storage retrieval time, businesses are allowed to accomplish more during the workweek making their business more successful and efficient. Since indexing allows faster document retrieval, it projects an amazing image on a business which results in attracting a higher number in clientele. With indexing electronically stored files, there is a decrease in human filing mistakes. It also makes it easier to add new documents to the filing system. Indexing creates the ability to control which version of a document is allowed to be viewed by certain people and provides an easier way to share documents if indexed properly.
Overall, people and businesses alike search for a way to simplify their lives and the way they keep things stored. Document indexing is just the thing that brings that simplicity to life!
Indexing is a very critical step when it comes to the document scanning process. If documents are not indexed properly, a company can become very inefficient because they would not be able to locate their very important documents. There are three common ways to index documents: field-based, full-text and a combination of the two. Field-based indexing consists of being composed on the computer by a human, although there are some field-based indexing systems that can do it automatically. With field-based indexing, each document has a unique identification created along with being labeled by date and time of creation. With this method, extra fields are allowed to be added and with additional fields, it allows for a more controlled way to access the stored documents. Field-based indexing makes retrieval more consistent and accurate because of its controlled vocabulary. With everything comes an alternative and full-text indexing is a bit more broad and more general. Unlike field-based indexing, full-text indexing is automatically created by the computer when documents are scanned. Computer software is set up to read every word of every document and it creates an inverted index of words and their locations. With this, it can search any word of its liking which is also known as natural language. When someone looks up a document that has been indexed by full-text, the computer finds every matchable term in every document possible. Full-text makes it easier to locate documents when someone is not exactly sure what they need to search for. Although it makes that easier, full-text indexing is not recommended to be used exclusively; which brings us to a combination of the two. The combination method is more recommended because it allows both indexing systems to be used based on the desire of the person using it. It is considered to be the most beneficial.
Scanned documents need indexing in order to effectively serve its purpose. Indexing increases the access to current information on the documents quicker while providing accurate updates. With the decrease in document storage retrieval time, businesses are allowed to accomplish more during the workweek making their business more successful and efficient. Since indexing allows faster document retrieval, it projects an amazing image on a business which results in attracting a higher number in clientele. With indexing electronically stored files, there is a decrease in human filing mistakes. It also makes it easier to add new documents to the filing system. Indexing creates the ability to control which version of a document is allowed to be viewed by certain people and provides an easier way to share documents if indexed properly.
Overall, people and businesses alike search for a way to simplify their lives and the way they keep things stored. Document indexing is just the thing that brings that simplicity to life!