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Document Indexing Services

So, you have scanned all your records to eliminate paper. But merely digitizing files does not lead to efficient workflows.

How do you find a specific document from among thousands? It can mean hours spent searching—much like looking for a needle in a haystack! What you need is an 'index' of all the documents in your content repository.

Document indexing categorizes digital files and organizes them systematically so you can find the right one when you need it—at the click of a button. Accurate indexing is essential because a wrongly classified file is as good as losing the original document itself!

 

 
 
 
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 What is document indexing?

Document indexing is the process of tagging a digital file with key information to create a catalog or index file that makes it quick and easy to search and retrieve the file from a digital repository.

The indexing data or 'metadata' resides in a database or document management system with a search functionality. You can use keywords or terms to search the database or DMS. All files that contain your search term in their metadata are thrown up in the search results so you can easily find the document you are looking for. Whether you find the file you were looking for depends on the accuracy of the indexing process.

Here's how the process works:

Before we begin, we work with you to set down rules for consistent and accurate indexing.

  • First, we scan all physical documents and convert them into digital formats. We can also index from previously scanned digital images.

  • After scanning, the images are sent through an OCR software that converts the image into editable text.

  • Next, we extract essential metadata from each digital file. Depending on the type of document, the metadata may include details such as the name, company name, date of birth, ID numbers, and keywords you may expect to find in the file's content.

  • The metadata is then used to categorize and label the files such that they are searchable by each document's properties or metadata.

  • Sometimes, you may need to type information into the metadata text fields manually. At RDS, our imaging specialists use market-leading data capture software to assist the data indexing process and minimize this error-prone manual data entry step.

  • We perform a quality check to ensure only one copy of each document is indexed. We also verify that metadata is correctly captured and keywords are relevant to the document's content.

  • Once we have finished indexing documents, we format the images and their associated metadata for import into your system of record.

 

The advantages of document indexing

A document misplaced is a document lost! Document indexing creates a logical structure for your content and ensures that you can find content when you need it.

Extract Metadata Efficiently

We use Intelligent Data Capture for automated data extraction, creating an index of documents quickly and efficiently without the need for manual indexing and data entry.

 

Consistency for Reliable Search Results

Automation ensures consistent indexing rules and reliable search results. It minimizes errors and inconsistencies in data extraction, categorization or labeling of files. We use a multi-step, double-blind verification process for over 99% accuracy.

 

Automate Business Processes

Automated document indexing cuts out manual data entry, reducing errors and the need for corrections. It improves staff productivity and allows you to scale the indexing without increasing costs.

RDS: Your Partner in Growth—Tailored Solutions for Businesses of All Sizes

Our document indexing solution can be tailored to handle your office's growing document volumes and diverse document types.

Whether you are a county recorder, an SMB looking to diversify, or a large institution with complex legacy documents and multiple systems, you can rely on RDS to handle your document indexing needs.

We guarantee the highest quality of index data for lightning-fast document searches and accurate information retrieval. Using a double-blind indexing technique, we ensure precise and reliable index data. Two individual operators analyze and assess metadata for the same document. If the two inputs match, the data is considered verified. This method not only reduces the chances of errors in indexing but also removes subjectivity or biases in index data. We may also sometimes use an automated indexing method and one manual operator for the double-blind verification.

At RDS, we use OpenText Intelligent Capture to capture millions of documents for clients in our document scanning bureau. We work with companies of various sizes across a range of different industries, leveraging automation to handle both scale and complexity.

Our clients include government agencies, banks and credit unions, educational institutions, and healthcare companies.

 

OpenText Intelligent Capture: Empowering Precision in Document Indexing

Discover how OpenText Intelligent Capture ingests content from digital documents, leveraging AI to categorize and organize it so it is available to users who need it and in the system they need it in.

 

Smart Document Classification

Intelligent Capture ingests business documents, automatically extracting metadata from both semi-structured and unstructured content. It classifies and files documents to create a searchable repository.

Intelligent Character Recognition

Intelligent character recognition technology (OCR) helps capture data accurately and minimize errors in converting scanned images to editable text for accurate metadata and indexing.

Accelerated Document Processing

AI-assisted document indexing methods minimize human intervention, dramatically increasing processing speed and reducing manual errors. Automation creates a scalable and flexible system to handle diverse types of documents.

 
 
 

Embedded Machine Learning

Intelligent Capture uses ML technology, so it continuously adapts and improves its accuracy as you train it with more documents. It results in an evolving repository and indexes more efficiently with time.

Powerful Workflow Capabilities

Intelligent Capture includes the CaptureFlow designer, allowing you to easily configure highly advanced workflows. It automates manual processes and syncs with multiple applications without complex integrations.

Flexible Deployment Options: SaaS or Hosted

Intelligent Capture is a complete solution for data extraction and document indexing. Depending on your IT infrastructure, it can be deployed on the cloud as a web-based product or hosted on-premises.

 
 

RDS: Your Trusted Document Indexing Partner for Seamless Efficiency

  • Document indexing is a critical process that determines the efficiency of your document management system. A well-organized index gives you lightning-fast search results that are accurate and reliable. It speeds up document processing in downstream systems and applications.

  • At RDS, we provide cutting-edge document indexing services to streamline your document workflows and build efficiency into your organization's content management system. We help you define indexing criteria and create consistent rules to categorize documents, so they align with your company's unique content needs.

  • We use and recommend OpenText Intelligent Capture, an end-to-end solution that brings much-needed efficiency to automated data capture and indexing. We have one of the most experienced teams of OpenText Intelligent Capture experts.

  • Partner with us for software maintenance, support, upgrades, and custom development for your Intelligent Capture installation.

  • With years of expertise and thousands of implementations globally, you can leave your document indexing project to us and focus on your company's operations and strategic growth plans.

 
 

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