Documents are vital for companies of all sizes. Traditionally, businesses used to hardcopy records with personnel files, invoices, and whatnot, but today they need to deal with even more types and amounts of documents to run operations seamlessly. The merge of electronic media with hardcopy media is what makes it challenging for organizations. This is where document indexing services come into play.
But what are these services, and why do they matter? Let’s find out.
Document Indexing: What Is It?
In simple terms, document indexing refers to the process of organizing and storing documents. The purpose of this process is to retrieve data based on a logical system. Today, with the abundance of data, it has become crucial to digitize and organize documents for retrieval and easy access. In a document indexing process, a hard copy is first scanned and turned into a digital version. This digital file can be static or editable based on usage and requirements.
With that being said, let’s focus on the importance of data indexing services and why companies need them today.
- Enables Faster and Easier Collaboration
Communication between your company’s many departments and management teams is critical, but it can be tough if you rely on paper documentation. With an indexing system in place, internal departments of a company can benefit significantly. How? Document indexing enables employees and users to quickly look for and retrieve information using full-text or indexed fields. Users can also choose to password-protect confidential information or set the option to view documents based on account level.
There is no denying that the process gets much quicker and easier with the indexing of the information. Digital documents are quickly shared, exchanged, and viewed, ensuring that all parties are on the same page at the same time.
- A Time-Saving Approach
With hardcopies, searching is required to locate the files. Someone needs to gain access to the file area and then spend significant time sorting through the shambles. Document indexing, on the other hand, simplifies the process of discovering the document you need using a text-based search.
- Less Physical Storage
When saved physically, tangible data and documents take up a lot of space. Hardcopy papers demand space, which cannot be used for anything else. Indexing documents in a digital system takes just the storage space required by the storage medium. Digitized papers just require virtual storage space, which is easily and cheaply obtained.
- Enhances Safety and Security
It’s a challenging task to block unauthorized eyes from reading sensitive material in terms of information security. Indexing and scanning can provide account-based capabilities, allowing each employee to access just the information needed to execute their job tasks. This makes the process safer for companies that cannot match the cost of storing documents physically.
- Eases Up the Audit Compliance
Audits are a time-consuming task that also comes with a costly tag, especially when you are handling physical document storage. By using document indexing services, the whole process turns out faster and smoother.
Document indexing comes with a long-term solution that goes beyond just storing and preserving documents physically.