If you are planning on transitioning to a paperless office, you may be thinking that all you need to do is have your documents digitally scanned. While this is an important step, the real benefits of a paperless office won’t kick in unless you also get document indexing services to go with it. Our team at Paperless Digital Solutions provides both document scanning and indexing services, and in this article, we’ll be going over just what document indexing is and why it’s a key step in the paperless transition process.
In traditional publishing, indexing refers to the process of identifying key topics in a book and the pages on which they appear in order to create the index that goes at the back as an aid to researchers. Document indexing is essentially the same process applied to your new database of digitized documents. When creating your digital index, each document is tagged with relevant pieces of information (called metadata) that can be searched later. For example, an employee file could be tagged with the employee’s name, department, office location, ID, etc. Then, when you wanted to look up all the employees in a given department or office location, the search would pull up every file with that tag for easy viewing. As you can imagine, this ease of access dramatically improves workplace efficiency, as you can find all outstanding invoices or other forms with a few clicks rather than digging through files one at a time. Without document indexing, you’ll be stuck searching through your digitized files the same way, so we at Paperless Digital Solutions always recommend adding it to your scanning services package.
We at Paperless Digital Solutions hope that this information has been helpful to you. If you are interested in our document indexing services, just give us a call.