Document Indexing is the key component to accessing files once your documents have been digitalized. A choice of document indexing components allows you to decide how you would like to retrieve your documents once they are imaged and in the database.
By Document Name
Most clients prefer to have their documents indexed by a file folder title and/or unique identifier such as a social security number. For example, the document name "Jim Stevens" is an index to the images for the Jim Stevens account or folder.
Optical Character Recognition (OCR)
Optical Character Recognition software may be applied to a document to "machine recognize" all or just selected text in a document. For a high rate of success, good quality text is a must. OCR works best when printed text is of laser quality. OCR is not only applied for full text search and retrieval, but for transforming an image into text for character and formatting manipulation. This is a great tool when you don't want to retype a document like a company handbook or employee manual.
The quality of text to be read by an OCR engine is an important concern. Laser printed originals are best and usually copies are acceptable too. Quick tests can determine the OCR success rate of any printed material.
Indexing using bar code extraction from the document is the fastest and most efficient indexing method. Bar code software simply reads the bar code and translates it into an index component, eliminating hand keying.