What is Document Indexing?


Data indexing is a standard feature of any effective Document Management System (DMS).

The process of indexing content is done via meta-data. Meta-data summarises basic information about other data, which makes finding and working with particular instances of data easier. It isn’t seen in the document itself, but is essential to how the DMS is able to sort and recall the content.

Intelligent Data Indexing for Automation

What gets indexed varies depending on the document and the system itself, but at a minimum, this will be a unique identifier for the document (i.e. an ID number). More typical forms of index data are (but not limited to), author(s) of the document, date of creation, originating department, document type, etc.

Intelligent document indexing means the crucial meta-data is applied at the point of data capture, based on the information contained within the document. For example, if the Optical Character Recognition (OCR) software detects the document in question is an invoice, it will capture, index and automatically deliver it to the appropriate recipient, i.e. accounts payable.

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Key Benefits

  • Reduce costs
  • Save time, improve efficiency
  • Improve collaboration
  • Comply with regulations
  • Security and disaster recovery
  • Improve staff productivity
  • Automate business processes