Indexing is the process that extracts content from files and constructs an indexed catalog to facilitate efficient and rapid searching for a targeted word/group of words, piece of information, or data.
The software can extract both text and property information from files on the local host and on remote, networked hosts. The files can be part of either a selected file system, or a virtual Web. The content is extracted by filtering — using filter components that understand a file’s format. A filter component supplies methods to read a file to extract text and properties. Windows 2000 and Microsoft Windows XP supply filters for Microsoft Office files, HTML files, MIME messages, and plain-text files. The extracted information is then merged into catalogs of indexes for efficient searches.
The Document Management Process
Creating property fields is the first step in preparing files for a document management solution. Property fields can contain common information and categories of information that are relevant to the users’ business needs. These fields are then populated with file specific/customer specific data. Full text indexing is the second stage of the indexing process. Optical Character Recognition takes images of text and turns them into recognizable text characters. OCR can be applied on common scanned formats including TIFF and PDF. Index information allows users to search for and sort files by property fields. This ensures that information collection and organization is complete. And, full text OCR allows files to be located using any word or combination of words.
Advantages of Scanning Indexing Services
Availing a professional Indexing services saves time, frustration and money in a document management system. Easy access to important information make business processes to be more efficient and profitable. Whether it is a book, journal, or extensive database, Indexing enables easy search and retrieval of critical information contained in them quickly - no more time consuming document searches and misfiled information.
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