Tag: Document Indexing

Document Indexing Services

Data Entry Services

Document Indexing
When converting your paper documents into electronic document images it is vitally important to “index” the images so that you can retrieve them at a later stage, otherwise you are in no better a position than when you had a pile of paper in your offices. (Although you don’t have to look at them any more!)

Document Indexing is the electronic equivalent of manually writing information about the enclosed documents on the spine of a lever arched file. Having said that, because you can capture multiple indexes, it is possible to search for your documents in many different ways, which is simply impossible to do in a paper based system. For example, you could search for invoices received during April last year, or alternatively for all invoices that don’t have a PO number. It is this flexibility in retrieval that many companies claim is one of their primary benefits when implementing document imaging.

However, the quality of the index information can make or break a document imaging implementation. Get the data wrong and you almost certainly land up with a “lost” document (one that doesn’t get retrieved correctly). Consequently it is imperative to use a quality Data Entry Service like that of Scan4U Scanning Services to ensure it is handled correctly. By using the latest technology scanners and software, combined with our leading edge techniques and highly experienced data capture clerks, we guarantee a superior service that will provide accurate, speedy data that you can rely on.

We employ many different index verification methods, ranging from “blind double capture”, through manual and automatic capture and lookup techniques. All are designed to ensure that you get the right information attached to the right document, as quickly as possible, ensuring a smooth operation of your document imaging environment.

These and other data capture techniques are also used to extract as much of the data from the documents as is needed if you intend populating a database or back-end system with the data for computational, order filling or research purposes. This is also referred to as Forms Processing and is a key service we provide.

See what our previous customers have to say about us.

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Drowning in Paper?

Backscanning is the solution

  • A recent Price Waterhouse study required a paralegal to find 20 documents out of 20,000. After 67 hours of searching, the paralegal found 15 of the requested 20 documents. Given the same task, a document imaging system found all 20 documents in less than 3 seconds.
    —Imaging Product News Magazine

  • Scan4U BackScanning can assist

Are you battling to cope with the increasingly high costs associated with inefficient management of paper documents? A paper dependent office usually means wasted space, limited accessibility, and poor productivity. Filing cabinets take up valuable space and are often unorganized. Accessibility becomes an issue when multiple users want access to the same document. Furthermore, employees waste valuable company time searching for business critical information.

Scan4U Scanning Services can assist by converting these paper documents into searchable digital images through the utilisation of high volume, high quality scanners, superior software and experienced Data capturers, who “index” the documents for later search and retrieval.

Our goal is to provide you with the ability to instantly access business critical information through scanned images of your paper documents. Rather than spending time LOOKING for information, you can spend your time USING that information.

Imagine never leaving your desk again to find a document. You would simply retrieve the document image on your computer and then review, print, fax, or e-mail the document as needed. Consider a work environment without filing cabinets or document storage management headaches!

However, document retrieval isn’t the only important aspect to our scanning services…

Businesses today should have contingency plans in place to cover the catastrophic loss that could happen as a result of flooding, fire, terrorism or other disaster. Most companies have regular tape backups of their electronic data but what about backups of all your paperwork? A recent report indicated that companies which suffered a major loss of information due to fire typically went out of business within 12 months. Scan4U’s document scanning and archival enables you to have multiple copies of your documents on and off-site and these can be re-instated within minutes of any disaster so that staff can carry on with their work.

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