Indexing of digitized documentation

Thanks to indexing you will find needed document quickly and easily!

What is indexing?

  • Naming the scanned documents
  • Assigning descriptive information to scanned documents
  • Creating output directory structure

The creation of a digital image is just the first step towards an effective use of digital archives. Without assigning descriptive information to the documents (also called indexes, keywords, metadata, ...), it would not be possible to search the digitized documents. Indexing is therefore integral part of digitization of paper documents after creating an electronic image.

Ways of creating indexes

  • Automatically – it is possible to index system data (e.g. date, size, resolution, ...), or data read from bar codes or zonal OCR (Optical Character Recognition) in predefined area (e.g. printed agreement numbers, forms identified by a bar code, ISBN codes of publications, ...)
  • Semi-automatically – indexing is performed by operator and is based on a selection of values from a list, or on a flexible information search in document using FlexiCapture technology, followed by verification (e.g. delivery record number, document creation date, ...)
  • Manually – visual information search in the document and its identification by operator, and its manual entry into system (e.g. author of the document, brief description, ...)

Examples of index creating

Example of indexes for a folder:
  • Folder name – code
  • Company, branch, department...
  • Year
  • Folder type (e.g. roll-out menu)
    • 1 – Supplier_invoices
    • 2 – Customer_invoices
    • 3 – Cash_receipts
    • 4 – Bank_documents
    • ...
Example of indexes for a document:
  • Document_name
    • Invoice number
    • Order number
    • Delivery record number
    • ...
Example if indexes for a book:
  • Book/publication name
    • 1. chapter name
    • 2. chapter name
    • ...
  • Author
  • Year of issue
  • Genre
  • ...