Document Indexing and profiling are significant document management capabilities that improve document accessibility. Profiling adds valuable information to any document, in addition to file names, descriptions, and other default features, for a quick overview of the type of document and its content.
Document Profiling And Indexing – Defined
Document Indexing is the practice of tagging or linking documents for easier retrieval. Invoice number, vendor name, purchase order number, and item names are all common indexing phrases. Indexing, in other words, generates a roadmap to documents based on how a company’s business processes operate and how its employees work.
Metadata features make document profiling and indexing easier. A document profile is a collection of custom index fields. Field-based, full-text, and a mix of these two are the three primary types of indexes to be used during the process. Profiling gives you a quick summary of the document’s nature and content, saving much time.
Benefits of Document Indexing for Your Business?
Indexing documents helps with more than simply document retrieval. Document indexing has numerous advantages, including:
- Better organization Better Efficiency: According to a Nintex survey, 49 percent of those surveyed said locating documents was the most challenging task. Employees across sectors reported the top issue with document management and sales processes in their respective organizations. Document indexing can eradicate this issue and help in organizing documents, thereby increasing efficiency.
- Enhanced collaboration and workflow: Employees can collaborate more effectively when they have easier access to documents. According to the same Nintex poll, 43% of respondents also said their company’s document sharing procedure was improper. Indexed documents can help the right staff access the required documents at any time.
- Easy Audit: Audit compliance is easier when your records are already organized, and indexed by fiscal year and other key indicators.
- Saves more time: An average employee spends 19% of their time searching and gathering information. With the right document indexing processes in place, you and your team can focus on core tasks rather than searching.
- More Money Saved: All of these extra advantages save a lot of money and time and thereby add up to assist you to enhance your bottom line.
Document Profiling And Indexing Derives Outstanding Results.
Different types of data can be stored in a variety of ways. This allows you to create an infinite number of document profiles for various document types. Whether you work in healthcare, manufacturing, hospitality, or any industry, proper document profiling and indexing may help you improve data access and management. In addition to the benefits outlined above, document indexing and profiling allow you to gain detailed insights into how your team works and how you may enhance the current process.
The idea of document indexing provides numerous advantages for businesses looking to go paperless. It gives a huge sigh of relief not having to search through documents on your desk or sift through an overloaded file cabinet to locate a document you require. An indexed file system helps simplify document management across the organization. Your staff can instantly retrieve the documents they need from anywhere, at any time, by simply typing a few keywords into the computer.