Indexing

Indexing | Imaging and Indexing | Fortress Inc

Indexing

typingWhat good is it to have electronic data if you can not locate it?  The proper indexing of your electronic documents is an important aspect to any scanning project.  Fortress evolved records management focuses on creating smart accessible documents.  Your dedicated project manager will work with you to determine the proper indexing needs for your project.  It may be necessary for you to index only one field per document, or maybe it’s ten.

We utilize many different software options that allow us to index any document by any criteria quickly, and most importantly, accurately. Fortress builds its own custom designed software for the indexing of each assignment we are given.  This allows for the creation of data entry templates to suit various document types.  The software has features built in for security.  For example, an alpha field does not accept a numeric value and vice versa.  The software can also incorporate any tables, or master files that can be furnished by you.

 We can use techniques such as OCR (Optical Character Recognition) to index directly from the original document.  This is a great option, and is highly accurate.  If you have an existing database, we can use it to index your documents as well.  We can also manually index from the original document.  You can choose to turn your electronic documents into a fully searchable PDF’s.  This option gives you a PDF, but in the background is a text version of the document.  This is created using OCR, and allows the PDF to become fully searchable.  You can search for any word of the document in an instance.

Double Key Verification is a unique feature that we utilize on every indexing project.  This process allows for the most accurate indexing available.  Here is how it works:

  • All electronic documents are indexed accordingly by an operator.
  • The same electronic document is indexed by another random operator.
  • The two indexes are compared by our system.
  • If there is a discrepancy in the two, then it is sent to a third operator for clarification.
  • This allows for 98% accuracy.

We can format your indexing into any format you need.  You may decide you need your PDF named by the indexed fields.  Or, you may need TIFF images with the indexing in an accompanying TEXT file.  The options are endless. 

Call us today to learn more at 1-800-279-8146