Scanning Secrets: All About Indexing


Did you know that there are multiple types of scanning? There are all kinds of variables, but the one that makes the most significant difference is indexing. Read on to find out all about indexing and how it can take your scanning to the next level!

What is Indexing?

To understand what indexing is, let's see what scanning looks like without it. We'll call this "simple scanning," because it's just that--simple, fast, and pain-free. With this type of scanning, all you have to do is essentially capture an image of your documents, photographs, or files and digitally store them.

Remember, though, that indexing isn't on the table--so all you have is images. You can't search them by keyword or content, which means you still have to go through them manually to find what you need.

On the other hand, indexing creates a more sophisticated type of scanning because it allows you to tag files with certain information that can be searched later. Simple scanning might be the perfect solution in some cases, but indexing is generally your best friend. Here are just a few things to know about indexing:

  • It's efficient.

Essentially, indexing does the work for you when it comes to document organization. Plus, since you're scanning the documents in any way, you'll be able to index each one as you scan it rather than going back through and indexing all your files by hand.

  • It puts you in charge.

You get to decide exactly which conventions you use when indexing. Want to organize by keyword, phrase, date, or topic? Want to tag images with location or the people in them? Indexing puts the power in your hands.

  • It's secure.

With proper indexing, employees don't have to go hunting through every single document in your business to find what they need--which means they don't run the risk of seeing information they shouldn't have access to.

Want to learn more about scanning and indexing? Contact us today for all the help you need!