Document Indexing, Explained


Simply put, Indexing gives meaning to your documents and is a method by which electronic documents are digitally organised in FileHound. Indexing data (also called metadata) can be added to any document in a variety of different formats.

When indexing is carried out effectively your documents will be organised well, allowing them to be retrieved quickly and efficiently. FileHound's intuitive indexing features are designed to help users add valuable metadata to your documents with minimal effort!





Which data should I use for indexing?

One of the key decisions for getting the most out of FileHound is what indexing criteria to use. Some bet practice examples of data used for indexing includes:

  • Phone numbers
  • Customer numbers
  • Addresses
  • Dates
  • First and last names
  • Account numbers
  • Invoice number
  • Order number
  • Keyword descriptors

One of the most important factors in choosing indexing terms is how documents will be searched for.

For example, in a series of personnel files, first and last names and employment dates would be common means of searching. At the same time, medical records could reference insurance policy numbers or patient birth date.

Referencing commonly used search terms during document indexing will provide better results when you searches for documents in FileHound.

Document indexing makes search and retrieval of documents seamless when applied correctly. However, the right indexing method is not one-size fits all. Whether documents are indexed by their full text, organised by fields, or supplemented with rich metadata, this choice is what drives the success of the entire FileHound system.


REMEMBER:

Your authorised FileHound partner can help you choose the proper indexing methods that fit your team’s unique practices or business use case.