{"id":29361,"date":"2018-04-13T13:24:23","date_gmt":"2018-04-13T13:24:23","guid":{"rendered":"https:\/\/www.konicaminolta.ae\/business\/WPBME\/?p=29361"},"modified":"2025-07-02T10:00:08","modified_gmt":"2025-07-02T10:00:08","slug":"what-is-indexing-in-a-dms-and-how-does-it-help-in-better-archival-faster-retrieval","status":"publish","type":"post","link":"https:\/\/www.konicaminolta.ae\/business\/WPBME\/what-is-indexing-in-a-dms-and-how-does-it-help-in-better-archival-faster-retrieval\/","title":{"rendered":"What is Indexing in a DMS and how does it help in better archival & faster retrieval?"},"content":{"rendered":"
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Stow it right \u2013 and make sure you tag it correctly to retrieve it easily when you need it. That, in short, is the essence of document Indexing.<\/p>\n

Document (or data) Indexing is a staple feature of any self-respecting Document Management System, or DMS. An \u2018intelligent\u2019 DMS leverages \u2018meta-data field\u2019 and\/or OCR (Optical Character Recognition) technology to scan the information contained in a document and capture its essential traits. This \u2018trait\u2019 is then mapped to a pre-defined vocabulary-set to sort or archive the document into a suitable category.<\/p>\n<\/div>\n<\/div>\n<\/div>\n

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First, Indexing saves time & effort by making document archival convenient and logical<\/h3>\n
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A smart DMS is Indexed logically. Which means that if you work with \u2018text intensive documents\u2019, a feature called Full-Text-Indexing will enable you to locate them conveniently by letting you search for them via textual phrases and portions. Similarly, transactional documents (like cash memos) are easily searchable because figures and number are used as the \u2018search parameter\u2019.<\/p>\n<\/div>\n<\/div>\n<\/div>\n

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Then, Indexing aids productivity by making document retrieval easy & fast, too<\/h3>\n<\/div>\n
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In document Indexing, the category against which a document is slotted (or \u2018tagged\u2019) depends on (A) the intrinsic nature of the document \u2013 i.e., whether it is a contract, an invoice, a purchase order or a technical record, etc), (B) \u2018Intrinsic features\u2019 of the document, such as its name, date of creation, name of creator, name of the project or department to which it belongs, etc, (C) special requirements of the organization \u2013 whence a contract may be categorized as a \u2018technical\u2019 record, for instance, or, indeed, a combination of (A), (B) and (C). So no matter how you are searching for content, a sophisticated Indexing system has all conceivable approaches covered, and you are bound to find your doc in no more than a few clicks.<\/p>\n

A great DMS Indexing system lies at the heart of a workplace that\u2019s low (nil, even) on paper, and high on performance. It\u2019s worth the time, effort and cost to get one in place asap.<\/p>\n<\/div>\n<\/div>\n

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Stow it right \u2013 and make sure you tag it correctly to retrieve it easily when you need it. That, in short, is the essence of document Indexing. Document (or data) Indexing is a staple feature of any self-respecting Document Management System, or DMS. An \u2018intelligent\u2019 DMS leverages \u2018meta-data field\u2019 and\/or OCR (Optical Character Recognition) […]<\/p>\n","protected":false},"author":1,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"wpb-single-post.php","format":"standard","meta":{"footnotes":""},"categories":[2],"tags":[],"class_list":["post-29361","post","type-post","status-publish","format-standard","hentry","category-blogs"],"aioseo_notices":[],"_links":{"self":[{"href":"https:\/\/www.konicaminolta.ae\/business\/WPBME\/wp-json\/wp\/v2\/posts\/29361","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.konicaminolta.ae\/business\/WPBME\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.konicaminolta.ae\/business\/WPBME\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.konicaminolta.ae\/business\/WPBME\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/www.konicaminolta.ae\/business\/WPBME\/wp-json\/wp\/v2\/comments?post=29361"}],"version-history":[{"count":8,"href":"https:\/\/www.konicaminolta.ae\/business\/WPBME\/wp-json\/wp\/v2\/posts\/29361\/revisions"}],"predecessor-version":[{"id":30577,"href":"https:\/\/www.konicaminolta.ae\/business\/WPBME\/wp-json\/wp\/v2\/posts\/29361\/revisions\/30577"}],"wp:attachment":[{"href":"https:\/\/www.konicaminolta.ae\/business\/WPBME\/wp-json\/wp\/v2\/media?parent=29361"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.konicaminolta.ae\/business\/WPBME\/wp-json\/wp\/v2\/categories?post=29361"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.konicaminolta.ae\/business\/WPBME\/wp-json\/wp\/v2\/tags?post=29361"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}