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Solutions for ALL Businesses

How Record Indexing Can Improve Your Business

9/15/2017

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Proper record indexing is the most efficient way to stay organized with your management system. By tagging each document with metadata and keywords, it optimizes your document searches and retrievals, saving time (and, ultimately, money) by granting remote access. After all, what’s the point of having a data management system if you’re still endlessly digging through virtual boxes? Proper indexing will make your database run smoothly and allow your business to run more efficiently.

There are 3 levels on which R4 Services indexes your documents for you -- the box level, the file level, and the detailed file level.

The box level: We’ll organize the contents of each box you have and tag it accordingly. This will allow you to easily find groups of relevant files, rather than a single one. For example, law offices may need to retrieve whole boxes of files pertaining to one case. Box-level indexing will allow all relevant files to be searched by case.

The detailed file level: This is for when you need access to one particular file within a box. In the medical field, doctors may need to access one patient’s records, so it would be more beneficial to search the database by patient name and pull the individual files accordingly.

The file level: For boxes packed in alphabetical or numerical order, we can capture the first and last file in the box and enter the information into the box's description field of our database.

R4 Services will consult with you to figure out the most efficient and convenient way to organize your files. We can prepare and pack boxes at your facility and index them at the R4 warehouse for complete and accurate inventory, or we can accomplish the task at your facility. Either way, our dedicated team of indexing specialists will accomplish the task efficiently and accurately to save you time, hassle and headache.

For more information about how we’ll help your business run more smoothly, contact us today.
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Records Indexing: Driving Efficiency in Your Organization

4/7/2016

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Records Indexing is a process that makes your documents quickly searchable and accessible. By tagging your documents with certain search terms, indexing allows for easy retrieval of your records.

Imagine having no structure to your document storage. When you need a specific document, there’s no system in place to easily retrieve it. Now imagine having a procedure that allows you to search for a specific document via record number, invoice number, document name, date or department. Every organization is different, but the same principles apply. When you search for the document in the system, all the related documents in your search are immediately available. This is the power and efficiency of indexing.

There are three levels of indexing, each unique to your organization’s needs.

1. File Level: For boxes packed in alphabetical or numerical order, file level indexing captures the first and last file in the box and enters the information into the box's description field of your database.

​2. Detailed File Level: Individual files within the box can be entered into your database for simple identification of records.

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3. Box Level: Box level indexing captures the contents noted on the outside of your box and enters this information into the description field of your database.

Without indexing your records, you’re making it more difficult to access and retrieve your documents. A streamlined indexing system will prepare and pack your documents in boxes for complete and accurate inventory. Make sure that the professionals that index your records accomplish the task efficiently to save your organization time and increase productivity. R4 Services has a professional indexing team that can help you with your unique projects! Click here to learn more.
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