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.
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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