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.
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.
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.
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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