Document Indexing Software

Document indexing software is required if the user wishes to index the scanned documents. 

Indexing of the documents will allow them to be filed more accurately and efficiently.  Depending on the type of form, it may be possible to use OCR (Optical Character Recognition) to detect the required indexing information on the page.  Typical documents suitable for OCR indexing could include invoices and purchase orders, which tend to have machine-printed form/document numbers in exactly the same area on each form.   To carry out this way of automated indexing, an area is defined in the software by dragging the mouse, and the indexing software will check this area in each document for the relevant numbers.  If unable to index by OCR, it is necessary to index manually.  This process involves keying-in of index data by an operator.  The software displays each image on screen, along with a text input area where the operator can key in the relevant information.  This may consist of just one field (e.g. the document number) or several (which could contain other information such as year, month, customer, supplier etc.).  The position of the text input area is generally flexible, enabling the user to place at the most ideal place on the screen so as to reduce the amount of eye movement.  When manually entering index information, it may be preferable to use a “double entry” method.  This requires the operator to enter the information twice, to prevent mis-keying of information.  Other checks can be made in the software to help ensure the accuracy of the indexing information.  These include setting the fields to alphanumeric, numerical only, or specific field lengths (for example, a form has one 7-digit numerical-only field, plus one 12-digit alphanumeric field).

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