Scan Centers of America® offers the full spectrum of Electronic Document Management (EDM) services.

Indexing / Metadata Extraction

Sample Definitions:

Creation of a data index to speed up search and retrieval.

In data storage and retrieval, the creation and use of a list that inventories and cross-references data. In database operations, a method to find data more efficiently by indexing on primary key fields of the database tables.

Metadata: Data about data, or information known about the image in order to provide access to the image. Usually includes information about the intellectual content of the image, digital representation data, and security or rights management information.

The scanning process converts paper documents to image files. OCR technology uses the images to create searchable files. Now how can you organize these electronic files so that they're easy retrievable? Your most simplistic solution lies in creating an intelligent folder/sub folder structure and consistent use of a descriptive file-naming scheme. However this approach breaks down as corporate information expands in volume and/or complexity.

A much more robust solution lies in implementing an Indexing solution - a core competency of Axiom. The electronic files are easily called up based on queries made on the index.

For instance, a typical indexing scheme for a resume database will include fields like Address, Phone Number, Educational qualification, Date resume received, Resume Source, etc. The Human Resource department is now able to quickly shortlist applicants that satisfy any defined criteria. Using the power of the index, instead of plowing through several thousand resumes, just a handful of candidate resumes need to be reviewed that (say) have a phone area code of either "408" and "650" and have at least a Bachelors' degree. These resumes will be from candidates living in the Silicon Valley area who may have the required qualifications to do the job. More sophistication can be added by displaying the most recent resumes first.

Historical invoices may be indexed so they are searchable by Client Name, Invoice Date and Amount. Imagine the productivity gains and the analytical tools at your disposal if you are able to instantly display invoices raised between January 2004 and June 2004 that are greater than $2000.00.

There are several options when it comes to imaging and indexing your documents. Before you commit to Axiom, we will be happy to work with you to establish the indexing scheme, file formats, archival options, project execution methodology, etc. We also offer a no-obligation pilot project to assess the feasibility of the final product.

Axiom follows a policy of using personnel who are properly trained and adequately compensated to perform the indexing/metadata extraction function. Each individual is carefully selected and has excellent language skills and an eye for detail. Here is why indexing / metadata extraction is critical:

• Indexing efficiently identifies your documents to keep them well-organized and easily retrievable.
• You have the ability to auto-code file-names when documents follow a standard format. This reduces labor time and costs.
• Appropriate database design is created to ensure no record is overlooked.
• Metadata is never lost. Once coded, you will not have to ever recreate the information. Even if you migrate to a different database, indexed data and associated files can be imported.