A document is a broad term that can refer to something in the form of text, video, audio, or image. Documents basically contain information. Written documents come in the form of reports, meeting minutes, letters, catalogs, emails, and memos. Oral documents can be in the form of MP3s, radio clips, or analog signals. Video documents can be found in video clips or television shows. Managing all the documents in a certain organization is quite a challenging task and requires analysis, retrieval and storage capabilities. The documents are used as support for the decision making of the organizations. However, if the information cannot be easily located, then the whole process is useless.
Document indexing is the process of putting labels and marks on documents, allowing documents to be found immediately. This type of indexing offers many benefits for the entire organization and this can include improving the distribution of information. In this way, documents are created and shared more quickly within the organization. These items can also be easily tracked within the organization. Documents are easily backed up at the offsite location for any disaster or emergency that may occur. Indexing also makes retrieving documents from their storage location a breeze.
Other benefits are improved document security because it can be restricted to authorized users only. It makes the search process faster, better and more flexible because data or information can be retrieved just by using a word or phrase in the document. It also lowered the cost of document storage because it is typically done digitally compared to using physical storage. And it also offers remote access for documents even off-site or at site locations. The management team can easily make decisions and share documents within the organization when they need it.
Using document indexing offers many potential benefits for the entire company, such as better decision-making, preserving the organization’s knowledge and information, improving information flow, and gaining a competitive advantage, among others. . However, these benefits are difficult to measure because it is still up to the entire management team how they managed and used the documents they have for decision making and the business process.
Documents in business will only serve their purpose if the necessary information is easily found in the system. This can only be achieved if proper document indexing is done with the documents.