5 Tips for Indexing Files across Your Enterprise

June 16, 2017

​An efficient Electronic Document Management System or EDMS can resolve most of your business’ data management requirements. When businesses have large volumes of information and documents that need to be scanned and indexed, they usually opt for offshore scanning and indexing services for better efficiency. Even though it is in the best of your business’ interest to outsource these services, it helps to have a clear idea about how indexing files will help your organization:

Enterprise Vs Individual

To start with, it is important to realize that the interests vested by an individual in EDMS are different from what an Enterprise will have. The organization has to deal with larger volumes of diverse information which keep changing from time to time. When you engage a competent partner for data entry outsourcing India, you can make sure that your organization’s requirements are aptly met by the document scanning and indexing services provider.

Opt for Customized Solutions

In the best interest of your business, the most feasible data solution will always be a customized one. Every business has completely different data requirements and hence, customized solutions are the most recommended. Customization not only ensures completeness and accuracy, but also makes sure that your documents serve the purpose.

Plan Well

Every business process requires some planning. It applies to document scanning and indexing too. It is important to understand the purpose of digitization. The main purpose of document scanning and indexing is that you get complete access to the information you rightly possess. Since every business will have different goals, you must make sure that your indexing options are in coherence with you organizational goals. For this you need consistent information which is made possible only with proper planning. Plan your offshore outsourcing requirements and how indexing should be done in consultation with experts who understand the data challenges you constantly face.

Categorize Data

Categorizing the information and storing it in a structured way is very important if you want to index the information. The categories can be fixed based on what is being searched for frequently. If your company requires location-wise customer details regularly, location is a category based on which indexing should be done. Similarly, it is important to categorize and store the information in order to index it for faster search.


Data becomes more valuable when combined and correlated with the various departments contributing to the success of your business. Indexing must be done in consultation with every department whose information is being scanned and stored for future reference. This makes sure that all important information is indexed by the details that are frequently accessed. This way overindexing and underindexing can be avoided. Correlated information can be indexed when the various departments sit together and come up with their indexing requirements. The outsourcing offshore indexing India partner can then work on the technical aspects of indexing to ensure the maximum utilization of available information for your organization.

Document scanning and indexing services are typically outsourced to a competent outsourcing partner because of these technical and practical aspects which are required to help you utilize the digitized information to the maximum. 

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