What is Indexing? -- An echive^® Tutorial

These fields are then populated with file specific data. echive indexing software provides 3 options for inputting data - a dropdown list, drag and drop OCR, or manual typing. Information on zone indexing is below.

• Dropdown lists, generated when the property fields are created, are useful for a forced selection.
• Drag and drop OCR can save time and eliminate typing errors. Using a mouse, simply draw a box around the text that will be used for filling in a specific field and drag it into the data box. (echive Indexer OCR only)
• And, fields can always be filled in by manually typing the information.

Examples of property field customization: an accounting firm might create property fields that include accountant, customer name, fiscal year, document type, etc; an engineering firm might create fields for project name, drawing number, customer and part number; a medical facility might use patient name, medical record number, primary doctor and account number.

Full Text Indexing

Full text indexing is the second half of the indexing process. Optical Character Recognition takes images of text and turns them into recognizable text characters. OCR can be applied on common scanned formats including TIFF and PDF. TIFF is an industry standard image file format and PDF is a format created by Adobe that is frequently used for office-type documents. When paper documents (or drawings) are scanned, the electronic image file is not text-searchable. Existing electronic files, such as MS Office and CAD, already have their text information available for full text searches.

Index data from property fields and full-text OCR is used by database driven document management solutions, such as echive Organizer.

Index information allows users to search for and sort files by property fields. This ensures that information collection and organization is complete. For example, all the CAD drawings for Project Athena created by Bill Smith.

And, full text OCR allows files to be located using any word or combination of words. When using echive, any echive supported file format can be viewed with the search word(s) highlighted throughout the document.

This saves time, frustration and money - no more time consuming document searches and misfiled information.

Zone Indexing

Zone Indexing is designed to speed up the indexing process when many similar documents are being indexed at the same time. Areas are defined and mapped to a property field. On every page of the document set, the text contained in that area (zone) automatically populates the identified property field. This is very useful when indexing forms.

 Easily index groups of similar documents. Set up the zones to correspond to the appropriate property field for automatic data entry.

 Automatically index an entire directory or run Zone Indexing as you open each file.

  Re-use the Zone Profile any time you need to index that document style.

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