What is Document Indexing? A tutorial for intelligent data capture

What is Document Indexing?1in·dex /in-deks/ n.

plural in·dex·es, in·di·ces /in-duh-seez/a list (as of bibliographical information or citations to a body of literature) arranged usually in alphabetical order of some specified datum (as author, subject, or keyword): as a : a list of items (as topics or names)

2in·dex /in-deks/ v.to provide an index for (something, such as a book)

Copyright ©2014

the process of tagging or associating information with a file so it can be used for search and retrieval purposes later

Indexing:

Indexing creates the “searchable” information that users will later use to find documents.

Invoice Number?Customer/Employee Number?

Customer/Employee Name?

Date?

Site ID?

Patient Name?Doctor?

Work Order Number?

Waybill Number?Prescription Number?

The index information is stored or integrated into a database or document/records management system which provides a framework for users to locate the documents.

My Database

There are two types of Indexes.

Full-text indexing is just what the name implies; all the text of the document is indexed.

When specific words or descriptions are indexed to create the searchable index fields, the information is referred to as “metadata.”

So Why is Indexing Important?

“Documents are the currency of business. They are at the heart of critical workflows and drive just about every area of business.” -- IDC, “The Role of Documents: How They Drive

Business, Today and Tomorrow”, January 2013

Great care should be taken to design an efficient indexing

scheme.

If the process is not designed

correctly at the outset, trying to

rectify it later can be both difficult

and costly. And in some

environments such as legal, the cost of not locating a

key document can be monumental.

Avoid Disaster

So how can indexing informationbe extracted with little to no user intervention?

So how can indexing informationbe extracted with little to no user intervention?

• Barcodes• Content Data Mining • Optical Character Recognition (OCR)• Zonal OCR• Drag and Drop OCR

Intelligent data capture software can extract barcode data for indexing.

Intelligent data capture software can extract barcode data for indexing.

Barcodes can also be used for many other purposes such as file naming, splitting, bookmarking and routing.

Files that contain text can be mined using various data mining techniques.

OCR tools and technology such as Regular Expressions aid in text

mining.

Regular expression (regex) scripts are powerful tools to help identify keywords or actual strings of text for indexing from many source types.

OCR tools and technology such as Regular Expressions aid in text

mining.

Regular expression (regex) scripts are powerful tools to help identify keywords or actual strings of text for indexing from many source types.

The scripting process can look for words with specific characters, lengths,

character types, or preceding keywords.

OCR tools and technology such as Regular Expressions aid in text

mining.

If an inventory item should contain three alpha characters followed by five numbers, advanced indexing solutions can use regex to recognized this pattern and reject all documents with items not meeting this rule.The document can be tagged for manual inspection before further processing is done.

Advanced indexing solutions offer Field Validation based on Regular Expressions.

PEN21096CAP36581INV98453PA568793

Used to process EOB's or other records where the same document needs to be in multiple patient records or places. Advanced data capture solutions such as ImageRamp allow the operator to easily scan the EOB once, index the different patients' information via an onscreen keyboard, drag-and-drop OCR, or barcode reading methods, and route to the appropriate patients' records with little to no intervention.

Advanced indexing solutions can accommodate special needs such as Scan Once, Index Many

ImageRamp:Multiple Indexing,

Naming and Routing of the

Same Document

Patient A

Patient B

Patient C

PolicyEOB

Index Sources can be:• Print streams • Scanned documents• Existing files such as word

processing and spreadsheets

PDF print streams can be used to produce the source data for invoice runs or other AP/AR functions that can then be mined for index data and document splits.

With OCR technology, make your scanned or image-based file fully text-searchable or extract data from a zone for indexing.

With most data capture solutions, users often select the output file format as a “searchable PDF” to make a full-text index.

This uses OCR technology to create a PDF file with two layers, an image layer and a text layer that can be used for full-text searching.

With zonal OCR, document areas are identified for OCR capture. Drag-and-drop OCR lets an operator highlight document text which is automatically OCR'd and dropped into index fields.

Now that I’ve captured my index data, what can I do?

Now that I’ve captured my index data, what can I do?1. Use a simple search and retrieval system

Now that I’ve captured my index data, what can I do?1. Use a simple search and retrieval system

• Let’s you search on the index fields or free form search on full-text, searchable PDF files.

• Can be a stepping stone to a full-fledged document management system later without loss of investment.

Now that I’ve captured my index data, what can I do?2. Send it to an existing document

management or EMR/EHR system.

Now that I’ve captured my index data, what can I do?2. Send it to an existing document

management or EMR/EHR system.

Henry Schein, Dentrix, Dentrix EnterpriseDentrix Ascend, Easy DentalViive, DentalVision, axiUm

Filenet

ANYONE via CSV, XML

Laserfiche

Documentum

MyMedicalRecords

Eaglesoft

AllscriptsEpicDentrix

Sharepoint

CSV, XML standard formats

Learn more about ImageRamp, intelligent data capture software and…

Click for information on:• Understanding your scanning requirements• Using Regular Expressions for Automated Data Capture and Indexing• Make your Paperless Dreams Come True, using Fujitsu ScanSnap

scanners for document capture• What can barcodes do for me? (in document Management/EMR Data

capture)• 8 Must Haves for any Document Capture System• What is document Indexing

document capture and processing:

Contact us for more information on:

• How to capture index data from print streams• Using Regex to capture index information,• More tutorial information on document management• Scanning documents for document management,• How to intelligently capture index data from your scans• Requirements for document management scanning• How to select a document capture or document scanning

solution• Using touchscreen scanners such as the Fujitsu ScanSnap as an

intelligent capture solution• Batch document scanning solutions• Document Management cost savings• EMR data capture• Batch Indexing solutions• Batch document indexing• Index documents• Create a document index• Document management index• Index from print stream• ECM index • Index ECM

By DocuFi,makers of ImageRamp,Document Management Capture Solution

30 years’ experience in the Document Imaging market.Find out more at ImageRamp and

www.docufi.com

Copyright ©2014

Image Credits

• Dave Gray dgray_xplane, http://bit.ly/17xKYXp• Marcin Wichary, Alphabetical, http://bit.ly/1aILOku• Jim Morgan, database http://bit.ly/1ai0Nm3• Liza liza31337, Book crease, http://bit.ly/1lWj8tL• UCL Faculty of Mathematical and Physical Sciences, Index,

http://bit.ly/19q6GiI• Stuart Caie kyz, Indexed, http://bit.ly/Kfwbau• Spiffie, “Fujitsu ScanSnap S300M” http://bit.ly/1ksdhhv• Doctorwonder, “Stack O'Money!” http://bit.ly/1fgxpko• Boston Public Library, The card index department,

http://bit.ly/1kygZq2• Robyn Jay, robynejay Train wreck at Montparnasse 1895,

http://bit.ly/19q8CYq• Theilr, spray, http://bit.ly/1hjGKp3• Phil Whitehouse,Phillie Casablanca, Blue Zone, http://bit.ly/1hjGVAT• Seiichi Kusunoki Visual Maintenance, Bunch of Papers,

http://bit.ly/1eJ8EZu• Patrick Hoesly, “Thank you” http://bit.ly/17xKErE

All images are owned or licensed by DocuFi with acknowledgement given to: