Search and Index
The digital age has advanced the collection and compression of information to incredible levels. While keeping all of your organization’s information in a central library has huge advantages, it is only as successful as your ability to retrieve that information.
Ensuring that your information is indexed and filed correctly is essential, and MaxxVault has the tools to accomplish both with ease.
Just as in a paper-based file storage system, correct indexing of a document is vital for identification, filing and retrieval. In MaxxVault you can set any number of index fields with which to identify your document and search against. These fields can be completed manually or indexed automatically.
Manually typing in the index information can be time consuming so MaxxVault has created tools to accelerate the process. Dates can be easily entered using the calendar tool; index information that has a number of options (for instance, document type or employee name) can be part of a selection list rather than requiring typing it into a blank field. And for those documents where index values repeat, you can hold information so that it automatically appears in the indexes of the subsequent document in the index list, thereby saving you more time.
Of course, automating the indexing is the ideal process, and MaxxVault has several ways to make this happen. Should a document contain a barcode – which serves as index information – it can be read and the value populated into the correct index field. Similarly, MaxxVault can be set to run Optical Character Recognition (OCR) on the document, creating text out of an image. The OCRVault tool pulls information right from the document itself and sends that information to the appropriate index field. As well, the OCR tool can be used to create a text layer on a scanned TIFF or PDF document so that it is available not only via index search but through a full text search of the document’s contents.
Supplementing the barcodes and OCRVault is a lookup against the database. More often than not, many common index values (such as: customer name, customer number, employee number, date, amount) are already in your database. By indexing only a few index fields (either manually or automatically with barcodes or OCR) the database search can pull the information associated with the unique identifier. It is possible to set up MaxxVault to accept your scanned documents, index them automatically and then either put them in the appropriate workflow queue or file them in a relevant folder.
MaxxVault makes it easy to find your documents. You can search based on information contained in the index fields or on the textual content of the document. Index field searches can be run against values in one or several fields. You can refine your searches further by restricting the search to a particular folder. Once you get your hit list, you can then sort by index value to help narrow the search. And if you are unsure of the exact value you are searching for or don’t have the exact spelling/number, MaxxVault index search supports wild card searching so you can find it fast.
The full text search tool searches the embedded text in the document, the OCR layer, the index values and the notes associated with a document. The MaxxVault full text search engine can search on a word, words, phrases, proximity of words, using Boolean operators, phonic, numeric and fuzzy entries. Search results are ranked by the number of times your search criteria appear in the document and the text highlighted when a document is selected.
Barcodes and OCRVault
As documents are scanned into MaxxVault Enterprise, MaxxVault reads barcodes that may exist on the document. The information in the barcode is translated and entered into the appropriate index fields. Likewise, using OCRVault, MaxxVault can read sections of your document and transcribe that information to the index fields. In this way, much of the information needed to find the document quickly is automatically entered, such as: document number, purchase order number, customer name, addresses, document title, document author or monetary values. Where the information is not found on the document, but is required for proper indexing, MaxxVault can search within its internal database to complete the rest of the index information. For instance, using zone OCR to capture the customer name will allow MaxxVault to find index results that already exist for that customer, such as contacts, addresses, phone numbers, etc. And if this information is not yet in the existing database, MaxxVault can also reach the corporate database to find these values. MaxxVault can communicate with any external database that is Open Database Compliant (ODBC) in order to return the required values. When MaxxVault Enterprise captures an email or electronic fax, it also indexes the values for: To, CC, From, Subject and Date.
With MaxxVault Enterprise documents are filed faster, with greater security and rapid access. Using a variety of tools that come with MaxxVault documents will largely be filed and entered into the workflow process without human intervention. Free your employees from unnecessary labor!