6 Features to consider for a Document Indexing System

1. User-friendly Interface

This is crucial as if something is not easy to navigate and learn, then it won’t help your business on a global scale. Employees will waste time on a steep learning curve and may even feel discouraged to use the system. An intuitive design makes it easy for your business to tag, search for, and retrieve documents, which maximizes your return on investment.

2. Strong Security and Compliance

Choosing a document indexing solution that meets the requirements of industry standards and regulations is non-negotiable. These solutions need to be designed to store information in a way that is secure, auditable, and compliant with laws such as HIPAA or GDPR. It helps protect your company from legal penalties and reputational damage by providing built-in safeguards, such as secure access permissions and robust audit trails that track every action taken on a document.

3. AI Functionality and Machine Learning

AI capabilities like machine learning and optical character recognition or OCR are elevating document indexing by automating most labor-intensive tasks. These tools can automatically read, classify, and tag documents by extracting key data, such as invoice numbers or customer names, with high accuracy. This frees up employees from tedious data entry and allows for more intelligent contextual searches.

4. Easy and Robust Search Functionality

Automated indexing is useless if you can’t find what you need. Robust search functionality goes beyond basic keyword searches. It should allow for full-text searches and customizability to search how you wish for the documents to be found. This could include having common fields such as name and date, to more complex focused fields such as searching by a shipping address, phone number, and other custom fields. This allows for full tailoring to how you want to search and keeps the process fast and comfortable for employees.

5. Integration Capabilities

A good document indexing solution should not operate in a silo. Having the capability to integrate with other business platforms such as your CRM, ERP, or accounting systems is important. This allows for a seamless flow of information across your organization, eliminating the need to switch between platforms and ensuring that documents are securely and automatically archived in a centralized location for quick access by all relevant departments.

6. Great and Timely Customer Support

Customer support is a critical factor to consider, as great and timely service can ensure low downtime on your document indexing system. A good support team also provides training and resources, helping you maximize the system’s features and adapt to your evolving business needs.