Index-based search
Archived documents can be retrieved quickly using the indexing terms (descriptors). To do this, one or more key words are entered in the search screen. It is also possible to set ranges and time periods (‘from’ ... ‘to’) to restrict the search. The user receives the results in the form of a tabular hit list, from which documents can be displayed, printed, sent by email or exported as files. Predefined, stored search queries can be used more than once, which makes the search process easier.
The better the index, the better the search results
The quality and meaningfulness of the search results depends directly on the scope and quality of the index data. As well as manual indexing, it is also possible to use automated classification and extraction processes that extract all the information needed to generate the relevant metadata from an existing document, run a plausibility check and validate it.
Referencing via predefined index fields takes place when documents, workflows and records are archived. The index fields contain all the information needed for the logical storage structure and for retrieving documents in the business context in question. The separate management of index data and documents makes it possible to carry out search operations on the archive index with very high levels of performance.