Data Capture and Indexing: Why It’s Important

When it comes to information, data and records, the collection and sorting of this information is one of the most efficient ways of managing it. Not only does the collection and indexing of data assist with the proper management of the information, it also plays a large role in the bottom line of a business – information and data are what often tie an organisation together. The mismanagement of data can lead to dire straits and negative implications for an organisation while proper records management can lead to higher production and turnover levels.

Did you know that data capture and indexing can greatly benefit your business when done correctly? Not only does it ensure the proper collation of sensitive data but it also ensures that organisations can make the right decisions when it comes to opportunities, and these decisions are based on tallied and measured evidence. If you’re wondering about why it is that data capture and indexing are important, and why they should play a large role in the bottom line of your business, take a look at the following:

What is data capture and indexing?

When it comes to records management, data capture and indexing can be defined as the capture of physical data (paper records) that is then sorted on a digital platform that is safe and secure. Not only does this give organisations better document control as everything is digitised and protected, but it also ensures a more efficient way of storing sensitive data that has accumulated over a period of time.

How is it done?

Organisations that hope to implement a records management system to capture and index their records will make contact with a reputable and reliable document management services provider. The provider will receive controlled access to all of the organisation’s data and will begin to capture the data by means of document scanning services. The scanned documents are then sorted accordingly and stored in a manner that is protected from theft, fraud, unauthorised access and environmental elements that pose a threat to the longevity of the data.

Why is it Important?

Data capture and indexing is important because it assists an organisation with efficient and safe document management. The process of data capture and indexing assists in sorting through and categorising large volumes of sensitive information that is at risk of theft or fraud. For example, if you are managing a healthcare facility and have 10 to 15 years of patients’ medical aid information, medical history and personal information on file, you are putting a large number of people at risk if anything had to happen to that information. Data capture and indexing would ensure that these records are electronically recorded and sorted to ensure a lower risk of theft or fraud.

If you are searching for more efficient methods of document control, be sure to contact The Document Warehouse for more information on data capture and indexing. Not only will you be able to ensure a more efficient method of record management but you will also be able to ensure a more safe and secure method of data capture for your customers.

 

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