Document Indexing and Data Extraction

Optimal Data Extract Data and Index and Folder as Agreed With the Client

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Document Indexing

Intelligent indexing is vitally important. A document indexing system based on key search criteria allows for fast and easy access to information. This can bring tangible benefits to an organisation from both an operational and competitive perspective as each can have a direct and significant impact on your profitability. By establishing the ‘value’ of information across multiple departments, offices and sites, it’s possible to determine the desired search-time to find and retrieve archive or live documents.

The choice of indexing method will be partly determined by an organisation’s existing systems and document filing structures. The type of document will also have a bearing on the strategy employed, as it presents a range of options, and the extent of the indexing will be determined by the relevance or value of the information held in that document.

The types of standard document indexing options are:

By large batch – using an existing folder structure

By logical category – using project name or number

By existing accounting system – using whatever reference is most relevant

By multiple indexing – using several search criteria such as name, number, date

It is through a well thought through and considered document indexing strategy that information can be quickly and easily accessed. At Optimal we pride ourselves on our ability to work with you to develop an indexing strategy specific to your current and future needs without you needing specialist software.

Data Extraction

Data received either electronically or in paper requires processing. With our data extraction software Optimal Data can extract the required information and provide it in a format that can be imported into your system. This can range from survey forms to supplier invoices.

As an example the following information can be extracted from your supplier invoices and returned in a number of formats such as a CSV file for direct upload into your accounting software:

  • Supplier name
  • Supplier invoice number
  • Goods and services received/Purchase Order number
  • Net amount
  • VAT
  • Gross amount 

Data for extraction

Example of Data Extracted from an Invoice

Output to a CSV file is only one of the output formats we can provide. Other formats include ASCII (text), Database (MS-Access, MS-SQl, Oracle), Docuware, FileBound, Folder (Windows) Export, IBM Content Manager On Demand, LaserFiche, MS-SharePoint, OnBase, and XML.

The documents from which the data is extracted can be returned to you for filing on your own system or web-hosted and:

Indexed as required in individual or folder format

Extracted Data

Converted to searchable text PDF format (OCR) allowing for a full text word search.


Optimal Data’s data extraction services can significantly reduce your administration time, in many cases by 50%, allowing you to have more time to focus on utilising the data on the document, instead of merely importing the data.

The Scanning Process

Step 1 Determine Your Scanning Requirements

Step 2 Agree Document Scanning T&C’s

Step 3 Document Collection or Delivery

Step 4 Document Preparation for Scanning

Step 5 Intelligent Document Scanning

Step 6 File Indexing & Data Extraction

Step 7 Image Return & Client Sign Off