Step 5. Document Searching & Retrieval Tactics

The ability to retrieve documents quickly using full text searches or the tags associated with a document is a key benefit derived from tagging. To ensure quick and accurate document retrieval, Document Management Software Systems require the following capabilities:

• Ability to search using the document tag values. For example, searching Invoice document profiles for Invoices where customer name field = ACME Cooling Co.
  
• Search across different document types with the same document tag value. For example, searching for all types of documents that a) have a Customer name tag and b) the value of this tag = ACME Cooling Co.
  
• Ability to view documents linked to the document if such relationships exist. For example, searching for and finding an Invoice and viewing all related files to the Invoice including Purchase Orders and Checks.
  
• Full Text document searching for keywords or phrases contained within the file. The first step in the full text searching occurs as the Document Management Software builds an index of text strings extracted from all stored documents. To avoid impacting system performance, indexing is performed as a background task often at pre-scheduled times. To identify words and phrases in a document, the index engine runs it through a filter. Once complete users can search for words or phrases in documents using the index directly.

For example: FileHold filters allow you to index all of the common file types including Adobe Acrobat, Microsoft Office, Lotus, Corel, Mark-up Language Files and more. The extracted words and phrases are added to the index with pointers to the document that they were located in. This index is then searchable by end users.

FileHold Document management software provides complete document tag and full text search capabilities for fast and accurate searching and retrieval of documents. Search-in-search capabilities allow their users to refine search based on previous search results. Search results also contain links to related documents allowing users to quickly display documents linked to the one you are viewing. The time savings from improved search performance adds directly to the bottom line.