Indexing is one of the keys to a successful project as well as the future use of your data. ARDEM is pleased to announce the successful completion of the indexing of 100,000 Large Format drawings for a major document management solution provider. Under very tight project deadlines, ARDEM undertook the indexing and Metadata creation for large format drawings.
Scan images in Tiff and PDF format of large format engineering drawings, maps, and photographs were used to develop the Meta index data. The scan images were first sorted and separated into single-page images since indexing was required at the single drawing sheet level. All indexing was double keyed to assure 100% accuracy of final index data. Up to 10 separate data fields that could be located anywhere on the drawing were captured to create a database.
Indexing engineering drawings and maps is more complex than forms data entry. It can be a rotated text. Data on each drawing is often located in different places. Title or informative blocks can be on the bottom, the left, or right side. There can be multiple dates. It is particularly true when indexing manufacturing and engineering drawings that span many decades and various engineering rules for Legend creation. Navigating scanned engineering drawings to locate the relevant Metadata can also slow down the process since you often work with very large file sizes.
Document management solutions for large engineering, manufacturing, and architectural firms very often require Metadata creation. This index must be 100% correct and contain all the relevant data, allowing the engineers and architects to locate the relevant drawing image quickly. In contrast, machine typed information in well laid out structured forms (Same information in the same location) lends itself to optical character recognition (OCR), where data capture software can be utilized to capture the information from the incoming paper form. Much of the information on drawings is not structured; it is often handwritten. Data Entry of index data or metadata from drawings becomes the choice selection.
Let us elaborate on Documents Indexing, its process, and its importance.
Document Indexing and Document Scanning
Document Indexing furnishes an efficient way to search for and retrieve your documents digitally, utilizing tag search terms. It facilitates quick search and retrieval of your digital pieces. The immediate objective of document indexing is to gain the ability to search for and retrieve information within your scanned documents fast. It improves your efficiency as you can search for info without manually combing boxes of files.
Document indexing and scanning are two different processes, but both are linked, and you really can’t utilize one without the other. Document indexing works by crediting precise information to scanned documents to make the retrieval swift and efficient.
Hence, indexing is impossible without digitally converted documents, and digital conversion is incomplete without indexing. Once you start with documents’ digital conversion, indexing is the next phase in the document management solution.
Scanning Options include Scanning at full original scale – 100%, Scanning in color or black & white, Scanning and saving to multiple file types (PDF, TIFF, JPG, etc.), scanning to repair damaged or torn documents.
ARDEM solutions for indexing drawings utilize both scanning of the drawing as well as data keying of the index data from the drawing scans. In addition to offering better document control, scanning of drawings allows for greater efficiency when keying the index data as well as allows for better downstream audit and quality control of drawing Metadata.
Utilizing software validation combined with dual key entry and comparing data entry ARDEM achieves 99.97% or higher accuracy in indexing large format drawings for many of its clients.
Data used to Index Documents
Indexing criteria is one of the critical decisions to get the most out of your electronic files.
Establishing standards and abbreviations are important in document indexation. Database queries are not based on translation but defined parameters of the information. There is the need to specify abbreviations correctly, like BLDG, to the building. Document and elaborate your criteria must be clear so that contributors know the set rules. However, these rules are simple suggestions and no necessity with enforcement.
While defining the criteria and standards regarding the information to be addressed or entered, punctuation can be an issue. It can change the connotation of the information. Use of hyphen, periods, commas, the apostrophe should be used intellectually to maintain the structure). Otherwise, it would be an additional challenge in the database. It is easy to ignore such punctuations.
Some examples of data criteria used for documents indexing includes:
- Phone numbers
- Addresses
- First and last names
- Time Periods and Dates
- Keyword descriptors
It is necessary to inspect the sample set of indexes and look at the results while establishing a workflow. It should not be a question for clients “Why is it put here?”. Ensure prompt response in the best way and highest accuracy and justify digitizing and indexing altogether.
Common Large Format Documents
Various paper size standards are used worldwide based on ANSI and the international ISO series. ANSI standard divides paper sizes into the following categories called ANSI size classes A–E.
- ANSI A
- 8.5″ x 11″
- ANSI B
- 11″ x 17″
- ANSI C
- 17″ x 22″
- ANSI D
- 22″ x 34″
- ANSI E
- 34″ x 44″
Generally, any ANSI B or above documents are categorized as a “large format.”
- Large Format Document Types can be:
- Blueprints
- Engineering drawings
- Banners
- Circuit diagrams
- Architectural drawings or Construction Plans
- Paintings and Oversized Photos
- Topographic maps
- Geologic maps
- Survey maps
- CAD drawings
- Manufacturing designs
- Technical drawings
- Petroleum Plans
- Highway plans
- Railway plans
These are broad categories. The number in the list can be increased with your documents.
Benefits of Large Format Scanning and Indexing
Savings
Maintaining paper documents in storage is expensive in terms of cost as well as security. You can free up your storage space and financial resources to utilize it better. Indexing costs may vary by turnaround time, condition of your documents, and data fields you need to index for each document.
Locate and Retrieve Large Documents Fast
You can gain fast access to your documents from the cloud or the device’s internal storage. You can store your digitized documents on external hard drives, FTP sites, or into an automated document management solution.
Easy collaboration
Departments in your company can benefit significantly from document indexing as it makes information sharing easy. Digital information can be password-protected to secure your sensitive information.
Restoring and repairing of documents
Restoring and repairing papers is part of the preparation for the documents scanning process. Careful handling is extremely important to scan and index large documents, especially older or delicate documents and blueprints. Degradation of such compositions can not be afforded. Tender documents require additional protection during scanning. It takes skills and experience to preserve tender or damaged documents while scanning.
Easy term to audit compliance
Audits in a company are time-consuming and costly, especially if dealing with paper-based documents. With document indexing, you can complete the audit process smoothly in less time.
Long Term Safety
You can keep your documents safe for the long term. You need not worry about the torn or damage to your tender documents.
Why do Companies Need Indexing and Data Processing
Data processing holds great importance for a business as it syncs the data from various sources. Data processing is inevitable for smooth functioning in an organization. Following are the purposes that you can fulfill with efficient data processing and indexing services:
- High accuracy and speed
Through digitization, numerous data files can be processed within a minute. The system itself checks for errors and invalid data. It ultimately brings high accuracy to the data processing without delaying the tasks.
- Quick Reports
With the processed data, your executives can prepare reports easily and faster as there is the need to arrange the data, facts, and figures only. Your executives can quickly analyze the processed data and be more efficient in performing tasks.
- Easy and manageable storage
Data processing enables you to utilize the storage space. You can weed out unnecessary paperwork and its storage. You need not deal with clutter every day due to manual data processing.
- Cost Efficiency
Digitized data processing helps companies to save significantly every year. Data processing services can be outsourced at a lesser cost than managing physical documents inside the organization. You can decrease your cost on stationary, xerox, mailing, etc., making a large amount altogether.
How to Correctly Index the Digital Files
Scanning solutions and tacts for proper indexing documents include:
- Barcoded databases to fasten the process and increase the accuracy of the document conversion
- Accurate data entry within each document
- Capturing key metadata from the documents, including the project name, builts, periods, file location, and disciplines (architectural, plumbing, mechanical, etc.).
- Easy integration into a document management system
Leave it to the professionals at ARDEM. ARDEM can assist you in accomplishing the ultimate goal of the indexing project. Create an efficient system to retrieve information.
About ARDEM Incorporated
ARDEM provides technology-based services, including data entry services, data capture services, forms processing, document scanning, and document processing services.
Applications for ARDEM services include: Survey Data Entry, Indexing large format drawings, Medical Record Scanning, Medical Claims Processing, Mailing List Data Entry, Data Entry from Customer Loyalty Cards, Customer Service Survey Data Entry.
ARDEM provides data entry services to clients in New York, New Jersey, California, Colorado, Nevada, Arkansas, Oklahoma, Illinois, Massachusetts, Florida, Ohio, Missouri, Wisconsin, Virginia, Maryland, Kentucky, and other states and Canada.
ARDEM provides Business Process Outsourcing and Business Process Automation Services to established companies to help them improve operational Efficiency and Reduce Costs. For more information, please reach out to us at pricing@ardem.com or call us at 908-359-2600.
