Computer software reads every word of every document in a database and creates an inverted index of words and their locations in the database. In the interest of quick and accurate retrieval, some field-based indexing is recommended. Indexing digital documents exclusively with full-text indexes is not recommended . Before you choose an EDMS to manage your digital documents, your indexing needs should be weighed against the benefits and costs of indexing. Different EDMSs offer different types of indexing, and the organization should be aware of their capabilities.
Organizations have different indexing needs because their documents and their users vary.
This article details the benefits and costs of indexing digital documents and includes a model for assessing the indexing needs of the organization. Organizational Benefits of Indexing Indexing digital documents produces both tangible and intangible benefits to the organization. Tangible benefits include financial, legal, employee, and value-added benefits. Intangible benefits include less concrete measures of success, such as improved perception of the organization by both employees and customers. Combined tangible and intangible benefits result in financial gain for the organization through increased employee productivity, customer service, and competitive advantage in the marketplace.