Users need to be able to use common sense tools to find any document within the system based on what they know. In some cases, this means browsing through folders, in other cases it could mean conducting index field searches. If all that is known about a needed document is a word or phrase it contains, a full-text search would help find the relevant file. Whatever the method, document retrieval must be simple and user-friendly. Users who are familiar with a document's text should be able to use that information to find what they need.
Some systems can only find pages based on indexed keywords.
This method is not always helpful because the person who selected the keywords may not be the one searching for the file. To be truly useful, a document imaging system must use full-text retrieval. Similarly, using the document name and folder view to find a document can be helpful and intuitive, but is not always the best method. Sometimes a person will know exactly which document they need, but not know what folder it was placed in or how the document was named. Using index field information to find a particular document can also be helpful.