Find the right record
A useful index for your document collection.
Create an agreed file inventory or document index with stable references, known metadata and clear locations. Find records by the details that matter to your work.
Choose the question the index should answer
Which quote belongs to a project? Where is the current supplier sheet? Which records still lack a known date? We choose index fields around those retrieval questions. A flat list of filenames may be enough for a small collection; a more varied collection may need project, document type, version and review status.
Use a stable source reference
A reference connects the index row to the original even when its display name or folder changes. The scope defines whether a row represents a file, a multi-page document or a grouped packet. That distinction matters when one PDF contains several records or one document arrives as multiple images.
Record known facts and visible questions
Document date, received date and last-modified time serve different purposes. We use the agreed source for each field and mark missing information explicitly. A version called final is not automatically approved. Duplicate candidates, uncertain destinations and unidentified projects remain visible in the review notes.
Deliver the finding aid with its rules
Receive the agreed workbook or CSV index, field definitions, location convention and unresolved items. An authorized client checks access to the final locations. Private upload URLs, credentials and public sharing links do not belong in a general-purpose index intended for broad circulation.
Indexing, OCR and storage solve different needs
An index helps locate a document. OCR can make text inside a scan searchable. A storage provider holds the files. This service prepares a finding aid and agreed organization work; it does not build a custom document database, new storage platform or client search portal. Additional extraction needs its own scope.
Price the collection and metadata requirements
Describe source locations, approximate files, known grouping issues and the fields you need to find records. We agree the collection boundary, output and checking coverage before a fixed scope and schedule are confirmed. You do not need to rename everything first or send documents through the public website.
A few useful answers
Is indexing the same as making PDFs searchable?
No. An index describes and locates documents. OCR recognizes text within page images. A collection may benefit from either or both under an agreed scope.
Can the index stay with my existing folders?
Yes. The agreed deliverable can describe client-owned locations without moving the collection into a new storage system.
Do I need to know every document’s date?
No. Unknown facts remain labeled as unknown, with a question where needed. A file timestamp is not silently substituted for a document date.
A little less on your plate
Ready to get it
off your list?
Start with a price. No sales call required.