Searching and Viewing Documents

If you have not yet decided on a plan for how to organize your electronic documents for later retrieval, you should take some time to consider the possible options.

Search and Retrieval with Document Management There are several ways to search and view documents processed with SimpleIndex^®

Use SimpleSearch to use keyword searches to find and view indexed documents
Use SimpleView to browse folders, search files, view, edit and annotate scanned documents without a database
Use a Document Management System for integrated searching, viewing, workflow, security, compliance auditing and other records management functions
Use Cloud Storage platforms like Google Drive, Box and OneDrive
Use SharePoint to share documents online with custom metadata, create custom document workflows and employ records management standards
Link files to a custom application using the Command Line Interface or RPA bot
Integrate with your Database to associate documents with records via link or binary field
Work with our Professional Services Team or an Authorized Dealer to create a customized solution or direct integration with virtually any application

Choosing a Document Management Solution

Given the variety of free or very low cost file storage solutions available, why would you invest thousands of dollars in a document management system?

When high security or access tracking logs are required
Compliance with regulations like HIPAA, Sarbanes-Oxley, FINRA, FOIA, SEC, etc.
There are document-based workflows that can benefit from automation
Users need to view files without installing software licenses (like DWG, VSD or PSD)

If you already have a database or business app that you use to search for records, and that application has the ability to store or link external documents to those records, this is usually the best choice.

If your business application doesn’t have document management capabilities, there are integrations that can overlay a button or hotkey that lets users open associated files from any screen.

If your business has many different types of documents spread across multiple departments that use different applications, and they sometimes need to be able to access each others’ documents, then a central repository is the better solution.

Cloud Storage platforms like Google Drive, Box and OneDrive provide low-cost, secure online storage that makes it very easy to share documents worldwide on any device. However they don’t have the ability to do field-level indexing to allow for more granular searches, lack the compliance tracking features of a more robust DMS, and don’t have integrated viewers that can display some of the less common file formats without having the application installed.