For counties, cities, courts, state agencies and public authorities. SimpleIndex reads the number that matters on each page, a parcel, permit, instrument or case number, and files a searchable PDF in the right folder with an index of what it read. It runs on your office's own computers, for one price per workstation, with no subscription and no fee per page unless you choose a cloud engine.
Your land records system, permitting software or assessment system holds the record. The paper still comes over the counter and in the mail, and older files fill shelves and basements.
SimpleIndex turns that paper into named, searchable files and an index your system can import. It does not replace the system you already run, and it does not need a project team to set up.
Cost. One license per workstation, the first year of support included, then a yearly renewal. No subscription, and no fee per page with the local OCR engines; a cloud engine such as AWS Textract or a cloud AI model is billed per page by its provider. Purchase orders accepted.
Effort. One Windows PC and the scanner you already have. Staff put a printed coversheet in front of a document, or nothing at all when the number is on the page. Every value can stop on screen for a check before it is saved. We build your first job from ten of your own pages.
Fit with your rules. Files stay on your own computers; cloud reading only if you choose it. Searchable PDFs, filed by parcel, permit and document type, so each retention rule is easy to apply. Social Security numbers can be blacked out before images are posted online.
Every office files by its own number. The software is the same; the job is set to the number and the documents you handle.
Recorded documents filed by instrument number. Book, page, recording date, parcel, grantor and grantee go into an index log you can load into your land records system. Social Security numbers can be blacked out before images go online.
Exemption applications, review requests, record cards and refund requests behind a barcode coversheet, filed by parcel and tax year. A 2025 and a 2026 review of the same parcel stay apart.
Permit files by parcel and permit number: applications, plan reviews, inspection records and certificates of occupancy, one folder per parcel.
Case files, citations and reports filed by case or citation number, from a separator sheet or from the page. Our legal page shows a case file split and Bates-numbered.
Filings and their attachments scanned in batches behind barcode coversheets, each named by its filing number and type.
Minutes, agendas, resolutions and ordinances as searchable PDFs, filed by meeting date and document type, so a past decision is a search away.
We printed a sample county's paperwork, a recorder's returned documents, a city's permit files and an assessor's records, scanned it like any office would and ran it through SimpleIndex 12. 33 pages, 21 of 21 documents filed right, 92 of 92 index values right.
The recorder's returned documents go through the scanner as one stack: deeds, a deed of trust, a release, a lien, an easement. No sorting first.
SimpleIndex takes the instrument number from the recorder's stamp and the document type from the title. The release quotes an older instrument, 2019-0022817; it is filed under its own number, 2026-0041902.
Each document becomes a searchable PDF named by instrument number, and the index log lists book, page, recording date, parcel, grantor and grantee: a grantor-grantee index ready to import.
The city's permit pages carry the permit and parcel numbers in their header, so they file themselves: two permits and six files in the folder for parcel 118-204-07. The assessor's files come behind a barcode coversheet, below.
The index log from our run, opened in Excel: one row per recorded document, with the values read from the stamp and the page. Most land records systems can import a file like this.
Sample records made for SimpleIndex demonstrations. Example County, the City of Lakeside and every name and number are made up.
Exemption applications, review requests and refund requests carry no number SimpleIndex can trust, so a coversheet with the parcel and document type as barcodes goes in front of each one. SimpleIndex reads both barcodes, drops the sheet and reads the tax year off the page. Above, the coversheet for parcel 118-204-07; below, the folder for parcel 233-019-14, where a 2025 and a 2026 review stay apart.
Liens, judgments and older deeds sometimes carry a full Social Security number. In our sample tax lien, SimpleIndex found the number as the page was read and blacked out all but the last four digits, in the scanned image and in the searchable text. The index log records only that a number was redacted.
Redaction covers what OCR reads, so check redacted files before they are posted. It needs SimpleIndex Professional, version 12.0.200 or later.
Retention is set by each state, and your office decides what to keep and how. SimpleIndex does not make an office compliant on its own; it files records so the rules are easy to follow.
County clerks and recorders, assessors and tax offices, city permit offices, courts, state agencies and public authorities use SimpleIndex. One state filing office has run it for 14 years.
Our software has also helped a prosecutor's office work through a very large document production in a major pharmaceutical case.
SimpleIndex Professional is $1,800 per workstation, including the first year of support, then $300 a year. It reads numbers off the page and from barcodes and blacks out personal numbers, so every example on this page runs on it. No subscription. The local engines have no charge per page; a cloud engine such as AWS Textract or a cloud AI model is billed per page by its provider. Purchase orders accepted.
Send us ten pages of the records you want to scan, with personal details blacked out, or blank forms, and tell us how you file them today.
We build a SimpleIndex job that reads them and show it to you on a 20-minute call.
We ask what you are processing because the answer changes what we would show you.
One license per workstation: Professional is $1,800 including the first year of support, then $300 a year. There is no subscription, and the local engines have no charge per page; a cloud engine such as AWS Textract or a cloud AI model is billed per page by its provider, only if you choose one. Purchase orders are accepted.
No. SimpleIndex runs on one Windows PC with the scanner you already have. A server add-on is there for offices that want large back files processed unattended.
Yes. The same job files a box of old records and the day's new ones. For back files with no number on the page, a coversheet with the number as a barcode goes in front of each document.
If the number is printed on the page, such as an instrument, permit or case number, SimpleIndex reads it there and no coversheet is needed. Coversheets suit forms and letters that carry no number, and they make each batch quick to check. See barcode recognition.
SimpleIndex writes an index log, one row per document, that most systems can import. It can also save into a watched folder, a SharePoint library or a database.
Yes, in Professional, version 12.0.200 or later. SimpleIndex finds each number as the page is read and blacks out all but the last four digits, in the image and the text. Check redacted files before they are posted.
No. Scanning, reading and filing happen on your own computers. Cloud reading engines are an option you turn on, never the default.
Professional, for everything on this page. Offices that only read barcode coversheets can start with a lower edition; ask us and we will tell you which one fits.
The free trial runs the full software on your own files, and our team in Knoxville can help you set up the first job.
