Indexing in Content Cloud

Find and retrieve the exact information you need – anytime, anywhere

The difference between search and find.

Most corporations deal with large volumes of information flowing through their systems. Much of this content is unstructured in documents, forms, output print streams, and more. These large content files often contain information about multiple items, such as users, accounts, events, etc. Without a defined structure to this content, it can be a time-consuming process for end-users to quickly locate and parse out relevant data. To make this information more usable and accessible, Systemware Content Cloud uses a process called indexing. Through the use of indexes to automatically discover and create indexes for captured documents, information becomes easier and faster to find and retrieve.

Granular indexing in a league of its own

By identifying useful indexes at the document, page, and line level, Content Cloud makes unstructured data become more useable the moment it’s captured. Advanced indexing capabilities enable searching for and extracting content at granular levels across all repositories in your ecosystem. Indexing empowers organizations by providing employees and customers with the exact information they need when, where, and how they need it. Indexing was designed to allow ease of use with flexibility for varying use cases at the document, page, and line level.

Document-level indexing

Document-level indexing allows the system to identify and deliver entire documents associated with a particular index. The searchable index can be a file name, an element of the header information within the file (author name, for example), or it can be an index identified in the content of the document (customer name, account number, etc.). These indexing functions make specific documents much easier to find when there are a large number of documents within a single file or stream.

How it’s used:

  • A loan officer is evaluating a customer for a loan. By providing a single index such as account number, with one search, she can immediately retrieve all of the relevant financial, banking, and correspondence documents necessary to do her job, regardless of the format or where they reside in the organization.

  • Media files such as audio, images, or video often do not contain text. Document-level indexing allows finding and retrieval of the file by any identifying information defined by users or the index program.

Page-level indexing

Page-level indexing is designed to identify specific pages within a document. Many documents are hundreds if not thousands of pages. Organizations need a way to efficiently manage large print streams.

How it’s used:

  • A document about a single account that has collated multiple smaller documents together. For example, an insurance firm might have a single document containing all of the relevant documents for a customer’s insurance package as a single PDF file. Content Cloud could use page-level indexing to pull out specific pages, such as I.D. cards or a cover letter page, without having to store these documents as separate files. These can then be delivered to the customer on demand.

  • Page level indexing helps with finding and accessing specific pages out of a print stream, PDF, or other longer file containing multiple documents of the same basic type concerning a variety of different customers, accounts, etc. For example, a financial institution might have a print stream of all customer statements for a specific period. Page-level indexing could retrieve only the statement pages related to a specific customer.

Line-level indexing

Line-level indexing allows for even more specific parsing and filtering of a document. Line-level indexing enables users to access only the specific data needed from a single page. A single line or set of lines can be returned without extracting the entire page or document. Specific lines of data can be extracted from different pages, and even documents, and combined into a single file with only the relevant data. Line-level indexing is also useful for redacting sensitive information and along with data masking, user permissions, and other features, ensures personal information is protected and organizations remain compliant with privacy laws.

How it’s used:

  • Often, we encounter reports where a number of different entries appear on every page. For example, An ATM log contains thousands of transactions with multiples on each page. A user can quickly find and extract only the relevant lines based on timeframe or account.

  • Line level indexing is useful in extracting and combining data from multiple indexes from multiple documents and even different storage locations to transform, package, and deliver to users or customers. This type of indexing gives users exactly the information required to get their job done, providing a cleaner user experience and more productive content.

  • External systems can connect to Content Cloud’s API and consume specific extracted lines of content from a document or report. These extracted lines can be transformed into whatever format is optimal for the external system.

Unlimited Indexing to solve business problems

Indexing isn’t new. But the way content Cloud does it is revolutionary.

Indexing for audit

During audit situations, fees are often incurred when the time it takes to obtain the required information exceeds the limits of the audit timeframe. Content Cloud and granular indexing allow fast retrieval of information so organizations can quickly deliver audit requests and avoid costly fees and resources.

Indexing for customer service

No one likes to wait, especially your customers. Having quick access to the exact information you need at the tip of your fingers can make a big impact on the level of speed and customer service your organization delivers.

Indexing for user experience

User expect and deserve a great experience. Indexing at all levels enables users fast access to their valuable information at the click of a button. An uninterrupted user experience can differentiate you from your competitors in markets that increasingly demand excellence.

How one of the biggest banks in North America used Content Cloud to solve their content services needs.

Large Regional Bank uses indexing for accessibility into legacy ECM

After acquiring a number of smaller competitors, one of the nation’s largest regional retail banks enlisted the help of Systemware to migrate these acquired legacy ECM systems onto one platform. Systemware and the Content Cloud platform were chosen for this task due to the ability to provide searchable cross referencing between all of the account holder history for each acquired bank and the client’s new account numbers. During the acquisition process, account holders were provided with new account numbers but all of their historical archives continue to be referenced by their original account numbers. Without changing any of the historical content, Systemware provided the ability for users and internal client services to search and present data whether it be the old account, new account, or a combination of both. This unique ability enabled the bank to sunset all of these legacy archive platforms which generated a significant cost savings. With Content Cloud now in place, any future acquired bank data will very quickly be seamlessly integrated into the common data store.

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