Batching and Indexing Services

This page includes our most common objective indexing requests. Please discuss your advanced needs with us when you contact us.
















Batching/Grouping Files for Electronic Imaging (document scanning)

Documents can be batched in just about anyway you like. The most obvious is to batch by what ever method you have been using to store your files. (file folder, stapled bundle etc...) Some clients like to get creative and we are not against any method you may be interested in. Think about the amount of retrievals related to the number of batch points. More batching points will create more image files and cost more to index and it just might not be necessary.

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Indexing - Level I

  • Our Basic Level I Output contains "named" pdf or tif files. These files are named according to binders, folders or tabs however your files are organized.
    • We create a multi-image pdf or tif file that encompasses all the pages from a predetermined batch into the pdf/tif file.
    • This file is then renamed using a naming method that was outlined by you.
      • (File names are limited to 165 characters for Win '95, '98, '00, ME, NT and XP)
    • A customized indexing/viewer is created.
    • The pdf/tif files, index and the customized viewer are then output to a CD/DVD.

  • There are two Basic File Naming Options:
    • 1 - Sorted by Creation Date & Time (the exact order of the original documents) This output represents the exact order that we received the documents.
    • 2 - Sorted by Name (alpha or numeric order) These files will not be in the exact order that we received them, but rather in logical alphabetical or numeric order. This is by far the most common option.

  • Folders Levels and File Naming Options:
    • Single Folder with Simple File Naming (simple file naming example: [Johnson, Joe E.pdf])
    • Multiple Folder Levels with complex File Naming (complex file naming: [Johnson, Joe E. - 555-11-1234 - 10-14-07.pdf])
    • Or any combination of Folder Levels and File Naming
      • Multiple Folder Levels combined with the File Names must total less than 165 characters.

  • Some Possible Examples:
  • Sample #1 - Single Folder Level Simple File Naming
  • Sample #2 - Multiple Folder Level with Simple File Naming
  • Sample #3 - Multiple Folder Level with more complex File Naming

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Advanced Cross Reference Data Base - Level II
  • Our most advanced or Level II involves a complex cross referenced data base.
  • This cross referenced index is in an electronic format and can be used with either pdf or tif files.
  • The index can be imported into a retrieval system you already have
  • The index works perfectly with our own Barracuda Image Retrieval Software
  • The output can be a simple paper print out
  • We can output to a single pdf file on the CD, but will not contain "live" or "hot" links to the files
  • The cross referenced index uses up to 5 fields (or more) of objective indexing. (user keyed) This index provides a table that references the objective data, the file name, path and sub-path data and can be imported into almost any program. We can provide the index in .xls, .doc, .mdb, .foxpro, text files ascii and others

Below is a sample database using 5 fields of data

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The CD Assistant

  • Our Level I or Basic Outputs contain a user friendly program we call our CD Assistant. The assistant will automatically launch when you insert your CD/DVD. This program helps you locate your files. It contain links to:
    • Customized Index/Viewer (see below for more information)
    • Complete help file
    • Basic Browse CD/DVD option
    • Link to Adobe's Download page for any viewing software upgrades
    • A link to FicheNet.com

  • CD Assistant Screenshot

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Customized Index/Viewer

  • This is our customized Index/Viewer program used for Level I indexing.
  • Features:
    • The Menu Tree To The Left Works Just Like Windows Explorer Except Inside Your Browser
    • The Listing Displays in Bold by Default, After Opening Folders/Files They Are Displayed In Normal Text
    • Clicking On A Folder With A (+) Will Open It And Clicking On A Folder With A (-) Closes It
    • When You Select A PDF File To View, (single click) It Will Open In This Viewer Window
    • The Left And Right Frames Can Be Resized; Left Click Your Mouse And Hold Down
    • On The || Bar Separating The Two Windows And Drag It Left or Right

  • Index/Viewer Help File Screenshot

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