An archive you can't describe is an archive you can't use
We sort and classify your files and capture their data in a database or Excel sheet, at the level that matches how you search for documents.
- Department
- Human Resources
- Index level
- File level
- Files
- 186 files
- Shelf
- B-09-01
Why companies need this service
A box marked “old papers” or “accounts 2018” helps nobody. Good indexing is the difference between a retrieval that takes minutes and a search that takes days.
Indexing is structured data-entry work that needs a trained team and quality review, which is the work Contalents has been built on since day one.
How we deliver Indexing & Data Entry
Agree the index level
We agree the level of detail and the fields you will search by later.
Sorting and classification
Documents arranged by department, type and period, with duplicates and expired material separated per your instructions.
Data entry
The agreed fields captured for every box, file or document.
Quality review
Samples of the entries checked against the originals.
Delivery
The database or Excel index delivered, linked to box codes and shelf locations.
What you receive
- A searchable, filterable index
- Every record linked to its box code and location
- A list of documents that need your decision: damaged, duplicate or undated
- An index that is updated with every new addition to the archive
Most requested by
The industries that ask for this service most often:
What clients ask about Indexing & Data Entry
What is the difference between index levels?
Box level: a general description and period. File level: customer or employee name and file number. Document level: detailed fields for each page. More detail means faster retrieval and a higher cost.
Can you index without moving the archive?
Yes, through our on-site archive organisation service.
In what format do we receive the index?
Usually Excel or CSV, or any format your internal system accepts once agreed.
Services that go with this one
Records & Archive Storage
Offsite storage for archive boxes, each with its own code and shelf location.
Service details →Document Scanning & Digitisation
Paper documents converted into indexed digital files, with originals kept safe.
Service details →Retrieval & Delivery
Boxes or files delivered to your office, or sent as a scanned copy.
Service details →