Document Indexing Services

Scanned files are only useful when people can find them. 247Digitize indexes your documents by the fields your team searches on, so every record can be retrieved in seconds. We handle one-time backfile projects and ongoing daily volumes for businesses, law firms and scanning partners across the United States.

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Turn Scanned Files into Searchable, Organized Records

A scanned archive without an index is a digital filing cabinet with no labels. Staff open file after file to find one record, and retrieval requests, audits and discovery deadlines take longer than they should.

Our document indexing services attach accurate, consistent index data to every document: names, dates, document types, account or case numbers, and any custom field you define. We combine OCR and ICR technology with trained human reviewers, so handwritten, faded and poorly scanned pages are indexed correctly as well.

The result loads straight into your document management system, ready to search.

What We Index

Field-based indexing

Names, dates, account numbers, case numbers, invoice numbers and other key fields captured from each document.

Document type classification

Each document sorted and labeled by type, such as invoice, claim form, contract or correspondence.

Custom indexing

Index fields and rules built around your records and the way your team searches.

Unitization and logical document determination (LDD)

Document boundaries identified in bulk scans, so each file starts and ends in the right place.

Bibliographic coding

Author, recipient, date and title captured for legal and archival collections.

Handwritten and legacy records

Archival, faded and handwritten pages indexed by experienced reviewers.

Index merge and clean-up

New index data matched and merged with your existing library or legacy database.

Industries and Documents We Support

  • Healthcare: Patient records, CMS 1500 claim forms and other medical claim documents, handled under HIPAA-compliant processes.
  • Legal: Discovery collections, case files, correspondence and historical records.
  • Financial services and mortgage: Loan files, statements and supporting documents.
  • Insurance: Claim forms and policy documents.
  • Media, archives and public records: Newspaper archives and historical collections.
  • Corporate back office: Invoices, sales and shipping records, HR and payroll files.

How Our Document Indexing Process Works

  • Scoping: We review sample documents and agree the index fields, rules and output format with you.
  • Pilot batch: We index a test batch so you can check accuracy and format before full production.
  • Production indexing: A dedicated team indexes your files in rolling batches, at the pace your deadline needs.
  • Quality review: A separate quality team checks the index data against your rules before delivery.
  • Delivery: You receive index data in CSV, Excel, XML, JSON or a load file formatted for your system.

Why Choose 247Digitize for Document Indexing?

Our teams have indexed millions of pages for healthcare providers, AmLaw 100 law firms, eDiscovery companies and records partners. We scale quickly for large backfile projects and stay consistent on long-running daily work, so your staff spend their time using records, not searching for them.

What Sets Us Apart

  • Over 99% accuracy, backed by a separate quality review team
  • ISO 27001-certified infrastructure and HIPAA-compliant processes
  • Dedicated teams that scale from a few thousand pages to several million
  • 24/7 operations for fast, rolling deliveries
  • Custom index fields, rules and output formats for each client
  • Transparent tracking and flexible pricing and engagement models

Success Stories

Medical Claim Forms Indexing

An eDiscovery provider needed Medicare CMS 1500 forms indexed under HIPAA. A dedicated team of 20 captured 91 data points per form at over 99% accuracy, with 4-day turnaround on each submission.

Read the case study

Custom Indexing for Asbestos Litigation

We unitized 2.7 million pages and coded 675,608 documents for a law firm. The coding finished 5 weeks early, with estimated savings of $1.1 million.

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Newspaper Archive Records Indexing

We unitized and indexed an estimated 2.1 million pages of records dating back to the 1940s and merged them with the legacy library data.

Read the case study

Frequently Asked Questions (FAQs)

What is document indexing?
Document indexing is the process of attaching searchable information to a document, such as a name, date, document type or reference number. The index lets staff find a specific file in seconds without opening and reading each one.
What types of documents can you index?
We index scanned paper records, PDFs and image files, including medical records, claim forms, loan files, legal documents, invoices, HR files and historical archives.
How accurate is your indexing?
Our projects consistently achieve over 99% accuracy. Each batch goes through a separate quality review before delivery.
How do you keep our documents secure?
We work in an ISO 27001-certified environment and follow HIPAA-compliant processes for healthcare data.
What formats do you deliver index data in?
We deliver in CSV, Excel, XML and JSON, or as a load file formatted for your document management system.

Request a Free Quote

Send us a sample of your documents and the fields you need indexed. One of our experts will contact you within the next couple of hours.

You can call one of our experts directly at 888-524-7348