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Improve the document journey: Ensure your content repository is 100% searchable

24 Jun 2021

This post is taken from the eBook: Discover how to produce high-quality work at every stage of the document journey. Download your copy to learn more about creating, reviewing, publishing, and processing high-quality documents.




Image-based files like JPEGs, TIFFs, and PNGs are added to legal document management systems every day, without staff realizing they aren’t searchable. They could be scanned contracts, JPEG files, CAD diagrams, or just an image-based PDF.

They don’t have a text layer, so your document management system search technology won’t find them. This is a problem because you may not immediately locate these documents since you can’t search on-page content.

When 100% of legal document management systems’ contents are text-searchable, discovery and conflict checks become much faster and more accurate. It also helps firms ensure they are compliant with data retention and data protection regulations, such as the GDPR.


Automate the text recognition process
 

contentCrawler can assess your document management system, find your non-searchable files and convert them to text-searchable PDFs. It’s a process that runs 24/7 in the background, sifting through both new and legacy documents. 

At the same time, the software can apply compression to files to help save on storage costs without affecting the quality of the original material.

Not only will it help everyone at the firm find relevant information immediately, but it will also improve cloud upload and download speeds and reduce storage costs. 

With contentCrawler, managing non-searchable files becomes a simple set-and-forget.

Staff continue to upload documents without worrying about OCR as a process or a workflow since the software catches every file automatically. 

How contentCrawler improves the SharePoint search experience

When Manawatu District Council migrated nearly 200,000 documents to Microsoft SharePoint, a lot of crucial metadata was lost.

Staff couldn’t use SharePoint’s search technology to find relevant content - they had to open a record to know what it was about. Documents needed to be converted to text-searchable PDFs to ensure staff could find what they needed. contentCrawler is now integrated with the Council’s SharePoint environment, processing both new documents as they’re added as well as any legacy documents. It analyzes these files for the presence of text and converts them to searchable PDFs.

Processing is just one part of the document journey. Download the eBook to discover solutions that transform every stage of the journey – including smart collaboration, secure file sharing, and much more.

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