The Importance of Good Indexing Structures

Last week, we introduced IDM and how it works in conjunction with CloudSuite FSM. Here, we will continue to dive into IDM, and specifically will be taking a look at indexing structures. One important thing to consider, ideally before beginning an ECM or IDM conversion process, is file type. When working with IDM, we recommend utilizing PDF images due to how web browsers natively handle them. Within IDM, clicking on an image on the right-hand side of a PDF opens a new tab where we can look at that image and evaluate the image’s data. When we upload a TIFF or a JPEG, those can be moved into IDM without conversion because the system supports a wide array of document types. That said, one significant difference between a PDF and a TIFF/JPEG is that for the TIFFs and JPEGs, the image will be downloaded instead of opened in a new tab. Although this functionality still works, we have found that a PDF file makes the entire IDM user experience more friendly and cohesive.

When considering the best ways to convert or upload historical files to IDM, it’s important to remember that garbage in always equals garbage out. Consider a file structure that is stored on a shared drive – those typically do not have good indexing structures, which means they are very difficult to link to IDM records. Compared to ECM solutions such as Perceptive Content or OnBase (both of which feature linking and attributes), we are able to have better and more functional linking using IDM.

For poor indexing systems, or if the historical data fields are mixed up, it is equivalent to “putting garbage into the system.” If a person takes a bad indexing structure and attempts to convert that to IDM, regardless of the different conversion paths taken, they will run into issues every time. These are just some of the important considerations to keep in mind when deciding the best path forward for anyone seeking to modernize their enterprise content management system.

Three different tools RPI has utilized to accomplish integration with IDM are Spreadsheet Designer, the IDM bulk import utility tool, and RPI’s proprietary Yoga Connect import tool. As this blog series continues, we will walk through each of these paths, and further explore why the above discussion about file types is relevant.

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