Index data
Index data are the few facts typed from each document so it can be found later: an invoice number and its date, the parties of a contract, the number of the minutes.
| Kind of document | Usual sheets | Preset fields | Usual personal data |
|---|---|---|---|
| Invoices and receipts facturas y soportes | 1 | Supplier NIT or ID, Supplier name, Document number, Date, Total amount | – |
| Accounting vouchers comprobantes contables | 2 | Voucher number, Date, Account code, Total amount | – |
| Contracts contratos | 6 | Parties, Party NIT or ID, Date, Subject, Value, End date | personal |
| Minutes actas | 4 | Minutes number, Date, Meeting | personal |
| Letters and correspondence correspondencia | 2 | Date, Sender, Recipient, Subject | personal |
| Personnel files historias laborales | 25 | Full name, ID number, Start date, End date, Position | personal, sensitive |
| Clinical records historias clínicas | 15 | Full name, ID number, First visit, Last visit | personal, sensitive |
| Student records expedientes académicos | 6 | Full name, ID number, School year, Grade | personal, children |
| Plans and drawings planos | 1 | Project, Plan number, Date | – |
| Family documents documentos familiares | 1 | Date, Short description | personal |
| Other papers otros documentos | 2 | Date, Short description | – |
Volume
The work grows with documents × fields. Choose only the fields you will really search by.
In the worked example, 8.000 invoices × 3 fields make 24.000 fields, about 12 working days of typing at about 2.000 fields a day.
Index data are the few facts typed from each document so it can be found later: an invoice number and its date, the parties of a contract, the number of the minutes.
The work grows with documents × fields. Choose only the fields you will really search by.
Typed data that names people is personal data, and ID numbers are personal data too. Mark it in the batch so the handling is agreed before delivery.
List the paper, mark its state and send the batch to ZYBERIQ. It is a request, not an order.