3 Reasons Your Office Should Use Intelligent Information Retrieval Systems

3 Reasons Your Office Should Use Intelligent Information Retrieval Systems

What is an information retrieval system?

Intelligent Information Retrieval is becoming more and more important as every second of every working day needs to be accounted for and seen to be working towards generating a profit for the business. This goes for the office junior right up to the CEO. A survey by PriceWaterHouse has found that one company spent 400 hours a year filing and then searching for paper files. This equated to a bill for the company of £2,320 and, that's only if all of the staff were being paid the minimum wage. This technology can be set to also keep a record emails,instant messages and memorandums as soon as they land on the computer with the system installed on it.

This type of system is essentially an office assistant that maximises the productivity of your staff by automatically indexing any office documents that are entered in to the system. This then allows you to search thousands of catalogued folders in seconds.

Reason 1

No more searching for those misfiled documents or losing the critical excerpt on 15 page of your most valuable contract, which is now in dispute. Sometimes we are all so over loaded with work, we have all been guilty of ' I will put that away after' and, then of course, the after never comes. Your colleague, who respects the fact that you're overworked, does not ask you where you have put said file, but spends an hour looking for it. All the time it is in your desk drawer. This kind of system can also create an automatic back up of your work.

Reason 2

Optical Character Recognition will save time as handwritten receipts or invoices that need to be created with out the use of a computer, and typed or printed communications can be scanned in to the system and the data will become, as if by magic, machine encoded data. Saving you the effort required to recreate the information on pre-existing documents in order to enter the information on your digital records.

Reason 3

Concept Searching. This feature allows you to quickly locate related information. This means that if you enter a narrow term in to the query box, a wider range of returns will retrieved on order of relevance. In a similar way to the way Google searches web pages this system will return results if search queries in a ranking order of relevance and highlight the key term in the returned data. The information that is returned can also be viewed in its original format and so can be easily edited, should you need to.

Ellen Ralph is an accomplished author when it comes to office management equipment. Check out http://www.mastercopy.co.uk today to make your office run more smoothly.

Article Source: http://EzineArticles.com/expert/Ellen_Ralph/1670965

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_(By Ellen Ralph).