Search and Export for Indexed Records

Two kinds of search

Field search uses the structured index — names, dates, document types, instrument and parcel numbers. It is precise and depends on accurate, normalized fields.

Keyword search runs over the full OCR text. It helps find terms that are not indexed, such as a street name inside a legal description, but OCR errors mean it can miss matches.

Metadata expansion

Beyond the fields an office has always captured, indexing can add useful metadata: normalized name variants, parsed legal description components, or cross-references between related instruments. Expanded fields improve search, but each one should be defined, validated, and reviewed like any other field. See how field extraction works.

Export into existing systems

• Map every extracted field to the target system's field, including required fields and allowed values.
• Normalize formats — dates, name order, instrument numbering — to what the target expects.
• Keep image files and index records linked by a stable identifier.
• Validate before loading and keep a log of rejected records.
• Run a test import before full volume. See import considerations.

Questions for your system administrator

• What import formats does our system accept, and is there a documented specification?
• Which fields are required, and what validation does the system apply on load?
• Can we load to a test environment first?
• How should corrections to already-loaded records be delivered?