Most Businesses Will Switch to Deep Search DMS in the Future; Here’s Why!

For an everyday person, the search engine they use on eBay isn’t any different from that on amazon. However, those working behind the scenes know that the two are as similar as day and night. 

Amazon uses an advanced search system that considers not just individual data sets but also includes external signals like popularity, link strength, and customer reviews into its search system, while eBay uses a basic search system that relies on faceted filtering. Then there’s Deep Search for document retrieval, surpassing both search systems in data analysis and ease of use. 

Here at dox2U, our customer groups that range from small startups to Fortune 500s use deep search technology for their day-to-day company operations, and here’s what the aggregate feedback says:

Given the nascency of deep search technology in document management systems, we thought it would be helpful for companies not aware of deep search technology to learn about the concept. In this article, we’ll take a look at:

• What is deep search system
• Why deep search is important in document work 
• How dox2U deep search helps streamline company paperwork 

What is Deep Search?

Deep Search is a highly advanced search system that uses big data, machine learning, and language processing techniques to offer information that wouldn’t be accessible using a basic or text search system. 

In the case of a document management system, deep search enables you to retrieve any document you need irrespective of the document name or tags associated with it. If you recall even a single word within a document, deep search finds it for you instantly. Hence, with deep search, the titles of a document are no longer a mandatory search parameter. 

Why is Deep Search Important in Document Work?  

The importance of deep search technology is paramount to a business in this day and age, not just to simplify workflow processes, but to avoid losing customers. According to a Forbes article “by providing better search results, Netflix estimates that it is avoiding canceled subscriptions that would reduce its revenue by $1B annually.” 

Some of the main benefits of deep search in a document management system include:

• More relevant results
• Quick and easy access to binary contents like images 
• Multilingual search friendly 
• Great access to data using simpler commands
• Little or no chance for queries to give no results

In the case of dox2U’s Deep Search, searching for documents on dox2U is as easy as running a Google Search. In fact, dox2U’s search engine is engineered using Elasticsearch which is based around the Lucene search engine used by Google as well. As a result, dox2U Deep Search not only works on content from editable file formats (like .docx. .txt, .xls, etc.) but also from scanned images (JPEG, PING, etc..) and psd files.

For your search results, you can choose a particular sorting order according to different parameters: name, content, added date, and alphabetical order. Here’s how that works: 

Sorting Parameters	How does it Help
Relevance Prioritized by Name	Search results give priority to the document’s name
Relevance Prioritized by Content	Search results give priority to the document’s content
Sort by Added Date	search results are sorted as per the date of verification
Sort Alphabetically	Search results can be sorted either in ascending alphabetical order or descending alphabetical order

With dox2U, you can search for any document, provided it’s verified and added to your workspace, using the search bar located at the top of your screen. However, you must have the ownership or shared access you are trying to access from the search results.

How dox2U Deep Search helps Streamline Company Paperwork?

dox2U goes one step further from all existing deep search utilities in document management, by offering a multi-level granular search system for document retrieval. Unlike legacy DMS solutions that rely on File name, Tags / Metadata, Folders, etc. to organize and retrieve documents, dox2U offers absolute freedom for users to use any chosen parameter and combine it with content-based deep search to make document retrieval more accurate. 

Here’s how that works: 

• Users can search for documents by specifying their format like PDF, doc, JPG, etc.
• View documents owned by a particular user in your Workspace
• View documents shared with a particular user or group in your Workspace
• Retrieve documents as per the date of verification
• Search for the entered query only in the name of the document 
• Search for the entered query in the content of the document
• Search for the entered/selected query in the tags that are added to your document
• Search for the entered query in the Document Name, Content, Tags, or Notes

There are no restrictions when it comes to search parameters in dox2U. A user can approach the document retrieval process either using traditional search parameters, or simply make up their own search parameters. 

Overview 

• Search Systems are of three kinds: Basic or Text Search, Advanced Search, and Deep Search 
• Deep Search uses big data, machine learning, and language processing to process search results 
• dox2U Deep search employs deep search technology and advanced search parameters to create a multi-granular search system 
• Netflix estimates that by using deep search technology, it is avoiding canceled subscriptions that would reduce its annual revenue by $1B 
• With dox2U, you can choose a particular sorting order for your search results based on the file name, file content, file date, and alphabetical order
• dox2U goes one step further by offering advanced search parameters like Doc Type, Doc Name, Tags, etc.