At its core, IMS works in three practical steps: bring documents in, organize them with meaningful information, then search and work with them whenever you need to.

1. Bring documents into IMS

Paper documents can be digitized using a variety of devices and methods, including dedicated scanners, multifunction copiers, and mobile scanning applications. A mobile scanning app, for example, may create a multi-page PDF that can subsequently be imported or attached through an appropriate IMS workflow. IMS does not necessarily have its own native mobile scanning app or direct mobile integration, but files created by other tools can still find their way into the system.

Electronic documents can be brought in by importing files directly or by capturing them from supported applications. Whatever the source, the documents end up in the same organized system.

2. Organize documents using profiles and index fields

IMS organizes documents using two ideas that work together:

• Profiles are electronic filing categories. A Profile might represent customer accounts, vendor files, human resources records, or any group of documents that share a purpose.
• Index fields are the searchable pieces of information associated with each document, such as customer name, invoice number, document type, and date.

Two kinds of index fields

Index fields generally fall into two categories:

• Open-ended text fields, where authorized users type information such as a customer name or an invoice number.
• Configured dropdown or selectable-value fields, which let users pick from a predefined list instead of typing free text.

Dropdown fields help standardize how documents are described. When everyone selects "Invoice" from the same list instead of typing "INV", "invoice", or "Invoice 2024", the entries stay consistent across users and departments, and retrieval becomes more predictable. Which field types are available, and how they can be configured, depends on the edition and configuration you choose.

A customer invoice example

Imagine scanning a customer invoice into an Accounts Receivable Profile. As the document is added, you record a few details about it: the customer name, the invoice number, the invoice date, and the account number. Later, anyone with permission can find that invoice by searching any of those details, even if they do not remember the filename or which batch it was scanned with.

The index fields are what make retrieval flexible. They are the difference between hunting through folders and simply asking the system for what you need.

IMS Quick Search

IMS also offers a convenient Quick Search feature that lets you search across the configured indexed field information in your Profiles. It is a fast way to look up a record when you only have a partial detail, such as part of a customer name or a number. Quick Search works against the index fields associated with your documents, subject to the actual IMS 4.0 implementation. It is not the same as full-text search inside the contents of a PDF, which is a separate capability.

3. Search, retrieve, view, and work with documents

Once documents are organized, the everyday work becomes faster. You can search by a single field or combine several to narrow the results. You can view documents, compare related records, and share them with the right people under appropriate permissions.

Keeping paper in the picture

You do not have to stop using filing cabinets to use IMS. Many offices keep their original paper records where they already are and add electronic copies to IMS for searching, viewing, and sharing. The electronic copy becomes the version people reach for day to day.

The IMS Process at a Glance

This approved overview illustrates how documents enter IMS and move through indexing, management, sharing, and protection. Some illustrated capabilities depend on the selected edition, configuration, or optional modules.

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