By indexing the organization’s file system information and data
can be captured and organized. Information can become searchable as a
component of a central depository by generating a keyword index against
the files. Compared to a system where users have to submit or post new
documents, this system of indexing is easier to use and implement. However,
this system suffers from two disadvantages: first, this indexing method does
not support the same level of categorization in comparison to a more active
system; and second, this may require the development of workflow processes
such as an approval process to validate the information.