लालपुर्जा २०७८
Land certificates filed in 2078, including the ones held only as photographs of the original.
Why it matches
Scanned Devanagari pages are read on arrival, so text locked inside an image is indexed like any other document.
Search What a Document Says, Not What It Was Named
Find a record from a half-remembered phrase, a reference number, a date or a name, in Nepali or in English.
From a half-remembered detail to the right record
Almost nobody remembers the filename.
They remember a phrase from inside the document, roughly when it arrived, who sent it, or what it was about. A folder tree answers none of those. Each document is prepared on arrival so that all of them work as ways in.
01
Index what is inside
Text from digital files and from scanned or photographed pages is indexed, so a phrase buried on page four is as findable as the title on page one.
02
Add the context around it
Category, document type, owner, branch and status, plus the dates, reference numbers and parties extracted on arrival, all become things a reader can search on.
03
Read the query
Exact phrases, misspellings and near-misses, and plain-language descriptions of what the reader is after are all accepted, in Nepali and in English.
04
Apply permissions before ranking
The result set is cut to what this particular reader is allowed to see, so a restricted record never appears to anyone else, not even as a title.
05
Show why each result matched
Every result carries the passage that matched alongside its category, status and owner, so the right one can be picked without opening four of them first.
What people actually type
Real queries, what each one returns, and the reason it works. None of these depend on the reader knowing where the document was filed.
contarct expiry sunrise traders
The agreements with that counterparty and their end dates, despite the misspelling.
Why it matches
Near-misses and typos are tolerated, so a mistyped query narrows the result set instead of emptying it.
what did we send the regulator about branch reporting
The submission itself and the email thread it went out on, with the answering passage shown.
Why it matches
Email is indexed alongside documents, so a decision and the correspondence that carried it are retrievable together.
board minutes, active only, this quarter
Current minutes from the period, with superseded and draft versions kept out of the way.
Why it matches
Status and date are fields on every record, so a filter does the narrowing rather than the reader scanning a long list.
Technical Details
- Query types
- Exact phrases, individual keywords, and plain-language descriptions of what is wanted. Misspellings and near-misses are tolerated rather than returning nothing.
- What is searched
- Document text, including text read from scanned and photographed pages, together with filenames, descriptions, tags, categories and the fields extracted on arrival.
- Filters
- File type, category, document type, owner, branch, status, date and source, applied on top of a keyword or plain-language query.
- Correspondence
- Email is indexed alongside documents, including shared organisation mailboxes where an administrator has been given access to them.
- Connected sources
- Files in connected Google Drive, Dropbox and OneDrive folders are searchable where they already sit, without being moved first.
- Result context
- Each result shows the matching passage plus category, document type, owner and status, so the reader can judge relevance before opening anything.
- Languages
- Nepali and English throughout, with the interface following the reader’s language.
- Access control
- A record stays private to whoever added it until it is deliberately shared, and results respect view, edit and approve rights. A restricted document does not appear to someone without access, not even as a title.
- Tenancy
- Each organisation’s records are stored fully separated from every other organisation’s.
- In progress
- Related policies and past decisions surfaced together with a result, so precedent is not lost. Being built, not available yet.
Where search is the whole job
In each of these the document already exists and is authoritative. What is missing is a path to it that does not depend on remembering how it was filed.
The document is there, under a name nobody guessed
A file saved as scan0032 or Final_v3 is invisible to anyone who did not save it. Indexing the contents rather than the label means the document answers to what it says.
- Scanned agreements
- Uploaded forms
- Legacy archives
Two departments call the same thing different names
Operations files it as a vendor agreement and finance as a supplier contract, so neither finds the other’s copy. Searching the contents and the extracted parties gets to the same record from either vocabulary.
- Vendor agreements
- Purchase records
- Payment files
An auditor wants the evidence, not the folder
The request is for whatever supports a figure or an approval, wherever it happens to sit. Searching text, extracted fields and indexed email together produces the supporting documents as a set.
- Approval records
- Supporting invoices
- Correspondence
Branch staff need a head-office answer now
A customer is waiting while someone calls head office to ask which rule applies. Permission-scoped search over the shared record set lets the branch find the current circular themselves.
- Circulars
- Internal policies
- Standard procedures
Frequently Asked Questions
Can it search inside scanned documents?+
Yes. Scanned and photographed pages are read automatically as they arrive, in Nepali and English, and the resulting text is indexed alongside everything else. A phrase inside a photographed register is findable the same way a phrase in a Word document is. Handwriting is the exception and is not yet supported.
What happens if the query is misspelled?+
Near-misses and typos are handled rather than returning an empty result set, which is the failure mode that teaches people to stop using search. Names transliterated between Nepali and English are the common case, and a query that is close enough still reaches the record.
Can someone find a document they are not allowed to open?+
No. Permissions are applied before results are ranked, not after, so a restricted record is absent from the result list entirely rather than shown and then blocked. It does not appear as a title, a snippet or a count, which means search cannot be used to work out what exists.
Does everything have to be migrated in before search is useful?+
No. Connected Google Drive, Dropbox and OneDrive folders and indexed email are searchable where they already live, so the first useful result usually predates any migration. Bulk import driven from a spreadsheet is there for when you do want to bring an archive in properly.
How is this different from the search in our shared drive?+
A shared drive matches filenames and, at best, the text of files it can already read. It cannot read a scan, does not know a document is superseded, has no idea who the parties are, and shows a hit without telling you why it matched. The difference is less about the matching and more about what has been indexed and what each result tells you.
Can results be narrowed by document type?+
Yes. File type, category, document type, owner, branch, status, date and source can all be applied on top of a query. Filtering to active documents only, or to a single branch, is usually the fastest way from a large result set to the specific record in hand.