Full-text search, scans included
Text is read from PDFs and scanned images, so a phrase in a 1990s clipping is as easy to find as one from last week.
No. 03 of 06 · Long-term records
Thirty years of clips, findable in seconds.
Clip Archive is a searchable long-term home for articles, clips and records that you cannot afford to lose or to lose track of.
03
- Full-text search, scans included
- Metadata that travels
- Collections and scrapbooks
- Searchable cold storage
- Retention and legal hold
- Bulk import
“An archive is only as good as the last question it answered.”
Archives fail in a quiet way. The files survive, but nobody can find them: a scanned page with no text, a clipping named after the week it was filed, a box of PDFs that only one retired colleague understood.
Clip Archive is built so that age never makes a record harder to retrieve. Text is read out of scans and PDFs, bylines and dates are lifted into searchable fields, and older material moves to lower-cost storage while staying fully searchable. Retention rules keep what must be kept and release what may go.
What is inside
The features.
Metadata that travels
Byline, publication date, section and subject are extracted and stored as fields you can filter by.
Collections and scrapbooks
Group clips into topic collections for a retrospective, an obituary file or a legal matter, without copying a single file.
Searchable cold storage
Older material moves to a lower-cost tier on a schedule you set, and stays in the same search results.
Retention and legal hold
Keep records for a defined period, then review or release them. Place a hold to freeze anything that must not change.
Bulk import
Upload whole drives or boxes of scans in batches, with names and dates mapped to fields as they go in.
How it runs
From first file to filed.
- 1
Import the backlog
Upload folders, drives or batches of scans in the order that suits you.
- 2
Let metadata fill in
Text, dates and bylines are read and proposed. You confirm or correct them.
- 3
Build collections
Group related clips into collections and share them with the people who need them.
- 4
Search and retrieve
Find any record by phrase, name or date and download it in its original form.
The fine print, plainly
Specifications
| Search | Full text across PDFs, images and documents |
|---|---|
| Fields | Byline, date, section, subject and custom tags |
| Storage tiers | Active and cold, both searchable |
| Retention | Per-collection rules with review reminders |
| Legal hold | Freeze files and collections until released |
| Import | Batch upload with field mapping |
Reader questions
Asked often.
Are scanned pages really searchable?
Yes. Scanned pages are read for text when they are imported, and the original image is kept alongside the recognized text.
Does cold storage slow retrieval?
Cold items appear in search like any other. Opening one may take a little longer than an active file, and it is returned to the active tier if you work with it often.
Can we delete records automatically?
Only if you ask for it. By default, expiring records are listed for review rather than removed.
Also in this issue.
Full services index →Name Index Drive
Storage organized by clear names, with naming rules enforced automatically.
Press Room Storage
Editorial team storage for drafts, photos and approvals.
Byline Shares
Credit-aware sharing with branded link pages.
Proof Copy Backup
Editions and proofs preserved as immutable copies.
Wire Transfer Files
Fast delivery of big media bundles to partners.