The invention is directed to a system for adaptively identifying data to be stored in a document-processing system that includes an identification processor programmed for identifying the existence of a new and previously absent stored data object in at least one of a plurality of file directories. The identified new stored data object being associated with a particular medical entity, a decision processor programmed for comparing at least a portion of a filename of an identified new stored data object with stored predetermined filename data, and identifying a new stored data object containing data indexing information in response to a filename data match. A communication processor is programmed for providing communication among the identification processor, the decision processor and the document-processing system for processing an identified new stored data object containing data indexing information differently from other identified new stored data objects.