INFORMATION MANAGEMENT
DETERMINING TREE STRUCTURE AND
NAMING CONVENTIONS
COLLECTING INFORMATION:
1.
2.
3.
Meet with each Department, School and/or Individual involved
Get to know the existing filing system in each area
Determine where you will be starting the process
• Never decide that records “just need to be stored” At any given time, you will have to
retrieve it.
RESEARCH TO IMPLEMENTATION?
Plan your Content Map or “tree” on paper first
• Put thought into permissions when doing this – if your permissions are limited for certain
documents, you don’t want to put them in the same collection as other documents that
totally different departments need to access
• Are the documents or collections public or private?
•
Don’t mix the two… what if permissions get changed inadvertently???
• Retention Schedule
•
•
•
Per document or per collection
Preset or determined with uploading documents
Know the legal obligations to retaining and disposing!
DECISIONS, DECISIONS…
Finance
Accounts
Payable
Accounts
Receivable
2015-2016
Business
Name
Business
Name
2015-2016
2015-2016
Invoice
Request
eForms
WHY IS NAMING SO IMPORTANT?
Implementing good document/collection names can support
the following objectives:
• Facilitate better access to and retrieval of electronic
documents.
• Allow sorting of documents in logical sequence (e.g.
name, date).
• Help users to identify the items they are looking for more
easily and support the ability to recognize the content of a
document from a list.
NAMING CONVENTION CONSIDERATIONS
• Search Function
• Order of title details
• Dates
• Abbreviations
• Acronyms
• File path and document name – keep them
short but comprehensible
SEARCH FUNCTIONS
• Really what is the document about? Does everyone see it the same?
• How can you find it the fastest?
• Be Accurate and precise
• Use Summary and Metadata, when necessary
• Use advanced search – contains, does not contain, where it contains it, type of
document
ORDER OF TITLE DETAILS
• Who
• What
• Student or employee name
• Location
• Is it from us to someone else or vice
versa?
specific
•
•
Suspension
Absence Report
• Where?
• When
• Date
•
• Is the document about something
Specific day or general year?
• Location happened
• Location to file
• Why?
DATE
• Precise day or monthly or yearly date
• 20160516
• 201605
• 2015-2016
• Order of date
• 20160516
• 2016 May 16
• Spaces / no spaces
a.Do not use periods after the abbreviation
ABBREVIATIONS
• Do not use periods after the
abbreviation
• Ensure the abbreviation isn’t a word
in itself ie – letter ltr not let
Word
Abbreviation
Regarding/Referring
Re
Rochester
Roch
Suspension
Susp
Doctor
Dr
Information
Info
Package
Pkg
Letter
Ltr
Board
Brd
ACRONYMS
• Must be known to the user
group
• Preferably does not spell a
word
Words
Acronyms
Freedom of Information…
FOIP
Alberta Teachers’ Association
ATA
Aspen View Public School
Division
AVPS
Notification of Hiring
NOH
Leave Without Pay
LWOP
Leave With Pay
LWP
OTHER CONSIDERATIONS
• eForms
• Searching Ability
•
•
•
•
• OCR
• Keywords
• Title
Expression Builder to autofill the title
Summary, Description etc
Content Rules
Routing
• Viewing within a Collection
• Name
• Date
• Punctuation
• Avoid when possible
• , _ or –
• Versions / Drafts
Finally…
• User Guide
• Implementation
Questions ?
Aspen View Public Schools
[email protected]