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Organizing and Classifying files in DMS

Updated: Jan 6, 2023

Considerations when selecting ECM for your organization.

Indexing all records and documents, these records must be classified and organized according to defined taxonomies.

Having a solid foundation and following best practices are necessary to ensure successful document management implementations.

In categorizing business content, we can set rules as to how this content should be handled, including whether it should be retained or disposed of. When a file is created, executed and has consistency.

The best practices for classification and taxonomy.

A taxonomy in business is a classification that has been established in advance. There is a hierarchical structure to the content. One of the important aspects of managing your records is categorizing them.

The accessibility of information is greatly improved when content is logically arranged and categorized. When designing a taxonomy and metadata model, it is essential to use a methodical approach.

A document classification scheme groups documents based on terms, allowing them to easily retrieve, store, and manage through the life cycle (including disposition). A few objectives and questions will help guide the design.

  • The content is reviewed by the appropriate individuals to ensure accuracy.

  • Using the same template or format is maintained consistently by following a style guide

  • All relevant departments such as Legal, Finance, AP&AR, HR, Contract, etc. must be able to access all pertinent information without manually examining multiple volumes of data

  • improving operational efficiency by increasing content discoverability

While defining taxonomies.

Ideally, the top-level functions should have seven to twelve levels, with no more than two classification levels.

  • Consistent, clear, and concise expressions that will remain consistent for the foreseeable future.

  • Easy navigation makes the job of your records manager easier.

  • The application is equally suitable for digital and physical records.

Once the taxonomy has been created, you can begin classifying your content. Depending on the contract end dates, a disposal rule may be determined. The disposal rule must be applied according to this date as soon as possible after the appropriate period has elapsed.

Finally, taxonomies, metadata, and classification models can result in many benefits for organizations. You can improve business intelligence and productivity by improving access to information and discovery, capturing meaningful data, and automating processes.

Enterprise taxonomy strategies are essential to maximizing the business value of enterprise document management investments.

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