When you say Eluxis, you say documentation. Our information specialists work daily on developing, designing, structuring and smartly integrating documentation into systems (the creation side via CCMS and the management side via DMS). In this article, we focus on the management side of documentation: how do you ensure the right digital structure and accessibility in a document management system?
A step‑by‑step plan for a workable information structure and categorization
In the business environment, organizing documents is complex. Hundreds, if not thousands, of documents are stored in a single DMS, documents such as work instructions, quotations, datasheets, manuals, etc. Organizing this large volume of documents requires a structured approach. Documents must be stored according to a shared logic, and agreements must be made about version control and file naming. In addition, not all employees may access all documents, so permissions must be defined. At Eluxis, we use the following step‑by‑step plan to optimally set up a DMS. This plan covers the most important considerations for creating a workable information structure and categorization.
Step 1: Define the objective
A DMS can contain a folder structure, but the disadvantage of folders is that documents can only be found in one way. Anyone who starts their search in the wrong path will not find the correct document. It is therefore important to have a strict and logical structure. An objective could be: giving the folders such a structure that employees can easily save and retrieve their documents. A DMS always makes it possible to search through a search function or via virtual folders (descriptive taxonomy). Accessibility is therefore also an important goal (see step 6). Another goal of structuring information may be: ensuring compliance by being able to demonstrate that certain procedural steps have been carried out.Step 2: Collect terminology and documents
When collecting terminology, we look at the terms employees use in daily practice; when collecting documents, we analyze the content and meaning of the documents themselves. A choice must be made regarding preferred terminology: which terms must be used for tagging and accessibility? Collection does not need to be exhaustive. The aim is to gather enough documents to form homogeneous groups (step 3).Step 3: Form homogeneous groups
By studying the collected terms and documents, several categories can be identified for organizing the information. For example, information can be categorized by theme, by target group, by process, or by editorial form. When creating homogeneous groups, we aim to keep the number of groups limited. In the subdivision of the information matrix in step 4, we focus more deeply on the documents. Subdivisions in subfolders are generally more extensive than the overarching categories.
Step 4: Create an information matrix
The information matrix is used to map the characteristics of each information product. While developing it, we consider authorization (which authorization groups exist and who may access which information). We also define the target group, purpose, form, responsibilities, ownership and the current storage location of documents. We also think ahead about potential metadata that may be assigned to documents.Step 5: Select the system
Based on the categories and the information matrix, a system can be selected. Examples include DMS systems (SharePoint, Alfresco, OpenText, M‑Files) or a network drive. Per main category, a choice can be made about whether and which system is used. Consider version control options and the ability to assign metadata. Also consider that information may be confidential and accessible only to a limited, predefined group. Metadata capabilities are usually one of the most important criteria in selecting a system, along with time, budget and authorization possibilities.Step 6: Configure the system
When configuring the DMS, we define exactly which information must be assigned to documents (metadata). Administrative and technical metadata are relevant (date, file format, etc.), but additional information may also be required (assigned indexing). This enrichment involves adding terminology, a classification code or a brief summary of the document. In addition to metadata, a document must also have a logical file name. The file name influences search results and helps users recognize a document in the listed results.Step 7: Implement the system
During the implementation of a DMS or network drive, the following tasks may be carried out:
- Adding documents and metadata
- Facilitating user needs (how do users want to use the system? Creating folders, creating virtual folders, defining search queries, designing and developing a search portal)
- Facilitating administrator needs (how do administrators want to use the system? Specific access to the folder structure, advanced search functions)
- Continuously optimizing the system
Warm regards, Toivo Lagerweij
t.lagerweij@eluxis.com
Linkedin: Toivo Lagerweij
