Sorting documents into relevant classes and storing them in a hierarchical directory structure with meaningfully named folders makes subsequent retrieval easier. Even in this age of search, this type of document retrieval can prove superior because search typically brings up many documents for each query.
1. The typical Windows directory structure is a good example of hierarchical directory structure. Windows has a top level Desktop, folders like My Documents on the Desktop, and sub folders like My Pictures under My Documents and probably a Venice-Trip sub-sub folder under My Pictures and so on.
2. Provided all documents are properly classified and stored in meaningfully named folders (as Windows has done), it is quite easy to navigate to the relevant folder and retrieve needed documents.
3. Proper classification involves deciding upon a standard protocol for categorizing and naming each kind of document. This cannot be left to individual users as that will lead to a chaotic situation with each user adopting classification systems that others cannot make sense of. Expert document managers must be involved in developing document classification systems and then ensuring that it is implemented.
4. Document classification is more relevant for unstructured documents such as correspondence and reports. Structured documents have standard attributes that are used to store them in appropriately structured databases. Desired documents can then be used with database queries using relevant parameters, as when an invoice is retrieved by its unique serial number.
5. The way documents are likely to be searched for typically determines the classification method. For example, invoices will usually be searched for by customer, product, date, etc and the database will be structured to include fields for all these values.
6. Appropriate classification can also help tasks other than retrieval. For example, documents can be tagged with their archive-by and expire-by dates, and then programs can automatically move them into archives or disposal queues on relevant dates.
7. Another useful tag is concerned with the business-sensitive nature of documents. Documents that are tagged highly sensitive will automatically become tightly access-restricted with only top level executives able to access them.
8. A Microsoft blog (http://blogs.technet.com/filecab/archive/2009/05/11/windows-server-2008-…) identifies the following properties as the most sought after ones for tagging documents: Personal information (yes/no), Business criticality, Confidentiality, Project, and Retention period. Documents tagged using these classes can then be handled appropriately using automated routines.
9. The blog lists specific business benefits that can be obtained in such a classification scenario.
Document classification cannot be left to the whims of individual users. Instead, a well-thought out classification scheme that will make subsequent retrieval easy must be developed by competent experts and implemented throughout the organization. Actually, relevant classification methods can help automate several document-related routines and thus save costs.