Enterprise Document Management: Folder Management And Classification

Do you really care about document management when you are busy with computers every day?

Some people say,

It's like picking up your room, whether it's in order or not, and using it comfortably.

But have you ever tried to find a root pin from a chaotic warehouse? Can you really appreciate the importance of document management only when you encounter problems?

With existing solutions, through folders and file labels

It is the most common and effective management method.

Folder system.

Since we usually use the naked eye to find information, the number of information and the number of information in each category should be balanced, and the less the better.

The folder should be arranged in a clear order, and an efficient sub classification tree should be designed, and nesting should not exceed four levels.

The classification and arrangement of folders should be classified according to the types of documents in principle. They can be classified into two levels according to dates and objects.

The single and shortest archive directory can be found for each archived electronic document.

Directory names can be composed of business objects and date information.

At the same time, the specific folders division preferably follows the following principles

The 1.MECE principle -- Mutually Exclusive is not as overlapped as possible, and all directories are exhausted as far as possible (Collectively Exhaustive) to ensure content integrity.

Try to ensure that the boundaries between different catalogues are clear and close.

Try to avoid that the same document can belong to different catalogues at the same time.

In case of exhaustion, file storage and distribution should be considered as uniform as possible.

2. the principle of convenience - directory structure must conform to its own usage habits and facilitate access.

3. stability principle - the entire catalogue should be relatively stable, and it will not change frequently.

4. security principle -- directory classification is convenient for privilege management.

The naming of folders is also not cursory.

1. simple and easy to understand - naming needs to be easy to understand and avoid using unfamiliar words as far as possible.

2. avoid duplication. Try to avoid duplication of names or overlap of other names.

3. standardization of symbols try not to use special symbols.

For special symbols, it is necessary to unify the meaning and use, such as "/" to indicate the conjunction, and @ @ to indicate the directory being processed.

4. number sorting. For directory structures that need to be arranged in a specified order, the numbers / times / numbers and other serial numbers can be attached before the name of the file.

For temporary files, it is best to set up temporary folders in appropriate locations to facilitate the storage of all kinds of temporary documents.

The files in the temporary folder need to be cleaned regularly.

It is necessary to move to all kinds of fixed folders in a timely manner.

Labelling system.

Since we usually rely on search to find information, the more detailed information we can give the search engine, the better.

The meaning of tags is to give the search engine as much information as possible and quickly locate files.

The number of labels can be unlimited. The labels of each document should be as thin as possible, and the information contained will be more accurate.

If there are too many labels, will it be messy? Don't worry. Tags are used to search, not to see, and to believe in the ability of search engines.

However, it should be noted that synonymous labels should be unified as far as possible so that the search is more accurate.

The difference between the file label system and the folder system is that the folder system is classified by the logic of knowledge (such as a company document, a two company document), usually a tree structure, emphasizing the theme and archiving of the document;

The label system is classified according to the nature of knowledge (such as contracts, product parameters, etc.), usually flat structure, emphasizing the classification and retrieval of documents.

It is equivalent to the physical features of a document. It may be a few key words in the full text, the creation / modification time of a document, the type of a document, and the description of a document.

A file can have one or more different labels, each of which can show the unique knowledge of the file.

Through detailed file labels, we can help us to locate all kinds of required files quickly and accurately on the basis of the basic directory of folders and according to the information we know.

The naming of files should follow the above naming principles, but they can be more comprehensive and detailed.

Multiple labels can be added to the same file.

Document management can help us improve efficiency, do well in storing documents and enhancing knowledge.

For individuals, people can still classify documents according to their personal preferences and habits.

But if in a business, you use time to divide the files, I use the type to divide the files. You use QQ to pass the information, and I send information by mail, which inevitably makes management inefficient and complicated.

Standardized and unified document management system can bring real value to enterprises.