1544Re: trying to improve a doc management system - where to start?
- Sep 6, 2006Annette,
I would say the fundamental issue is based in findability. The
success of any technology, especially as it applies to Knowledge
Management solutions like RM/DM tools, is based on a solid
understanding of the business culture. How comfortable are those in
your organization in using technology, in general? Is the structure
and labeling of the content ingrained within the organization or is
there room to create change which will increase the organization's
capacity (read "persons" capacity) to find information quickly, and
(Related to this line of thinking is a recent article in
CIO Magazine about going beyond scope, budget, and time to measure
successful IT projects including Use, Learning, and Value as core
requirements to measure success and failure:
Without knowing more, I would suggest the structure of the filing
system is critical; to both the capacity of Sharepoint to recognize
and manage the information being queried; and for your capacity to
keep up with the various documents that come across your desk for
To test this theory, one solution would be to do a content inventory
or at least a representative sample of the documents you are managing.
From this you can get a feel for how the content should be structured,
labeled, organized all of which can drive a more effective and
efficient metadata solution within the taxonomy. (A taxonomy
created by an understanding of how those who are using the system
would think to find information not just on how it has always
been structured, or on how you would find / organize everything.)
Without knowing more, that's my "two cents". Am I close to
understanding the issues you are facing or do I need another cup of
Best of luck!
--- In TaxoCoP@yahoogroups.com, aafeldman@... wrote:
> Hi all,
> Iâm very new to the group and am having a bit of trouble even
phrasing my question, but Iâm hoping that someone will recognize
what I need and can give me a gentle push in the right direction.
> Iâve been asked to improve the functioning of a document
management system that is currently (and for the foreseeable future)
based in Sharepoint with a somewhat improved front end for querying
based mostly on customized attributes. The current structure of the
files is based on a mix of 1) time (current vs archived), 2) market
segmentation (eg., macro vs micro), 3) groups of information that are
generally requested together (eg., standard performance measures), and
4) random other topics.
> With the help of some documentation, I have been able to load files
where they belong according to this system. Iâve been investigating
topic maps to try to find a more consistent way of organizing the
info. I think my first questions is, given the retrieval system of
queries and the fact that I am the only one adding documents to the
library, how much does the actual structure of the files matter, and
is this an area I should be spending any time on? There is something
of an issue with findability, but I think this is largely based on
incomplete or erroneous metadata in the attributes fields.
> Yes, I am signed up for Sethâs upcoming series on content
management, but in the meantime, any advice on where to start? Thanks!
> Annette Feldman
> Portfolio Analytics Research Librarian
> 300 Campus Drive
> Florham Park, NJ 07932-1038
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