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Information Management

Information Management. determining Tree structure and Naming Conventions. Collecting information:. Meet with each Department, School and/or Individual involved Get to know the existing filing system in each area Determine where you will be starting the process

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Information Management

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  1. Information Management determining Tree structure and Naming Conventions

  2. Collecting information: • Meet with each Department, School and/or Individual involved • Get to know the existing filing system in each area • Determine where you will be starting the process • Never decide that records “just need to be stored” At any given time, you will have to retrieve it.

  3. Research to implementation? Plan your Content Map or“tree” on paper first • Put thought into permissions when doing this – if your permissions are limited for certain documents, you don’t want to put them in the same collection as other documents that totally different departments need to access • Are the documents or collections public or private? • Don’t mix the two… what if permissions get changed inadvertently??? • Retention Schedule • Per document or per collection • Preset or determined with uploading documents • Know the legal obligations to retaining and disposing!

  4. Decisions, Decisions…

  5. Why is naming so important? • Implementinggooddocument/collectionnamescansupportthefollowingobjectives: • Facilitatebetteraccesstoandretrievalofelectronicdocuments. • Allowsortingofdocumentsin logicalsequence(e.g.name,date). • Helpuserstoidentifytheitemstheyarelookingformore easilyandsupporttheabilityto recognizethecontent ofadocumentfromalist.

  6. Naming Convention Considerations • Search Function • Order of title details • Dates • Abbreviations • Acronyms • File path and document name – keep them short but comprehensible

  7. Search Functions • Really what is the document about? Does everyone see it the same? • How can you find it the fastest? • Be Accurate and precise • Use Summary and Metadata, when necessary • Use advanced search – contains, does not contain, where it contains it, type of document

  8. Order of title details • Who • Student or employee name • Location • Is it from us to someone else or vice versa? • When • Date • Specific day or general year? • What • Is the document about something specific • Suspension • Absence Report • Where? • Location happened • Location to file • Why?

  9. Date • Precise day or monthly or yearly date • 20160516 • 201605 • 2015-2016 • Order of date • 20160516 • 2016 May 16 • Spaces / no spaces

  10. Do not use periods after the abbreviation Abbreviations • Do not use periods after the abbreviation • Ensure the abbreviation isn’t a word in itself ie – letter ltr not let

  11. acronyms • Must be known to the user group • Preferably does not spell a word

  12. Other considerations • eForms • Expression Builder to autofill the title • Summary, Description etc • Content Rules • Routing • Viewing within a Collection • Name • Date • Searching Ability • OCR • Keywords • Title • Punctuation • Avoid when possible • , _ or – • Versions / Drafts

  13. Finally… • User Guide • Implementation • Questions ? Aspen View Public Schools darcy.marks@aspenview.org

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