Careful planning for successful document management
Before implementing a document management system, DCS consultants will help you identify document taxonomy requirements and advise on how to build these into your solution. The criteria used to organise, store and name documents can incorporate standards such as ISO or XMI, or derive from organisation, process or user-specific requirements.
Time invested in carefully reviewing taxonomy and document classification requirements will pay back through time saved when using the document management system. A well thought-out taxonomy will affect the extent to which you are able to successfully automate document capture, by driving the automated routing and storage of the captured documents.
Examples of the benefits of effective taxonomy in automated document capture
You stand to gain maximum benefit from a document management system by adding documents to it as soon as they arrive in the organisation. Typically, this will involve paper document scanning and capture and document capture from inbound communication channels such as fax or email.
Once documents have been captured, the carefully elaborated taxonomy rules will drive the way in which they are handled by the document management software. The ability to automate document handling and archiving means pre-determined file naming conventions and storage rules will be automatically implemented for each captured document, eliminating arbitrary file naming and storing by users.