Audrey:

Since an EDMS can locate files through a number of mechanisms, the use of a
file plan may not be necessary.  The biggest issue will be to define
document classes which map cleanly into your record series, and which have
the proper metadata attached to enable those involved to locate what they
need and retention schedule computations.  That will support later RM, and
current information location.

That doesn't mean that you CAN'T use a file plan to organize documents.
However, the maintenance may not be worthwhile.  You can, however, use
queries to organize documents into any structure you'd like.  All you need
to do is properly tag things to support such queries.

In sum, there is no one right way.  In fact, different groups will favor
differing schemes, based upon their "world view". I usually start with the
organization that "owns" the document, and then add any metadata that is
needed to support other users and RM.

Does this help?
Bernard Chester, CDIA+, ICP
Principal Consultant
IMERGE Consulting
7683 SE 27 Street, #316
Mercer Island, WA  98040
office: 206-230-9253 / cell: 206-979-7389
mailto:[log in to unmask]
http://www.imergeconsult.com


-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf
Of Audrey Byrd
Sent: Wednesday, October 20, 2004 7:58 AM
To: [log in to unmask]
Subject: Structuring An EDMS

We are in the process of implementing an electronic document management
system. We are struggling with the best way to structure our system so that
it will not interfere with future efforts to develop command media (policy
and procedures), develop a records management program, map processes,
reorganize, etc. We can choose from a department-based file structure, a
functional structure (based on business activity), a process structure
(based on our processes), a subject -based structure, based solely on
document types (correspondence, drawings, reports with associated attributes
for searching), or a structure based on a standard like ISO 9000.

Please respond as to how you have created the file structure for your EDMS.
Thanks!


Audrey Byrd
Knoxville Utilities Board
EDMS System Coordinator
E&O Administrative Services Team

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