"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"

We, too are in the midst of developing a file structure for our
organization in implementing an EDRMS.  We looked at all the different
scenario's and decided to build our structure on the process level.  Our
organization is diverse....one business unit often works together with one
or sometimes even two or three others.  For us building on the process
level allows our documents and records to "cross over" into other business
units.

When we looked at the functional structure, we had real problems due to
our diversity.  For us, this would have been a nightmare to try and
implement.  You have to look at your organization and determine what is
the best fit for you.  Determine pro's and con's for each.  We needed a
file structure that was easily understood because we are allowing users to
"print" their documents directly to our software where they will choose
the classification.  We will make it easier for them by providing drop
down boxes for choosing classification with limited access to other units.
 If the user is not certain where it is to go, it will be dropped into an
area where my records staff can index it.

Hope this helps, call me if you require further clarification


John Annunziello
Records Information Specialist
Toronto and Region Conservation Authority
5 Shoreham Drive
Downsview, Ontario M3N 1S4
(416) 661-6600 ext. 5272
fax:  (416) 661-6898
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