Top 10 Requirements For A File Management System

This is a summary of http://www.intrack.com/intranet/10_requirements.cfm
This document reviews file management systems as a separate class of applications but I think it is more relevant for evaluating small scale electronic records management and document management systems. For these types of systems the key features for building a sustainable system will be the selection and application of metadata, in coordination with strong indexing for accurate retrieval. Although folder structure is important for network drive file management, the fact that a file can only exist in one location at a time is a severely limiting factor for effective search and retrieval.

1. Version Control - ability to maintain multiple versions of files and an audit trail of changes.
2. Metadata - ability to create and store metadata about files.
3. Security - ability to set security by users/groups and folder/files with varying security permissions.
4. Check In - Check Out - ability in coordination with version control facility to lock and control the viewing and editing of files.
5. Search and Indexing - ability to automate indexing and facilitate fast, accurate search and retrieval.
6. File Interdependencies and Groupings - ability to create linkages between related files such as embedded spreadsheets in wordprocessed files.
7. Interface - ability to direct the user through a simple, intuitive user interface built upon common technical conventions such as a web browser.
8. Folder Structure - ability to create heirarchical folders and subfolder storage structures for grouping files.
9. File Type Support - ability to contol different standard file types such as Word, Access, Excel, Text, JPEG and HTML.
10. File Retention Management - ability to set expiration dates for automated file review, archival and deletion.

Need information? Find a librarian!

From Ongoing

Real Information Retrieval

A short blog entry from Tim Bray that all librarians will soon be circulating to their friends.

IM/IT Consultants Wanted

The proposed changes to federal government procurement of IM/IT services and solutions means that small and medium-sized enterprises need to band together. Individual consultants may need to align themselves with larger firms if they want to remain IT suppliers to the Government of Canada.

XIST is inviting smaller firms and independent consultants to become XIST associates in an effort to collectively allow us access to future procurement opportunities, share the costs of required insurance, and collectively build on our shared expertise.

The proposed changes to IT procurement by PWGSC (and the recent task force led by Public Works parliamentary secretary Walt Lastewka) will require that contractors pass three stages to be eligible. The eligibility criteria may mean independent consultants are left out in the cold.

To qualify for the lowest tier (contracts under $75,000) potential suppliers will need to show at least three projects in the past three years worth $300,000 or more and cover at least six of 24 designated areas of expertise. And you will be required to hold expensive commercial general liability insurance as well as errors and omissions insurance. Can't meet the criteria? Give us a call. We can help.

Folksonomies

Many-to-Many: folksonomies controlled vocabularies

Here is a snippet of an ongoing debate over the value of 'folksonomies', or user developed taxonomies. Usually I am happy to take sides in these kinds of debates but this one leaves me on the fence.

On one hand I am a firm believer in centrally organized standards. From nuts and bolts to metadata, standards make life a whole lot easier.

On the other hand, I am also a believer in the creative and innovative power of a community, especially a self selected online community.

I will be keeping an eye on this debate as it unfolds further.