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 Never decide that records “just need to be stored” At any given time, you will have to retrieve it.

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!

Invoice Request eForms Decisions, Decisions… Finance Accounts Payable 2015-2016 Business Name Accounts Receivable Invoice Request eForms

Why is naming so important? Implementing good document/collection names can support the following objectives: Facilitate better access to and retrieval of electronic documents. Allow sorting of documents in logical sequence (e.g. name, date). Help users to identify the items they are looking for more easily and support the ability to recognize the content of a document from a list.

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

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

Order of title details Who When What Where? Why? 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?

Date Precise day or monthly or yearly date Order of date 20160516 2015-2016 Order of date 2016 May 16 Spaces / no spaces Searching ability it is better not to leave spaces

Abbreviations Do not use periods after the abbreviation Word Abbreviation Regarding/Referring Re Rochester Roch Suspension Susp Doctor Dr Information Info Package Pkg Letter Ltr Board Brd Do not use periods after the abbreviation Ensure the abbreviation isn’t a word in itself ie – letter ltr not let

acronyms Must be known to the user group Words Acronyms Freedom of Information… FOIP Alberta Teachers’ Association ATA Aspen View Public School Division AVPS Notification of Hiring NOH Leave Without Pay LWOP Leave With Pay LWP Must be known to the user group Preferably does not spell a word

Other considerations eForms Viewing within a Collection 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

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