1. Information Management
determining Tree structure and Naming Conventions

2. 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.

3. 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!

4. Invoice Request eForms
Decisions, Decisions…
Finance
Accounts Payable
Business Name
Accounts Receivable
Invoice Request eForms

5. 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.

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

7. 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

8. 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?

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

10. 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

11. 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

12. 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

13. Aspen View Public Schools
Finally…
User Guide
Implementation
Questions ?
Aspen View Public Schools