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“Read, Interpret, Classify and Code” these are the four basic activities for the individual using document and records management systems. The organisation’s ability to retrieve all relevant documents, when needed, rests heavily on the accuracy of the individual. Individuals code as individuals, their day is influenced by all the vagaries of modern society, those same influences can effect how they perform these basic activities, in particular, classifications. The hard pressed power user may generalize for expediency or under the same pressure, use a single classification when perhaps multiple classifications are required. You may argue the records management system has “Folder Inheritance”, yes, but in a fast moving organization that may only represent history as new and perhaps multiple classifications are constantly required.
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MindServer certainly doesn’t seek to replace the architectural record manager, it does however seek to automate, to give the record manager complete and constant control. From the perspective of the user, the need for training, the need to spend time identifying the right classification(s) is reduced as MindServer reads and suggests classifications or removed entirely with MindServer automating the process in background.
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Most document process control projects are costed with the ROI approved on a “whole-of-life” basis. The initial capital costs of hardware, software and services of the project represent a very small percentage of the whole of life costs. Sustained staff training, slow user acceptance, system monitoring and maintenance services accounting for the bulk of the whole of life costs. MindServer’s ability to automate the “four basic activities” substantially reduces these costs, a dramatic improvement to the ROI is the result.
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And don’t forget, while MindServer has been supplying classifications and codes to the document management system, each document it reads, MindServer is learning, accumulating knowledge of concepts, topics, relationships and entities contained in the document. Broad centralized browser-based retrieval across the entire organization’s repositories are moments away for the authorized user. |
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