- Logically Organized - Just as the compass rose on a map shows the layout in a simple manner, the organization and layout of your data should be intuitive and easy to understand. (Design, data display optimization, search terms, natural language search, folder system, tree/branching layout, numbering/docketing systems, data tags, related/linked files)
- Up to Date - Just as an old map may cause you to run around in circles, your data should be accurateĀ and freeĀ of extraneous old files that are no longer needed. (Data retention policies, continual updates, routine audits, archiving)
- Streamlined - Just as a map of a straight-line from A to B is easy to follow, your data system should highlight and allow you to focus on only the information you want at that moment. (Clutter free, dynamic highlighting, pattern recognition, learning software)
- Easily Accessible - Just as complicated folding roadmaps can be frustrating to work with, your data should be easy to get in and out of. (Searchable, indexed, storage optimization)
- Secure - Just as a pirate guards his treasure map, the map to your data must be protected. (Limited access, passwords, user accounts, access management, intranet, VPN, firewalls, information security)
Ctrl+F in Real Life & Mapping Data
What if you could press a button and instantly be presented with your lost keys, the outfit you wanted to wear, the ingredients you need for your recipe?
Although we live and breath in the real world, we operate in the virtual world because of the data storage and magical searching capabilities it offers. In terms of the underlying policies of intellectual property protection (that is, the grant ofĀ a valuable property right in exchange forĀ public access to the products of your mind), the indexing of information so that those who want to find it can is of the utmost importance. Why own something unless you can find it when you want to use it?
In this way, indexing and thus managing access to information is an externalization of one mind for the benefit of others. Externalization is beneficialĀ for the same reasons that statutes of limitations are: Memory is fleeting.
I remember where I put my keys, but only up to a certain amount of time. Further, if I am suddenly unavailable and someone else needs my keys, how would they know where to look? This externalization of the mind and memories allows us to be free from having to remember how to find somethingĀ ourselves and affordsĀ others the chance of finding it as well. It is an informational treasure map. And just as map making has evolved and become so precise that we can nearly walk along every path on the earth virtually, indexing has come a long way from card catalogues to the searchable internet. The better the map, the easier it is to find what you're looking for.
Thus, document management systems (which are in essence the maps to your data) are important for accessing and using that data in the most efficient way possible. Here are the top fiveĀ features of a document management system and why: