Designing an Index Structure

Organiser Document Management Software, Indexes are the “tags” or “categories” you place on your document. The two main purposes for indexes within Info-Organiser DMS are as follows:
1. Indexes are used to efficiently form part of the file name. That is Info-Organiser generates the file name based on the indexes you select.

The advantages of Index generated file names are:
a. Ensures that the file name follows a consistent methodology for file naming. Most businesses, unwittingly, have inconsistent protocols for naming files plus file names can vary from person to person. When a new person joins the organisation, searching for files can create chaos and sometimes involves guess work and mind reading. An example of this was when we implemented Info-Organiser at a Financial Planning Practice, a simple commonly used term was ‘Superannuation’. However filing was done using variations like: Super, Super Ann, SA, etc, making a search frustration and time consuming. Having one term that everyone is guaranteed to use removes this problem.
b. Saves time repetitive typing as predetermined Indexes are selected by an easy point, click and choose from a drop down menu. No more guess work or inconsistencies.

c. Unique to the Info-Organiser system, Indexes create virtual ‘smart folders’. These folders and sub folders are able to be browsed instantly. You can change your folder tree view by changing the Index type. This will re-arrange your folders in seconds and present your documents to you in a new folder view. Further this ensures all document are never filed in the wrong folders or sub folders.
Plus individual users are able to adapt the folder view to be relevant to their specific area or preferred structure.
2. Indexing is linked to Searching. Info-Organiser DMS allows for all indexes to be searched. Indexes can be added to refine searches function by adding index search criteria.