Filing System

imageA picture is said to be "Worth a thousand words".  I figured then an animated one would be worth lots more.  One reason maybe why I kept procrastinating getting this done – it looks like a numerous task.  What’s been set however has to be done, thousand words or a screenful should suffice, eh?

Would have proudly shown in here the animated Prezi I’ve created for this blog, where you can watch it play as you read this article.  With my free blog account though, that is not possible.  For now have to live with viewing Prezi from this link: http://prezi.com/fekzgz9bomss/filing-system.  Or maybe in the near future I can utilize my R&D site for that.  Again for now, I’ve to focus on getting this done.

The first portion of the animation is on showing examples of the physical filing of company’s documents.  I started from planet earth, sure made me glad I don’t have to work at the galaxy level. From there I showed group of buildings which represents various companies.  As far as Filing System for this blog is concerned, that should be the highest level of the system.  And from there, we focused on a single building and showed how it is typically divided into departments and sections.

Further shown on the animation, is how companies normally does their Filing System, i.e. each department and sections maintain their own files.  Mostly, their files are available only to their specific group but there are cases that files are available to the rest of the company too, even to the public, as in the case of the reception, for example.  What I’m trying to say here is how we group our files in the Physical world, later we’ll discuss about the advantages of taking it into consideration in designing its Digital equivalent.

In the Physical system, if you’re looking for an invoice for example, the Accounting Department could be the first place you’ll have in mind.  And to go to the department, you have to know the floor and room numbers and the cabinet and folder that was used in archiving those document.  Normally of course, you’ll need some sort of authorization to do so, as it was mentioned earlier, each group maintain their own files.

I hope at this point we’re clear on the Physical Filing system, their level of groupings and how documents are normally filed according to their specific type of filing cabinets and folders.  Mostly we have A4 size papers bounded in the folder and shelved to their specific cabinets.  Some companies also have to file bigger papers as in the case of Engineering Drawings, which have to be filed in their respective filing type.  Other than that, there are also media that has to be filed and again, it have its own specific filing structure.  Micro-films for example has long been used in archiving documents and I guess till now is still being utilized.

imageNow that we have somehow clearer understanding of the Physical Filing System, let’s go digital.  In the digital world, we have all the flexibility and we can file electronically however we want it.  To be more intuitive and easier for humans though, it would make sense to design the system pretty much similar to the way the physical world operates. As in the folder structure shown in the animation and right beside this paragraph, it could be arranged such that levels would be by:

  • Company
  • Department
  • Section
  • Project/Activities
  • Types
  • Etc…

This way, it will be easier even for system administrators to assign the security level for accessing the digital files.  Access could be granted to specific department or folders only, even to specific project and file types only.  Other Filing System could be implemented in the digital world and as long as users are happy with them, that should be acceptable.  In the Enterprise implementation especially, whatever system as long as it is standardized and security is maintained, that should do.  Would appreciate any thoughts on this matter, kindly post comments below.

So how did I do?  As far as "thousand words" is concerned, yet have to make it till this point, which is just 717 words till the dot at the end of this paragraph, according to the "Word Count" function of the blog software I’m using.

Hmm, have to make it at least a thousand, Thanks for your patience reading till here.  Couple more thoughts not mentioned yet is again about security.  In the Prezi animation, I’ve shown files and mentioned that it has to be more secured hence it is inside the vault.  In the Physical world, sometimes this is located in place only few people sees.  At times it is even camouflaged such that even the whole vault itself is not visible.  The digital system has better alternative as it could even be set up such that people who have no business with the secured files will not even be able to see those.

Other than security, the digital world also has the advantage of easily creating and distributing copies compared to the physical system.  In fact, it is a normal practise for companies to always have backup, i.e. 2nd or 3rd copy of the files.  That would be a very tedious task to do on the paper level, imagine doubling or tripling the amount of trees we have to cut down to maintain the system.  While on the digital world, a very small microSD for example can hold copies of tons of papers.  Figuratively, I’m not really sure  how may copies can be stored but I’m sure it would be significant amount of papers.

Yehey, we’re almost there, said 938 words from previous dot.  Why did I ever start with the "thousand words", eh?  I should have kept it into a screenful and I should have long been done.  Enjoyed keeping on thinking and typing though, not sure if you the reader could say the same.

And now for the final paragraph to complete my "thousand words" or more article, I bid you adieu and hope to get you occupied for few minutes of reading an article mostly technology related.  Don’t forget to share your thoughts on the below comment.  Cheers!!!

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