Step 1. Creating the Document Filing Environment

Central to the usability of any electronic document management software system are the features that enable users to browse a single location to find information.

In unstructured environments – most typically a shared network drive – the tendency for the document folder hierarchy is to be too shallow or too deep, preventing users from browsing the system efficiently. Studies have shown that for every level that a folder-file hierarchy is greater than 5 it is exponentially more difficult to browse to locate documents as users are forced to drill deeper and deeper into a nested series of folders. In addition, hierarchies that are too shallow – files stored in less than 3 levels deep – typically force users to scroll down long lists of folders to arrive at relevant information.

This is a proven concept as for years businesses have used filing cabinets to organize documents to at least 4 levels with Cabinets, drawers and folders filled with files. Controlling this ‘shape’ of the document storage framework involves management in 2 dimensions for optimal browsing.

FileHold promotes documents storage provides a hierarchy that models the real world with Cabinets, Drawers, Categories and folders. The following filing scenarios exist:

4 level filing: Cabinet / Drawer / Folder / Files
5 level filing: Cabinet / Drawer / Category / Folder / Files

 

Library Administrators Control the First 2 Levels

To prevent the folder structure from becoming to shallow, the creation of the Cabinets and Drawers is centrally managed by library administrators forcing users to file documents at least 4 levels deep. Users are forced to select down to at least 3 levels before filing can occur. FileHold also controls the depth at which folders can be added ensuring that filing beyond 5 levels doesn't occur. The resulting document filing framework is optimized for browsing by all users for both document and records management scenarios.