Document Index, part 1

“We all grew up with tools. Tools we use to do the daily tasks around us. From the common table utensils, used to prepare and eat our food, to the rockets and spacesuits we use to explore the outer reaches. However, tools are rendered useless when we cannot locate the right tools for the job at hand. Your documented information is a large portion of the tool chest in your business.” Carl

Recap Document Pyramid

In the previous 7 posts, we explored the four levels of the Document Pyramid.  We examined cascading documented information from high-level ideas and plans (level 1) into the world of Procedures (Level 2).  At Level 3, we examined Standard Work or Work Instruction.  The results from Level 1 through Level 3 are captured and retained in Level 4 which contains Objective Evidence.  The references to aid accomplishing the desired results in Level 1 through 3 and resulting actions completed and records of the performance.

The value of documented information, Policies, Procedures, Work Instructions, and Objective Evidence can be immense when exploited or, when disregarded, a burden to growth.  The dividing line is whether you manage the documented information or allow it to manage you.  This post will describe methods to manage all four levels.  The Document Index allows you to have all documents at your fingertips and know their availability and suitability for use in current operations.

Document Index

The Document Index is a tool. Simple to use system that can scale with the business.  A tool to help manage the wealth of knowledge your business needs to operate and grow.  As with any tool, it needs to fit the job.  A small company, with relatively few documents, can manage documented information with a simple list. Although as the company grows, a scalable solution is needed. 

Basic tools may still be appropriate; Office applications such as Microsoft Excel or Access will suffice to provide a database of your documented information and will scale nicely through tens of thousands of documents.  Very large corporations may need a more integrated and comprehensive solution with a SQL database and an XML user interface or implementing a costlier solution like Fusion Middleware Using Oracle WebCenter Capture.

My preferred method is using Microsoft Excel (even over SharePoint) for its well-known use, existing knowledge in businesses, easy-to-use application, inexpensive solution, and can be very powerful when applied as a pseudo database. Most people in business know-how to open and use Excel, fewer know how to use SharePoint and Access. The Document Index is a database of documented information to control access while allowing defined users to utilize, review, and change/refresh.

The picture shown above is the Document Index used at Quality TLC. The “Doc ID” column is a unique identifier for each document. Our document Index is integrated with our online business process map (for another blog post). The blue color and underline indicates the hyperlink to the actual document. The remaining columns are metadata for each document. Metadata allows for improved filtering and searching of documents. More on this in the next post.

Document Index Value

There are a host of reasons to organize and maintain your businesses Documented Information.  Below are a few reasons, although I am willing to bet that if read this far, you have a few reasons of your own too.

• The index enables fast and easy management, location, updating, and control of documents.

• Documents are required in every audit.

• Enables Standard Work.

• Fosters workforce competency and development.

• Communicates activities, values, and direction internally and externally to interested parties. 

• Describes the complexity of processes, their interactions, and their relationships.

• Provides the data and information to analyze and evaluate process, product, and service performance for suitability and effectiveness.

• Records show actions completed and the results of the process.

• Enables continual improvement.

In my next post: Document Index, part 2, we will review the organizational aspects and begin the process of building your own Document Index in 5 easy steps! Then in Part 3, we’ll finish putting the whole Document Index together.