Document Index, part 3
“Congratulations you are accomplishing your first New Year’s Resolution! Continual Learning and putting that learning to use. Are you having fun yet? I am.” Carl
Document Index
In Document Index, part 1, we learned what a Document Index offers. Defined the Document Index as a method to easily manage all your work documents that are part of your Document Pyramid in one easy reference tool.
In Document Index, part 2, understanding a document Index is an inventory of our business’ documents. Then began the process of organizing our documents into the Document Pyramid. Metadata was discussed and how metadata is used to filter and search for your documented information within the Document Index.
5 Easy Steps
Listed in Document Index part 2 of the series are:
Step 1: Document Inventory
Step 2. Metadata
The next three steps are shown below.
Step 3: Five S
Regardless of the solution chosen to organize and manage your company’s documented information, it must be organized and easy to use. Therefore, Five S your Document Index.
Seiri (Sort) separate documents, with a review process, into needed and unneeded. Archive or remove the unneeded.
Seiton (set in order) arrange the documents for easy reference using the Document Pyramid levels. Define and set the metadata of your documents (see Metadata).
Seiso (shine) create/update and implement standard processes and formats for naming, identifying, and filing.
Seiketsu (standardize) repeat the previous 3 steps at frequent intervals to maintain document organization.
Shitsuke (sustain) form the habit by always following the four steps outlined above.
Step 4: Build Structure
In the Document Index, part 1, an example of a Quality TLC’s Document Index was shown. The basic fields (columns of information) for each record (documents) will include specific pieces. Let us start with these basics.
From here, working with your interested parties, you will define and add the metadata that is important to the company. Metadata will help you maintain your documents’ value, ensuring the documents are suitable and appropriate for the intended use.
As with many optional items, it is best to start with a shortlist and add as needed. The list can add value with less than 10 fields and can easily grow to over 30 fields. The higher the number of fields (columns) the more work it is to maintain.
HINT: monitor the use of metadata, then remove or update to increase value.
Our goal, just as with the Document Pyramid, is only to use/implement what is necessary to be effective. There are few rules here, so make it work for your business.
Using Microsoft Excel your Document Index form should look like this.
Step 5: Populate
Enter the data for your documented information into the form just created – your Document Index. For each field (column), do your best to control inputs with drop-down lists, validation checks, and so forth. Eliminate redundant (useless) data, free-form fields, and ensure data is stored logically as much as possible. Depending on your business’s current document count, it can be a job getting this task completed.
This is a fantastic Kaizen improvement activity.
As you progress entering your documented information, creating the hyperlinks to the actual online information, and inserting your metadata it should begin to look like what we use at Quality TLC (sample shown above). Of course, your field (columns) and records (rows) will be different (to suit your business) and may have fewer or more fields.
Finally, it is not too early to begin thinking about and sketching out your implementation, training, and awareness plans.
Document Index Summary
A document index is an asset list of all the business’s Documented Information (retained knowledge, the ROM [Read Only Memory]). A Document Index supports auditing, design, development, operations, purchasing, sales, training, …, every corner of the business.
Documented Information must be easy to locate when needed. Metadata helps the search (especially when you do not know the document ID or Title). It allows control over documents to avoid unintended changes or deletion. Maintains the record of changes. Supports compliance and conformance audits with easy references. When organized properly, it does not take a workforce to maintain and control.
Quality TLC is here to help you succeed.
Watch for our next posts! New Series based on popular requests and interests.
Cherished Reader, if you found value in this Document Pyramid series, please provide feedback. While I enjoy accolades, I learn more from your comments, suggestions, questions, and requests. Sign up at www.qualityTLC.com to receive my weekly posts directly to your inbox. Thank you so much for allowing me to consume some of your valuable time on this subject.