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Access to information is changing with the proliferation of interfaces and distribution channels. By dematerializing their archives, their invoices and other documents, companies have moved from the old cabinet filled with paper files and coloured folders to a classification plan certainly digital, but still static and at least “siloed”.
Rapidly access any data
The user must be able to efficiently and quickly access any data, whether hidden in silos or lost in thousands of product sheets. Today, the banking advisor, for example, can handle several applications at the same time, without a professional problem across the board. Everything is compartmentalised. To make an banking advisor effective, he/she needs a 360 ° vision in order to respond as quickly as possible to the clients’ needs, while keeping a precise business approach.
In the ECM, this translates into classification plans. With EDM, Electronic Document Management, users such as banking advisors for example work with qualified, categorised and classified documents, but with a sequence of endless records. This often corresponds to a business view that remains static and fixed in time. For other areas, such as the back office, financial services, compliance management, etc., the views proposed by this plan may not correspond to an effective ranking from their point of view.
Finding a happy medium with a dynamic ranking plan
Having an internal Google indexing documents would be a solution but it is not a panacea, because the user’s point of view is not represented in the list of results obtained. The ideal balance between a traditional ranking plan and a Google is based on a dynamic ranking plan applied to all documents. Several direct interests to this:
– the professionals would find their documents necessary for their own vision much more quickly and while having a reassuring vision of a plan;
– the way to find the documents according to each profession would be dynamised; facilitating the consultation of related documents. The accounting view would be different from the view of the client advisor.
With a dynamic ranking plan, each knot in the tree is a search query. A number of search criteria would be used in the function of professional context.
Views in graphs, in portals, dataviz …
There are also graphical views where nodes are connected by links that are more or less weighted according to certain criteria and with an exploratory document view: thus, the user has access to a document while having the possibility to see all the documents which are connected to it according to a defined business axis. This is ultimately version 2.0 of the traditional filing system. The goal is to be able to combine search queries to refine and filter items.