Hybrid filing schemes: the use of metadata signposts in functional file plans

Abstract

Purpose

The purpose of this paper is to highlight the problems of using metadata to file electronic documents as well as the problems of using a purely functional filing scheme. It aims to explore how a functional file plan can be created from a business classification scheme by inserting “metadata signpost folders” at strategic points in the filing hierarchy to create a “hybrid functional file plan”.

Design/methodology/approach

The paper draws on experience and published literature to discuss methods for creating a hybrid functional file plan.

Findings

The paper concludes that functional filing is the only method of filing e‐documents that can effectively support good information management practice, enabling all e‐documents to be managed in line with corporate information management policies, and that it may also be the only viable method of providing true “shared” filing in support of knowledge management and business efficiency.

Originality/value

The article shows that a functional filing scheme, retrieving, cross‐referencing and grouping documents by subject (or other metadata attributes) requires special measures and suggests that current IT, EDRM and related technologies may not fully meet the requirements by searching/sorting on metadata terms. It may be necessary to compromise a purely functional file plan by the inclusion of metadata “signpost” folders into the functional folder structure in order to create a hybrid functional file plan.

Citation

Morelli, J. (2007), "Hybrid filing schemes: the use of metadata signposts in functional file plans", Records Management Journal, Vol. 17 No. 1, pp. 17-31. https://doi.org/10.1108/09565690710730679