Establish a well thought-out taxonomy
Taxonomy is defined asclassifying organisms into groups based on similarities. Why is taxonomy relevant for document capture? For several reasons, including security, quicker access to information and retention policies. So, if you work backwards in the methodology of how and what, technology to implement for your document capture solution a solid consensus of the end result is of paramount importance. The end result is typically a high-quality scanned image conducive for data capture (OCR, ICR, OMR, bar code, etc.) and the metadata itself. So if your taxonomy has organized methodology then it should assist in making your document capture strategy fairly obviously. Let’s take security as a benefit for a well thought-out taxonomy strategy. By segregated documents based on a logical taxonomy, organizations are afforded an addition level of comfort knowing that a set of security policies can be applied to, for example, Human Resource, documents allowing access to everyone for a general set of available scanned documents such as the café menu which is clearly not a information sensitive document. Additionally, another benefit of a well thought-out taxonomy is quicker access to information for users. Many content management software applications and search engines use a ‘crawl’ method to check newly added content and add them to an index (database) which is then searchable. As you can imagine, common sense and logic dictates that ‘crawling’ a more narrow scope is much quicker to keep the database up-to-date, but also access times could be considerably less by not having to search the entire database and only the relevant data indexed. This makes access to data quicker. Lastly, in regards to retention policies, having your data well organized is a major benefit for this area. Imagine that an organization has all of their tax documents properly electronic stored via a well thought-out taxonomy in their content management system. If they did then easily, and within corporate governance standards and policies the organization can removed these images from their repository based on a retention schedule. So, as illustrated, investing the time to develop a strong taxonomy is important for many reasons including security, searchability and retention.