Re[2]: Mass documentation organization effort

Subject: Re[2]: Mass documentation organization effort
From: Melissa Owsley <melissa_owsley_at_mibing__mis -at- CCM -dot- FRONTIERCORP -dot- COM>
Date: Wed, 14 Jan 1998 16:36:05 -0500

______________________________ Reply Separator _________________________________
Subject: Re: Mass documentation organization effort
Author: Kathryn J Acciari <acciari -at- ACSU -dot- BUFFALO -dot- EDU> at INTERNET
Date: 1/14/98 2:21 PM


Gina,

On Wed, 14 Jan 1998, Gina Hertel wrote:
<snip>
> (1) Does a company-wide documentation organization project seem
> like something that could/should fall under the responsibility of the
> Technical Communications Department? <

Since it would appear that this would involve the placement of files on a
network, or Intranet site, then yes this is appropriate for the Tech Comm
Dept. If it is a paper project, with no electronic file management
involved, then I'd say it seems like more of a job for an administrative
support person who owns a large file cabinet.

The job of information organization is not appropriately left to
administrative support people who have not had training in the area.
There are two professions devoted to the study of and the implementation
of libraries: librarians (specifically catalogers) and records management
professionals. Either of these two professionals are well-versed in the
needs - some not obvious - of the users of such a library.


> (3) If yes, how would any managers/members of a Technical
> Communication department go about doing this? <

I'd set up a location on my company's file server, with a subdirectory for
each department. Then train each department to store their documents in
the appropriate folder. The directories would, of course, have to be
shareable across the company. You could store the index document in the
root directory.

There is an abundance of software available which can automatically create
and maintain indexes with some human intervention. Directory structure is
not really an important consideration when dealing with already existing
documents whether they are online or off-line.

> (5) Does anyone have any idea how LONG a project like this would
> take? <

Depends on how cooperative your co-workers are. I would think that it
could be completed within a week, if your co-workers take the
responsibility for moving their own docs out to the shareable directory.
>
The time it takes to implement such a strategy depends on how much
detail you want. The average record (metadata and
indexing/classification) normally takes 30 minutes to create. This
varies somewhat though.


Information organization is a science. If you are talking about an
extensive library of information in various formats I would suggest
talking to an information specialist. That person would be familiar
with technology available and methodologies which would be appropriate
to your needs. Make certain that anyone you do talk to has a strong
background in indexing theory, classification theory and cataloging
theory as well as actual experience organizing information.

For help in finding people with such a background contact A.S.I.S.
(American Society of Information Scientists), A.S.I. (American Society
of Indexers), A.L.A. (American Library Association), or if you are in
a large metropolitan area you might wish to contact the head of the
cataloging or systems department in your local library.

I hope this helps.


Melissa L. Owsley

All statements are mine and mine alone and in no way reflect the views
of Frontier Communications.




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