Where will documents be stored? Where will people need to go to
access documents? Physical journeys to filing cabinets and file rooms
are analogous to the onscreen navigation required to use a document
How will documents be filed? What methods will be used to organize
or index the documents to assist in later retrieval? Document management
systems will typically use a database
to store filing information.
How will documents be found? Typically, retrieval encompasses both
browsing through documents and searching for specific information.
How will documents be kept secure? How will unauthorized personnel
be prevented from reading, modifying or destroying documents?
How can documents be recovered in case of destruction from fires,
floods or natural disasters?
How long should documents be retained? This is an organizational
policy and practice that defines what information, or documents, are
to be retained; for what length of time; and what point in time the
information must be removed or deleted. Retention rules are usually
based on organizational practice of Records
How can documents be preserved for future readability? Archiving
is the removal from the active repository of documents and related
metadata that have, by organizational definition, reached the end
of their active lifespan, and are required to be stored, or archived,
in a separate area. Usually archiving entails movement of documents,
whether paper or electronic to a separate storage facility, be it
an archival warehouse, or a nearline or offline storage device.
How can documents be available to the people that need them?