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We know that today one of the great intangible assets of organizations is their data. Organizing and controlling information is only possible when using the concept of document typology.
This classification system makes it possible to categorize documents based on characteristics, purpose, and context of use.
With this technique, it is as if you took all the company’s documents and arranged them in order to facilitate access, use, and preservation over time. Information is one of the most important aspects of operation and decision-making. Exactly for this reason the document typology of the Fusion Platform arrives as a guarantee of integrity and accessibility, providing the opportunity for the complete management of documents.
What is documentary typology?
The concept is fundamental in document management because it allows you to classify and organize the wide range of information produced by the company efficiently.
When properly implemented, it is able to categorize documents by type, purpose, and relevance. The coordination of the information life cycle is also benefited, since the legal, operational and informational requirements of the organization are met.
When the characteristics and nature of document types are understood, it is possible to establish criteria for storage, preservation, and disposal.
The document typology used in document management software, such as Fusion Platform, guarantees all these benefits, and also the retrieval of information within a digital environment.
It is the study of the characteristics of the documents, such as: what they have in common, purpose, information, location, among others. The typology understands the types of documents and the configuration they assume according to the activity that generated them, the nature of the content or the recording technique.
The characteristics of the documents take into account factors such as:
- Nature: function of the document. Examples: it is a contract, report, correspondence;
- Format: considers the form of the document: physical, digital, audiovisual;
- Content: what types of information it contains, such as personal or financial data;
- Provenance: relates to how this document originated, considering the sector or department that produced it.
How document typology helps with document management
Specifically in document management, the typology is very beneficial because it offers tools to classify and organize documents based on their characteristics, purpose, and context of use. By adopting a good management solution, companies improve their data management, storage, and retrieval..
In this way, it is possible to:
- Organize and classify: by categorizing documents logically, based on similarities, it is easier to archive or find and retrieve data when necessary;
- Standardize: Categorizing documents by specific types creates standardization and avoids clutter. This practice brings the benefit of more efficient management, reducing the risk of loss or access errors;
- Easy access and retrieval: document management software that uses the document typology makes the search and location of documents faster. The corporate environment requires speed and high accuracy for information to contribute to improving results and decision-making;
- Document lifecycle control: there is total control over data in relation to its retention or disposal. There are documents that need to be kept for a certain period, while others can be discarded quickly. The typology contributes to the application of these policies, and also to the safe and coherent disposal. It is an excellent tool to ensure compliance, legal and regulatory compliance of documents;
- Information security: confidential and sensitive data must have high levels of security, while other types may have lower levels. In this regard, the typology allows for the implementation of appropriate measures according to the characteristics, such as restricting access or using encryption;
In addition to these specific aspects, document typography also facilitates communication between teams and departments. It is quickly possible to identify the type of document used, without ambiguity, speeding up the process and reducing the risk of errors.
Creating and effective typology
To organize the organization’s documents, it is first necessary to make a survey of all types of documents. Consider its characteristics: nature, format, origin, and function.
From this, it is necessary to establish criteria and classification objectives, such as subject, date, author, theme, among others. Create a table of document types to list the types and classification criteria.
This type of organization is applied to all document models, whether physical or digital. In addition, the review must be constant, in search of continuous improvement.
Fusion Platform’s document typology
Fusion Platform is an all-in-one platform for document management. Fusion’s document typology structures files into predefined categories, labels, or types.
With EDM, each file has a specific attribute to make it easier to index and find. That is, they are dates, keywords, authors or other types of delimitations.
Combined with the BPM module, Fusion Platform is able to organize documents by moving them to appropriate categories from the moment they are created or received.
Each company can adopt the type of classification that best fits its reality. The document typology is personalized, providing a more targeted and effective management. In addition, the flexibility allows the classification to be modified to keep up with changes in processes.
The typology is also an important tool to maintain access control and document security. Basically, some document types may have different permissions so that only authorized users can view, edit, and share.
In this way, there is compliance, compliance with current laws, such as the LGPD, and, in addition, it also organizes the flow of information.
Fusion Platform Document Hierarchy
In Fusion Platform, the document typology obeys a hierarchy that can be defined as:
- Documentary Species: it is a general category – contract, report, correspondence;
- Document Family: grouping of documents with common characteristics – supplier contract;
- Document Type: detailed description considering internal and external elements;
A good example of what the typology of a document would look like would be:
- Species: Communication;
- Family: Minutes;
- Type: Project meeting minutes.
There are cases in which the characteristics require some more developments, such as, for example, the date of the meeting or participants.
In Fusion Platform there is traceability. That is, all access or editing carried out on the documents are recorded. It is possible to verify the user, time and day on which the modifications were made. This type of control ensures greater security and compliance to data and information.
Try Fusion Platform and use document typology to preserve, classify, and organize company information.
