Document classification is the assigning of documents to one or more categories to ease the document search process. As a company grows the number of documents also increases. This is due to the increase in the number of employees producing documents and also the number of processes. Classification makes the process of searching for a document within an office environment easy and accessible.
Classification can be done in two ways either manually by the record keeper or it can be automated.
When documents are classified, sorting and monitoring documents of an organization becomes easier. It makes tracking of the document easier by the employees. Manually through logging in when returning the document and logging out when taking the document for use. Classification improves efficiency by enabling monitoring of document movement and also protecting company information.
Why is classification important?
- Classification helps in managing high volume of data in an aligned and organized way. This minimizes disarray and confusion. Without a classification system in place and having large volumes of documents, it would be messy when handling these documents.
- Classification helps improve in searching time by minimizing time taken to search for and sort the documents.
- Classification also helps in protecting information leakage and confidentiality through disarray.
- By classifying the documents they can be managed within a central repository for the whole organization. This helps in improving coordination within an organization.
- Classification helps in managing the documents within the company’s policies.
- Classification also helps in creating accountability because it makes monitoring of documents manageable by knowing who has a document at any one time.
Classification can be managed in two ways, manually and being automated.
Manual classification
Manual classification is completely handled by humans completely without involving any technology. When the number of documents is high this manual process is usually error prone and tedious.
Before the machine age this was the only process that was in use. If the number of documents is high the organization is forced to hire more staff to help in sorting out the documents which can be quite costly.
Automated classification
Automated classification technology is involved and this may also include the use of artificial intelligence (AI). The process is automated with human beings being involved either partially or not at all.
Automation speeds up the process and may also eliminate human errors increasing efficiency. Automated classification is also scalable.
With the electronic document management systems now available in the market which come in with an intelligent document processing engine. This makes the process of classification even easier.
Conclusion
Having a flawless document management system is important for the running of a company. As data increases in a company managing it also gets more and more complicated. With a good classification system the process becomes easier and when it’s automated it gets even easier. Having an electronic document management system in place will automate the whole classification process leading to improved data management