The cornerstone for organizing documentation is the classification table, understood as a hierarchical and logical structure in which the functions and activities of any organization that end up generating files and / or documents are represented.
Document management groups files in a structured way and, according to good practice, this structure should reflect the functions and business activities of the organization. The classification table is a class hierarchy that is structured as follows:
The structure of the classification table is hierarchical because it is the way to ensure a clear, stable and effective organization of documents.
The classification table is formed by the concept of classes. Classes provide a framework for classification and are the basic pillars of the classification table. The characteristics of the classes are as follows:
- It is the organizational element that may contain other classes and files, but may not contain documents.
- There is no class or level limit that allows great flexibility in the construction of the board.
- Classes represent all levels of the leaderboard, whether areas, functions, sub-functions, activities, or transactions.
The archivist is the role in charge of its creation and administration.
The file is that entity formed by the set of electronic documents corresponding to an administrative procedure, whatever the information it contains. All records must always be associated with a class in the classification table, regardless of the level of the table.
The characteristics of the files are as follows:
- It cannot contain other files or classes.
- It consists of electronic documents, an electronic index and basic metadata.
- The file must be unique in the repository and its uniqueness is controlled by the file number. The platform does not allow you to create files with the existing file number. This control has been set up to facilitate the automatic capture of documents from the web service.
The user or archivist will be able to create, modify, consult and close files as long as they have the appropriate permissions for the class in the box.
According to Law 11/2007, it is information of any nature in electronic form, filed in an electronic medium according to a specific format, and susceptible to identification and differentiated treatment.
The characteristics of electronic documents are as follows:
- It is a digital processing unit that includes a block of data (content data and, optionally, the associated electronic signature (s)) and a block of metadata.
- They are not containers for other objects.
- Electronic documents must be managed and kept in electronic files.
The user or archivist may add documents to the file as long as they have the appropriate permissions.
Relationship entity model
DESA'L has implemented the following entity-relationship model, a view of the entities associated with the documents and their rules of operation:
Specifically, the rules of operation are as follows:
- The classification table consists of 0-n classes
- Each class can contain 0-n classes or 0-n files. A document is not allowed to upload directly from a class.
- A file can contain 0-n documents. Creating classes within a transcript is not allowed
- A document always consists of a single content file. It is not allowed to associate an electronic signature of the detached type with the document.