The acronyms (codes) are employed at every level to identify particular documents so that they can be retrieved. In most situations, just two or three levels are sufficient. In other situations, more levels may be needed when there are numerous items that satisfy a particular class.

    USCS Is "Interlingual"

ERS utilizes the structure of  USCS  to provide a true interlingual mechanism to achieve uniformity when classifying information by subject. Through the use of synonyms (typically, words similar to other words), a file can be found although described using slang, jargon, acronyms, abbreviations, company terminology, or foreign terms. ERS captures the term into a Synonym Directory and will simply "point to" the classification by file series (documents belonging to the same subject). The Synonym Directory can be modified and appended as classification needs change. This enables the system to "learn" as synonyms are added, capturing differences in individual perception.

An example would be the words "bill" and "invoice." They can be used interchangeably and linked to specific classification codes, ACPAIN (Accounting, Payables, Invoices).

Through the use of synonyms, it is possible to uniformly classify and find a file. The result is a multilingual system that can learn and adapt through the association of user's synonyms and the use of a hierarchical classification structure.

With ERS software using the USCS structure and the synonym directory, the manual filing of a record can be located and retrieved easily, because it doesn't really matter where it is physically stored. Example: If one secretary physically files all records alphabetically, and another files by subject, ERS, using the USCS logic, will point to the correct file location for both records.

In other words,  USCS  ensures that everybody in the organization classifies documents in one standard way, and ERS points to the physical location where they are filed.

    Adding Keywords to the Synonyms    Directory

The procedure of adding words to the Synonym Directory during the records management process is designed to bridge individual differences in perception. At the same time, the system is building a body of key words that can be used during the document management process. Text searches are measurably improved as an ever growing list of key words are made available and differentiated by subject.

Synonyms are assigned to each level of the hierarchy. This enables anyone to use a term that they perceive is related to the subject matter and be directed to a unique classification.

By arranging generic terms in a classified format, the system provides a single location for each record series and enables the linking of all relevant document management and workflow management functions, to legal records retention requirements.

Selective and timely purging of documents is thus made possible, greatly facilitating the management of information both current and archived.

    Grouping Like Items Together

Classification is simply the act of grouping like items together. Whether consciously or unconsciously, we apply basic classification techniques constantly in our daily lives.

It is important for documents to be correctly classified, since classifications are used for:

• Searching - when documents are divided into different classifications, it makes those documents much easier to find.
• Records Management Policy - is set by classification.
• Security - by deciding which user groups have access to which classifications, you can allow or prevent access to certain documents.
• Disaster Recovery - is set by classification.
• Replication Policy - is set by classification.
• Version Control Policy - is set by classification.

    Who Is Responsible For Classification

Classification is performed when the document is created. This is done by the individual creating the document because that person is in the best position to provide its proper classification.

The time it takes to learn proper classifications for the subject areas involved for the normal user is relatively short (typically a matter of hours). This small investment in time substantially reduces the time required for searches.

Almost all search engines in use today rely on various mechanical techniques and sophisticated algorithms to find documents that have been saved by an author using "on-the-fly" techniques for classifying. The USC system provides a mechanism for the author/creator of the document to classify the document properly, and in such a form that anyone searching for the document would find the document easily.

    Classification Tables

  USCS consists of two main components: The Class table and the Synonym table. The Class table's structure is similar to a company's Chart of Accounts, and is organized hierarchically.

Each MAJOR classification has within it a number of levels of sub-categories: PRIMARY, SECONDARY, etc.

For example, documents pertaining to a company car might be classified as follows:

• Accounting (AC)

• Assets (ACAS)

• Capital Assets (ACASCA)

• Vehicles (ACASCAVE)

This classification hierarchy structure enables all authorized users to assign the correct, unique class to each and every document in the system. Users can easily locate classifications by using synonyms.