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How it Works:
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 USCS:
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The USCS Structure
The USCS code structure is linked to all relevant document management functions, as well as legal retention requirements. Based on a standard business chart-of-accounts, USCS provides the ability to classify documents in such a way as to be easily retrievable in the future by anyone, even a temporary or new employee. It is hierarchically structured, not unlike the file folders in a computer filing system. Class CodesThe USCS code structure is made up of pairs of letters, assembled together to form a hierarchical structure. The code for each class contains the number of pairs required to define the relative position in the hierarchy. In order to simplify the class code, and improve the readability, the first two letters of the word used in each level, where possible, is selected as its acronym. Code Hierarchy MAJOR levels of this hierarchy are:
In this diagram, the USCS code "ACPAEM" contains three pairs of letters, AC (Accounting), PA (Payables), EM (Employee Expenses) representing a record on the third level of the hierarchy. 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. 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 a good records management system 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, the System 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 the records management system 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 TogetherClassification 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:
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 USCS 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:
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.
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