Making things findable.
WHY IT MATTERS
Documentation that cannot be found does not exist.
WHAT TO ESTABLISH
One place where documentation lives.
WHY ONE
Material spread across several locations is searched in none of them.
WHAT TO ORGANISE BY
How people look for things.
WHAT THAT USUALLY MEANS
By task or process, rather than by department.
WHY
People search for what they are trying to do.
WHAT NAMING SHOULD ACHIEVE
Recognition without opening the document.
WHAT MAKES A GOOD NAME
Describes the task Uses the words people actually use Consistent with similar documents
WHAT TO AVOID
Version numbers in names, where the system handles versions Dates as the only identifier Initials and internal codes nobody knows
WHAT TO ESTABLISH
A simple structure, not a deep one.
WHY NOT DEEP
Material buried several levels down is not found.
WHAT TO PROVIDE
Search that works.
WHY
Most people search rather than browse.
WHAT TO MAINTAIN
An index or contents list for anything substantial.
WHAT TO ESTABLISH ABOUT ACCESS
Who can see what Who can edit what
WHY EDIT RIGHTS MATTER
Documentation anyone can change becomes unreliable.
WHAT TO AVOID
Restricting access so tightly that people cannot use it.
WHAT TO REVIEW
Whether people can actually find what they need.
HOW
Ask them to find something, and watch.
