Finding Relevant in a Jungle of Records

Search engines are great. Various search engines has include algorithm to sieve out ‘most relevant’ records. Some rank ‘most popular’ records based on the number of retrieve made on a record (click thru rate) ; The time people spent on the page and many other logical matrix. The general idea is, if more people are interested in this record, you probably will too. This may apply in web site searches by general public because we may assume the reasons for specifying a criteria is probably similar. Other systems may rank most “relevant” by comparing the content of record to the search criteria, such as the frequency of the criteria occurring in the content.

Another angle

These are good.  But in a corporate setting we can use another angle.  Because the most relevant documents are usually those that is relevant to my work. Consequently, if my nature of work changes, so would the records that I would find relevant.

Role based approach

We work to solve this issue by building a role based KRIS Record Management System and KRIS Document Management System.

With KRIS’s role based system, Records are classified with subject matters hierarchy and according to people’s designation and reporting structure in an organisation.

How it works

Most organisations are structured according to their business activities. For example, the Finance function is helmed by the CFO, and if Accounts Payable is a Finance function, the CFO would typically has the person responsible for Accounts Payable reporting to him. As such, the organisation structure best represents the activities of the organisations, and also the relationship between business activities and people. Correlating the subject classification and the organisation will also automatically relates relevant record to relevant people. For example, when the Account Payable Manager search for company ABC, it will retrieve ABC’s invoice with high relevance. At the same time, if the Sales Manager search also search for company ABC, the result may be totally different. Of course, most people may assume different job at different time in a company. KRIS’s role base system will retrieve the most relevant record according to the function of the person, so that people are always well informed of records that is most needed for their job.