Built on Collaboration

It's always confused me why some online document management systems have an 'open filing' approach where all project files are available at point of upload. A better model is one that requires the user to create a 'transmittal/transmission' of the documentation.

Whereas the open filing model is straightforward to use, it doesn't include the audit trail that a transmittal provides, where key transmission metadata can aid reporting and tracking (not to mention reduce the likelihood of disputes).

The second model also more closely simulates the paper-world view. Although having an open filing system provides an effective 'dumping ground' for documentation, this isn't what really happens on a project. There still needs to be an environment where each organization can store and manage its own data prior to release to the required project team. Because of this, there needs to be a location for all project documentation with the ability to selectively distribute them as and when required.

This is my view, but I'd be interested to hear examples of where open filing systems work.

Labels: Good practice