Having just upgraded to Rio & LFDS, new options available for record management without all the shortcuts, and with fresh input from Connie Anderson's excellent "Best Practices in Laserfiche Repository Security" session at Empower, I'm revisiting our existing repository structure. So far, we exclusively use our repository to hold completed Forms (I'm sure that will change soon), so I'd like some perspective from folks who've found a system that works well with the variety of documents we all have to deal with.
We currently have everything in a single repository (no student stuff yet--I'm assuming I'll set up another repository for that when we get to it). I'm assuming I'll need to build some Workflows to maintain the security, because I'm finding three distinct parties that need access to many of the documents (we currently only handle the first):
- those who own the process (e.g. the finance department, who owns the travel process) need access to all documents for that process
- those who have interest in specific instances of the process (e.g. the department secretary of those travelling or the budget manager paying for travel) should have access to documents only where they have interest
- the subject of the instance (e.g. the traveller) should have access to their own documents
Currently, our layout is something like:
- Repository
- Department (e.g. Finance)
- Document Type (e.g. Travel)
- Fiscal Year (e.g. 2019-2020)
- Last Initial
- Employee Name
- Last Initial
- Fiscal Year (e.g. 2019-2020)
- Document Type (e.g. Travel)
- Department (e.g. Finance)
I'm trying to envision what this will look like when we have hundreds of different documents in the system, and my crystal ball is a little cloudy. What's working for you?