Defining a uniform subject classification system incorporating document management/records retention functions

Abstract

An interlingual mechanism to achieve uniformity when classifying anything by subject. Using generic terminology in an especially oriented hierarchical structure, it directs the user to a single classification. The system captures acronyms, vernacular and industry-specific, as well as foreign terms, into a thesaurus that can be modified and appended as classification needs change. The system “learns” as synonyms are added to “family groups”, capturing differences in individual perception. Searching for an entity is quickly successful by reversing the process. To ask the system for the location of any item, a descriptive term is entered that the individual believes best describes the object in question. If this entry results in a “hit”, all information pertaining to the item is then available to query. If the entry term does not find a match in the generic structure, the system will search the synonym data base for a match. By arranging “generic terms” in a classified format, the system provides a single location for each record series and enables linking all relevant administrative document management functions and legal retention requirements. Selective and timely purging of documents is thus made possible, greatly facilitating the management of information for both current and prospective use.

I claim:  
     
         1 . A computer implemented method for uniformly classifying documents comprising the steps of: 
 a) assigning to a document to be classified a set of predetermined class codes from a class database, said class codes arranged in a hierarchy from general to specific;    b) assigning a retention period to said document;    c) storing the class code and retention period assigned to said document as part of a record in a document database.    
     
     
         2 . The method defined by  claim 1  wherein each of said class codes is selected from terms used in business and government.  
     
     
         3 . The method defined by  claim 1  further comprising the steps of: 
 a) assigning to said document a document type;  
 b) storing the document type assigned to said document as part of said record in said document database.  
 
     
     
         4 . The method defined by  claim 3  wherein said assigned retention period is based upon the class code and document type assigned to the document.  
     
     
         5 . The method defined by  claim 3  wherein said document type is one of official, informational, vital and sensitive.  
     
     
         6 . The method defined by  claim 1  further comprising the steps of: 
 a) assigning to said document a media type and location;  
 b) storing the media type and location assigned to said document as part of said record in a document database.  
 
     
     
         7 . The method defined by  claim 1  wherein at least one of said class codes has at least one associated synonym stored in a synonym database.  
     
     
         8 . The method defined by  claim 1  further comprising the steps of: 
 a) searching said document database by class code and  
 b) generating a display showing matching records.  
 
     
     
         9 . The method defined by  claim 7  further comprising the steps of: 
 a) receiving a term as search parameter; and  
 b) searching said document database using said search parameter by class code and generating a display showing records in said document database where said search parameter matches the class code, and if no matching records are found, searching said synonym database and generating a display showing records in said document database having a class code associated with a synonym which matches said search parameter.  
 
     
     
         10 . The method defined by  claim 7  wherein said synonym database is customizable at a user workstation for use by a user at said user workstation.  
     
     
         11 . The method defined by  claim 9  further comprising the step of: 
 a) assigning to said document a document access code specifying permitted user access based on at least one of a chart of accounts and an organization chart;  
 b) stored the access code in said document database;  
 c) assigning to a user a user access code based on said user's position within at least one of said chart of accounts and said organization chart;  
 d) preventing said user from accessing records in said document database which do not have a document access code which matches said user's user access code.