Documentation system
A documentation system is a system or method that enables easy retrieval of documents . The documents are archived and documented for this purpose . This is almost always done with the help of databases .
The bandwidth of documentation systems ranges from simple catalogs to complex content management systems .
There are 5 components of every documentation system:
- Documentation (reference) units (the documents or their carriers)
- Classification systems
- Document and descriptor storage
- Organizational determinations
- Retrieval system
Metadata are added to the documents for indexing . The metadata types and characteristics are given by the classification system. This can e.g. B. be a set of rules and applied through automatic indexing . The methods come from documentation science and information retrieval . Correct storage in the document memory and compliance with data formats is important for storing the documents , especially for long-term archiving .
Another important component of documentation systems are often documentation languages that enable the documents to be objectively developed using keywords and search terms ( descriptors ) and are used in the classification system and retrieval system. Keyword catalogs , classifications and thesauri are used as documentation languages. Attempts are increasingly being made to use more complex ontology ; however, this technology is still in its infancy.
An organizational definition is e.g. B. the definition of the format of source information in documents according to DIN 1505 . The retrieval system is the document access, procurement and presentation system.
Information retrieval and data mining methods, such as search engines , are used to search for documents and information that have not previously been made accessible with the help of a documentation system .
A functioning documentation system is of particular importance for institutions such as insurance companies and doctors who are subject to documentation requirements.
In parlance (e.g. medical documentation ), programs for documenting data are often also referred to as documentation systems (e.g. tumor documentation systems for cancer registers ), even if these are more of an information system .