Setting up the filing structure typically involves the following steps:
- Deciding on and setting up a technical design
- Deciding on and setting up a functional design
- Deciding on and setting up security related matters such as access control
- Entering content into the filing structure
- Assigning a status to every item in the filing structure
- Setting up maintenance structures to secure that the filing structure is always up to date
The blue and red boxes in the Filing Structure shown above form the technical design, or back-end, of the filing structure. In case of a software tool the technical design can consist of a set of relational databases. The data in these databases can be used to create management dashboards and management reports. The technical design can have many forms. It can for instance also consist of a set of shelves or cupboards, like a library or the layout/setup of for instance a supermarket.
The functional design are the parts of the filing structure that can be seen by the users of the filing structure. In a software tool this is typically called the Graphical User Interface (GUI) or the front-end. The functional design is used to enter data into the technical design and is used to create management reports and management dashboards from the technical design. Every user can have his own tailored version of the functional design. The black boxes in the diagram above are part of the functional design. In the case above they consist of templates and management reports.