Tags – the Difference between Data, Information and Knowledge
TAGs are the way you control your database structure. You use any standards you want to organize your data with your very own, personal structure. Simply Easier ACORD Forms let’s you tell your database how to work instead of you having to learn how it works.
For example, you may have a business account in one folder group and a personal account in another folder group. The personal account is for the owner of the business. By adding the same tag to each folder, anyone will be able to see the relationship.
Or a second example, you may want to use tags to set up a suspense system. I use color codes to suspense items. Red is for items I want back in the first week of the month, Yellow for the second week, etc. If I am working on an item and want to check on its status the first week of next month I add a tag with the word “red”. The first week of every month I run a search for all items with a tag of “red” and all my suspended items are displayed.
The benefits of the tags are easily seen through search. A well-kept tag system allows you to pull all the data about a particular application, person, time period, type of policy, or a variety of other divisions with just a simple word search.
It allows the search tool to be the data structure of the system.
Descriptions – more detail
Descriptions have two purposes.
First, the description displays when you hold your cursor over the file name or file image. This lets you understand the contents of a document before you open it.
Second, you can search descriptions to find files and to discover relationships between files.
By entering in a description, you can include more extensive information about the file than is recorded in the file name. Which application a form belongs to, whether there were any unusual circumstances, and not just the date the file was created, but the date the application was finalized or when the policy came into effect.
The more details added, the easier for you to both utilize the file without opening it (by hovering over it), and to find the file if you forget where it is in the file system.
Notes – even more detail
Notes have the additional benefit of a history. Notes are recorded in date order so a quick glance can tell you what has been going on with a file or account.
Notes allow you to enter any text notes you want to document the file, form or folder. The most common use for Notes is to document a phone call or customer visit.
Every file, folder, document, image, etc. can have an unlimited number of notes attached.
The Power of Advanced Search
Advanced search lets you select multiple criteria for finding information.
For example you may want all files tagged with the word “claim” and with the word “Hartford” in the description and with saved as dates between Jan 1 2005 and Dec 31 2006.
You have just seen how advanced search gives you unlimited reporting capabilities.
Advanced search is limited only by your imagination and the amount of information your keep inside your system.