Introduction
This proposal is intended to initiate a discussion on possible enhancements to our Document management systems (DMS), particularly focusing on Google Drive optimization. As the dedicated Document Director, I am committed to managing and systematically improving our DMS with a primary goal to simplify document retrieval and ensure timely updates, thereby boosting productivity across departments.
Current Challenges
Our teams currently face difficulties with efficiently locating and managing documents, particularly in the Forms Directory and Project Folders. Common issues include inconsistent file naming, poor categorization, and outdated versions being accessed.
Proposal Outline
Phase 1: Optimization of the Forms Directory in Google Drive
Objective: Improve document searchability in Google Drive by implementing an advanced labeling system.
Actions:
- Implementation of Content Type and Status Labels:
- Finance Type Labels: Automatically tag documents based on financial categories (e.g., HUD, Tax Credit, Market) utilizing text identifiers in document titles or content.
- Document Type Labels: Classify documents into categories such as Checklist, Lease, Lease Agenda, etc., based on content analysis.
- Status Labels: Assign ‘Current’ or ‘Archive’ tags to documents to clearly indicate their status, based on the last modified date compared against specific criteria.reduced time for document searches.
- Automation Using Google Apps Scripts:
- Develop scripts that scan documents upon upload or modification and assign labels based on the content and title analysis.
- Example Script Functionality:
function autoLabelDocuments() {
var files = DriveApp.getFiles();
while (files.hasNext()) {
var file = files.next();
var content = DocumentApp.openById(file.getId()).getBody().getText();
if (content.includes(“HUD”)) {
file.addLabel(‘HUD’);
}
// Additional conditions will be implemented similarly
}
Expected Benefits:
- Drastically reduced time for document searches.
- Improved accuracy in accessing the latest document versions.
User Guidance and Support:
- Creation of tutorials demonstrating the use of new labels for search refinement.
- Regular email updates with tips on effective document management practices.
Phase 2: Project Folder Customization and Compliance Monitoring
Objective: Extend the labeling system to project folders and set up automated compliance and notification systems.
Actions:
- Custom Fields for Project Folders:
- Implement a Google Drive add-on that enables the creation of custom fields, allowing documents to be searchable by additional parameters such as state or project type, or utilizing label/ tagging functions.
- Automated Notifications for Document Updates:
- Utilize Google Apps Scripts to send email notifications to relevant stakeholders when documents they have access to are updated.
- Example Notification Script:
function sendUpdateNotifications(document) {
var users = [‘[email protected]’, ‘[email protected]’]; // List of stakeholders
for (var i = 0; i < users.length; i++) {
MailApp.sendEmail(users[i], ‘Document Update’, ‘The document ‘ + document.getName() + ‘ has been updated.’);
}
}
OR
function sendUpdateNotifications() {
var sharedDriveId = ‘YOUR_SHARED_DRIVE_ID’;
var driveFiles = DriveApp.getFolderById(sharedDriveId).getFiles();
var subject = ‘Document Update Notification’;
var body = ‘A document you have access to has been updated. Please check the shared drive for details.’;
while (driveFiles.hasNext()) {
var file = driveFiles.next();
var viewers = file.getViewers();
var editors = file.getEditors();
var stakeholders = viewers.concat(editors);
stakeholders.forEach(function(user) {
MailApp.sendEmail(user.getEmail(), subject, body);
});
}
}
3. Compliance Monitoring Scripts:
- Implement monitoring scripts to proactively identify and report deviations from set document management standards.
Expected Benefits:
- Customized search fields will decrease time spent navigating through project folders.
- Real-time updates will ensure that all team members have access to the most current documents.
- Enhanced compliance with document management standards reduces the risk of errors.