A lack of clear guidelines on document retention causes over half of office workers to save documents on the system, never to be found again. The survey of office employees was carried out by NetworkedPlanet, a provider of enterprise search solutions, into the search and retireval of documents.
Of the people surveyed, 52 per cent admitted to saving a document onto the company intranet/network and never finding it again, with 39 per cent citing a lack of guidelines being in place to advise how files should be saved. This highlights that time is being wasted unecessarily as many people just dont know where to start when looking for documents saved by either themselves or colleagues.
The problem is that many enterprise search tools dont offer an efficient way to search the large amounts of data stored on a corporate system. In most cases it is down to the individual where information is saved, meaning that it can be difficult for someone else to find, if they thought it should have been stored somewhere else, comments Kal Ahmed, director at NetworkedPlanet.
Increasingly people want to search for specific files based around the concepts and ideas related to them. All of this means that looking for data on an intranet does not reflect the way people think and as a result may create inefficiencies within a business, he adds.
Technology such as TopicMaps can improve the search function and make it a much more natural process by sorting data in a subject-centered, classification-based approach, that makes it possible for users to find and navigate between both content and key concepts to help find documents more easily.