General explanation of terms
Document class
To ensure that the storage of documents is structured and tidy, a definition has to be found for every type of document: Document classes (synonyms include categories, document types, etc.).
A document class is a way to clearly describe, define and summarise a document in homogeneous units.
Documents within a single document class deal with the same topic. Furthermore, they often possess visually similar characteristics.
In addition to their unique name, document classes have what is known as an internal class ID for easy identification. This ensures that even if the name of a document class changes (e.g. due to abbreviation), the same document class is still being dealt with (example: Trade register excerpt changed to TRE). The name of the document class is always the first part of the new document name.
To date, Architrave has established 378 document classes.
Data field
Together with the name of the document class, the extracted data fields form the new document name. A data field is important information concerning the document that helps to provide a better indication of the document's content and to distinguish it from other documents.
To date, Architrave has established 62 data fields. Each document class has individual data fields.
Standard
A standard defines document classes and data fields associated with them. The Architrave standard currently contains 378 document classes and 62 different data fields.
Naming convention/structure of new document name
The naming convention defines the structure of the new document name, order of data fields within the new document name and the data format.
The document class and data fields form the new document name and are shown separated from each other with an underscore. No underscores are used within a data field. The penultimate data field of every document class is always a generic free-text field ("Supplementary information for designation"), while the last data field always requires a date (usually the date created) and is shown in the format YYYY-MM-DD.
| Structure of document name: | Document class name_data field1_data field2_data field3.pdf |
| Example structure of document name using class A0700 Land register excerpt: | Land register excerpt_Land register of_Land register sheet no._Supplementary information for designation_Date created (printout) |
| Example document name using class A0700 Land register excerpt: | Land register excerpt_Teltow_234_2020-01-01.pdf |
Index
While the standard and naming convention always remain the same, the index is variable and determined by the mapping.
An index stipulates a higher-level structure for the document classes. This structure is mapped in folders in which the documents classified are stored.
Mapping
The class mapping describes the process of assigning document classes within the desired index. The document classes are independent of index.