Recently we helped a client convert a small amount of paper documents related to a one time transaction into PDFs. The PDFs would simply be in a folder and viewed or emailed as needed. To keep it simple the files could be named in a structured format, ie. “ABCCo-Contract-060116-Brazil-Engine-D-JF.pdf”. Most of that short hand is clear except the "D" is for diesel engines and that the Sales Rep was John Franklin? Seemed simple enough and so we proceeded based on the clients requirements.
In this case, the volume of documents was small, but the documents had a significant amount of descriptive information that could be captured. Each piece of information could be captured in a document management system database and ready for user searches. For example, find all contracts for Brazil or all diesel engine contracts. So here is the issue – do you capture all of the rich information when converting the documents or do you keep it simple because sometimes simple is better?text