Knowledge management and Cognitive Agility Tool: Standard Subject Identification Tag (SSIT)
21st-century communications continues to evolve. With that evolution comes the challenge of organizing relevant data and information for timely retrieval and exploitation.
Fortunately there are simple and non-time consuming methods to tag emails and files in a manner relatively easy to find. The process negates the need for expensive indexing tools and/or over compartmentalization of information that actually prohibits easily retrievable.
One thing I learned well in the military is the importance of how to effectively organize data and information.
The Marine Corps for example, used/uses Standard Subject Identification Codes (SSIC) to organize information. For example 5000 referred to general administration; 4000 referred to logistics and/or supply; 3000 referred to operations.
I personally use a modified version of SSICs for tagging emails and files via very similar codes. My modified method is simply called Standard Subject Identification Tags, or (SSIT). My basic SSITs are:
· 1000 General Administration
· 2000 Information/Intelligence
· 3000 Operations
· 4000 Logistics
· 5000 Plans
· 6000 Communications
· 7000 Medical/Dental
· 8000 Finances
If I need to be more specific for certain series which are more complex, I may further break down 1000 General Administration down to 1100 Personal Administration, 1200 Company Administration, etc.
If sending an email I will add a "TAG(s)" section to the bottom of my email to facilitate rapid retrieval. This approach is really effective when you work in environments with poor knowledge management and retrieval processes.
The "TAG(s)" section will be below my signature block.
I will enter an SSIT first; then add content keywords that are very specific to the issue discussed, but memorable as well. I may even add relevant URLs. See example
I apply the same principles to documents and files in a uniform matter. However, be sure to add "TAG(s)" to the content of the documents, emails and files. This is because if you transfer files to other folders, networks or discs, the "TAG(s)" will remain fixed.
If you tag files only in the properties section of a file, email, document or folder, you may lose the tags during a file transfer process.
This concludes my little lesson on tagging and organizing information for rapid retrieval. Please feel free to comment or email me if you have questions.