Exercise: Visual Record Keeping and Classification Systems
situation
Visual records keeping and classification tasks involve:
- categorizing
- storing
- retrieving
files based on their visual attributes or visual documentation methods (like photography, infographics, or scanned documents) rather than just textual metadata.
source: google.com
...do know our lens...
...in google lens...
...why would that be required...?...
...uhhh…?...
...owhhh…
...can you get that set up...?...
...for our law and firm...!?…
...it can...!...
...then do...
...would be in fine...
...if you do...
...then will compete...
...against you...
...in this old and tin...
…
...owhhh…
...then if you do...
...no guarantee...
...I won't muck you/that up..!!…
…
...wha…!?…
...not you...
...the urban [ saboteur ]…?...
...and also..!!?...
…
...in...
This process requires strict organization to maintain security and long-term
accessibility.
1. Classification Scheme Setup
Organize your records based on your organization's specific functions and
activities, rather than by random subjects.
i. Official Standard:
Use a recognized standard like the UN Archives File Classification Schemes
to group related activities together and provide context.
ii. Process-Driven:
Adopt a: Function
→ Activity
→ Transaction
...hierarchy.
This ensures every visual file can be traced to a specific official:
- process
- event
...owhh…
...mmm...!...
...now how would that work with lens...!?..
...uh would...
...uh a bit...
...does chain
...owhhh…
...need more...
...not just chain...
..need cross relationship...
...like what..
...
- connecting a small "gas cylinder" to a large "gas tanker truck"
...
...would they...
... connect ...
...in lens ..
...and automatic...
...
...no... is coming up on "truck"...
...different...
...owhh…
2. Digital Visual Classification
Modern intelligent document classification systems use AI and computer vision
to analyze native files and scanned paper based on their visual appearance
rather than just waiting for accurate text.
...then... that is lens...!...
[ computer vision and AI ]
...ohh.../...d'oh...
3. Intelligent Document Classification (IDC):
Technologies automatically classify images of common documents distinguishing between :
- a passport
- a birth certificate
- an invoice
by their visual structure.
- Automated Tagging:
Utilize machine learning to apply metadata labels to visual files, allowing downstream processes to easily search and retrieve them from electronic silos.
...and in lens...!?…
...no...
...no metadata...
...in added...!...
...owhhh…!...
...
...what then...!?..
...mmmn...
...
...will develop...
...in review...
...owhhh...
...uhhmmm...
3. Record-Keeping Lifecycles
Visual records — like photographs, project boards, or scanned documents — must
be managed throughout their entire lifecycle.
i. Identify Records:
Understand which visual files are :
- official records
- evidence of an activity
- transitory records
- short-term notes
...such as...!...
...and more...
...mmmn...
...such as...
...background research
...owhhh...
..then call that transitory...
...yeah...
...do...
...will...
...keep it simple...
...and for now...
...mmmn...
ii. Retention Schedules:
Use Jisc's Records Retention Guidance to determine exactly how long specific
visual information must be kept for legal, regulatory, or business purposes.
"...Jisc’s Records Retention Management guide provides sector-wide best
practices for higher and further education. It outlines how long to keep
documents, helping institutions manage compliance, handle litigation, and
align with UK GDPR..."
...owhhh..!...?...
...then...that might 'help...
4. Best Practices for Physical & Visual Management
For hands-on or physical visual records, systematic management relies
on Lean methodologies like the 5S system:
i. Sort
- Delete outdated digital files, eliminate physical duplicate documents, and
establish a clear document retention policy.
ii. Set in order
- Standardize folder naming conventions, use color-coded physical filing, and
group records by frequency of access.
iii. Shine
- Regularly archive old projects, purge the recycling bin, and update metadata
or tags.
iv. Standardize
Create strict guidelines for where new documents are saved and how they are
titled.
v. Sustain
Conduct periodic audits of shared drives and filing cabinets to ensure no "digital
entropy"
"...[entropy] describes the natural tendency of systems to move toward disorder unless energy is applied to maintain structure. In digital environments, this principle manifests as the gradual degradation of systems over time..."
I. Clear Identification:
Ensure all visual materials are legibly labeled.
II. Process Transparency:
Establish systems that allow team members to easily comprehend and retrieve files when needed.
III. Authorized Disposal:
Ensure that any digital or physical records that have met their retention limit are destroyed or securely archived in an accountable way.
source: google.com
…
...why...?...
- for legal evidence in fraud enforcement assignments
...such as...
- the "strait of hormuz" illicit shipping transits of gas energy supplies into other areas
- photographing the offloading, distribution and uses of the illicit gas shipments
...owhhah…
...and then we in...
...issue a penalty ticket...
...and fixed...
...at $1 for now...
…
...not worth...!...
...true...
…
...no...is...
...will prove...
...that there is a law...
…
...damn...!...
...prefer no...
…
...owhh...you in non legit...
...the...?...
…
...yeah...
…
…whatever…
-> NEED to assess the methods to classify photographic records and applicability in cataloging field visual artifacts collected in relation to legal case evidence.
...yeah...
...yes...
...do...
...mmmn...
..and...
...owhh...
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