Repository Health Self-Assessment

How Healthy Is Your Document Repository?

Sixteen Statements, About Five Minutes, No Sign-Up

Health Check: How the Repository Health Check Works

The AITS Content Tracking System (CTS) scores a repository across eight dimensions. Below are two statements for each. Say how true each one is of your organization today, and you will get an estimated Repository Health score, the breakdown behind it and your three biggest risks.


Answer for the repository, or group of repositories, you are responsible for. If you are not sure, “we do not know” is an honest answer and a useful one.

Content

1.Duplicate copies are identified and kept under control.

2.Superseded and expired documents are marked, so the current version is clear.

Structure

3.Content is filed in a consistent, recognized structure across your systems.

4.Every document has a recognized document type.

Metadata

5.Required fields, such as owner, date and reference number, are filled in.

6.Field values are valid and consistent, not free text that varies from person to person.

Search

7.Scanned documents have searchable text.

8.Staff usually find the document they need on the first search.

Data Quality

9.Where the same fact appears in more than one record, the records agree.

10.Related records are correctly linked to each other.

Security

11.Sensitive documents can only be opened by the people who should see them.

12.Access rights are reviewed and match how each document is classified.

Governance

13.Every document has a retention rule.

14.Content past its retention period is reviewed and dealt with.

AI Readiness

15.In each collection, one version is marked as the authoritative one.

16.You could point an AI assistant at this content today and trust its answers.



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