Relying on people to remember file locations
The information is scattered in different folders and cannot be found if someone comes and goes.
Enterprise information and knowledge base
Which document is that plan in? Organize scattered information into one search
The most time-consuming search method in the company is the phrase "probably which folder it is in." We keep the originals, create new directories and conduct offline searches: you can find results by entering keywords, and you can also return to the location of the original files. AI is responsible for categorizing and sorting out conflicts, and humans judge which ones are still valid.
True desensitization searchThe original remains intactBring your own documents to practice in classNo claims of efficiency or cost changes
Let’s look at the retrieval demonstration first ↓
Enter keywords→see results→Return to original file
The directory structure and retrieval process are true, and the client and internal text are hidden.
01 / Why is this happening?
The more files there are, the harder it is to find them because the location, version and source are not unified.
Everyone saves files according to their own habits and leaves multiple versions of the same content. Even if you find the answer, you don’t know whether it is still valid or where the original text is.
Multiple versions exist at the same time
They all look the same, and it’s hard to tell which one is the latest and which one is outdated.
Found the answer but can't find the source
I found a conclusion, but I can’t tell where it came from or where the original data is.
02 / See results
Enter the keyword and the source will follow.
Leave the originals alone, create another directory and search offline. The following is the complete process of a real search.
22XMind files
654Directory content
17associated attachments
These numbers only illustrate the scope of this round of consolidation and do not mean that all content has been fact-verified.
22 XMinds, 654 catalog entries, and 17 attachments are the scope of this set of real-life presentation materials, and do not represent that all enterprises use XMind, nor does it represent how much faster retrieval has become, how much labor has been saved, or how business decisions have improved.
03 / How do we solve it
The original document remains unchanged: first create a directory, then create an index, and finally return to the original text for confirmation.
AI classifies documents by subject and creates keyword indexes; humans confirm which version is valid and which content can be made public. When the answer is found, it must be possible to return to the original file.
AI organizes first
AI sees folder and title structure→AI groups similar topics together→AI creates a searchable index→AI picks out duplications and conflicts
People will check it
Keep and confirm the original→People judge whether content is outdated→People check whether the content is correct→People decide what can be made public
AI is responsible for making information easy to find, and humans are responsible for determining whether the content is still correct, applicable, and public.
04 / Classroom exercises
Turn loose information into searchable information. This is what I practiced in class.
The page displays a set of completed XMind data collection evidence; the class does not limit the format. Students can bring a small batch of common PDF albums, Excel quotations, Word contracts or scanned copies to run through the method first. Whether the scanned document can be identified will be checked on site first.
Start with a dozen files
Let AI look at your files and folders and give you first categorization suggestions.
Create keyword index
Let each result have its source, and you can go back to the original file for verification.
Pick out duplications and conflicts
Pick out conflicting content and wait for others to judge it, rather than letting the AI merge it on its own.
Write down internal usage rules
Make it clear what content may be out of date and what information cannot be made public.
Related courses
Bring the methods in this case back to your own work
Bring a small batch of your own files to class and practice cataloging, keyword retrieval and source tracing; the scale can be small, but the method must be complete.
Manufacturing enterprises practice by departmentOrganize production, quality, purchasing and other job information into practiceable tasksView courses →Practical operations of trading enterprises by departmentConduct exercises around customers, quotes, orders and delivery profilesView courses →AI Basic Cognition and Tools CourseLearn to describe tasks, use documents, and check results firstView courses →
Start with a real job
Bring a specific task and let us first judge whether it is worth practicing.
Explain the problem you want to solve, the existing materials, and what you want to deliver in the end, and then determine the appropriate course and practice methods.
Communicate training needs