Improving Document Availability in Storage

This paper provides a case study of improving availability for searching documents in an academic facility. Every day some documents are needed for our business and academic activities in the Center for Administration of Information Technology (AIT) in Tokushima University. AIT has been employing and operating Information Security Management System (ISMS) since 2014. ISMS requires to maintain Confidentiality, Integrity and Availability. Particularly, AIT places importance on Availability. However, time-consuming is a problem to find documents in the daily operation. A case study was conducted to put a full-text search engine in the facility, considering the objective and efficiency about finding documents in the file-server. In the process, it was found out that document freshness is important to academic office workers for their job. Then, the effectiveness of a score of TF-IDF with document freshness was assessed. Therefore, availability for finding documents was significantly improved using a full-text search engine with document freshness.