Fable
Unbinding a file versus the entire archive
A new cataloger named A-Jiu arrived at the county office archives. He split all official documents into sections of five hundred characters, tagged and numbered each section, and stored them in the retrieval cabinet. He called this splitting the files. After finishing a batch, he handed it to colleagues upstairs to enter into the system, so that county office staff could later search past official documents by keyword. A-Jiu felt his work was very narrow: just splitting paper and attaching tags.
Three months later, complaints came. Someone clearly remembered a document stating a tax cut for the autumn harvest, but the search returned only scattered sentences. The retrieval colleague checked for a long time and found that the core clause had been cut by A Jiu right between two sections, so neither section was complete. The cabinet had found two fragments, but no one knew they were supposed to be joined together.
Ah Jiu said aggrievedly that he only handled dismantling. His supervisor pasted the entire archive room flowchart on the wall: dismantle files, attach labels, file them, sort, reassemble, answer. Ah Jiu had only seen the first station and had never seen how the last station pieced fragments back into evidence.
Some official documents were under five hundred words, so A-Jiu merged two short pieces into one section. A civil complaint and a land registration were crammed together, labeled civil plus land. Later, when someone searched for a land dispute, the half-section they got was talking about the complaint, and the answer was contaminated.
The supervisor changed the rules: core clauses must not span sections, and each section must begin and end with a complete meaning; short documents should be stored independently rather than padded to fill a quota. Ajio's role didn't change, but once the way of splitting changed, the quality of the answers upstairs became much more consistent.
A new intern asked why they didn't call file-splitting the whole Q&A engineering. The supervisor said file-splitting is only the first step. After that comes finding, ranking, assembling and writing. Treating the first step as the whole thing is like calling a vegetable knife a whole banquet.
At year's end, the supervisor posted a line at the file-splitting station: every cut you make becomes an evidence boundary cited later. Only then did A-Jiu understand: one more discerning cut upstream means ten fewer pitfalls downstream.
From then on, before cutting open a file, A Jiu would always look at the table of contents and summary a little more. The most valuable thing about the archive was not only that the cabinet searched fast, but that before a file was cut open, someone knew which cut must not be made carelessly. Later, whenever a case was misjudged, everyone first looked back to see whether the evidence boundary had been cut badly, and only then decided whether to change cabinets, adjust the ordering or rewrite the answer.