We’ve said this before, and we don’t mind repeating this: data is king in business. Businesses and data must coexist in the twenty-first century. You’ve probably invested more time than you care to remember looking for that lost file on your hard drive…
When your search finally yielded potential candidates, how many documents did you have to sift through to find the one that contained the specific information that you required? Chances are, it was too many, and your plans for a productive day at the office were quickly dashed!
Fortunately, digital documents are distinct from other types of files. They have the ability to be identified in a variety of ways (unlike a simple folder with a mere title attached). If you can’t remember the clever name you gave your file when it was created, you can track it down using its metadata.
What Is Metadata?
Metadata, in its most basic form, is information about document data. Documents contain data that must be searched for or retrieved using a specific set of data. We’ll go into more detail under metadata elements, but for now, consider metadata to be the ingredients of a document. Some of these ingredients may be visible, while others may be hidden and must be looked up with additional information about those ingredients.
Document elements such as images, charts, and tables, in addition to text, can have their metadata. Metadata is used to condense the information contained in these document elements. Thus, electronic document management systems can effectively leverage document metadata to assist users in finding and working with documents without going through the contents of every one of them.
What Are Metadata Elements?
In word processor and excel files, essential document metadata elements include file size, author names, and creation and modification dates. On the other hand, document management solutions contain more advanced features such as indexing fields relevant to different document categories. A purchase bill, for example, might have indexing fields such as the invoice date, vendor name, invoice amount, and so on. You could use these indexing fields to find that specific document when retrieving it!
Why Is Metadata So Important?
Because businesses today deal with massive amounts of data, Metadata is critical to their survival. Metadata helps you categorize all of the organization’s documents, resulting in increased clarity and organization in the documentation. It also aids in reducing the time it takes to retrieve important documents. Document management can quickly overwhelm and consume your company if you do not use an electronic DMS that works with Metadata.
How Does DMS Use Metadata?
As previously stated, Metadata is essential for categorizing, searching for, and retrieving documents. An administrator must predefine the Metadata that will be used by the organization when setting up a DMS. This results in a centralized process in which employees/users must categorize their documents based on the provided Metadata and input the indexing fields. While it may appear to be a tedious task at first, it instills a certain level of discipline in document management.
When users need to search for and retrieve a document later, they need to filter documents by category and the data entry they fed into the respective indexing fields. This feature allows users to retrieve documents more quickly. As a result, metadata can be used to help you save time, energy, and resources.
Because it is understandable for businesses to become overwhelmed by the volume of documents they see daily, Metadata has evolved into a dynamic tool that has helped companies deal with this issue. Follow up with Docupile for more information on Metadata. Please contact us right away!