Docusaver - Document Management Service
As pace of data digitization took up in 21 century, document metadata plays a crucial role for success of document management system or content management, no matter what type of content is stored i.e. document file, image, video or music in the Document Management Systems nz. To ensure correct management of data objects and true usability it demands a reliable backend metadata. As metadata describe the contents and context of data files, the original data files become much more useful which ameliorates the user experience in searching for a data file in the documents management system.
The principal function of metadata is to alleviate the easy discovery of relevant information by allowing desire information to be found by relevant criteria. Metadata also facilitate to provide digital identification for data by bringing applicable data together, organize digital data in efficient manner by providing location information and support preservation and archiving of digital information. Some of the important aspects of metadata are:
- End result obtained at the end by creation of the data.
- Intention/reason for the creation of the data.
- Date & Time of creation of data.
- Generator or author of the data.
- Geographical location or name of the network machine on which data was created.
Indexing is the principle procedure of catching significant metadata connected with digital information. Through indexing records with metadata, search for a record become comparatively easy. Guidelines and should be created (for instance, Documents Management Software should capture metadata for all documents, or it simply catch metadata for those documents that you pronounce as records). Apart from that it should define what metadata elements should be captured for different types of records.
4 important function of Metadata in Document Management Systems are:
Metadata is a set of fields and values used to describe and categorize content and managed objects.
- Search -- Users will often want to search for key data associated with a file such as an Author, Date Published, Key Words, Topic and so on.
- Distribution -- Values associated with metadata are used by other applications to analyze and determine when and where content was distributed.
- Access -- Security applied to data objects are often part of the metadata model like Authentication of user, access control and encryption of data is design on the basis of Metadata model.
- Retention -- Most Records Management system trust upon metadata when it comes to executing retention rules.