The important part for any document management system has to be certainly it’s ability to retrieve the required document from millions of similar ones based on search terms entered by the user. But how does the software differentiate between really similar documents and display the correct result to the user? There has to be smart search technique which can properly identify the right document/file and provide the same.
Every file, irrespective of the type needs to be properly categorized by adding relevant metadata. What is metadata? As per Wikipedia, Metadata is “data about data”. So these fields basically hold key information about the file as a whole and help the software differentiate the same from others. For example, your organization has multiple verticals and business functions. So, for each of them you would ideally have a unique customer list and invoices. So, it could end up becoming a tedious task to identify the required invoice from among thousands of others.
However, if you add metadata to these invoice documents the task becomes significantly easier as the software fetches the right file inside a second. For instance, let’s assume the metadata fields added are – Customer Name, Date, Address, Invoice No, Services etc. Now, even if there are two separate invoices from the same customer on the same date, you could easily retrieve the needed invoice by using the unique Invoice number as your search keyword without having to browse through thousands of invoice type documents.
This makes document storage and control very easier. The sales coordinator or the billing department can easily retrieve any document using these metadata that has been added to every file/document before uploading into the central repository.
However, it is essential that these metadata tags are not predefined inside the software and the user must be allowed to create new ones as and when the requirement comes up. This allows the organization to optimize the software, thereby creating infinite document types, sub-document types and metadata fields. For example, for invoices you can have the document type as Invoice and the corresponding business unit as the sub document type (viz. cloud, production printing, IT etc). Further to this, you can multiple metadata fields for the customer name, organization name and branch, date and every other piece of information you feel to be necessary.Tags: