The best practice approach takes into account the entire scope of enterprise content, including addressing the idea of metadata associated with information for which no file exists. For instance, an audit or a deviation is not a file, but an object for which metadata exists, so by definition, to support this, the system must manage metadata separately from the file itself.
And when metadata is not embedded in files, but managed separately, IT administrators gain more flexibility to:
- Manage metadata structure using centralized tools.
- Support adding metadata to all documents regardless of file format.
- Add metadata to documents (or objects) that do not contain files (or that contain multiple files). This is useful when a document is actually a single paper copy that needs to be incorporated into the ECM system. Some ECM providers often refer to records management when discussing this capability, and others simply provide it as another way to manage a document.
- Export files from the ECM platform without metadata tags.
Separate metadata management in ECM helps to ensure that all enterprise information is searchable, available and exportable – regardless of file type, format or object type — underscoring again the idea that data is not valuable to an organization unless it can be found.
Next time we will Get Started with Managing Metadata. Be sure to subscribe to the blog or email newsletter to get regular updates.
Laminin Solutions is all about optimising information management and connecting different solutions within a business. Through consolidating information and document flow with powerful easy to use and configurable software tools, Laminin Solutions sets the information in the business free from the boundaries of individual systems. Our focus is to improve the productivity of your business whilst reducing the cost to produce and use information.