Why metadata is a must for your document management

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metadata for document management

On average, employees spend 1.5hrs searching for documents. That is equal to one full workday each week. With an average cost of €20/hr this adds up to € 600 each month! A DMS (document management system) stores documents by using metadata, allowing organizations to quickly find their documents using keywords. Knowing a DMS costs around € 25 per user each month, this could be a huge opportunity for your organization to save money.

But first…

What is metadata?

In short, metadata is structured information that allows you to store and retrieve documents in a organized and efficient way.

Types of metadata?

Descriptive: Title, description, subject, document type, author, keywords
Administrative : date created, status, review date, access rights, size
Structural: source URL,  format,…

Why does metadata matter for your organization?

Due to the digital transformation and the shift to flexible workplaces, more and more organizations manage their document online. But when the amount of documents keeps increasing it is easy to lose control of your online document environment. Here’s why metadata is a valuable tool: 

1.

In one blink of an eye it is clear what a documents entails: subject, project, ... 

You don’t have to open the document and read through it, to understand what is in it. Metadata summarizes all the information about the document, for you! 

2.

Metadata brings structure to your online document management.

If all documents contain metadata it divides them into groups, which makes it easier to retreive documents. For example: when every document of a particular project gets the project’s name as metadata, all these documents are stored together. Organized it is!

3.

With metadata it is impossible to save a document in the wrong folder!

By using metadata you step away from the typical, static folder structure where you can loose or misplace documents. Metadata stores all documents in one big pile and by filtering metadata you will find your documents. 

4.

Unify your document management with metadata

The implementation of metadata  unifies the way employees save documents which eliminates miscommunication or disagreements. For example: employee A stores all contracts in folder A, while employee B stores these contracts in folder B… Using metadata means that every employee understands the archiving system and can consult the documents, even when someone else stored them. 

5.

Metadata is as easy as it gets! 

Upload a file, attach the metadata that is asked and done. Easy, simple and fast! Your employees do not need to get lost in complex folder systems or learn illogical archiving methods to store and consult documents. Everyone can learn how to use metadata in their document management. 

Want to learn more about metadata for your organization? 

Want to know how you can change your current document management approach? 

Curious about the possibilities of metadata document management in Ishtar.Online? 

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