Capturing metadata (tagging) when storing electronic documents creates intelligent database mining when information is needed. Document search results become consistent and relevant, saving time and generating useful business insights. Document management software must have a powerful, automated way to capture metadata.

Using metadata

The Smartker software library is used to centrally manage a predefined vocabulary, ensuring that documents are labeled (classified) in a meaningful way when they are added or registered in the software. Building and managing this controlled vocabulary is essential in the Paperless Office implementation process.

Smartker software ensures compliance with the organization’s business tasks, processes and regulatory requirements. The library administrator can quickly add or edit custom labeling definitions for each type of document to be stored. Example document types include; contracts, purchase orders, engineering documents or any type the company requires to track.

Metadata fields are then created and associated with different document types. It is these metadata fields that users will use when tagging a document they are adding or recording in the system. For example, the library administrator may define the document type ‘Contract’ to have the metadata fields ‘Contract Number’ and ‘Client Name’ associated with it. When users add a document to the Smartker library, they will be prompted to select the type of document they are adding. If they select ‘Contract’, they will be prompted to tag the document by adding values for the Contract Number and Customer Name metadata fields.

Metadata fields can be of several types, each with a unique set of associated properties that are easy to customize. Supported field types include:

Text fields (single or multi-line) Date fields that provide a convenient calendar control to easily select a date / time 2.

2. Numeric field

3. Currency field

4. Check box fields (Yes / No)

5. Single or multiple choice selection lists, either managed as a local list or retrieved from a third party external database (new)

Secured metadata capture

As new documents are added, the user is prompted to classify the file using the required metadata fields as defined by the controlled vocabulary, metadata menus and text fields. This approach ensures that the mandatory amount of metadata is captured for each document or record in the library. Library administrators can define optional fields as well as mandatory fields. Individual metadata schemas can be secured to single or multiple system groups, so that users only have to work with the metadata that pertains to their area of expertise, department or organizational unit.

Metadata search in external databases

The Smartker software offers the library administrator the ability to add picklist metadata fields whose values are automatically populated with items retrieved from an external database. These menu items can be quickly associated with documents as metadata when adding or versioning documents in the library. For example, a metadata field called ‘Customer Name’ could be added to invoice documents stored in Smartker. When users add invoice documents to the Smartker library, users will be able to select from a list of customer names that are looked up in a table in a third-party SQL database.

Managing Metadata Pick Lists

Smartker software allows library administrators to define and manage a pick list that users can select from when tagging documents. For example, a ‘Products’ pick list can be created that manages a list of all products sold by the company. The pick list can be associated with any different type of document in the system (e.g. engineering and marketing documents). Now, whenever a user adds an engineering or marketing document, he can quickly tag the document by selecting a product name from the product selection list. These are the features of Smartker pick lists:

– Pick list values can be managed centrally or retrieved from a third-party data source.

– Pick lists can be associated with any number of different document types and can allow users to choose one or allow many selections when tagging documents.

– Pick lists drastically reduce the time it takes a user to tag a document while ensuring that metadata remains consistent (normalized). This avoids the situation with text-only tags where, for example, users misspell a company name in 4 different ways when tagging documents.

Document archiving control

Smartker library administrators have central control of the structure and user authorization rights in each area of the library. By managing the first two levels of the document filing structure (cabinets and drawers), library administrators can force users to store documents in the appropriate areas of the library. This controlled filing approach ensures that users can easily search for documents that are stored in a file.