We’re quite sure you have heard this one before – Metadata!
Metadata is data about the data or additional information about the information.
I remember when I heard Metadata first time, it sounded gibberish. Data about the data! Let us take an example to clarify it more. When you create a word file on your pc or desktop and if you hit the ‘Save As’ option, on that moment some data is created with the document automatically. File name, size of the file, and the author’s name is created that time and you don’t have to do a bit to create this information. If we take another example of a book, attributes of a book like – the title, author name, date of publication, subject, and ISBN number are used for searching.
In the context of SharePoint document libraries- metadata is data about documents. Properties which describes the attributes of the document.In SharePoint document library, metadata gives information about the document title, document type, last modified date etc. They are displayed as columns in SharePoint.
So why metadata is so important in SharePoint Document Management and why do I need metadata? Why not just save the documents and move on?
Well, let’s go back to see the example of the book because it will be easier to understand. In the library, we search a book by its title, or by the author’s name. As in the context of SharePoint document library, metadata can be used to make search easier. Metadata can be used as per the user requirement, for instance, it can be used for search, security or retention. If we are using metadata for retention then we have to determine the metadata for retention of a document. For example, the company should retain a document for how long? For that, we have to create a metadata and it will have a value of either yes or no.
SharePoint does not use to display all the metadata to the user which are attached to the document. Only Administrators can change the view. The view will contain which columns are displayed to the user when they go to the document library. At the time of modification, administrators can see a lot of metadata which are associated with the document.
As you can see, with the proper use of metadata in SharePoint Document Management, It provides a streamlined way to filter documents by specific characteristics. Metadata ease the process of finding the right documents from the multiple levels of folders.
Katpro understands that Document Management is crucial for any organization and to provide native compatibility and a consistent user experience is important. We can help you implement an effective strategy in order to increase your company’s efficiency.
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