Metadata refers to file data that provides information about that file. It does not refer to the actual content of the file. Typical examples of metadata include file type, file name, author, keywords, creation date, and modified date.
Metadata plays an important role in document scanning for several reasons which are outlined below:
- Efficient Searching & Retrieval
Metadata can act as identifying information when searching for specific files, ensuring the correct file containing the correct information is identified and retrieved efficiently.
Metadata can be used to organise and group files based on distinct criteria, such as document type, naming convention, and date for example. This is particularly useful when managing large amounts of files to ensure they are stored logically.
Metadata which provides information such as who created a document, who last edited a document, when was the document modified, and what changes were made to the document, allows people working together to collaborate efficiently and ensure the latest version is being worked on.
Metadata can be used to guarantee adherence to regulatory requirements. For instance, metadata can offer details about the creation or modification dates of a document, which is useful for keeping on top of records that need to be retained or deleted to comply with retention legislation including GDPR.
Glenbeigh Records Management provides an offsite document scanning service and has built up a wealth of experience incorporating different types of metadata into scanned files. This metadata plays a crucial part in assisting organisations with managing and retrieving large amounts of files more efficiently, fostering teamwork and cooperation, and ensuring adherence to regulatory requirements.