The term “Data Strategy” is used to understand strategic requirements for enterprise metadata concepts and best practices. Why is this important for a business process solution like ECM? The simple answer is why to contribute to the disarray of an organization’s data management when implementing a solution. When optimizing your business process, look to simplify and streamline.
Messy or unclear data is insufficient data.
The key to a successful data management strategy is the ability for users to find information easily and quickly within the repository. If specific information cannot be easily and quickly found, users may not be enthusiastic about using the system. The biggest stumbling block in finding the correct or relevant information is when the search returns too many documents that the user will have to physically look through before finding the specific document or set of documents that meet their requirements.
To prevent this obstacle to effective document retrieval, refine the searched documents metadata or index values, eliminating irrelevant information from selection and return in the query result set.
Creating the correct metadata or refining limits the search result to items that meet the user’s selected parameters (i.e., date range, case number, document type, etc.). Metadata is the history, highlights, or keywords of a document content systems like APIs or XML need to make content decisions. Metadata might be an index value our OCR results providing the means of managing content throughout its lifecycle. For a document (or container of data), metadata means information about it, such as its author, title, issue date, and other details that can usefully be associated with it.
No matter what technology you use, users or systems will have to create metadata. However, as much metadata as possible should be created and collected automatically, given the document sources, types, and available databases linked to documents. It is essential to get the balance right. Too few mandatory elements may result in little metadata being entered, but too many mandatory elements may be seen as a tedious chore.
Consistency and accuracy of metadata values are crucial to the value of metadata. Controlled vocabularies, pick lists, default values, and inheritance are essential tools and techniques in this context.
When designing a system, the recommendation is to apply consistent metadata requirements to all documents expected to be found easily in a query and all documents stored as “final” archived records in the repository. This process will be essential in user adoption, the success of the system, and proper training for all users.
Confused about how metadata affects your organization? We are here to help and guide you throughout your expansion journey, and if you have any questions, feel free to send us a message and one of our team members will get back to you.