Examples of possible metadata
- compilation, scan date
- document type
- project number, project label
- version, revision
- cost centre
- customer name, customer ID
- process number, order number
- case worker
Manual and automated metadata
Metadata normally have to be entered into a corresponding form by the user when entering up a document (tagging). Some is compulsory, others are optional.
In Document Management Systems with a high level of automation, such as the bitfarm-Archiv Open Source DMS, metadata can also be determined automatically, e.g. from a document or from the advanced file properties, and thus reduce manual and elaborate user input to a minimum.
The metadata does not only give information, but also allows for specific search and the filtering of search results.
Document-based business processes can be directed on the basis of metadata. The bitfarm-Archiv Open Source DMS can master variable workflows. Depending on the metadata a document has, the relevant workflow is triggered.