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Document Metadata

Organisations gain real power in leveraging their document assets

Content Types and Metadata in FileStore

In the course of daily operations, organisations receive and generate large numbers of documents containing valuable information. With the ability to link metadata to electronic and scanned documents, organisations gain real power in leveraging their document assets.

Real Power

Storing documents electronically in FileStore EDM enables organisations to significantly improve productivity by organising documents and folders by content type. Typical examples of content types are:

  • Sales order
  • Proposal
  • Patient medical record
  • Claim form
  • Employee contract
  • Invoice

Immediately, this gives managers and teams the ability to manage their business documents as if in a library or database. With index fields, FileStore then enables rapid linking of metadata to each document, allowing further drill down to much more specific information. Typical index field examples include:

  • Policy number, invoice number, NI number
  • Name
  • Date received, start date
  • Blood group
  • Status (approved, on hold, rejected)
  • Post code
  • Date of birth

The result is a rapidly generated list of specific documents and document types – for example, all invoices currently on hold.

Making life easier with pick lists and look-ups

FileStore EDM makes it easy for users to add metadata to documents with features such as look-ups and pick lists. Organisations can ensure consistent adding of metadata to large numbers of documents by referencing standard data field entries. These can be quickly imported from look-up data tables held in formats such as Access, SQL or Excel. For example, referencing an employee ID number can enable automatic population of fields such as Name, Date of Birth and National Insurance Number.

With pick lists, users can quickly consult a pop-up list of all entries previously used in an index field. This ensures fast and accurate metadata entry by prompting users for the correct type of information.

Enforcing correct usage

Organising folders and documents with FileStore’s taxonomic capabilities gives organisations the opportunity to manage their information assets with library-like precision.

To prevent users from storing documents in an arbitrary manner, FileStore enables the application of rules and permissions. This allows organisations to ensure the enterprise folder hierarchy remains intact and users only store documents in designated locations.

For DCS client Gate Gourmet, we delivered a FileStore HR records management solution which facilitated the creation of new employee records. Creation of a new employee folder in FileStore triggers automated creation of sub-folders such as Payroll, Pension and Appraisals and ensures staff only import documents into the relevant sub-folder.

Notcutts centralises and streamlines their invoice capture, distribution and approval processes

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