Document Management Software: Library and Metadata Management

Features for the management of the document filing environment and document tagging / classification standards.

Meta-tagging Vocabulary Management

The document management Software Library service is used to centrally manage a pre-defined vocabulary ensuring that documents are tagged (classified) in a meaningful way when added or checked into the library by end users. Building and managing this controlled vocabulary is essential in the process of implementing the Paperless Office. Document control software ensures compliance with the organizations' business tasks, processes and regulatory requirements. The document management software library administrator can quickly add or edit customized tagging definitions for each type of document to be stored in the library. Example document types include; contracts, purchase orders, engineering documents or whatever type is required by the business to track.

Metadata fields are then created and associated with different types of documents. It is these metadata fields that users will using when tagging a document they are adding or checking into the library. For example the library administrator may define the 'Contract' document type to have 'Contract Number' and 'Customer Name' metadata fields associated with it. When users add a document to the FileHold library they will be prompted to select the document type they are adding. If they select 'Contract' they will be prompted to tag the document by adding values for the Contract Number and Customer Name metadata fields.

Metadata fields can be of various types each with a unique set of easy to customize properties associated with it. Supported field types include;

1. Text fields (single or multi-line)
2. Date Fields that provide a convenient Calendar control to easily select a date / time
3. Numeric fields
4. Currency field
5. Checkbox fields (Yes/No)
6. Single or multi-select pick lists either managed as a local list or retrieved from an external 3rd party database (new)

Guaranteed Metadata Capture

As new documents are added, the user is prompted to classify the file using required metadata fields as defined by the controlled vocabulary, metadata menus and text fields. This approach ensures that the mandatory amount of metadata is captured for each document or record in the library. Library administrators can also define optional fields as well as the required fields. Individual metadata schemas can be secured to individual or multiple system groups so that users only have to work with the metadata that pertains to their area of expertise, or department or organizational unit.

Pick List External Database Lookup of Metadata

The document management software provides the ability for the library administrator to add pick list metadata fields whose values are automatically populated by items retrieved from an external database. These menu items can then be quickly associated with documents as metadata when documents are being added or versioned in the library. For example a metadata field called Customer Name could be added to Invoice documents stored in FileHold. When users are adding Invoice Documents to the FileHold library users will be able to select from a list of customer names that are looked up from a table in a 3rd party SQL database.
Learn More About  Managing Pick Lists for Tagging Consistency

Document Filing Control

The document management software library administrators have central control of the structure and the user authorization rights to each area of the library. By managing the first 2 levels of the document filing structure (Cabinets and Drawers), library administrators can force users to store documents in appropriate areas of the library. This controlled filing approach ensures that users can easily browse for documents that are stored in a logical and efficient fashion.

Set Document Naming Standards

Allows for the quick creation and adherence to your organizations document and record naming conventions or standards. As documents are added to the library they are automatically renamed according to the naming conventions or policies that Library Administrators define.
Learn More About  Setting Document Naming Standards

To learn even more about FileHold tagging, click here