How does a document schema control access and collect metadata?

All files that are placed into the document management system must be associated with a document schema. Cabinets are also associated with a default document schema. However, a document can be associated with any schema except in the case of auto-tagged folders. The document schema simply states what type of document the file is and asks the contributor to supply certain pieces of metadata for the file. It is those added pieces of metadata that become the method for searching for the files after they have been stored in the system. Document schemas are built by the Library Administrator using a template.

Less is more with document schemas. The advice is to simplify! The fewer document schemas that can be used to organize the files that your company creates, acquires, and uses, the better. Group documents into broader categories and create a document schema for each of the categories. Remember the real strength of the storage and retrieval of documents in the software is in the use of the metadata fields.