Going Folderless with Metadata for a Superior Approach to ECM
Understanding Metadata Metadata is "data about data".
The are two types :
•Structural metadata - about the design and specification of data structures or "data about the containers of data”
•Descriptive metadata about individual instances of application data or the data content.
What Gartner says about Metadata
How Metadata Improves Business Opportunities and Threats (Gartner, March 2012 )
"Metadata unlocks the value of data… …it requires management attention."
"Failure to manage metadata properly will hamper critical activities such as information management, business process management and service-oriented architecture (SOA) initiatives."
What is Metadata?
Information about information
Type or Class -Proposal, quotation, invoice
Dates -Created, Effective, Renewal
Status -In Review, Approved, etc.
Typical use case is simple tagging: it's helpful for search, but not much else. M-Files uses metadata to "virtualize" content management
Metadata-driven Navigation (aka Dynamic Views)
Imagine a completely dynamic "virtual folder" structure
Documents appear in all relevant "views" automatically
Only one copy, so no duplication
Metadata-driven, Multi-faceted Permissions
Permissions can be based on multiple properties and objects:
Any information object, not just documents: Projects, Cases, Audits
Employees can access only documents related to their BU & Dept.
John sees the Chicago budget since he is in both the Chicago & Finance groups
Metadata-driven "Partial" Replication
How is Metadata Defined?
The traditional way
•Documents are managed with hierarchical folders
•A memo of a meeting. Which one is best?
•Folder hierarchies are managed manually
–Required changes to hierarchies are hard to implement
|The M-Files way
•Documents are classified with metadata
•The same document can appear in multiple views
•M-Files views are automatically maintained and new views are easy to create
A Short Recap
•Familiar interface – Easy to use, key to success
•Extremely efficient searches
•Version history, workflow, collaboration
•Improves quality, avoidance of conflicts
•Papers into digital format – Improves efficiency
•One-click repository for key email messages
•Clients & Administration Interface
•Adding Files and attaching Metadata
Hands On Practise
•Creating metadata at Administration side
Dibina oleh Pengendali@2006 pada 13 November 2014 dan dikemaskini pada 11/21/2014