The key to effective document management is to be able to identify
and retrieve relevant documents quickly and efficiently. Creating and storing relevant document
metadata is the vital ingredient to achieving this
goal.
These FAQS provide an overview of eWord Development's
embedded metadata strategy:
Where is the
metadata embedded ?
eWord
Development's embedded metadata strategy captures metadata at document creation time &
stores this information inside the Word document. The
embedded metadata does not interfere with the
document content or layout, but exists buried inside the document's file
structure where it is still accessible by search tools.
Why are documents
easier to find ?
With internal or embedded metadata, the document is
not dependant on where it resides to be found. Searches can be conducted across
network and local file systems, intranet and internet, sometimes even when the
document exists inside of other computer systems.
By aligning embedded metadata with an organisation's
Business Activity Classification Schema (BACS),
document searches can be conducted using the business' own operation terms which
users are more likely to be able to relate to.
How can I search
for embedded metadata documents ? There is a surprising array of tools that already understand embedded
metadata including:
Word's Advanced File Search
Access this from Word's File; File Search; menu & selected advanced search
(Word 2003)
Enter the BACS details for your search argument and specify the locations you
wish to search.
Windows' Search
Access this from the Windows START button, then click SEARCH
Enter the BACS details for your search argument and specify the locations you
wish to search.
How do I load
embedded metadata into new documents ? There are three basic approaches to adding embedded metadata
Custom Office templates
Microsoft Office templates can be constructed that connect to information
systems, retrieve and formulate metadata and then store this into the document
based on the organisations' schema - but this is not a task for the novice
developer or even the faint hearted !
Custom Templates can ensure that every document is created with consistently
applied metadata and have a productivity focused user interfaces to minimise the
metadata capture impact on users.
eWord Development's core business is the production of Office
Templates with this level of sophistication, so if you require more information
or a proposal for development of custom templates to suit your organisation's
requirements, please contact us
here...
Template Builder - A template wizard
eWord Development's
Template Builder is wizard
designed to allow a non-developer to create Word templates complete with
embedded metadata capture capabilities. More...
Template Builder can also be
customised to integrate with your organisation's information systems to automate
metadata capture.
