Knowing where to start is difficult. It helps to understand what metadata means; in a nutshell, “tagging” metadata refers to the process of adding metadata to any created content, whether it’s published or is simply data (such as files, video, images) used by users both in and out of your company. Let’s say that a document is created – this document, or data, is then given a “tag”. This tag tells people who search for that document, what is in that document, making it easier for them to find. Metadata is invaluable for businesses. Here are several ways that explain why.
- Structure
Every organisation has its structured data and unstructured data. The former constitutes as databases (and CRM systems), while the latter would be emails and office documents. Understandably, it’s easier to search structured data. There’s a “universe” of information stored inside of all those documents – created by users each and every day. Since structured data is measureable, benchmarks can be provided and work. Performances can be gauged – and areas that need improvement can be recorded.
- Text Analytics
Text analysis refers to the process of parsing texts. This presents machine-readable facts from those texts, which can be then used to create structured data. We know how valuable structured data is to the business. This analysis, however, relies on solid information management. This is in combination with building (and launching) a successful metadata strategy. Metadata provides the packaging of content, data, thus providing solid consistency across an organisation, no matter how large or small.
- InfOrganisation
Do you still own a filing cabinet? Is it stuffed to the brim with paper files you don’t refer to or even look at? It’s surprising to think that this “old” storage system is still around, cluttering up many businesses. It’s even more surprising to think that the people who use filing cabinets can deal with knowing that they’ll probably have to make copies—and copies of those copies—to store, in different locations. All of this information spread out around an organisation is disastrous. Because metadata tags help you find relevant information in a structured environment, they eliminate the need for physical “hard copies”. Making information organisation as easy as clicking a mouse and typing on the keyboard.
- Governance
Being able to find your data has huge commercial applications. Information governance also prevents your business from receiving a King’s salary in fines. (Not adhering to regulatory policies is a lucrative loss.) Thus, the important of metadata repositories. This means that it’s easier to ensure that data is created (and maintained) to be aligned with the priorities of the business. Using Metadata Management Tool, data governance makes the collection and control of data (and by extension, the definition, data usage, security, etc.) easier for data stewards and technologists. Since today’s businesses die without data and information, finding the balance for managing the procedures and disciplinary policies surrounding the demands of regulatory (and legal) proceedings need go without saying. Risk mitigation is litigated and legality compliance is the foundation behind information government – preventing legal/regulatory penalties.
- Specificity
Amazon is a trillion-dollar industry. Users are able to search for virtually everything, and access Amazon’s massive records in the blink of an eye. Much like a search engine. Where Amazon’s search differs is the fact that the algorithm relies on user specificity. The same principle applies to metadata on documents and file information. Metadata acts as a filter, through used tags, to show only relevant information to users as it pertains to the search. This makes search much more powerful thanks to metadata, comparable to Amazon’s search functions.
Conclusion
Whatever your industry, there’s no doubt that metadata (and metadata management) is an integral part of organisation and optimisation. Implementing metadata strategies into your business will make operations smoother in a variety of ways.
