Organizations often face the challenge of effectively managing and organizing large amounts of documents and information. Two common approaches to digital file management are folders and metadata, both with their advantages. In this article, document management expert Carl Mårn shares his insights on which method is suitable for different organizations.
Hi Carl!
Can you explain the two most common methods of document management – folders and metadata – and how they differ?
Absolutely. Traditional folders are the older and simpler method where files are organized in physical or digital folders. Users are often already familiar with this structure, and it is easy to understand and implement. However, as the volume of documents grows, folders quickly become less efficient.
Metadata, on the other hand, is a newer approach where documents are tagged with specific properties. It allows files to be searched and categorized in a flexible way, which is particularly useful as document volumes increase. Metadata also provides better control and opportunities for automation.
What do you see as the main benefits of using folders for document management? Folders have their place, especially in small organizations or where document management is not so complex. One advantage is that it is a user-friendly system. Everyone has experience of using folders, and not much technical knowledge is required. In addition, they work well offline, allowing users to continue working even without the internet.
But it sounds like there are some limitations with folders?
Yes, as document volumes grow, folders can quickly become unmanageable. It becomes easy for users to create too many sub-folders, making it difficult to navigate and find the right document. And because a document can only exist in one folder, it is difficult to associate the same document with multiple categories, which can lead to duplicates. In addition, finding documents in a folder structure is very time-consuming as it often grows unchecked.
What happens if the organization grows and the folder structure no longer works?
It becomes a major challenge. When the organization is reorganized or the amount of documents grows, old folder structures can become a source of inefficiency. Moving or changing the structure requires a lot of manual work and risks creating confusion or even losing important documents. That’s where metadata comes in.
What would you say are the main benefits of metadata for document management?
One of the main advantages is flexibility. Metadata allows documents to be tagged with different properties, making them searchable in a way that folders cannot match. It doesn’t matter where the document is stored, you can find it by searching the metadata, not just where it is. This makes document management much more efficient when working with large amounts of information.
When it comes to duplicates and security, how does metadata compare?
Since a document can have multiple metadata tags, it can belong to several categories at once, reducing the risk of duplication. And when it comes to security and information management, metadata allows organizations to enforce strict document management rules. For example, metadata can be automatically linked to security rules, making it easier to manage the document lifecycle and ensure that information is properly protected.
It sounds like metadata really has benefits in the long run. Are there any disadvantages of metadata that organizations should consider?
Yes, there are a few things to consider. Firstly, metadata requires training and users adapting to a new way of working. It is also important to have a technical infrastructure in place, such as SharePoint, to manage metadata effectively. And if the system is not automated, it may mean that users have to add metadata manually, which may feel like a temporary extra effort until they get used to the process.
With all this in mind, what approach would you recommend for an organization facing the choice between folders and metadata?
For smaller organizations with limited document volumes, folders still work well, as they are easy to implement and use. But for larger or more complex organizations, where it’s about managing large volumes of documents efficiently, metadata is clearly the better choice. It’s a future-proof solution that makes it easier to find documents, manage duplicates and maintain control over information.
And if an organization chooses metadata, are there any tools you would recommend to facilitate management?
Absolutely. A good tool to look at is MetaShare, which is an add-on solution for Microsoft 365 that offers a user-friendly interface, improved filtering and search capabilities, and automated reminders. MetaShare makes it easier for organizations to implement metadata effectively and provides more flexibility in document management.
Need help implementing a sustainable document management solution?
Whether you are looking to streamline the use of folders, implement metadata or explore customized solutions for your specific needs, contact Carl Mårn for guidance.
Carl Mårn, mobile: 070-423 33 37 or [email protected]