Storing Metadata | Document Management Software

Storing Metadata

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KnowledgeTree Overview > Metadata > Storing Metadata

This section explains the relationship between the metadata structure and the folder structure in KnowledgeTree, and how permissions are assigned within the overall structure.

Storing Metadata

Metadata may be stored by:

•	document - e.g. 'Project Plan - Project Alpha'

•	folder - e.g. 'Project Plans'

•	unit - e.g. 'Engineering Department

•	fieldset - e.g. 'Project Department information'

•	field - e.g. a pick list with available project departments

Metadata is most effectively stored in a combination of folders and fieldsets:

When using ...

Result

Folders, without fieldsets

This structure may be too deep and complex. Users may struggle to browse the folder structure, and search is less effective.

Fieldsets, without a folder structure

This structure prevents effective browsing, navigation, and search because you cannot rely on users to properly complete all metadata field entries.

Additionally, without a folder structure, there is no way to apply permissions.

Storing Metadata in the Folder Structure

Although the folder structure may be designed to map exactly to the metadata, such a structure is hard to manage. This is because the lower levels of the folder structure (level 1 in the example) should be as static as possible.

In the following example, it's easier to change the structure at level 3 than at level 2, and it's easier to change the structure at level 4 than at level 3. In this instance, each time a new client is added, it is necessary to add a new Client[no] folder. By storing the client id (e.g. 001) in the metadata layer of the Invoice folder, users can browse to the Invoice folder, and rely on metadata after that.

Example: The document type, document title, and the client number, which are all metadata, are stored in the folder structure:

Level	Folder hierarchy
1	Accounts Receivable
2		Invoice
3			2005
4				Client 001

Note: To ensure usability, the folder structure should not be deeper than 3-4 levels.

The following example shows three layers of metadata, which may be represented as follows:

'Project Department>>Project Name>>Project Document'

or ...;

Project Department: Human Resources
Project Name: Recruitment
Project Document: Applicant evaluation form

Each of these storage methods provide a specific structure:

This storage method ...	provides this structure ...
Storing all information in a folder structure	>Human Resources >>Recruitment >>>Applicant evaluation forms
Placing all documents in a single folder, and storing the metadata in fieldsets and document types	Document type: Human Resources Pick list: Recruitment (Projects) Pick list: Applicant evaluation form (Project document types)
Creating e a hybrid of folder structure and fieldsets/document types	Folder structure: >Human Resources >>Recruitment Document type: Applicant evaluation form

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