Document metadata & performance indicators

Use document metadata!

Electronic document management (EDM) is often seen as a way to centralize and digitize documents to facilitate access and research. Although this is the very essence of EDM, it hides an added value that is sometimes underestimated: the exploitation of document metadata. This information constitutes a wealth of valuable data which, when expressed in performance indicators, can support CEOs and managers in their strategic decision-making.

From then on, the EDM becomes a real tool for managing the company's activity.

What is metadata and why is it so important?

Metadata is information that describes the attributes of a document. They include things like title, author, creation date, version, file type and more. Indeed, they can include data specific to the use or status of a document, such as information relating to approvals, revision cycles, access rights, etc.

The role of metadata is therefore to index documents and facilitate their search in an EDM system, thus making access to information rapid and efficient. But as we will see, their potential goes far beyond a simple SEO function.

Metadata in strategic decision-making

Document data alone is often insufficient to provide a complete view. In contrast, metadata allows for a more holistic understanding of trends and interactions within the enterprise. Here is how they intervene in strategic decisions:

Anticipation of needs and risks : By analyzing document metadata, it is possible to detect trends, such as increased consultations of a particular type of document or repetitive delays in certain processes. This allows leaders to make proactive decisions to improve operational efficiency or anticipate risks before they materialize.

Business process optimization : Using metadata, it becomes possible to identify bottlenecks in validation processes or document review cycles. An in-depth analysis of the delays between each processing step of a document can highlight improvements to be made, facilitating better allocation of resources.

Improved productivity and efficiency : By leveraging metadata, businesses can optimize task assignment. For example, if a specific type of document is frequently updated by the same team, it may be interesting to train additional members to lighten the workload and maintain a high level of performance.

Use cases of metadata in performance indicators

Document metadata proves to be very rich when used in the form of performance indicators. Take for example a DMS system which centralizes all documents related to purchasing, sales, human resources or the quality department. Here are some examples of use cases:

Purchasing department : Once the metadata is expressed in the form of indicators, the purchasing department teams can analyze expenses by: supplier, requesting department, nature, payment method, etc. They also have the possibility of analyzing their process thanks to direct visualization of various elements such as: validation & processing times, dispute typologies, deadline monitoring and much more.

HR department : The integration of metadata into reporting tools allows teams to monitor employee contracts (by workforce, category, expiry date, etc.), manage absences (sick leave, leave, absenteeism rate, planning …) but also supervise recruitment (number, duration, service, analysis of applications, etc.).

Sales department : Metadata becomes real golden information for this department since it allows it to literally manage commercial activity. Indeed, it is, for example, possible to track the conversion rate of offers and the amount of business while adding filters for customer location or product types. This way, teams can detect areas where sales are weak and make strategic decisions to ensure better business development. The sales administration also has the possibility of monitoring invoices (due date & payment deadlines, evolution N vs N-1, collections, type of disputes, etc.).

Quality department: the quality department, for its part, can use metadata to monitor the status of documentation, particularly by status: drafting, validation, approval, distribution. These also make it possible to monitor processing times and the number of possible delays. Other elements can be controlled, such as review deadlines to track non-conformities by nature, service, etc.

Integration of metadata into reporting tools

To get the most out of metadata, its integration into reporting tools is crucial. Many modern EDM systems today include reporting features that allow real-time visualization of key data and generation of automated reports. This integration brings several advantages:

Simplified centralization and visualization : Reporting tools centralize data and provide clear visualization, making it easier for decision-makers to interpret. Interactive dashboards help aggregate and analyze metadata at a glance.

Automation and personalization of reports : EDM solutions with automated reporting functionalities make it possible to generate personalized reports, adapted to the needs of each department. For example, HR managers can track metrics related to hiring document processing time, while sales teams can focus on contract approval times.

Real-time performance tracking : Well-designed reporting enables real-time tracking of business performance, using data collected from metadata. Decision-makers can thus act more quickly in the face of weak signals and adjust their strategy according to the developments observed.

Docu'Analytics, the GED DocuWare reporting tool

Coupled with the DocuWare EDM, Docu'Analytics allows you to model and analyze the performance indicators of your documentary processes in real time.

Its rapid implementation and intuitive handling allow you to quickly collaborate as a team on dashboards.

The dashboards are customizable, making them an ultra-modular tool to meet the growing needs of your business and its services.

As you will have understood, if you are a DocuWare EDM , Docu'Analytics is THE ideal solution for taking advantage of document metadata and visualizing your business KPI's in just one click!

Challenges related to using metadata

Although the benefits of metadata are numerous, leveraging it is not without challenges. Among the obstacles, we can cite:

Volume of data : Managing metadata in a large organization generates a large volume of information. It is essential to have efficient EDM systems and data analysis tools to manage these flows effectively.

Data quality : Document metadata must be accurate and up-to-date to be usable. The implementation of strict rules for entering and quality control of metadata is therefore essential.

Privacy and security : Metadata can reveal sensitive information. It is therefore crucial to ensure their security through access and rights management systems, in order to guarantee the confidentiality of strategic information.

Document metadata at the heart of your performance

Metadata is a strategic asset for modern businesses. Beyond the simple digitization and centralization of documents, EDM enriched with metadata offers a valuable source of information that supports strategic decisions and contributes to improving business performance. By integrating them with advanced reporting tools, decision-makers can take advantage of this data to monitor developments in their organization in real time and act based on the insights collected.

Companies that know how to use metadata effectively, overcoming the associated challenges, thus have a major competitive advantage in an economic environment where responsiveness and precision of decisions are essential.