Unstructured content is perhaps the biggest challenge in the way of building a holistic metadata. Metadata is essentially carries the details on the data, information and knowledge existing within an organization environment. This includes all kind of structured (like the data in business applications) and unstructured (like word documents, paper documents) content. Business Metadata (like process maps, memos etc...)is mostly in the form of unstructured content.

One impractical way to create the metadata for unstructured content is to manually enter the details into the metadata repository. However, given the volume of this data, it will not be possible to implement this method and to sustain it. That's the reason that business metadata around the unstructured content is typically the last phase of a metadata repository evolution. As a general principle- A metadata repository works only if it can be updated mostly automated.

Here are some methods, which you can deploy to enable metadata repository around unstructured metadata:

Storing Data in the shared drives:

You can bar or discourage people from storing their files in local drives. If you cannot bar, you can ensure that the files are replicated to the shared drives. Shared drives will help the metadata extraction programs to sniff out the details about these documents (like a crawler).

Bringing your files and documents within the ambit of versioning system

While there are versioning systems for software applications, the same is not done for the unstructured content used by business. By having versioning tool encircling these documents, one can create the metadata on the change history of this unstructured content.

Encourage people to use standard templates

You can create standard templates for different kinds of documents. Examples are:

• Minutes of the meetings
• Memos
• Policies and rules
• Business process maps
• Desk Instructions...

For each of the document category, a template can be added in the MS word (one can also use InfoPath). Users should be encouraged to use these templates. This will enforce a discipline to enter the details around document title, description, date of creation, authors(s) etc...

Use a content management system

You can deploy a content management system and encourage people to use it. Many smart organizations make it mandatory for employees to use these platforms to manage their content. These content management platforms add huge value in terms of creating an easily accessible metadata. They have the typical capabilities of versioning, indexing, tagging, document pathing etc. You can go to the sites for Stellent and share-point to understand more about these tools.

Use an effective collaboration platform

This is the world of forums, wikis, blogs and intranet. Having robust platforms for people to collaborate will enable a better management of what people are writing a sharing. This will create metadata for the metadata repository. For example, a good Wiki platform will have a database of all wikis, their purpose, the participants, subjects, tags, indexes etc

Use a business process management

A business process management (BPM) platform essentially allows you to capture, design, store, change manage and implement a business process. These applications can have close tightness with the other applications like work flow and distribution systems. For example, if you make changes in BPM, it can trigger changes in the workflow programs. These BPM applications have the metadata related to the business process flows and process maps etc.

Scan and Image the documents

In this automated environment, there are many documents which are not in form of a soft file. This includes original legal documents, invoices etc. One way to handle it is to have the scans of these documents and make them part of image management software.

Leverage Record Retention Services

There are 3rd party record retention companies which have the expertise on creating metadata on the physical documents. While record retention companies are primarily interested in building indexes for retrieving documents, they can expand their brief by building more details around these physical documents to serve the needs of metadata repositories.