What is Metadata and how do you apply it?

Where did the term metadata come from?

To get a good understanding of metadata, let's briefly look back in time. Indeed, the term metadata originated in the world of information management and computer science, probably around the 1960s or 1970s, when computer systems began to process more and more data. There was an increasing need at that time to better organize, describe and manage data. In libraries, for example, metadata was used to categorize books (title, author, publication year).

Metadata is all around us

With the advent of digital technologies, metadata has become increasingly important, especially in databases and operating systems. In modern technology, metadata is all around us, from search engines to cloud storage to document management systems. The idea behind the name is still the same: It provides an additional layer of context and meaning to make information usable and, most importantly, findable.

What is metadata

Literally, the word means "data about data." It is information that describes what a file, document or data set is about, without having to see the content itself. It provides context and makes it easier to find, understand and manage information. Think of metadata as a digital label or tag that tells you what's in it and what it's for.

An example of metadata

Imagine you are working on a project and have saved an Excel file. The file is called "budget.xlsx." By itself, that file name says little about what's in the document. But with metadata, you can enrich this file with additional information, such as:

• Project name: "North Sea Wind Farm"
• Document type: "Financial reporting"
• Version: "V1.3"
• Date of last change: "January 10, 2025"
• Author: "Bob de Ligt"
• Status: "Review"

This metadata lets you know at a glance what the file is about, what project it is for, and whether you have the latest version to hand. Other examples include discipline (project management, mechanical, electrical, etc.) and document number.

The power of metadata in (project) organizations

So metadata tells you what a document is, who it's for, where it belongs in the project, and what its status is. With the right metadata, you provide:

• Find information faster: No more endless browsing or bothering colleagues.
• Better accessibility: Everyone on the project team knows what's where, without duplication of effort.
• Grip on versions and status: Be sure you're working with the right version.
• Efficiency and quality: Save time and avoid mistakes.

In short, metadata is a tool for navigating large amounts of digital information. It prevents both chaos and wasted time and money. Especially in projects where hundreds or even thousands of documents and files are shared.

Metadata in systems such as SharePoint

SharePoint is designed to help teams collaborate and keep large amounts of data organized. Metadata is an indispensable link in this process. For example, with metadata you can search more powerfully and access information from different perspectives without having to have it in different folders. You can also easily track the status of documents, automate workflows and create dynamic views. Think of automatic approval processes and filtering on all documents that are still under review. With metadata, you make the most of SharePoint's capabilities and take your organization to the next level.

Metadata and decision-making

When it comes to improving decision-making within projects, metadata plays a crucial role. Not only does it make information more qualitative and faster accessible, by combining metadata in clear reports and visual dashboards (for example, with Power BI) you can better analyze risks and trends in projects. In complex projects where time, budget and resources are often under pressure, metadata often makes the difference between an informed decision or a gamble. So the basis for data-driven work.

Who guides the use of metadata in an organization?

When you want to start working with metadata, it is important to supervise this properly. Who is the appropriate person for this, of course, depends on the structure within an organization and/or team. But usually the Document Controller is the ideal person to supervise working with metadata. This person is already responsible for document management, has insight into processes and can monitor consistency. But an Information Manager or Project Controller can also play a key role in working with metadata. When it comes to the technical side, you often engage an IT department or partner. But there are also companies, such as Ditio, that have content, process and IT knowledge in-house. So with this you achieve a "holistic" approach.

How do you begin?

Want to start working with metadata? Then above all, take the time to set up a solid metadata structure. Do it in steps, ensure support and be consistent. Only then will you get a grip and really save time. If necessary, engage a partner to help you with this. That way you do not have to reinvent the wheel yourself and you benefit from experiences gained in other organizations.

Pitfalls from practice

At Ditio, we help many organizations professionalize their document management and introduce and automate metadata. Often they first tried to implement metadata themselves, but this turned out to be more difficult than they thought. These are 7 pitfalls that we encounter a lot in practice and that you want to avoid:

1. No clear strategy or structure

Many organizations begin applying metadata without a plan. This leads to inconsistent fields and structures, which quickly makes the system cluttered.

Tip:
Determine in advance what metadata is really needed. Keep it simple and scale up later.

2. Too much (or too little) metadata.

Some organizations go overboard by including every detail as metadata. This makes the system slow and complicated. On the other hand, too little metadata can limit usability.

Tip:
Find the balance. Start with 4-6 fields that add real value and expand as usage grows.

3. No user involvement

If teams do not understand why metadata is important, they will not apply it correctly or consistently.

Tip:
Involve end users from the beginning, explain the benefits, and provide training. Make it clear how it will save them time and frustration.

4. Lack of standardization

When there are no standard agreements on metadata values (e.g., inconsistent use of terms such as "Draft" vs. "Draft"), errors and chaos ensue.

Tip:
Establish a clear list of predefined values and fields (for example, with a drop down menu). Automate where possible to minimize errors.

5. Metadata not maintained

Metadata only works if it remains consistent and up-to-date. If no one is responsible for management, the system quickly falls into disuse.

Tip:
Designate a responsible person (for example, the document controller) and perform regular checks to ensure metadata quality.

6. No connection to systems and processes.

Metadata is sometimes introduced separately from existing workflows and systems, so it is not integrated into daily work.

Tip:
Make metadata work seamlessly with tools such as SharePoint, Aconex or other platforms you already use. Automate processes such as version control and approvals. Let a partner like Ditio help you do this.

7. Insufficient attention to usability

If entering metadata is too cumbersome, users will avoid it or be careless with it.

Tip:
Make entering metadata as intuitive as possible. Automate where you can, such as automatically entering project names or dates.

Take advantage of the benefits of metadata

In short, by paying attention to strategy, standardization, user engagement and management, you can avoid common mistakes and take full advantage of the benefits of metadata. Of course, it's also a good plan to talk to a partner like Ditio and see what we can do for you. Whether you are just starting out with metadata or want to take the next step in further automating your processes and/or working with data; we are here for you!