Understanding Meta Tag Technology in Document Management System

Managing documents neatly is one of the most crucial aspects of an office’s overall effectivity and performance parameter. To reach the desired level of work efficiency during business processes, companies rely on multiple software to do this. Lite DMS (Document Management System) software by AdIns is one of such software to assist document management process. As one of the most desired products from AdIns, Lite DMS relies on a particular feature called as meta tag (or metadata in some places) to assist in searching specific documents. However, before we jump in, what is a meta tag? 

In the information technology field, the meta tag is a snippet of a text describes a page’s overall content. Simply put, the meta tag is the description of a particular web page in a search engine result. In Google, for instance, the meta tag is the result that you will see first when you’re looking for a specific outcome. However, meta tag does not automatically appear within the desired results’ links. Instead, it is only visible when you open the pages’ source code. Despite this fact, the meta tag remains essential for the links’ owners so that people can immediately identify the result of their queries. 

Because of its features, the meta tag is commonly used on the internet to improve SEO (search engine optimization) results. The meta tag will feature specific keywords that will assist the search process and improve the search results. To help SEO performance, the meta tag has several types of meta tags that can improve the search process’ algorithm.  

These meta tag algorithm types are: 

• Title Tag 

This type of meta tag will show us the links’ title in the search results.  

• Meta Keywords Attribute 

When you look keywords in the search engine, meta tag will use these keywords as a basis for searching the most relevant results for your queries. 

• Meta Description Attribute 

The description of the links is the results the meta tag will yield during the search process. 

• Meta Robots Attitude 

Search results in this type will be the result of search engine crawlers (robots)’s web crawling process. 

By identifying these types of meta tag, we can search the desired results based on several different standards. Seeking certain information based on several features and leads will improve the overall algorithm. DMS software operates in a manner that is quite similar in how meta tag works in internet search engines.  

The metadata can be stored internally in the software to simplify and help the document management process whenever it is necessary. This meta tag embedding will render the meta tag attached to the documents’ data structure and will make it always available during the search process. 

So, how does the meta tag feature work in DMS software? As previously mentioned, the meta tag in DMS software works almost similar to the ones that are used in major search engines. The documents that have been inserted into the database are already tagged with several categories to sort them out based on these categories. Keywords, authorship, editing date, file type, and other distinctive information are some of the most commonly used features to support the DMS software’s performance. 

From these information sets, we can start using DMS software to search for specific documents for our particular needs. We can use the software based on these steps below: 

1. Document Capture 

First, documents that a company owns can take conventional paper or the digital form. The process of collecting documents are commonly known as indexing, where all of the documents are classified based on some categories. When indexing these documents, the company can insert new information to their meta tags to simplify the search results in the future. 

The documents can be collected from the company’s e-mail correspondence with the customers to the business system’s reports. The DMS software can immediately collect all of these when it is integrated already to the company’s overall information system.  

2. Document Storing in the Central Storage 

Upon being collected, the documents are assembled based on certain meta tags. These documents are stored in central document storage, where all authorized users can access the documents to their specified needs. 

Authorized users can edit some of these documents if necessary. Documents such as e-mails, forms, webpages, and similar documents are open to edit because of their document type. The DMS can make immediately any edits that the users have made after the editing is complete. 

3. Document Retrieval and Distribution 

In this phase, users can distribute or retrieve the documents back and forth to the related parties. Because DMS has integrated the entire information system, users can send the documents to other people, such as employees and supervisors. In the same time, these recipients can immediately retrieve the documents that they request. 

4. Document Archiving 

Finally, the documents can be archived after the users have concluded their usage. Despite so, the documents can be stored and archived for future reference. This renders the company of being able to access past documents whenever it needs a reference to face similar or new business ordeals. 

Finally, using DMS software is very important for a company’s overall business efficiency and performance. To use the software properly, the company needs to add relevant information to the documents’ meta tags to improve the search results in this software. As the meta tags will assist the users in searching and storing the documents based on some categories, the company can expect some significant progress in its business performance if it can use the software effectively. 

Lite DMS is a document management system that was designed to make your document search experience much easier, structured, and using minimal amount of memory. This DMS application is equipped with OCR technology to help you easily digitise your documents.