Organize files with tags, properties, and classifications
Datar Drive provides robust metadata capabilities that help you categorize, organize, and find files efficiently. This guide explains how to leverage file metadata to improve organization and searchability.
Datar manages several types of metadata for files and folders, providing a comprehensive system for organization and information management.
Tags provide a flexible way to categorize files and folders with simple key-value pairs.
Understanding how tags work:
Popular tagging strategies:
Custom metadata provides a structured way to add specific properties to files and folders based on your organization's needs.
Metadata schemas define structured sets of properties for different file types:
Datar can automatically extract information from file contents to create additional metadata.
Information extracted from files:
Enhanced extraction capabilities:
File Format | Extractable Data |
|---|---|
Office Documents (DOCX, XLSX, PPTX) | Title, author, company, keywords, comments, content, revision data |
PDF | Author, title, subject, keywords, creation/modification dates, page count, content |
Images (JPG, PNG, TIFF) | EXIF data (camera, date, location), dimensions, color profile, text via OCR |
Audio/Video | Duration, bitrate, resolution, embedded metadata, transcription via speech recognition |
Email (MSG, EML) | Sender, recipients, date, subject, body text, attachments |
Classification provides a formal taxonomy for organizing content in a consistent, controlled way.
How classification works:
Why use formal classification:
Datar's metadata system integrates with other modules and external systems to maximize usefulness.
Integration Point | Description | Key Capabilities |
|---|---|---|
Search Engine | Powers comprehensive search across all metadata types | Full-text indexing, faceted search, relevance ranking, search suggestions |
Workflow System | Uses metadata to drive business processes | Condition-based routing, approval flows, status tracking, notifications |
Records Management | Leverages metadata for records classification | Retention schedules, legal holds, disposition rules, audit trails |
Analytics Platform | Analyzes metadata for insights | Usage patterns, content analytics, trend detection, dashboards |
External Systems | Shares metadata with other applications | Metadata import/export, syncing, API access, format conversion |
Create a comprehensive metadata strategy before implementation. Define what metadata is needed, how it will be used, who will maintain it, and how it aligns with business objectives.
Establish clear naming conventions for tags, properties, and classification terms. Consistency improves searchability and helps users understand how to apply metadata correctly.
Strike the right balance between controlled vocabularies and free-form metadata. Too much control can frustrate users, while too little leads to inconsistency and reduced findability.
Leverage automation to reduce the burden on users. Use content extraction, default values, inheritance, and rules to populate metadata automatically whenever possible.
Prioritize metadata that delivers business value. Each metadata field should serve a specific purpose like improving search, supporting workflows, or meeting compliance requirements.
Educate users on the importance of metadata and how to apply it correctly. Provide clear guidelines, templates, and ongoing support to encourage consistent metadata application.
