Folder Structure Vs Metadata Libraries

During many years, when we needed to gather information, build some specific knowledge and/or do a research on anything, we would have found ourselves at the Library (a physical one with tons and tons books).

The librarian one approached was not only a person with “tons of knowledge” but also with the understanding of the system that lets find one single book in an endless “ocean of titles”.
Each Library has its own way to govern the “kingdom” in a specific (indexed) way.
Each new title had to be analyzed and put to is location on a very specific shelf.
As in the case of digital files, some times, titles appear at the shelf in an edition spectrum.

Nowadays, after most libraries have been computerized, nobody cares anymore about where the book is located. You can approach the nearest computer, search for titles that might be of your interest and get directed to the locations on the shelves in matter of milliseconds. That – my friends – is  the difference: Folder Structure Vs Metadata Libraries …

Folder Structure Vs Metadata Libraries

 

Folder Structure Vs Metadata Libraries

Furthermore, most likely, that the librarian will use the PC herself/himself in the case you need assistance..!!!
So, what is the best way to organize your data?
Obviously, the way that lets you approach your document As Soon As Possible.
Too many working hours (and other expensive resources) are wasted while searching for documents. One thing is very clear: Metadata attached to a document will shorten the process. You’ll be able to filter your way to specific documents in an easier and faster fashion.

So, if it’s so good, why most humans keep working on a classic  “Christmas tree” folder structure?

There are some reasons for that:

  • People just hate filling up Metadata Cards when uploading a document to the system. For the end-user, it’s a burden in the shape of extra work and an additional task.
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  • Most people tend to keep using “good-old-things” – they are familiar with. Browsing through a folder structure is annoying yet it’s something we are all  accustomed to.

Folder Structure Vs Metadata Libraries …and then again, why move to Metadata Libraries?

  1.  Consider the Metadata Library as an Indexed friendly and easy to find ‘Google-Like’ Search Engine; in comparison to looking (Searching) for a document containing a specific word:
    Milliseconds Vs. Long Minutes or much more…
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  2. Consider the Metadata Library as a Structure that can affect all the contents at location (each document attached will inherit all the metadata you want it to inherit so the end-user is no longer “punished”.
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  3. Find the stuff you’re looking for after you have narrowed the search according to specific attributes (like tags) and filter to get your selection very accurate yet very fast!
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  4. Only then, open your file.
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