There is recurring information in many business-typical documents. An employment contract, for example, includes the employee’s name, address, and the date the contract began.
This information is known as metadata. It describes specific aspects of a document. Documents can be stored and retrieved in a structured manner with its assistance.
In the file system, all metadata must be stored in the file name. This necessitates a great deal of convention and discipline, and it quickly becomes perplexing.
A document management system, on the other hand, records metadata explicitly. There will be no more conventions to remember. You enter the information into the appropriate fields when you add a document to the system; in some cases, this is done automatically. It’s as simple as that.
You can use the metadata to narrow your search and quickly find the right document.