Metadata and summaries for archiving

-90% data entry time

Archiving requires descriptive metadata: author, date, subject, keywords, summary. That entry comes at the end of the cycle, when the document has stopped being useful to its author, so it is rushed or put off. Archives then become hard to use and retention obligations rest on approximate filing.

The automated workflow

A structured process for fast, reliable results.

Selecting documents to archive

Documents reaching the end of their life cycle are identified, automatically or manually.

Analysis and extraction

Content is analysed to draw out descriptive information: subject, authors, key dates, entities mentioned.

Metadata generation

A complete descriptive record is produced: summary, keywords, category, retention period, confidentiality level.

Enriched archiving

The document and its record are transferred to the archiving system, ready for search and retrieval.

Tangible results

-90%

Metadata entry time

NF Z 42-013

Archiving standards met, SEDA included

Suggested period

Retention period proposed by document type

Up and running in 3 to 4 weeks

From specification to deployment, with visible results from the first few weeks.

Rapid scoping (1 week)

Working prototype at the halfway point

Deployment and training included

Frequently asked questions: Metadata and summaries for archiving

Yes, records follow archiving standards (NF Z 42-013, SEDA) and adapt to the requirements of your policy and your regulatory obligations.

Yes, retrospective processing fills in missing metadata and completes partial descriptive records.

The period is proposed according to the type of document identified and the rules of your archiving policy, and the archivist can adjust it.

The summary serves search and quick understanding. In legal matters the original document prevails, and the summary helps identify the right document, which can then be consulted in full.

More workflows: Document Management

-80% filing time

Automated classification and indexing

Filing incoming documents is a repetitive task: categorise, name, tag, store. Everyone applies their own logic, so the folder structure fragments and finding a document later costs more than filing it did.

3 to 5 weeks

Discover

A document found in 10 seconds

Semantic search across document bases

Keyword search means guessing the vocabulary the author used. Employees rephrase, scroll through pages of results and end up asking a colleague, which takes two people to find a file that already exists.

4 to 6 weeks

Discover

50 pages summarised in 2 minutes

Summarising long documents

Annual reports, sector studies and technical manuals far exceed the reading time decision-makers have. Useful information stays inside the document, and decisions are made on what people believe it contains.

3 to 4 weeks

Discover

See all workflows: Document Management