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Metadata Management

Metadata tags offer additional information about archived documents and are presented as key-value pairs. This feature enhances the organization and identification of files within the archive.

  • Search Functionality: Users can easily search using the key name, description, or type in the search bar
  • Metadata Management Status: The status can be set to Active or Inactive as needed
  • Parser-Generated Metadata: Metadata generated by the parser is used to tag files in the archive, aiding in better organization and identification

In orchestration, metadata tags are essential for data validation, ensuring that the data conforms to the required standards and criteria.

The following are the different data types with which a metadata can be created:

Datatype Description
String
  • String represents text. It can hold a set of letters, numbers, and spaces
  • You can limit the number of characters that can be entered in a metadata’s value via Metadata management.
  • You can restrict the character limit of a string metadata value in two ways:
      Either you can set the upper limit of the string, or you can fix the exact number of characters that the string can hold.
Number, Float
  • Number data type holds digits and float holds digits with decimal points.
  • User can choose the maximum value that the metadata tag can hold and number of decimal points it can hold for float datatype.
Boolean
  • Booleans are yes/no datatypes. Only two values are possible for this type of metadata: True/False.
List
  • A list metadata holds multiple choices predefined as part of Metadata Management. You can select the metadata’s value(s) out of these options.
  • While creating metadata with list datatype select the 'Add Rows' icon to add the number of values to be added for that list metadata tags. Provide the values with description accordingly.
Date, DateRange
  • These data types hold date and date ranges.
Date/Time
  • This data type holds date and time. You can set the display format as HH:MM:SS or HH:MM.

Types of Metadata in LDAS

LDAS offers two types of metadata:

  • System-defined Metadata
  • User-defined

System-defined Metadata

It is created automatically during the installation of the LDAS application, so you cannot create it through the system interface. This type of metadata falls into two categories:

  1. Non-Editable System-Defined Metadata includes elements like name, description, and type. These properties are fixed and cannot be changed.

Below table represents the non-editable system-defined metadata elements available in LDAS:

Metadata NameMetadata Type
Created ByString
Created TimeDate/Time
Updated ByString
Previous Bucket NameString
Linked Bucket NameString
File SourceString
SizeString
Restore PeriodString
isRestoreBoolean
Restore requested byString
Restore requested pathString
Archive DateDate
End DateDate
  1. Partially Editable System-Defined Metadata

It includes metadata with list datatypes. You can update the value, name, description, and status of these elements as needed.

Here are the partially editable system-defined metadata elements available in LDAS:

Metadata NameMetadata Type
Duplicate Check RejectList
Remove legal holdList
Apply legal holdList
Result Review RejectList
Result ReviewList
Updated key nameList
Uploading filesList
Duplicate CheckList
Re RunList

User-defined Metadata

It offers flexibility, allowing you to create and manage custom metadata elements according to your specific needs, provided you have the appropriate system.

Metadata Creation

You can access metadata page from dashboard by clicking the Settings and clicking the icon Metadata Management.

Settings

create metadata page

Field NameDescriptionMandatory Fields
Key NameProvide the name of the metadata data key that you are creating.Yes
DescriptionProvide the description of the metadata tag that you are creating.No
Data TypeProvide the data type of the metadata that is given. This is non editable fieldYes

You can access Download Template, Import Metadata, Export Metadata options by selecting the menu from top right corner of Metadata Management page.

Menu option to Download Template, Import Metadata, Export Metadata

Download Template

You can download the metadata template, which is utilized as a model while importing a metadata list into the system.

  • Choose Download template, two templates will be downloaded – Key template and Value template
  • Open the templates in local file and add the keys and values as required

Import Metadata

You can import the metadata into the system.

  • Choose Import metadata, this opens the pop up where you can upload the file containing the key details. We need to fill the metadata details in downloaded templates
  • Here you can either drag and drop the files or browse files from your local directories
  • You can see the metadata keys as a list in table format that you gave it in the key and value files

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NOTE

  1. While importing metadata key and value, when there is a blank row system will not take it as end of file.
  2. When both Fixed and Max characters are given for a string data type while importing metadata into system, max characters will override the fixed characters.
  3. Maximum allowed file size to be imported is 490MB.
  4. Maximum count of metadata to be imported in 10,000.

Export Metadata

You can export the metadata tags list to download all the metadata keys available in the system.

  • Choose Export metadata from the dropdown
  • The metadata file will be downloaded in excel format

Updated 5 days ago