Every folder in your cabinet has a set of documents, or a document set. By analyzing the data that is contained in that document set, we decide what metadata (or index values) you need to locate the document in the repository. Further, it determines what data is needed to automate a decision making process, or what reporting or statistical data might be of value.
For instance, having an invoice number and a delivery date on an HR document would be pointless—you would need SSN, telephone number, and name. However, for purchase invoices, the invoice number and delivery date would be critical in the content model that makes retrieval of documents as easy as possible.
That data architecture is then built into a document design in the content management system. It’s important to not overdo it, however you want to make sure that the proper data is accessible. Typically, we suggest 3 index values or less per document type.