CDIA Indexing & Metadata Management 2 — Questions and Answers
Question 1: What distinguishes descriptive metadata from administrative metadata?
- Descriptive metadata manages access rights; administrative metadata describes content
- Descriptive metadata describes content for discovery; administrative metadata supports management and preservation (Correct answer)
- Descriptive metadata is machine-generated; administrative metadata is human-assigned
- Descriptive metadata applies only to images; administrative metadata applies only to text
Correct answer: Descriptive metadata describes content for discovery; administrative metadata supports management and preservation
Descriptive metadata (title, subject, keywords) facilitates discovery and identification, while administrative metadata (format, rights, provenance) supports resource management and preservation.
Question 2: What is barcode indexing used for in a document imaging system?
- Compressing images using barcode algorithms
- Automatically capturing index values from barcodes printed on documents (Correct answer)
- Encrypting document metadata using barcode encoding
- Assigning color profiles to scanned documents
Correct answer: Automatically capturing index values from barcodes printed on documents
Barcode indexing reads barcodes (1D or 2D) on documents to automatically populate index fields, reducing manual data entry and improving accuracy.
Question 3: What is a taxonomy in document management?
- A method of physically organizing paper files
- A hierarchical classification structure used to organize documents into categories (Correct answer)
- A type of encryption scheme for document metadata
- A workflow routing rule based on document type
Correct answer: A hierarchical classification structure used to organize documents into categories
A taxonomy is a hierarchical, structured classification system that organizes documents into categories and subcategories, improving browse and retrieval consistency.
Question 4: What does XMP (Extensible Metadata Platform) allow in document imaging?
- Embedding metadata directly into image and document files using a standardized XML framework (Correct answer)
- Compressing document images using XML-based algorithms
- Routing documents based on XML workflow rules
- Encrypting index fields using XML standards
Correct answer: Embedding metadata directly into image and document files using a standardized XML framework
XMP, developed by Adobe, allows metadata to be embedded directly within file formats (JPEG, PDF, TIFF) using a standardized XML/RDF framework, making metadata portable with the file.
Question 5: What is auto-classification in a document management system?
- Manual sorting of documents by a trained operator
- Automated assignment of document categories and index values using rules or machine learning (Correct answer)
- Physical labeling of paper documents before scanning
- Automatic deletion of duplicate documents based on content analysis
Correct answer: Automated assignment of document categories and index values using rules or machine learning
Auto-classification uses rule-based engines or machine learning to automatically assign document types, categories, and index values without manual operator input.
Question 6: What is the purpose of a controlled vocabulary thesaurus in document indexing?
- To encrypt index terms for security
- To define synonyms and related terms so users can find documents using variant search terms (Correct answer)
- To compress metadata fields to reduce storage
- To assign unique numeric IDs to every document in the repository
Correct answer: To define synonyms and related terms so users can find documents using variant search terms
A thesaurus in indexing maps synonyms, broader terms, and narrower terms so that searches using variant vocabulary still retrieve relevant documents.
Question 7: Which metadata element would most commonly be used as the primary index key for invoices in an accounts payable document system?
- Document file size
- Invoice number (Correct answer)
- Scanning operator ID
- Image resolution (DPI)
Correct answer: Invoice number
The invoice number is the unique identifier that ties a scanned invoice document to related financial records, making it the natural primary index key for retrieval.
CDIA Indexing & Metadata Management 2
What distinguishes descriptive metadata from administrative metadata?