First, let’s start with the definition of metadata and what purpose it has. The metadata is key information that describes the file or document. It gives a short description that includes relevant keywords.

For example, if we’re taking a highlight from the latest game of the World Cup 2018, the metadata would say something like “This is France’s latest goal on World Cup 2018”.

The information that the metadata contains gives a specific identity to the file that increases its searchability. Everything from programs and databases to images, documents, and even music library contain this specific information.

PDF Metadata

Most software such as Sodapdf automatically creates metadata when the file is initially generated. The information that it gathers includes file size, web-optimization and etc. These pieces of information are attached to the file, which means that uploading it to the internet would make it public and search engines can crawl it.

The software automatically creates metadata when the file is initially generated. The information that it gathers includes file size, web-optimization and etc. These pieces of information are attached to the file, which means that uploading it to the internet would make it public and search engines can crawl it.

pdf metadata

What purpose does PDF data serve?

I. Search Engine Optimization (SEO)

First and foremost, the metadata information improves the chances of your file to rank high when uploaded online. Information such as title, keywords, author, will be used by crawlers to determine your place on the search engines.

Let’s say that you own a banking institution and your document advertises your low-interest rates. Then in your metadata, you have included relevant keywords such as “low-interest rate loans”, “loans with low interest” and so on.

This way, you increase the chances of being found on the internet when customers search the keywords.

II. Copyright Information

The metadata can be used to store copyright information by adding it manually. It’s the ideal place for this information because it isn’t visible to the public, yet it is within the file and serves the right purpose.

III. Document Properties

The PDF’s metadata also determines the document properties. This information includes data about the software used to make the PDF. It also states whether the PDF files were optimized for the Web and so on.

IV. Database storage

The metadata of the file simplifies the storage of documents. Most businesses have endless folders of important files such as tax records, legal contracts, financial reports and etc.

The information stored as metadata allows them to be easily retrieved performing a simple search by file size, type, title, keyword or author.

database pdf

Tips for handling metadata

1. Keywords

The most important factor is to place relevant keywords within the file to ease the process of retrieval. In the English language, it is common that one word has multiple meanings, so pick them carefully.

Do a proper research to determine the most commonly used synonyms and implement them! Using the correct keyword will significantly increase your chances of being found online by potential clients.

2. Implement it within every PDF file

For archiving & retrieving purposes, the metadata can be used only if you consistently implement it with every file you create. You must ensure that every document includes the proper metadata information.