You have many options. You could just create a virtual document (my favorite) to store the metadata of the real document. You could also scan the hard copies as PDF files then use the data card to store the metadata. If you start with a virtual document, you can later convert it into a real document. You could also create an XML file to do almost the same thing.
Thanks for your quick response, that answers my question completely. It is often just that crucial key word that stops you finding what you are looking for and in this case the word "virtual" didn't spring to mind. Thanks again