To ensure that a digital asset management (DAM) system meets the set requirements and effectively addresses business challenges, DAM administrators must establish a comprehensive metadata strategy. Failing to have a clear metadata strategy in place before migrating assets can lead to asset misuse, confusion, and limitations in usability. The purpose of a digital asset management solution is to streamline the location, retrieval, usage, and sharing of digital assets. Achieving accurate and useful search results hinges on accurate and useful metadata, which necessitates a deliberate and consistent metadata strategy. In this article, we will discuss important tips for defining a metadata strategy before implementing your DAM solution. But first, let’s quickly review what metadata is and why it holds significant value in DAM.
What is Metadata, and Why is it Crucial for DAM?
Metadata serves as the language of DAM. In simple terms, metadata refers to data about data. It encompasses various data points attached to an asset that describe and aid in its identification. In the context of DAM, metadata, combined with keywords and tags, enables the searchability of assets within the system. Some metadata can be found embedded within the file itself, while some must be manually entered. The initial step in developing a metadata strategy involves understanding the different types of metadata and how they work together to enhance the discoverability of assets. Metadata is divided into three main categories:
- Structural Metadata: This type of metadata indicates how a digital asset is organized and may include page numbers, sections, chapters, and indexes.
- Administrative Metadata: This category pertains to the technical source of the asset and encompasses data such as file type, date created, usage rights, license information, and more.
- Descriptive Metadata: Descriptive metadata provides information that describes the asset, such as its title, author, owner, genre, and file size, among other attributes.
A well-designed metadata structure employs a rules-based system for attributing metadata. This system is intuitive for the user base and facilitates easy asset discovery within the system. Now, let’s explore our top tips for developing a metadata strategy prior to asset migration.
#1: Define Clear Goals for the DAM Implementation
Defining and explicitly stating the goals you aim to achieve through the implementation and use of a DAM system is a critical step. If the DAM is solely intended for internal asset tracking and sharing between departments, a simpler metadata schema may suffice. Conversely, if you plan to share assets on a customer-facing website or with external users and sources, a more complex metadata model would be necessary. Clearly defining the business goals for the DAM serves as a framework for building your metadata strategy.
#2: Take Inventory of Your Assets
Taking inventory of the assets that will be migrated into the DAM system proves beneficial in various ways. When it comes to building a metadata strategy, understanding the types of assets present in your DAM is crucial. The metadata required will differ if your DAM primarily stores pictures, videos, office documents, or audio files. Since your DAM is likely to house a wide range of file types, it is essential to outline the metadata needed for each file type. For instance, if your system contains rights-restricted content, metadata can help prevent asset misuse and provide information on license status and expiration dates, thereby avoiding legal complications. Administrative metadata encompasses information related to intellectual property and usage rights. Regardless of the asset types, conducting a content audit and asset inventory enables you to determine the most important metadata for your users. Utilizing a content inventory template can assist in staying organized during this meticulous process.
#3: Keep Users Top-of-Mind
To create an effective metadata strategy, it is crucial to consider your specific use case for the DAM and identify the users who will frequently interact with the system within your company. Understanding the users’ perspective is fundamental for developing an intuitive metadata strategy. Identifying who will be using the DAM and how often they will use it is important. It may be helpful to group users based on relevant parameters for your business. Understanding the information that users are likely to associate with different types of assets in your content library is key to developing an intuitive metadata strategy. Additionally, identifying the information users are inclined to associate with assets allows you to anticipate their search queries. This understanding of user behavior aids in determining which metadata fields should be required for all assets.
#4: Implement a Rules-Based System
As mentioned earlier, some metadata is embedded in the asset itself, while some must be manually entered. Regardless of the method, it is crucial to establish a set of rules to govern the metadata for your assets. For instance, date formats can vary across countries and individuals. If some users enter dates numerically while others spell out the month, it reduces the searchability of assets. Implementing a rules-based system for displaying metadata ensures consistency across assets. It also eliminates potential confusion and enhances asset searchability for users.
Several common approaches to metadata tagging can help determine a unique set of rules suitable for your business. Descriptive terms called keywords can be added to asset records using a free-form text field or by selecting from a pre-existing list. When dealing with a broad user base or a large number of assets, it is important to provide guidance on how users should attribute keywords. Keywords can be subjective, and what is intuitive to one user may not be to another. Consider offering suggested keywords or requiring users to select from a defined list. Keywords, like other forms of metadata, enhance asset searchability only when consistently applied. Taxonomy, a structured metadata approach comprising hierarchical keywords, and field-level text descriptors organized in relevant categories for a particular subset or collection of assets, can also be employed. Picklists, which contain descriptive terms users can choose from, may consist of suggested or mandatory terms. You may find that one or a combination of these methodologies suits your users, assets, and unique DAM use case.
#5: Create a Metadata Procedure & Policy Document
To ensure metadata governance, DAM administrators should provide users with a written metadata procedure and policy document. This document guides users on the proper use and attribution of metadata, emphasizing its importance. It should cover principles for data ingestion, data security, data retention and storage, and common metadata terms and usage examples. Providing users with a comprehensive document that educates them about the value and context of metadata in DAM helps minimize inconsistencies.
If you’re looking for a comprehensive guide to building out your metadata strategy, check out our eBook: How to Build a Clear Metadata Strategy for your Business.
Metadata plays a crucial role in ensuring the effective and efficient functioning of your DAM system for users. Without a deliberate and comprehensive metadata strategy, the process of discovering and utilizing content within your system can become chaotic. A DAM system aims to serve as the source for all your digital assets. Metadata serves as the key element that organizes and enables searchability across your entire content library. By implementing a clear metadata strategy, educating and training your user base, and leveraging a robust DAM system, your business can reach new heights of success!