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Table of Contents
Your digital asset management stands and falls with the metadata schema and the keywording of your assets. This is because the search and filtering capabilities of a DAM system are built on these two aspects. As mentioned in another post, you can use industry standards to guide the design of your metadata schema. But to ensure that the system optimally supports the way your employees work, you should also consider their needs and requirements and align the metadata schema accordingly.
When a company decides to implement a DAM solution, there are usually already a lot of images, videos and other media content. Starting from this basis, it is then necessary to define a suitable metadata schema. Many companies overshoot the mark here. After all, a structure that maps every single piece of information is extremely time-consuming to maintain and does not automatically contribute to an improved search and filter function. Therefore, focus on the really important information and divide it into mandatory and optional.
DAM systems offer different types of metadata fields. In addition to free text fields for inserting keywords, selection fields are common. Which variant comes into question for a company depends primarily on its business field and size. However, a look at practice shows that free keywording is extremely prone to errors. On the one hand, users may use different terms. On the other hand, typing and spelling errors are unavoidable in the stress of everyday life. Therefore, think carefully about how much flexibility is necessary for keywording in your company.
Most of today's DAM systems are capable of reading the contents of a file and tagging them accordingly. You should use this option to save as many resources as possible when importing a file. You should also ensure automatic metadata exchange between your systems. By linking to a PIM system, you can, for example, have product information (e.g., an article number) attached to a file in the DAM and use this in turn as a keyword for the search or filter function.
When designing a metadata schema, experience pays off above all. Some aspects will most likely only become apparent to you during everyday work with the DAM system. Therefore, it is advisable to start with simple structures and build them up successively. It is also advisable to stay in contact with the manufacturer or the integrator. Because they naturally know the DAM system best and can show you your options. In addition, they can advise you optimally on metadata schema based on their experience with other companies.