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Table of Contents
Digitization promotes a permanent increase in digital content and makes efficient organization of this indispensable. Many companies therefore rely on software solutions such as DAM systems to help them manage and maintain their assets. However, a look at practice shows that DAM systems are often deployed without an appropriate metadata strategy, leaving their full potential untapped. With this whitepaper, we show you how to optimize your DAM processes with a sophisticated metadata schema.
Metadata are data sets that describe and provide information about other data. Metadata is therefore often referred to as "data about the data". In the context of DAM, metadata provides information that pertains to an organization's asset inventory, which may include images, videos, sound clips, or documents such as price lists and promotional materials.
Most metadata efforts are aimed at classifying digital content in a structured way in an organization's data inventory and thus making it more accessible. However, there are different types of metadata that serve different functions. Among the most common are the following four:
Descriptive metadata is used to ensure the discoverability of digital content in the system. Descriptive metadata fields typically include keywords that identify individual assets or descriptions that briefly and succinctly summarize the content of an asset.
Administrative metadata is used for compliance and tracking of policies and rights restrictions. Administrative metadata fields therefore often include usage rights information and license details, and typically provide information about an asset's creation and publication dates.
Technical metadata is used to provide information about the technical properties of digital content and is important, for example, for sustainable data storage and long-term use of assets. Technical metadata fields typically include information about the format and size of an asset.
Process metadata is used to provide information about the status of digital assets. This metadata relates to jobs and projects associated with the development of an asset, and therefore typically includes fields for status description, project name, and responsible parties.
Which of these types is used in the DAM system depends on many factors, for example, the requirements and needs of an organization or the capabilities of the respective DAM system. As is so often the case, however, the same applies here: It's the mix that makes the difference.
Especially for companies that have to manage many assets, it is also worthwhile to rely on the so-called generated metadata. These can be generated automatically by the recording device (e.g. digital camera, video camera) or the editing software (e.g. Photoshop). For example, a camera can directly record information such as the date of capture. Likewise, by using artificial intelligence and the machine learning method, modern DAM solutions are able to automatically generate tags for photos, videos and other files.