Organising brand assets can become a lengthy task when there are thousands to deal with. A DAM system provides the tools to effectively manage them, in order for them to be located easily.
What is metadata?
Metadata is effectively any data or description about data. A certain amount of data will get embedded to an asset upon upload. This would normally include the user/owner that uploaded, date and time it was uploaded and the title applied to the asset. With many organisations having different teams or sub-brands on one Brand Centre®, uploading to one area will record the division or location. This can be helpful for reporting purposes when analysing who has been utilising the system. Ideally, by applying useful metadata, users should have a good idea of what the asset is without actually seeing it.
When looking at how to apply metadata, administrators should consider brand guidelines and the purpose of the asset. This will help form the metadata and will make the system and search experience as intuitive as possible.
Metadata best practices
1. Think about an effective title
There is nothing worse than a generic file name like ‘AdgisticsIMG231’. This doesn’t help the user in anyway and provides no description about the asset. Consider the subject here as users may be searching for an image that is part of a campaign or an object.
2. Protection level
Ensure that your asset(s) cannot be seen or downloaded by the wrong people.
3. Usage terms
If you have stock photos, the likelihood is they have only been licensed until a certain date. Adding an expiration date will ensure the assets are hidden after this date so users can no longer see them. Further terms can be added like the medium it should be used in, location and if it should be cited. By accepting the terms, the user has accepted responsibility for usage of the asset.
With efficient ElasticSearch functionality, assets can be located based on a number of different factors including description. This means thought should be put into it, with focus on key words or phrases throughout. This will mean the asset will be shown higher in the search results if the search term matches that of the description.
Keywording is a subject in itself that requires planning to ensure groups and hierarchies are well organised. This can provide an extra means to locate and filter assets, which could include anything from file format, subject, campaign or colour.
Organising brand assets by applying efficient metadata saves time in the long run on searching and distributing materials. Adding usage details can help overcome compliance issues and protect a brand's intellectual property.