Metadata Overview

Metadata for digital assets encompasses additional information and descriptive elements that accompany and contextualize the assets. It acts as a dataset describing various characteristics such as title, author, creation date, file format, size, keywords, and more. Metadata enhances the organization, discoverability, and overall management of digital assets, enabling efficient search, filtering, and categorization.

Why Metadata Matters

Metadata is essential for enabling efficient search and filtering across large asset libraries. Without it, users must rely on filenames or manual browsing, which is time-consuming. Metadata enriches assets by offering valuable context that supports accurate discovery, reporting, and better understanding of when and how to use the content.

Metadata answers the “what, where, when, how, and who” about a digital asset. It is foundational for structure, governance, and usability.

Types of Metadata

Metadata can be broadly categorized into:

Standard Metadata – Automatically assigned information such as file extension, type, creation/modification dates, and file size. This includes EXIF data, which contains technical information embedded in image files (e.g., camera model, exposure settings).
Custom Metadata – User-defined fields tailored to your organization’s needs, including tags, usage rights, and descriptions.
Governance Metadata – Information that controls who can access assets and under what conditions.
Operational Metadata – Data related to how assets are used within workflows or systems.

Metafield Types

Custom metadata is defined using metafields. Each metafield captures specific information using one of the following field types:

Autocomplete
Checkbox
Date
Dropdown
Dropdown (Multiselect)
Textarea
Textfield
GPS
URL

Metadata Profiles

Metadata Profiles define what metadata and components are visible on an asset. They include:

Custom metafields
System metafields
Component visibility (what is shown in the asset detail view)

Every asset must have a metadata profile (unless no profiles exist). This ensures consistent metadata structure across different types of content. Metadata Profiles can also define which fields are mandatory.

Additional Sources of Metadata

Beyond metafields, several system-based attributes also contribute to an asset’s metadata:

Folder structure – The folder path is always visible on the asset and offers organizational context.
Audit data – Created and modified dates, and by whom.
File information – Extension, size, and format.
Ownership – The assignment of an owner or responsible team is also part of the metadata context.
Copyright – Licensing and rights management information is often tracked via metadata.

Best Practices

Start with the basics—reuse metafields when possible to avoid inconsistencies. Define controlled field types (like dropdowns) to ensure consistency. Keep metadata lean and purposeful.

EXIF and Embedded Metadata

Most files contain embedded metadata in EXIF, IPTC, or XMP formats. The platform can extract this information upon upload, providing technical data like camera model, exposure settings, geographical location, and file creation details. This helps auto-populate some standard metadata fields.

Common Metadata Use Cases

While metadata itself does not track user behavior, it plays a crucial role in:

Improving asset searchability and filtering
Enriching assets with contextual value
Supporting reporting and organization-wide analytics
Clarifying usage rights and content purpose