Understanding Metadata in the Library

Metadata is descriptive information attached to digital assets that makes them searchable, organized, and contextual. It includes characteristics like 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.

Custom Metadata Fields

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

Autocomplete: Suggests values as you type
Checkbox: True/false or yes/no options
Date: Calendar date selection
Dropdown: Single selection from predefined options
Dropdown (Multiselect): Multiple selections from predefined options
Textarea: Long-form text input
Textfield: Short text input
GPS: Geographical coordinates
URL: Web link input

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.

System Metadata

Beyond custom metafields, several system-based attributes automatically 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
Copyright: Licensing and rights management information

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

Metadata 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

Tips

Start with the basics and expand metadata fields as needed rather than creating everything upfront.
Reuse metafields when possible to avoid inconsistencies across your asset library.
Use controlled field types (like dropdowns and multiselect) instead of free text to ensure consistency.
Keep metadata lean and purposeful. Too many fields can overwhelm users and reduce adoption.
Review and update metadata regularly to ensure it remains accurate and useful.