Metadata is one of the most important things when it comes to organizing and finding stored data, files and information. There are direct and indirect benefits of metadata, both of which help users locate important stored files. The following is a list of three different metadata benefits. Make sure you have a firm understanding of why it’s such an important part of file storage. First, here’s a quick rundown of what metadata is.

What Is Metadata?

Metadata provides specific details about data, particularly files, photos or videos. It classifies assets with labels like date, file size and location. Metadata places descriptors onto files that detail what the file includes. This information allows users to preview the contents of a file without opening it. Team members who utilize metadata creatively can potentially transform their company.

Here’s an example of metadata in action. Let’s say a photographer took a picture of snowy mountains and uploaded it to their computer. The metadata might include terms such as ‘mountains’, ‘peaks’, ‘winters’ and ‘hills’. It also might store the photographer’s name and the date the picture was taken. Lastly, it could also provide the location of the picture, such as ‘Everest’.

A picture of snowy mountains.
Metadata gives immense information about images.

Now that you have a good understanding of what metadata is, check out these three reasons why it’s so important:

Safeguards Against Asset Misuse

A unique way to utilize metadata is as a fail-safe against asset copyright mishaps. This lets administrators finish projects without the hassle of checking whether members accurately applied licensed material. These protections are the last line of defense against potential copyright lawsuits and are the key to digital rights management. Think of metadata like a location device, such as GPS, which gives admins a way to quickly find needed files.

Metadata enables administrators to locate newer images and apply watermarks to them, which cuts down on a lot of wasted time and protects valuable assets. Team members and admins can search for valuable keywords to quickly find unprotected files and determine how to best secure them. Due to how fast metadata allows for users to locate files, this prevents the risk of files going unprotected for too long.

A person putting letter pieces that spell 'copyright'.
Metadata prevents copyright misuse.

Increases Organization-Wide Asset Knowledge

When creating assets, the goal is to share them with teams within the organization and to communicate their value. For example, if someone downloads a picture and logs it into an image library, there will be important reasons why that picture is vital to a project. Without specific information, those reasons may be lost on everyone else who views the photo. Make sure all team members are aware of why an image has been added into the library. It could save valuable time.

Classification of assets is how an organization can prompt immediate, nuanced comprehension of data within an entire team. This also benefits administrators who no longer have to guess where assets came from, who delivered them or when they were stored. Ultimately, detailed information about files creates a digital log for teams to follow when they need to determine the origin of files.

A woman browsing a wall of digital images.
There is strong importance of image tagging for companies.

Creates an Efficient, Connected Team

Administrators use large amounts of information and data to develop systems that keep professional assets cataloged for quick recall. However, chances are they only use a portion of the different information and data available, such as title or date, to log files. Push beyond outdated filing methods to minimize the time it takes for teams to locate valuable assets.

By logging items into organizational systems with enhanced metadata functionality – like digital asset management – companies create searchable structures. Stored assets become detailed commodities for teams to use, research and explore. When members of a campaign seek effectively-logged data, they find it faster and can spend more time building great projects.

With a lot of moving parts within each campaign, metadata provides a foundation for easy asset access through digital searches. These powerful tools keep projects on-schedule and team members on-task.