Metadata Strategy Worksheet
this worksheet will help you prepare a plan of action for adding and maintaining metadata
Scope of this document: This document should be used early in your DAM implementation or in an existing DAM as a resource to help
improve overall organization and searchability for your end users.
Intended audience of this document: The curator of your DAM will be responsible for developing the metadata strategy. The entire DAM
team should participate as well to ensure a broad perspective.
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1730 S Amphlett Blvd, Ste. 320
T 877-408-4888 www.webdam.com
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Metadata Strategy Worksheet
This document will aid you in outlining the information necessary to build an effective metadata strategy:
Business Goals —Overall goals to be achieved with the DAM.
Use Cases —The specific uses of your DAM, i.e. for the press to find corporate logo.
Information Needs Assessment –What information is important for each use case, i.e. marketing may need to know the campaign name.
Stakeholders – Identify the people involved in the various tasks surrounding metadata as well as those relying on it.
Process –The specifics of when, how, and who is managing metadata.
Metadata Fields – Which are required, optional, and what is the format?
WebDAM
1730 S Amphlett Blvd, Ste. 320
T 877-408-4888 www.webdam.com
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Business Goals
Example 1: To enable the design team to access the artwork they need directly from the DAM to increase efficiency.
Example 2: To facilitate collaboration between teams producing marketing materials.
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Use Cases
Example 1: Design team creating sales sheets for a new product line needs high resolution art work of the latest
product.
Example 2: The marketing team needs to work with design team to produce campaign collateral for an upcoming
event.
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WebDAM
1730 S Amphlett Blvd, Ste. 320
T 877-408-4888 www.webdam.com
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Information Needs Assessment
Example 1: Designers producing a sales sheet for a new product will likely search by product name.
Example 2: The marketing team may want to reference previous marketing materials to use in giving the design
team direction on what the collateral should look like.
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Stakeholders:
Going through the below questions will help you identify the people involved on the administrative side
and the consumer side as in, the end users.
1. Who manages the metadata strategy?
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2. Who is responsible for communicating information regarding the metadata strategy to those adding assets to
the system and to the end users (consumers)?
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3. Who is creating the assets?
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WebDAM
1730 S Amphlett Blvd, Ste. 320
T 877-408-4888 www.webdam.com
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4. Who will be adding assets to the system?
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5. Who will add metadata to the assets?
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6. Who will QA or approve the assets?
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7. Who will QA the usage of metadata?
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8. Who are your end users?
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Process:
1. When are assets added to the DAM?
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WebDAM
1730 S Amphlett Blvd, Ste. 320
T 877-408-4888 www.webdam.com
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2. When is metadata added to the assets?
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3. Is metadata going to be added after assets are imported into WebDAM?
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4. Is metadata expected to be added prior to importing assets into WebDAM?
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5. When are the assets QA’d or approved?
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6. When are health checks performed on the metadata usage?
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Metadata Fields:
Define which fields you will use and how they should be used. This is the data that should be
associated with any given asset so that it may be located in each of your use cases. Before filling
in the section below, review the Metadata Schema page in your WebDAM to familiarize
yourself with all of the fields available for metadata.
WebDAM
1730 S Amphlett Blvd, Ste. 320
T 877-408-4888 www.webdam.com
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Field Name
Required?
Acceptable Values
Mapped Fields in
Metadata
Standard
Standard
Product
No
Must choose from predefined list.
Custom Field 1
IPTC
Campaign
Yes
Must choose from predefined list.
Custom Field 2
IPTC
Rights Usage
Yes
Free form; include licensing such as timeframe
Rights Usage
IPTC
and how the asset may be used.
Terms
Terms
WebDAM
1730 S Amphlett Blvd, Ste. 320
T 877-408-4888 www.webdam.com
CONFIDENTIAL