Asset Management
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      Controlling Your Digital Asset Management Language

      Here is a comprehensive list of ways to keep your DAM easily searchable.

      • Comprehensive Keywording: When assigning keywords, ensure you cover the five W’s – who, what, when, where, and why. This approach creates well-rounded and well-captured assets.
      • Keyword Range: Establish a numerical range for keywords (e.g., 3-5) to guide users in applying controlled vocabulary terms. While exceptions may arise, setting expectations for the number of tags helps ensure assets remain easily findable.
      • Grammatical Consistency: Watch out for grammatical inconsistencies, including tenses (-ed endings), plural nouns (both regular and irregular), gerunds (-ing endings), and misspellings in your keywords.
      • Avoid Homonyms: Refrain from using homonyms as keywords. Such words may have multiple meanings, leading to search ambiguity. For instance, the word "bat" can refer to a sports equipment or a nocturnal animal.
      • Consistent Acronyms: Maintain consistency in using acronyms and abbreviations. Using both "FL" and "Florida" as keywords for different assets can lead to confusion.
      • Keyword Precision: Avoid overly narrow keywords that may be hard to recognize. Instead of specifying "Tampa, FL," consider broader terms like "Central Florida" for improved usability.
      • Keyword Relevance: Be cautious of overly broad keywords that encompass too many assets. Use specific keywords like "espresso" instead of a generic term like "coffee" if your library primarily contains coffee-related content.
      • Literal Keywords: Use literal keywords that describe the content accurately. For example, if an image suggests "LADIES NIGHT," use words like "WOMEN," "DANCING," and "NIGHT CLUB" to facilitate later retrieval.
      • Keyword Themes: Consider the context and purpose of the assets when selecting keywords. For instance, an image of a couple on a beach may require different keywords for a dating site (e.g., couple's description) compared to a travel company (e.g., location emphasis).
      • Avoid Duplicate Metadata: Refrain from duplicating controlled vocabulary keywords that are already present in other metadata fields. Utilize existing metadata fields for searching to save time and reduce the risk of inaccuracies.
      • Maintain Vocabulary: Regularly update and maintain your controlled vocabulary terms. As organizations evolve, their terminology changes, and keeping your vocabulary current is crucial for effective asset management.
      • Cheat Sheet: Provide a keyword/controlled vocabulary cheat sheet for DAM users. This resource can assist them in their searches, especially when they are new to the DAM system, without requiring them to be metadata experts.