As your digital asset count has increased, are you finding it harder to find specific images? Even though your organization has invested in a Digital Asset Management (DAM) system are you still having trouble searching through your content?
If your DAM is full of assets but no one can find what they need, you don’t have a content problem; you have a language problem!
We see it all the time: organizations invest in a DAM, migrate thousands (or millions) of assets, and we still hear the same complaints.
- “I know it’s in there somewhere.”
- “I just re-uploaded it because I couldn’t find it.”
- “Search doesn’t work.”
In reality, the DAM is usually doing exactly what it was built to do. The breakdown happens in metadata, specifically when keywords and other fields are applied inconsistently, subjectively, or without a shared set of rules.
That’s where controlled vocabularies come in.
A controlled vocabulary brings structure, consistency, and shared meaning to how assets are described in your DAM. It makes them easier to find and govern, and far more useful to the people who rely on them every day.
In this resource, we’ll cover everything you need to know about controlled vocabularies for DAM! Continue reading to learn:
- What a controlled vocabulary is
- How to use a controlled vocabulary
- How controlled vocabularies and keywords work together
- Why a controlled vocabulary is important to DAM
- How to create a controlled vocabulary
- Tips for implementing controlled vocabularies
What Is a Controlled Vocabulary?
A controlled vocabulary is a standard set of predefined terms used to describe, label, organize, and categorize information in a database to make it easily accessible.
Within a DAM, a controlled vocabulary is a standard set of predefined metadata terms used to describe, label, search, and find assets.
Controlled vocabularies are field-specific and manage what information is applied to specific metadata fields. This:
- Keeps inconsistent information from being entered into your DAM,
- Allows you to gain more control of your metadata and assets, and
- Makes it easier for your team to do their job.
How Does a Controlled Vocabulary and Keywords Work Together in DAM?
Search bars are one of the main ways DAM users find assets. We’re all accustomed to using them. If we need a quick answer, we search Google. If we’re on a website and want to find something specific, we use the search bar.
The same is true for a DAM system. Users want to enter search terms, because it’s typically the fastest way to find what they’re looking for. Keywords play a big role in this process since they attach descriptive information to each asset to help make it findable.
Controlled vocabularies for DAM keywords standardize what words or phrases are used to describe assets. Keywords can get tricky when you don’t know what terms other DAM users are applying to assets.
For example, one user may tag “Happy” to an asset while another user may tag “Excited” to a similar asset. Although these words are related in context, when someone searches for assets tagged “Happy” they won’t retrieve the assets that were tagged with “Excited,” leaving many assets invisible.
Implementing a controlled vocabulary as part of your keywording process streamlines this.
How Do You Use a Controlled Vocabulary Outside of Keywords?
As mentioned, controlled vocabularies can be created for different fields. Using a controlled vocabulary limits what terms users can select within each field.
For example, suppose you have a collection of videos that were created for a specific purpose. You can implement a controlled vocabulary for the genre field to ensure the metadata is applied in exactly the way your users will search for it.
Why Is A Controlled Vocabulary Important To DAM?
Controlled vocabularies are extremely valuable to an efficient, streamlined DAM.
Some of the most important reasons a controlled vocabulary can benefit DAM efforts include:
- Enhancing discoverability: Standardizing the terms used for labeling and accessing assets makes it easier to find them more quickly.
- Reducing wasted time and effort: Establishing a finite set of terms to search for assets reduces time wasted aimlessly guessing how files may be labeled.
- Establishing consistent metadata: Because users tag all assets with standardized terms, metadata remains consistent without any random, irrelevant data.
- Remaining organized through growth: As your asset library and company grow, a controlled vocabulary keeps your system manageable and helps assets remain easily accessible.
- Improving data governance and compliance: You can design your controlled vocabulary to adhere to industry-specific standards and regulatory requirements.
How To Create A Controlled Vocabulary For Your DAM?: 6 Tips for Implementing Controlled Vocabularies in Your Keywords
- Use industry-specific terms
- Use the plural version of the word, or the gerund (ending in “ing”)
- Avoid duplicating metadata
- Set a keyword range
- Maintain and update Controlled Vocabulary Terms
- Make a cheat sheet
1. Use Industry-Specific Terms
To improve your users’ search experience, make sure you’re using the terms they’ll be searching for. Metadata often falls short when custom keywords that apply to your business are missing.
2. Use The Plural Version Of The Word, Or The Gerund (Ending in “ING”)
This allows for multiple versions of the word to be searched. For example, if an asset is tagged “Shirts,” this allows both “Shirt” and “Shirts” to be searchable terms. The same goes for “Swimming,” a user will be able to search for “Swim” and “Swimming.”
3. Avoid Duplicating Metadata
Don’t double up on metadata by creating controlled vocabulary keywords that are already found in other metadata fields. For example, if you already have a metadata field that states the genre, don’t add a tag. Metadata in other fields is also searchable. Tagging takes more time and increases the risk of applying incorrect information.
4. Set A Keyword Range
Giving your users a numerical range of controlled vocabulary terms to apply (ex: 3-5) will help ensure your assets are findable. There may be times when it’s appropriate to apply more terms. However, a range will set an expectation of how many tags an asset should usually have. This will ensure there are enough tags for the asset to be searchable.
5. Maintain and Update Controlled Vocabulary Terms
As you know, organizations are always changing and developing. Their terminology changes with it. Making sure your controlled vocabulary is current is vital. Your employees will naturally use new terminology in their searches, expecting the DAM to be up to date.
6. Make A Cheat Sheet
Your DAM users shouldn’t need to be metadata experts to search within your DAM. However, a keyword/controlled vocabulary cheat sheet can aid them in their searches, particularly when they first start using the DAM.
Controlled Vocabulary Example
Try this example exercise using a small sample size of about 15 assets to ensure there’s some subject diversity.
- Begin by making a list of descriptive words you would use as keywords.
- Once you have the list, group together words that are similar or would fall into the same category. For example, maybe you have: “Flowers,” “Bouquet,” “Sunflowers,” “Tulips,” and “Roses.”
- Review the list to see if any of those words are redundant. Some would say “Flowers,” “Sunflowers,” “Tulips,” and “Roses” are repetitive.
- Consider if any of the words can be consolidated, or if there’s one word that can be used for a whole group of words. It’s important to make these decisions by looking at them from the perspective of your users. Will they search for both “Flowers” and “Tulips”? If your users will look for a specific flower, then you probably don’t need “Flowers” as a controlled vocabulary term. However, if you’re a stock image company, then your users may use both search terms.
At the end of this exercise, you should have a condensed version of your original list. This is the start of your controlled vocabulary. While it isn’t necessary for you to do this exercise with all of your assets, you can use this same process to identify additional controlled terms for other assets.
Establish Your Controlled Vocabulary With The Users In Mind
The best advice for creating a controlled vocabulary is to think of your users. Ultimately, you’re implementing a DAM for them. Therefore, their search behaviors should have a significant influence on the controlled vocabulary.
Be aware that it’s easy to get carried away with keywording. Even though you may want to be as descriptive as possible to make assets more findable, be cautious not to apply too much controlled vocabulary. If you do, it may cause users to retrieve too many assets. Be sure to only apply the terms that your users would utilize to search.
Create Your Controlled Vocabulary And Maximize Your DAM With Stacks!
Wherever you are in your DAM journey, it’s not too late to start managing your metadata. While it may seem overwhelming at first, beginning to define your controlled vocabulary can greatly benefit the search experience of your DAM.
Whether you start with just a few metadata fields or by building your DAM, the important thing is that you start! Need help? If so, the Stacks team of DAM experts is happy to assist! Feel free to reach out.
