Build a Strong Digital Asset Management Taxonomy in 5 Steps

By Katie Walsh

July 31, 2023

Digital asset management taxonomy is the structure in which you organize, categorize, and classify brand assets for end-users. It includes metadata and a controlled vocabulary of descriptive terms to define, tag, and search digital content.

We’re all familiar with the age-old folder/subfolder (“parent/child”) hierarchical structure. It’s simple and straightforward, but managing content in this format can be limiting.

That’s why DAMs change things up: allowing users the flexibility to create a flat file taxonomy. This offers several benefits, such as:

• More control over layout: Design your library around unique user needs to improve browsability, findability, and discoverability.
• Easier searching: Users don’t need to know the exact file location because search functionality relies on metadata, tags, and categories.
• Multiple asset placements: Store files in numerous locations without creating duplicates, improving file version control and collaboration.
• Enhanced library visibility: Admins can see available content and maintain records of past creations.
• Improved user interaction: Users can access and utilize your content library more effectively.

Creating a solid and logical DAM taxonomy is essential for optimizing these benefits. Weeding through existing files and mapping content requires careful execution and knowledge of best practices. Brandfolder offers insights for tailoring your file library around the end users who rely on it.

Five steps to structure and maintain your brand’s digital asset management taxonomy:

1. Audit your existing assets
2. Organize assets for your DAM system
3. Map asset metadata and tags
4. Review and finalize your asset taxonomy
5. Make updates as your asset library grows

1. Audit Existing Assets & Consider Your Current Organizational Structure

Evaluate your storage drive and the organization of your existing files. Common issues include:

• Disorganized drives with outdated or duplicate assets.
• Unclear folder structure.

After you identify the state of your assets:

• Note duplicate assets and determine whether they need deletion or merging.
• Update file names to follow strict naming conventions.
• Archive old content that is no longer needed.

2. Organize Your Asset Library Around End-Users

Map your taxonomy considering both the type of content you have and the user experience.

• Conduct interviews with teammates to understand how they search for files and their challenges.
• Organize assets by:
  • Brand — in top-level Brandfolders
  • Collections — Product line, service, content type, etc.
  • Brand Portals — End-user groups like specific teams or departments.

3. Map Asset Metadata to Improve Search & Discovery

Determine how to categorize and filter your brand assets:

1. Identify asset types (e.g., images, videos, PDFs).
2. Add custom fields for relevant data concerning each asset.
3. Consider additional data needed for granular reporting.

4. Put It Down On Paper & Begin DAM Set-Up

Review the organization of your assets and verify that all relevant metadata is included before moving content into your DAM. Brandfolder supports automation to organize assets and assign metadata during the import process.

5. Optimize As Your Asset Library Evolves

Maintain your DAM by using features like duplicate detection and user permissions. Revisit and adjust the structure as your brand grows to ensure it remains user-friendly and efficient. Analyze user feedback and adapt your taxonomy accordingly.