The terms “tags” and “keywords” often cause confusion, which we’ve noticed when we give demos. And what role do categories play? In this blog post, Sebastiaan de Ruiter explains the difference between them, as well as the benefits of working with tags instead of folders.
The drawback of working with folders
When we give a demo, one of the first questions we often get is: Can we transfer our folder structure? To get right to the point: no, that’s not possible. I’ve already explained the reason for this in detail in a previous blog post. Folders are, so to speak, containers where you place a file. If you don’t look in the right container, you won’t find what you’re looking for. Chances are, a predecessor set up the folder structure at some point, and the question is whether you think the same way. By working with tags and keywords, you create a much smarter structure. What’s the difference?
What are keywords?
Technically speaking, keywords are part of a file. Think of things like file size, creation date, author, and filename. For photos, there are also factors such as color space and coordinates. For text-based files such as spreadsheets, presentations, or documents, the words used in the text are also keywords. When you move a file from storage location A to storage location B, the keywords move with it.
What are tags?
Tags are attributes that the file’s creator or administrator adds to the file. They help further describe and categorize the file. These can include, for example, product categories, brands carried by your company, or production locations. They are more or less separate from the file itself, but they determine the structure and relevant themes to which the file is related. Tags are therefore a smart way to structure and organize content without placing it in separate folders. You can also assign multiple tags to a file at once, and you can apply (access) permissions to tags to determine who is allowed to access a file and who is not.
Categorizing in DAM
When you upload content to a DAM system, the keywords are automatically included. You choose or add the tags separately. The success of your DAM system is largely determined by the set of keywords and tags—in other words, your metadata structure. This allows employees to search and filter content from their own perspective. Now that’s smart.
Curious?
Want to learn more about the benefits of Digital Asset Management? Then download our DAM guide. Immediately discover how Comrads can help your brand? Then request a no-obligation demo right away. We like to think along with you. Now and in the future.