The Importance of Metadata
From ResourceSpace Documentation Wiki
The ResourceSpace approach
Metadata is central to the management and organisation of resources using ResourceSpace.
Many other DAM systems place resources on a tree type structure, as with a typical file system on a PC. This works to a point, but it only allows each resource to be classified on one way. For example, a resource taken in Africa can be placed in an 'Africa' folder.
Using metadata as the primary organisation method means that resources can be classified in many different ways simultaneously, to the point that a static tree structure becomes obsolete. For example, a photo resource could be classified as taken in Africa but also that it contains a photo of a boy, who is happy, and is making eye contact (via Subject, Emotion etc. metadata fields). This allows searching via many different possible criteria.
Searching therefore becomes the primary method of finding resources. This way the users will become used to searching first and foremost and will not attempt to find resources on a tree type structure first of all.
Crucially, collections are not a means of organising your resources. Assuming that collections are how you organise resources is quite a common mistake that newcomers make. Think of collections more like user bookmarks or favourites. Metadata (i.e. fields) are how you should organise/categorise resources. The exception to this is the "Themes" area which displays collections which have been made public then added to a theme category - this is intended only as a sort of showcase area for your most used and most popular resources and not for organising all your resources.
Fixed list metadata
Crucial to the ResourceSpace approach is the use of fixed list metadata (the dropdown and checkbox list field types), for example using a fixed list of countries, subjects, emotions and so on instead of free text entry where possible. Free text entry should only be used for items that are very specific to the resource and are not widely reused, for example people's names and other proper nouns.
This ensures that the same keywords are used when classifying resources as during searching.
Add metadata ASAP
It is important to classify resources when uploading, or as soon as possible afterwards.
A resource with little or no metadata will be hard to find. A resource's metadata collectively defines it's position within your archive, in a similar manner as the x, y and z coordinates of a real world object.
