Getting Your DAM Ready with Metadata and Taxonomy

Jan 16, 2026 | Lizzy Ross

Metadata and taxonomy are hot topics in life sciences content management. They play a key role in defining and categorizing data, which is critical to effective digital asset management (DAM). A repository of content, DAM is at the core of your company’s marketing technology stack. And without an intelligent organizational scheme, DAM is not sustainable or scalable.

What is metadata?

Metadata is data about your data. It focuses on finding the right word for the right thing. It encompasses the descriptive, structural, and administrative definition of an asset.

• Descriptive data elements include a title — the name given to a resource — and key words (rheumatoid arthritis, chronic condition, etc.).
• Structural refers to any technical information about an asset (file size, type).
• Administrative is all about preserving an asset, including compliance, rights management, and other data logistics.

While this may sound dry and academic, it’s not. Consider the difficulty you would have searching for and finding content without an overarching scheme for organizing the assets your company creates and stores every day.

Developing a metadata strategy

Before you outline your metadata strategy, ask yourself what business problems metadata will help solve, who will be using it — and why — and what kind of information is important to your organization. You can then begin defining your metadata. DAM expert John Horodyski of Optimity Advisors suggests starting with the Dublin Core, a list of 15 fields that can help in building a metadata model. Best practice is to create this model before implementing your DAM solution, and to identify a DAM librarian to oversee and enforce your metadata structure and strategy post-implementation.

What is taxonomy?

Taxonomy classifies information with similar characteristics into groups or classes. Imagine going into a grocery store — particularly one where you have never shopped before. While looking for signage that tells you where to find what you’re looking for, you discover that salt and pepper are in two widely separated aisles. Similarly, if your taxonomy is not well-thought-out, users will sift through data in frustration and won’t find what they need.

Creating an effective taxonomy

First, create categories that make sense, tapping into users to help. This is particularly important; digitally savvy users expect to find what they need in three or four clicks.

Each category should contain content. It would be disconcerting to click on a category and find it unpopulated — the taxonomic equivalent of a house with empty rooms. You should also think about the differences between how you search for information in a work context and how you search for strictly personal use.

6 tips to help you along the way

The work of DAM is never done, but it doesn’t need to be an all-or-nothing project. It’s OK to start simple, maintain, and grow your DAM system. Here are other considerations:

1. Gather system requirements but be flexible; the solution will – and should – evolve
2. Create a governance program and keep it updated
3. Add metadata value tags for precise tracking
4. Listen to users and implement necessary changes
5. Be aware of geography and language when you build metadata and taxonomy specifications
6. Be mindful of those who will engage with content

Metadata and taxonomy must meet the requirements of your people, process, and marketing strategy. They are at the heart of your company’s content and DAM. Without them, as Horodyski points out, “… You just have ‘stuff in a box.’”

Learn how to get started with digital asset management.