What are the best tools and practices for adding metadata to your media files?

1 Choose a standard format

One of the first steps to adding metadata to your media files is to choose a standard format that is compatible with your camera, editing software, and delivery platform. There are different types of metadata formats, such as EXIF, IPTC, XMP, and BWF, that store different kinds of information and have different levels of support and interoperability. For example, EXIF is a common format for still images that contains technical data, such as aperture, shutter speed, and ISO. IPTC is a format for news and media that contains editorial data, such as caption, headline, and credit. XMP is a format that can store both technical and editorial data, as well as custom data, and can be embedded in various file types, such as JPEG, TIFF, MP4, and MOV. BWF is a format for audio files that contains broadcast data, such as timecode, scene, and take. Depending on your workflow and needs, you may want to choose one or more formats that suit your media files and can be read and written by your tools.

2 Use a metadata editor

A metadata editor is a software tool that allows you to view, edit, and add metadata to your media files. There are various metadata editors available, some of which are standalone applications, and some of which are integrated with your camera or editing software. For example, some cameras have built-in metadata editors that let you enter basic information, such as title, date, and location, before or after shooting. Some editing software, such as Adobe Premiere Pro or Final Cut Pro, have metadata panels that let you import, export, and modify metadata for your media files. Some standalone metadata editors, such as Photo Mechanic or MetaZ, let you batch edit metadata for multiple files at once. Using a metadata editor can help you save time and ensure consistency and accuracy in your metadata.

3 Follow a naming convention

Another best practice for adding metadata to your media files is to follow a naming convention that reflects the information and structure of your content. A naming convention is a set of rules or guidelines that define how you name your media files, folders, and projects. A naming convention can help you identify, organize, and retrieve your media files more easily and avoid confusion and duplication. A naming convention can include elements such as project name, date, location, scene, take, camera angle, file type, and version. For example, a naming convention for a video file could be: ProjectName_YYYYMMDD_Location_Scene_Take_CameraAngle_FileType_Version. A naming convention for an audio file could be: ProjectName_YYYYMMDD_Location_Scene_Take_BWF. A naming convention for an image file could be: ProjectName_YYYYMMDD_Location_Keyword_EXIF. Following a naming convention can help you add meaningful metadata to your media files.

4 Add keywords and tags

Keywords and tags are words or phrases that describe the content, theme, or category of your media files. Adding keywords and tags to your media files can help you search, filter, and sort your content more effectively and enhance your SEO and discoverability. Keywords and tags can be added to your media files using your metadata editor or your editing software. You can also use online tools or services that can generate keywords and tags automatically or suggest them based on your content. For example, Google Photos can recognize objects, faces, and places in your images and assign keywords and tags accordingly. Shutterstock can suggest keywords and tags based on your images and videos and help you optimize them for stock media platforms. Adding keywords and tags can help you add relevant metadata to your media files.

5 Backup and sync your metadata

The last best practice for adding metadata to your media files is to backup and sync your metadata regularly and securely. Backing up and syncing your metadata can help you prevent data loss, corruption, or mismatch in case of any technical issues or human errors. You can backup and sync your metadata using external hard drives, cloud storage, or online platforms. For example, you can use an external hard drive to copy and store your media files and their metadata as a backup. You can use cloud storage, such as Dropbox or Google Drive, to upload and sync your media files and their metadata across different devices and locations. You can use online platforms, such as YouTube or Vimeo, to upload and share your media files and their metadata with your audience or clients. Backing up and syncing your metadata can help you add reliable and accessible metadata to your media files.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?