As mentioned, all file formats include at least a basic set of metadata that Cumulus captures during the cataloging process. For many file formats, this core information is the only metadata captured during cataloging. Some formats, however, store extensive metadata right “inside” the file itself through the use of metadata standards called XMP, IPTC and EXIF. Popular formats that support one or more of these standards include JPEG, PDF and TIFF.
Many applications enable users to “stuff” metadata directly into files using these standards. During the cataloging process, Cumulus copies this data into the asset record, making it easily searchable. (Cumulus can also write data back into some “metadata fat” file formats.)
Metadata can also come from sources other than assets, such as databases or financial systems. Cumulus enables you to import metadata originating from sources like these into your catalogs through a menu command. This offers a great way to synchronize your Cumulus catalogs with other systems, such as product databases or financial systems.
EXAMPLE: Product Details From Database
Say you have a database that contains details about each of your products—UPC codes, color options, sizes, etc.—and you use Cumulus to keep track of product photographs used for packaging, online sales and advertising. By importing the product data into Cumulus, you can perform the same searches for product images as you can for product information. This is a workflow example already in use successfully at Cumulus installations now. One customer produces weekly fliers that showcase sale items. UPC codes for products to be featured are sent to the graphics department who then use Cumulus to find acceptable product images. This ensures the correct image is used for each product in the advertisements. (If you’ve ever seen a weekly mailer that describes one product, but shows another, you can understand the value of this workflow.)
Category trees can also be constructed based on imported data. This makes it easy to create an organizational structure that’s familiar to your employees: just provide Cumulus with a text file that represents your current organization structure, and the category tree is created for you automatically. The import function can also make upgrading to Cumulus from other DAM systems much easier.
No matter what the origin, Cumulus stores all metadata in catalog fields. A default set of fields is provided with each newly created catalog, and you can also define any number or type of custom fields you need. Later, you’ll read about the various field types available in Cumulus.