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This guide provides information and resources for personal digital file management, specifically about embedding metadata (adding tags) to digital files to aid with retrieval, sorting, and providing attributes that will travel with the digital file.
Additional, detailed information can be found in the slides for the IAP session, Tagging and Finding Your Files.
Embedded vs. Non-embedded Tags
Not all tags behave the same way. Embedded tags are added to the file itself and stay with the file as it moves to different computers. They're searchable through your operating system's file explorer. However, not all file formats allow you to add embedded metadata tags, and these tags may be stripped out of the file when you upload them to certain online systems. Below, we provide some options and tools for adding and editing embedded tags.
Non-embedded tags are separate metadata files that sometimes pertain only to a specific file organization tool (for instance: Google Drive). When you export your files from a hosted tool, you will receive the tags in separate metadata files. These may or may not work in other file organization tools and have to be transferred separately alongside the files they describe.
Embedded metadata fields vary across file formats. There isn't a single metadata editor that can work with all file formats successfully and fully. Below are some approaches and tools for adding embedded metadata/tags:
| Method of adding tags | Advantages | Disadvantages | Resources |
|---|---|---|---|
| via operating system |
Doesn’t require additional tools Easy to get started |
Only works for a limited selection of file types (especially in Windows) Requires manual creating & tracking of consistent tags |
|
| via Adobe Bridge |
Makes it easy (particularly for images) to bulk edit/add tags and other metadata, including file names |
Requires additional software |
|
| via Adobe Acrobat |
Allows for tags and other metadata to be saved as a template that can be reused with other documents. |
Requires proprietary software |
|
| via ExifTool or ExifToolGUI for Windows or pyExifToolGUI for Mac/Linux/Windows |
Useful for reading and writing metadata in bulk. Can be integrated with scripting/programs |
ExifTool is a command-line application that can seem daunting (Although there are GUI versions for Windows and Mac/Linux that make it easier to use) |
Once you have added tags to your files, this information will be included in the overall information about your file. The image below shows an example of the type of information captured and stored with a file. For this presentation file, two tags – "presentation" and "IAP 2017" – have been added.
You can search for a file by its tags using your computer's search features. Here you see a search in Windows of the tag "presentation".
These slides are intended for personal use and learning. Created by the staff of the MIT Libraries, the content that is not under copyright by a third party may be used by a CC-BY-NC license. Please ask us if you have any questions regarding reuse.
