Metadata: what it is and how it improves corporate information management

In the era of digital transformation, corporate information management faces increasingly greater challenges. Massive volumes of data demand intelligent solutions for organizing , retrieving , and strategically using this information. This is where metadata , tools that act as "guides" to categorize and contextualize data .

Gartner studies show that companies that adopt structured metadata management practices can increase efficiency by up to 30% , optimizing processes and reducing operational costs. This impact reflects the relevance of metadata for organizations that want to transform their data into valuable assets.

But how does metadata work? How can it transform information management and guarantee a competitive advantage in the market? In this article, we will explore these questions, highlighting benefits , practical applications, and the best strategies for implementing metadata in your company.

What is metadata and how does it work?

Metadata are structured elements that describe other information . In simple terms, they provide context, helping to identify, organize, and access data more efficiently. Think of metadata as tags that make a file easily trackable and understandable.

Metadata acts as an intermediary connecting raw data to those who need to use it . They include basic details (such as title, date, and author), but can go further depending on the type and application. For example:

• Digital files: information such as file name, type, and creation date;
• Business documents: identifiers such as document owner and access permissions.
  

This information is stored either integrated with the resource it describes or in specific metadata management systems. Next, we will explore the different types of metadata and their functions in corporate information management.

Types of metadata

For companies dealing with increasing volumes of information, metadata acts as maps, guiding and organizing the path between seemingly unconnected elements . They are divided into specific categories, each playing a fundamental role in corporate management. Learn more below:

Descriptive metadata

Descriptive metadata is responsible for identifying and detailing the content of a resource . It helps answer questions like "what is this?" or "who created it?".

• These include: title, author, keywords, abstracts, and descriptions;
  
• marketing team looking for reports on past campaigns. With descriptive metadata, they can simply search for keywords like " Black Friday 2024" to quickly locate the necessary files.

This metadata is what makes it possible to find information quickly and accurately , especially in corporate search systems.

Structural metadata

Structural metadata goes beyond basic identification: it connects and organizes data into a logical hierarchy . We could say that it "gives structure to chaos."

• These include: chapter divisions, file relationships, and data sequencing;
  
• Practical example: consider a technical manual used by maintenance engineers. The structural metadata organizes the chapters and sections, allowing them to navigate directly to the "Emergency Solutions" chapter without wasting time on irrelevant content.

In complex systems, such as those used by IT departments or customer service, this metadata is indispensable for uniting pieces of information into a comprehensible whole .

Administrative metadata

Administrative metadata plays a more behind-the-scenes, but no less important, role: it takes care of the security , traceability, and legal compliance of resources .

• These include: creation date, modifications, access permissions, and copyright information;
  
• Practical example: consider a financial services company that needs to protect sensitive contracts. Administrative metadata records who accessed the document, when it was modified, and what access restrictions are active (essential for audits and compliance with the Brazilian LGPD (General Data Protection Law)).

These metadata ensure that critical information is handled securely and responsibly, protecting both the company and its customers .
So, how can these tools truly transform the day-to-day operations of businesses? That's what we'll explore next:

Benefits of using metadata

In an increasingly data-driven corporate world, these elements are key to transforming information into a competitive advantage . This is because they not only organize the chaos of large volumes of data, but also create efficiency , security, and compliance .

Let's explore these benefits in more detail and in a practical way below

Improved data organization and retrieval

The goal is to find the right information in seconds, not hours. Therefore, descriptive metadata is essential for quickly categorizing and locating files , especially in complex systems with vast volumes of data.

• How they work: Metadata such as keywords, abstracts, and authors allow for quick and accurate searches, eliminating the need for time-consuming manual searches;

• Impact generated: reducing the time spent on searches increases productivity, improves decision-making, and frees up teams to focus on strategic activities;
  
• Practical example: a project manager in a global company needs specific reports from a completed project. Using metadata, he searches for "Q3 2024 Alpha project report" and finds the file immediately, without wasting time navigating through folders.

Efficiency in information management processes

How about automating processes and freeing up your team for what really matters? Structural metadata can help with this, as it connects related data , creating logical relationships that allow for the automation of repetitive tasks and more organized workflows .

• How do they work?: They automatically group and categorize information, prioritizing tasks and optimizing management systems such as ERPs and CRMs;
  
• Practical example: In a CRM system, structural metadata automatically classifies leads by stage in the sales funnel. This allows the sales team to focus on customers who are further along in the journey, without having to organize the data manually;
  
• Impact generated: Automation and intelligent prioritization reduce operational errors, increase team efficiency, and ensure a more strategic use of available resources.

Increased security and compliance

Protecting critical data and avoiding legal penalties is of utmost importance. Therefore, administrative metadata ensures traceability , security, and compliance with regulations such as the LGPD (General Data Protection Law) in Brazil.

• How do they work?: They record access histories, changes made, and usage permissions, ensuring that only authorized people have access to sensitive information;
  
• Practical example: a company in the financial sector uses metadata to track confidential contracts. If an unauthorized employee attempts to access a document, the system identifies and alerts the responsible party immediately;
  
• Impact generated: Advanced security and legal compliance reduce the risk of leaks, avoid fines, and strengthen the trust of customers and partners in the company.

These benefits demonstrate how metadata is much more than just a technological tool : it's the foundation for efficient and strategic information management. But how do you take the first steps to implement these advantages in your company? That's what we'll explore in the next section.

How to implement metadata in corporate governance?

Metadata has the potential to revolutionize how companies organize and use information, but unlocking its full power requires more than just tools: it requires strategy , clear standards, and team engagement . Below, we'll look at the essential steps and recommended tools for successful implementation.

Steps for integrating metadata

Implementing metadata requires organized planning , with steps that ensure this practice is efficient and aligned with the company's objectives. Before diving into the use of tools or technologies, it is important to follow a logical sequence that ensures each step is well-founded and integrated :

1. Assess the current state of information management.
The first step is to understand where the company stands in relation to information management. Conduct a detailed survey of how data is currently stored, accessed, and used.

• Why it's important: Without an initial diagnosis, it's impossible to identify gaps and set priorities;
  
• Practical example: a manufacturing company may discover that its documents are stored on multiple platforms without standardization, making it difficult to search for information.

2. Define clear and measurable objectives.
With the diagnosis in hand, establish specific goals for the implementation of metadata. To do this, it is important to ask yourself: what problems are we solving? What results do we want to achieve?

• Why is it important?: Clear goals help align expectations and measure project success;
  
• Practical example: a goal can reduce the average document search time from 15 minutes to 5 minutes.
  

3. Structure the metadata needed for your operation.
Determine which types of metadata (descriptive, structural, or administrative) are most relevant to the company's needs.

• Why is this important?: Each area of ​​an organization may need different metadata, so it's crucial to customize it according to demand.

• Practical example: a sales department might prioritize descriptive metadata (customer name, closing date), while the legal department needs administrative metadata (contract status, change history).
  
  

4. Choose appropriate tools to manage metadata.
After defining what will be done, select technologies that enable the efficient implementation and management of metadata.

• Why is it important?: The right tools facilitate integration and avoid unnecessary manual effort;
  
• Practical example: a system like SharePoint may be ideal for companies that manage documents, while a DAM tool is better for those who deal with digital assets.

5. Empower your team and create usage policies.
Train employees to understand how to use and maintain metadata, and establish guidelines to ensure consistency in its use.

• Why is it important?: Without training and clear policies, metadata can be applied inconsistently;
  
• Practical example: a training course for marketing teaches how to standardize tags in campaigns, making future retrieval easier.

6. Continuously monitor and optimize:
After implementing metadata, regularly track the results and adjust as needed to meet business demands.

• Why is it important?: Information management evolves, and metadata needs to keep up with these changes;
  
• Practical example: a governance system can indicate that certain metadata is outdated, underutilized, or irrelevant, and suggest adjustments or its elimination to improve the system's accuracy.

By following these steps, your company can ensure a solid and sustainable integration of metadata . This process not only structures data but also prepares the organization for sustainable growth , transforming information into a competitive advantage.

Recommended tools for metadata management

Choosing the right tools is essential to maximizing the impact of metadata on your business. From organizing digital files to ensuring regulatory compliance, the available solutions offer practical and scalable possibilities. Here are some of the best tools for efficiently integrating and managing metadata:


1. Digital Asset Management (DAM) Systems

Perfect for companies that handle a large amount of digital files, such as videos, images, or documents, DAM (Digital Asset Management) helps to classify and locate these materials quickly .

• Main options: Bynder , Adobe Experience Manager , Widen ;
  
• Why use them?: These platforms organize visual assets with descriptive and structural metadata, optimizing searches and saving time on routine tasks;
  
• marketing agency needs to reuse a campaign video. With a DAM, simply search for "campaign 2024" to find the file in seconds, ready to be reused.

2. Enterprise Information Management (ECM) Systems

These tools offer a robust ecosystem for managing documents and workflows securely and efficiently .

• Main options: Microsoft SharePoint , OpenText , LaserFiche ;
  
• Why use them?: They are ideal for companies that need to track changes, control document versions, and ensure restricted access, all organized through administrative metadata;
  
• Practical example: a legal department can use ECM (Enterprise Content Management) to track contracts, categorizing them by status (e.g., "under negotiation," "active," "overdue"), and receive automatic alerts about critical deadlines.

3. Data governance and quality platforms

Essential for companies that prioritize security and compliance, these platforms ensure complete control over administrative and structural metadata .

• Main options: Collibra , Alation , Informatica Metadata Manager ;
  
• Why use them?: They offer detailed traceability of who accessed, modified, or managed critical information, in addition to generating compliance ;
  
• Practical example: a financial institution uses Collibra to track access to confidential reports and generate automated reports that ensure compliance with regulations such as the LGPD (Brazilian General Data Protection Law).

4. Advanced storage and search tools

For companies that handle large volumes of data, these tools combine cloud storage with optimized metadata-based search .

• Main options: Elasticsearch , AWS S3 with tags , Google Cloud Storage ;
  
• Why use them?: They are ideal for quickly locating information by filtering data by tags or metadata categories;
  
• Practical example: an e-commerce site uses Elasticsearch to quickly locate products in stock based on filters such as category, price, and popularity.

Choosing the right tools is more than a technical decision: it's a strategic step to transform information management into a competitive advantage . With robust and well-implemented solutions, your company can simplify processes, ensure security, and optimize decision-making.
And how are metadata already generating results in companies around the world? In the next section, we'll discuss some practical cases that show how this technology has been applied to achieve efficiency and innovation .

Practical success stories

The use of metadata goes far beyond organizing information: it has the potential to transform entire operations , from retail to science, promoting efficiency, collaboration, and innovation. When well implemented, metadata makes information not only accessible but also strategic, allowing companies to make more assertive decisions.

Below, we will see two real-world examples of organizations that have used metadata as a key tool to overcome challenges, improve processes, and achieve extraordinary results:

Case #1 – Grupo Pão de Açúcar: customization and operational efficiency

The Pão de Açúcar Group (GPA) faced the challenge of better understanding its customers' purchasing habits to offer a more personalized experience . In addition, it sought to optimize its inventory to avoid waste and increase operational efficiency, especially in a highly competitive market.

Through its loyalty programs, such as Cliente Mais and Clube Extra , GPA implemented the use of descriptive and structural metadata , which allowed it to:

• Identify customer purchasing patterns, such as most frequently purchased products, frequency of visits, and seasonal preferences;
  
• Create categories for detailed consumer segmentation, grouping them by demographic profile, purchase history, and average spending;
  
• Automate the generation of personalized offers, based on data collected and organized by metadata.

Furthermore, structural metadata was used to integrate purchasing data with inventory, allowing for more precise demand control and optimizing logistics processes . The adoption of metadata transformed the relationship between the company and its consumers , in addition to improving its internal efficiency.

• A 25% increase in customer retention in the first few years of implementation;
  
• A 15% reduction in perishable product waste, thanks to inventory levels aligned with actual demand;
  
• A 20% increase in sales of promotional items, with targeted and relevant offers for each customer profile.

The GPA case demonstrates how the strategic use of descriptive and structural metadata can go beyond data organization . By understanding customer behavior and integrating this information with inventory, the company was able to improve both the customer experience and its operational efficiency. This approach not only boosted sales but also reinforced customer loyalty, showing how essential these elements are for companies that want to stand out in competitive, data-driven markets .

Case #2 – Nike: Innovative products driven by real data

Nike , a global leader in sporting goods, needed to understand the habits and needs of its customers to create products that met the specific demands of amateur and professional athletes. Furthermore, it wanted to use the collected data to differentiate itself in a highly competitive market.

With this in mind, the company developed apps and wearable devices that collect data from millions of users during physical activity. Using descriptive and technical metadata , Nike was able to:

• Monitor detailed metrics such as distance traveled, heart rate, weather conditions during use, and performance patterns;
  
• Organize this data with metadata that identifies specific categories, such as sports practiced (running, functional training), most frequent locations, and preferred conditions;
  
• Incorporate these insights into the development of new products, such as shoes and clothing optimized for different types of runners and climates.

The application of metadata has resulted in significant improvements in product design and customer experience

• Over 7 million runners contributed data to the creation of the Nike Vaporfly , which has become a benchmark in marathons;
  
• A 30% increase in customer satisfaction, according to analyses conducted on post-purchase
  feedback
• Global expansion of market share , with products adapted to specific conditions in different regions.

Nike's example demonstrates how metadata can be used to connect mass data collection to product innovation . By deeply analyzing the habits and preferences of its consumers, Nike was able to create items that not only meet expectations but exceed the specific needs of each type of athlete. This reinforces how indispensable these elements are in industries that value personalization and efficiency , transforming data into a powerful competitive advantage in the global market.

These case studies are excellent examples of how metadata can be transformed across different industries , but the truth is that achieving such significant results also presents challenges . Keep reading to learn more.

Challenges and solutions in the use of metadata

Metadata is a powerful ally in managing corporate information, but its effective implementation and use can present challenges that require attention . From a lack of standardization to cultural resistance, overcoming these barriers is crucial to unlocking the full potential of this technology. Let's understand the most common problems and explore practical and engaging strategies to solve them.

Common obstacles

The implementation and management of metadata face practical difficulties that can hinder the full utilization of this technology . Below, we will explore the main challenges and understand how they impact operations:


1. Lack of data standardization

Companies frequently deal with data from various sources , such as different departments, suppliers, or external systems. This diversity can lead to inconsistencies in naming , formats, and data categorization . Without proper standardization, metadata becomes less effective, hindering searches, analyses, and integrations between systems.

• Practical example: consider a retail chain that uses two systems, one for customer registration and another for order management. While the registration system stores "CPF" (Brazilian individual taxpayer registration number) as an identifier, the order system uses "Document ID". In an attempt to consolidate this information into a single report, the conflict in field names requires manual work and delays in obtaining insights .
  

2. Cultural resistance and lack of technical knowledge.

For metadata to be applied correctly, it is essential that teams understand its value and know how to use it in their daily work . However, many organizations encounter internal resistance, with employees preferring traditional methods or neglecting the use of metadata due to a lack of training . This obstacle is exacerbated when there is no organizational culture that values ​​data management.

• Practical example: In a technology company, the Development team frequently stores code and technical documentation without filling in basic metadata, such as project type or assignee. Months later, when trying to locate a file for review, the team wastes time manually navigating through disorganized folders, delaying deliveries.

3. Integration with legacy and complex systems.

Old or “legacy” systems are common in organizations that have been operating for many years. Many of these systems were not designed to support structured metadata , limiting their storage, search, and integration capabilities with modern solutions. This creates “data silos,” where important information remains isolated and difficult to access .

• Practical example: a bank uses an account management system implemented in the 1990s. The system stores customer data in a fragmented way, without support for descriptive metadata, such as status or interaction history. The team needs to manually access various records to compile information, resulting in long waiting times for customers.

4. Complex Data Governance and Regulatory Requirements

The growing need to comply with regulations such as the LGPD (Brazilian General Data Protection Law) demands a high level of organization , traceability , and security . Companies that do not keep their metadata up-to-date face difficulties in complying with audits or protecting sensitive information . This challenge is even greater in organizations with massive volumes of data, where maintaining governance can become an extremely laborious process.

• Practical example: a healthcare company stores thousands of patient records but does not properly organize administrative metadata, such as access logs or change history. During a compliance audit, the company cannot prove how the information was protected, facing financial penalties and reputational damage.

The obstacles presented show that, although metadata is an indispensable tool for information management, its successful implementation requires attention to technical, cultural, and operational aspects. Without standardization, training, or proper integration, the true potential of metadata can be compromised , resulting in less efficient processes and lost strategic opportunities.

Strategies for overcoming

Overcoming the challenges associated with implementing and managing metadata requires a balance between technology , processes, and people . Below, we present practical and well-structured strategies that help organizations overcome common obstacles, ensuring that metadata fulfills its function of organizing , protecting, and enhancing the use of corporate information.


Strategy #1 – Establish data and metadata standards

Standardization is essential for metadata to be applied consistently throughout the organization . This includes defining nomenclatures, categorizations, and structures that can be followed by all departments and systems.

• Assess the current situation: conduct a detailed survey of how data and metadata are currently being managed. Identify inconsistencies, gaps, and existing patterns
  
• Define clear rules: develop an internal manual with guidelines for naming, structure, and mandatory formats for metadata. Include practical examples to facilitate understanding
  
• Implement governance technologies: use tools like Collibra or Microsoft Purview to monitor the application of these standards. Set up alerts for inconsistencies;
  
• Communicate the changes: present the new rules to the teams and explain how they will be applied in daily operations.

Standardization creates a solid foundation for metadata management , eliminating inconsistencies and improving process efficiency. When applied consistently, it promotes seamless integration between systems and departments , making data management simpler and more effective.

Strategy #2 – Promote data training and culture

Metadata depends on people's buy-in to be effective. Empowering teams and building a data culture within the organization is crucial to ensuring everyone understands its value and knows how to use it correctly .

• Identify the teams' needs: map the departments that deal directly with metadata and identify knowledge gaps;
  
• Develop customized materials: create educational content specific to each area, such as IT, marketing , or legal, addressing use cases and direct benefits;
  
• Organize regular training sessions: conduct practical and interactive sessions, such as workshops and exercises based on real-life scenarios;
  
• Establish internal leaders: Identify and empower "data ambassadors" in each department to promote best practices and answer colleagues' questions.

Training transforms teams into strategic allies in metadata management. An organizational culture that values ​​these elements not only increases efficiency but also drives innovation and collaboration across departments .


Strategy #3 – Update and integrate legacy systems.

Old or poorly integrated systems can prevent metadata from reaching its full potential. Connecting these systems to modern solutions is essential to eliminate data silos and optimize workflows.

• Take inventory of the systems: identify which legacy systems are in use and assess their limitations regarding metadata management;
  
• Define integration priorities: prioritize the critical systems or those most used by the organization;
  
• Choose integration tools: adopt solutions like Talend or Informática Metadata Manager to connect legacy systems to modern platforms;
  
• Test and implement gradually: conduct pilot tests with one system at a time, validating the integration before expanding to others.

Modernizing and integrating legacy systems is an essential step to unlock the full value of metadata. This initial investment generates significant returns by eliminating data silos and facilitating access to critical information throughout the organization.


Strategy #4 – Automate metadata governance.

Data governance is an ongoing process that can be extremely laborious if done manually . Automating the tracking, validation, and updating of metadata is a way to ensure compliance and efficiency .

• Select the right tool: evaluate solutions like Alation , DataHub , or similar ones, based on your company's specific needs;
  
• Configure automated processes: program the tool to track changes in metadata, validate inputs, and generate regular compliance reports;
  
• Integrate with existing systems: ensure that the automation tool is connected to the main systems used in the company;
  
• Monitor the results: establish performance metrics, such as the number of inconsistencies corrected or time saved in information searches.

Automation is key to reducing complexity and increasing reliability in metadata management. In addition to saving time, it ensures continuous compliance, protecting the company from regulatory and operational risks.


Strategy #5 – Monitor and continuously improve

. Metadata management is not a static process. As businesses evolve , the requirements and use of metadata also change . Implementing a continuous improvement approach helps maintain the effectiveness and relevance of this technology.

• Define success indicators: establish metrics such as average information search time, frequency of metadata updates, and compliance rate;
  
• Implement regular audits: schedule periodic reviews to identify problems, such as outdated fields or standards not being followed;
  
• Request feedback from the teams: gather insights on difficulties or improvements that can be made to metadata management processes;
  
• Update processes and tools: continually adjust practices and technologies to reflect changing business needs.

Continuous improvement keeps metadata aligned with company and market demands. This cycle of adjustment and optimization allows the organization to adapt quickly to changes , preserving its efficiency and competitiveness .

How does Skyone make managing corporate metadata easier?

In the era of digital transformation, Skyone is the ideal partner for companies seeking to optimize information management through the strategic use of metadata. Our technological expertise and innovative solutions enable organizations from different sectors to overcome challenges and transform data into valuable assets .

• Integrated and scalable solutions: our tools are designed to adapt to the unique needs of each client, ensuring systems integration, data standardization, and scalability to keep pace with business growth;
  
• Automation and operational efficiency: we offer technologies that automate governance, categorization, and data tracking processes, reducing manual effort and maximizing productivity;

• Focus on security and compliance: with attention to regulations, such as the LGPD (Brazilian General Data Protection Law), our solutions guarantee the protection of sensitive information and complete traceability of access and changes;
  
• Specialized consulting: our team of experts works side-by-side with companies to map processes, identify gaps, and implement practices that guarantee concrete results.

With Skyone , your company will gain more than just technological tools: it will acquire a true strategic partner , committed to organizing , protecting, and maximizing the use of corporate information.

Ready to take the next step? Contact one of our specialists and find out how we can transform your company's information management with metadata!

Conclusion

In today's corporate world, where data is growing in volume and complexity, metadata is emerging as an essential element for organizing , connecting, and making sense of information . More than just a technical resource, it is key to transforming information into strategic insights , optimizing processes, and promoting efficiency throughout the operation.

In this article, we have seen that metadata has the power to simplify information management, accelerate data retrieval, ensure regulatory compliance, and increase security. However, its effective application requires more than just tools: it demands planning , standardization , and awareness from everyone involved.

The benefits are clear: companies that intelligently leverage metadata can not only meet today's demands but also position themselves more competitively for the future . In a rapidly changing environment, the ability to organize and use information efficiently can be the differentiating factor that separates successful companies from those that fall behind.

Metadata is not just a solution for the present: it is a strategic resource that allows you to build a solid foundation for agile and informed decisions . So how about taking this opportunity to rethink how your company manages information and transforms data into a high-impact asset?

Did you enjoy this article and want to understand more about how systems integration can directly impact the efficiency and organization of information in your company? Read our article on Systems Integration for Efficient Management and expand your knowledge.