Asset metadata checklist

A practical checklist of the fields and checks a rights team needs for every asset record.

Good metadata keeps your catalogue searchable, your reports consistent and your rights provable. Use this checklist when you create or review an asset record. All example values are placeholders.

Identity

• A unique internal ID that never changes (for example, EXAMPLE-0001).
• Type of asset: film, episode, sound recording, composition or other.
• Title as released, plus alternative or localised titles.
• Version label (original, edit, language version) linked to the parent work.
• Creators, performers and other contributors, spelled consistently.
• Standard identifiers where they exist for this type of work.

Rights

• Rights layer stated: for music, recording and composition recorded separately.
• Owner or licensor named exactly as in the contract.
• Exclusive or non-exclusive stated, never assumed.
• Territories listed, with inclusion or exclusion made clear.
• Start and end of term, with a reminder before expiry.
• Permitted uses and platforms.

Evidence

• Link to the signed agreement and amendments.
• Chain of title or other proof the licensor held the rights.
• Notes on any scope questions and how they were answered.

Files

• Approved master file location and checksum or version note.
• Artwork, subtitles and supporting files linked.
• Anything containing third-party material flagged.

Governance

• Who created the record, who checked it and when.
• Change log for ownership edits, never overwritten.
• Review date set.

Quick check before you finish

1. Could a new colleague tell who owns what, where and until when, from this record alone?
2. Does every right point to a document?
3. Does the data match what you deliver to partners?

Continue with the asset management lesson for an annotated example. This is independent educational guidance; tools such as Content ID are available only to eligible partners.