How to Organize and Categorize Unstructured Data using Asset Management Software

As we increasingly rely on technology to store and manage our data, the volume of unstructured data we have to manage can be overwhelming. Unstructured data refers to any data that doesn't fit into a traditional database or spreadsheet and includes files like images, videos, documents, and resources.

So how do we organize and categorize this data to ensure it's easily accessible, searchable, and shareable? The answer lies in asset management software.

Asset management software allows you to categorize, tag, and label your unstructured data, making it easier to organize and find what you need. In this article, we’ll explore how to organize and categorize unstructured data using asset management software.

What is Asset Management Software?

Asset management software is a tool that helps you manage your assets. In the context of unstructured data, assets refer to any unstructured data file that you might need to manage. Examples of unstructured data assets include images, videos, PDFs, and documents.

Asset management software generally provides an interface to manage and categorize your data, including options for adding metadata and labels to your assets. Additionally, asset management software may also offer features such as search tools, version control, and the ability to share and collaborate on assets.

Why Use Asset Management Software for Unstructured Data?

If you have a lot of unstructured data to manage, organizing it manually can be a time-consuming and tedious process. Asset management software streamlines this process by automatically categorizing your data, allowing you to quickly find what you need.

Asset management software also helps you stay organized and maintain consistency across your data. By using labels, tags, and other metadata, you can quickly locate specific files or groups of files.

Finally, asset management software makes it easy to collaborate on unstructured data files. With features like version control, you can keep track of changes made to files and ensure that everyone is working with the most up-to-date version.

How to Organize and Categorize Unstructured Data with Asset Management Software

Now that we understand the benefits of using asset management software for unstructured data, let's explore how to organize and categorize your data using asset management software. The steps below are a guideline to follow when setting up your asset management software.

1. Define Your Categories and Tags

Before you begin tagging and categorizing your unstructured data, you need to define your categories and tags. Categories are broad classifications that you can use to group your assets, while tags are more specific and allow you to add more detail to your classifications.

For example, a photography studio might use categories such as “Common Photo Shoots” and “Specialty Photo Shoots” to group their assets. They might then use tags such as “Weddings,” “Graduation,” or “Family Portraits” to further classify their assets.

When defining your categories and tags, it's important to consider the types of files you'll be managing and how you might want to search for and organize them later.

2. Choose Your Asset Management Software

There are many options when it comes to asset management software. Some examples include Adobe Bridge, TACTIC, and Portfolio.

When choosing your asset management software, consider your budget, the size of your organization, and your specific needs. You'll also want to look at factors like the user interface, ease of use, and security features.

3. Import Your Assets

Once you've chosen your asset management software, it's time to import your unstructured data files. Most asset management software allows you to import files from your computer or from an external source like a cloud storage platform.

When importing your files, make sure to follow best practices such as cleaning up file names, removing duplicates, and ensuring that your files are organized in a logical way. This will make it easier to categorize and tag your files later on.

4. Categorize and Tag Your Assets

With your categories and tags defined and your assets imported, it's time to start categorizing and tagging your assets. This is the heart of the asset management process, and it's where you'll spend most of your time.

As you categorize and tag your files, be consistent and use the same categories and tags across all of your assets. Additionally, make sure to add any relevant metadata, such as keywords, descriptions, and creation dates, to help you locate specific files.

5. Search, Collaborate, and Share Your Assets

Once you've categorized and tagged your assets, it's time to put your asset management software to work. Use the search functionality to quickly find specific files, and take advantage of collaboration tools to work with others.

If you're working in a team, it's especially important to establish protocols around how to share and collaborate on assets. Make sure everyone knows how to access and use the asset management software effectively.

Finally, keep your asset management software up-to-date by adding new files and updating metadata as needed. Regularly review your categories and tags to ensure that they're still relevant and useful.


Unstructured data can be overwhelming, but with the right asset management software, it can be easily organized and categorized. By defining your categories and tag, choosing the right asset management software, and following best practices for categorizing and tagging your assets, you can ensure that your unstructured data is accessible, searchable, and shareable.

At, we offer a range of asset management software options to help you organize and categorize your unstructured data. Contact us today to learn more!

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