Metadata, or data that addresses the content of a given document, can be about the characteristics of the content or contextual. Characteristics might include the last modified date of a file. Contextual metadata can be about the actual subject matter and meanings of a given content item - its keywords and index terms. It can be generated automatically or supplied by the user.

Metadata that addresses the meaning and subject matter of a content item can be created both automatically and by people who interact with that content item. To do this, a content management product has utilities to gather this information from content creators, managers, editors and users - those who are most familiar with the content life cycle. This metadata might include themes in the document, contexts in which it can be applied and related terms. In addition, to automate the addition of context-sensitive metadata, a controlled vocabulary for index terms might be supplied to the user to use either on a mandatory or voluntary basis.

Usage metadata can automatically be added each time the document is accessed, revised or updated.