Digital Asset Management Best Practicesdamlearningcenter.com/chicago2011<br />Edward Smith<br />Product Marketing Manager,...
The Need for DAM<br />Locating assets<br />Understanding what assets are available<br />Providing access to the “correct” ...
Presentation Outline<br />Initiating your DAM Project<br />Evaluating Solutions<br />Implementing DAM<br />Daily use of DA...
Identify and Involve Stakeholders<br /><ul><li>Find champions
Create a project team
Involve your IT department
Obtain director/executive level support</li></ul>3<br />
Take Inventory<br />IT Assets<br /><ul><li>Hardware and Operating Systems
Software and Applications</li></ul>File Assets<br /><ul><li>Types (formats)
Number
Size (disk space)
Annual Growth</li></ul>Existing Systems and Data<br /><ul><li>Spreadsheets
FileMaker/MS Access
Physical Information Systems
Other Databases?</li></ul>4<br />
Making a Business Case for DAM<br />How does DAM support organizational goals/mission?<br />Quantify the current pain poin...
ROI Tool<br />Handout Page #1<br />6<br />
Document Current Workflow<br />Questions to Ask:<br />Who is responsible for managing assets?<br />Who needs access to ass...
What formats do they need?</li></ul>What is the folder hierarchy convention (if any)?<br />What is the file naming convent...
Document Current Workflow<br />Prior to evaluating DAM systems, document use casescenarios that describe how people curren...
Document Current Workflow<br />Present Day Scenario<br />Images are frequently requested by staff for use within PowerPoin...
Document Current Workflow<br />Ideal Scenario<br />Images added to file server folders are automatically ingested by the D...
Presentation Outline<br />Initiating your DAM Project<br />Evaluating Solutions<br />Implementing DAM<br />Daily use of DA...
Evaluation of DAM Systems<br />Focus on solving problems, not features.<br /><ul><li>What problems do you want to solve?
What problems are the most important?
What problems can be solved later (phase 2)?</li></ul>12<br />
Evaluation of DAM Systems<br />Types of DAM Systems<br /><ul><li>Commercial, Open Source, or Custom
Location
Centralized onsite
Distributed onsite (multiple locations)
Cloud based (hosted)
Licensing
Per server
Per named user
Per connection
Subscription
Scalability</li></ul>13<br />
Evaluation of DAM Systems<br />Give vendors your notes and documentation.<br />Ask to see how the system would work with y...
 Sample assets
 Metadata schema
 Folder structure example</li></ul>14<br />
Evaluation of DAM Systems<br />Ask Vendors:<br /><ul><li>For a web demo
For trial software
For customer referrals
How long have they been in business?
What other organizations like yours are using their software?
“How does your system…?” not “Can your system …?”.</li></ul>15<br />
Presentation Outline<br />Initiating your DAM Project<br />Evaluating Solutions<br />Implementing DAM<br />Daily use of DA...
Assign Responsibilities<br />1. Project Team<br />2. Catalogers – dependant on cataloging strategy:<br /><ul><li>Who will ...
How much time for initial cataloging?
How much time for ongoing cataloging?</li></ul>3. Server Admin<br />4. Training and Documentation<br />17<br />
Installation Steps<br />Preliminary Discussions<br />Installation<br />Configuration<br />Configure<br />Test<br />Review<...
Define Schema<br />Schema is the framework or structure of your DAM database.<br />Your schema will affect:<br /><ul><li> ...
 How people categorize assets
 How people search for assets
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Digital Asset Management Forum Chicago 2011

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Digital asset management best practices presentation from Chicago DAM Forum 2011

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  • [Exercise: think of the most important field: controlled, uncontrolled, hybrid]
  • example folder hierarchy different levels represent different categories It’s likely that this was folder structure was setup in advance Otherwise we would probably see some level of disorganization like: Spaces/underscores in filenames Duplicate folder names And “out of place folders”
  • Here’s an example of part of a cheat sheet we made for the Registrars .
  • Another example of basic documentation – cheat sheet for file standards
  • Workflow (story)Here are some example use cases implemented into real-world workflows Prof. Foster has taught with projector slides and will continue to do so for the foreseeable future. However, students wanted to be able to review class images. A workflow was set up using the features in Portfolio which allow for automating cataloging on the server. Slides shown taken to photography services Slides are digitized/placed in weekly folders on server The DAM system watches the folders and adds items to the catalog putting the folder name in the keyword field Students search for images by week in web-based portal. The non-technical faculty member never touches the interface nor is any cataloging field provided
  • Images are scannedMetadata is embedded to files using Adobe BridgeThe scans are added to the DAM with extracts metadata from the fileMetadata is refined in the DAM as needed for search purposes
  • Example metadata fieldsDescription (text block)Keywords (multiple values)Date
  • Master keyword list – a list of predefined keywords
  • Predefined lists for department, event, image category, physical location
  • We see an example of a taxonomy for “Physical location matches ocean life” where a user must choose from a predfined list. We also see an example of a folksonomy where a user can enter text into a freeform field.
  • Predefined lists provide insight into collection contents
  • You can see that the search interface is customized for search by weekThe entire collection is not exposed to students, only relevant materials
  • Here’s an example of a collection of headshots from the National Gallery of London
  • Transcript of "Digital Asset Management Forum Chicago 2011"

    1. 1. Digital Asset Management Best Practicesdamlearningcenter.com/chicago2011<br />Edward Smith<br />Product Marketing Manager, Extensis<br />@DAMGeek<br />
    2. 2. The Need for DAM<br />Locating assets<br />Understanding what assets are available<br />Providing access to the “correct” assets<br />Providing access to the “correct” format/size<br />Reusing assets<br />Recreating assets<br />Inconsistent use<br />Usage and rights<br />1<br />
    3. 3. Presentation Outline<br />Initiating your DAM Project<br />Evaluating Solutions<br />Implementing DAM<br />Daily use of DAM<br />Maintenance<br />2<br />
    4. 4. Identify and Involve Stakeholders<br /><ul><li>Find champions
    5. 5. Create a project team
    6. 6. Involve your IT department
    7. 7. Obtain director/executive level support</li></ul>3<br />
    8. 8. Take Inventory<br />IT Assets<br /><ul><li>Hardware and Operating Systems
    9. 9. Software and Applications</li></ul>File Assets<br /><ul><li>Types (formats)
    10. 10. Number
    11. 11. Size (disk space)
    12. 12. Annual Growth</li></ul>Existing Systems and Data<br /><ul><li>Spreadsheets
    13. 13. FileMaker/MS Access
    14. 14. Physical Information Systems
    15. 15. Other Databases?</li></ul>4<br />
    16. 16. Making a Business Case for DAM<br />How does DAM support organizational goals/mission?<br />Quantify the current pain points<br />Does the cost justify the outcome? (ROI)<br />5<br />
    17. 17. ROI Tool<br />Handout Page #1<br />6<br />
    18. 18. Document Current Workflow<br />Questions to Ask:<br />Who is responsible for managing assets?<br />Who needs access to assets?<br /><ul><li>What are they looking for?
    19. 19. What formats do they need?</li></ul>What is the folder hierarchy convention (if any)?<br />What is the file naming convention (if any)?<br />7<br />
    20. 20. Document Current Workflow<br />Prior to evaluating DAM systems, document use casescenarios that describe how people currently work today, and how they would work in an ideal DAM system in the future.<br />8<br />
    21. 21. Document Current Workflow<br />Present Day Scenario<br />Images are frequently requested by staff for use within PowerPoint presentations or for print and web use. The person maintaining the image collection fulfills image requests by browsing through folders on several different file servers. Once an appropriate image is located, a spreadsheet is cross referenced for usage rights. If the image does not meet the desired usage, the search continues. Once an appropriate set of images are selected, each image is opened in Photoshop and resaved in the correct format and resolution. The images are then uploaded to an FTP server and download instructions are emailed to the requesting staff member.<br />9<br />
    22. 22. Document Current Workflow<br />Ideal Scenario<br />Images added to file server folders are automatically ingested by the DAM system. The collection maintainer adds search keywords and usage rights information to images in the DAM system using drop-down menus. A secure web portal allows staff to search items from the image collection using keywords and other automatically applied information such as “Date Created”. The web portal only displays search results for items that have an “approved” metadata value. Important information such as usage rights appear next to search results. Staff can download and convert images on the fly into low, medium, and high resolution formats.<br />10<br />
    23. 23. Presentation Outline<br />Initiating your DAM Project<br />Evaluating Solutions<br />Implementing DAM<br />Daily use of DAM<br />Maintenance<br />11<br />
    24. 24. Evaluation of DAM Systems<br />Focus on solving problems, not features.<br /><ul><li>What problems do you want to solve?
    25. 25. What problems are the most important?
    26. 26. What problems can be solved later (phase 2)?</li></ul>12<br />
    27. 27. Evaluation of DAM Systems<br />Types of DAM Systems<br /><ul><li>Commercial, Open Source, or Custom
    28. 28. Location
    29. 29. Centralized onsite
    30. 30. Distributed onsite (multiple locations)
    31. 31. Cloud based (hosted)
    32. 32. Licensing
    33. 33. Per server
    34. 34. Per named user
    35. 35. Per connection
    36. 36. Subscription
    37. 37. Scalability</li></ul>13<br />
    38. 38. Evaluation of DAM Systems<br />Give vendors your notes and documentation.<br />Ask to see how the system would work with your assets, processes, and data instead of generic data and demos.<br /><ul><li> Use cases
    39. 39. Sample assets
    40. 40. Metadata schema
    41. 41. Folder structure example</li></ul>14<br />
    42. 42. Evaluation of DAM Systems<br />Ask Vendors:<br /><ul><li>For a web demo
    43. 43. For trial software
    44. 44. For customer referrals
    45. 45. How long have they been in business?
    46. 46. What other organizations like yours are using their software?
    47. 47. “How does your system…?” not “Can your system …?”.</li></ul>15<br />
    48. 48. Presentation Outline<br />Initiating your DAM Project<br />Evaluating Solutions<br />Implementing DAM<br />Daily use of DAM<br />Maintenance<br />16<br />
    49. 49. Assign Responsibilities<br />1. Project Team<br />2. Catalogers – dependant on cataloging strategy:<br /><ul><li>Who will add files?
    50. 50. How much time for initial cataloging?
    51. 51. How much time for ongoing cataloging?</li></ul>3. Server Admin<br />4. Training and Documentation<br />17<br />
    52. 52. Installation Steps<br />Preliminary Discussions<br />Installation<br />Configuration<br />Configure<br />Test<br />Review<br />Documentation<br />Training<br />Post-Implementation Evaluation<br />18<br />
    53. 53. Define Schema<br />Schema is the framework or structure of your DAM database.<br />Your schema will affect:<br /><ul><li> How people add assets
    54. 54. How people categorize assets
    55. 55. How people search for assets
    56. 56. How people will understand assets, including:
    57. 57. Descriptive Info
    58. 58. Usage Info</li></ul>19<br />
    59. 59. Define Schema<br />Controlled vocabulary<br />A taxonomy or thesaurus that uses predefined lists of values.<br />Unrestricted vocabulary<br />An non-hierarchical collaborative method to categorize metadata where freely chosen keywords are used instead of a controlled vocabulary. Many organizations prefer not to use folksonomy, as it creates inconsistencies in the classification of information (kitty versus cat; product SKU versus product part number).Hybrid Vocabulary<br />Offers users the choice of choosing values from controlled vocabulary listor entering in a desired value not available in the list.<br />20<br />
    60. 60. Define Schema<br />Prioritize metadata field entry<br />1. Crucial Info…<br /><ul><li>Capture device
    61. 61. Asset creator’s name
    62. 62. Date created
    63. 63. EXIF metadata</li></ul>2. Nice to Have…<br /><ul><li>Conservation treatment status
    64. 64. Object collection information
    65. 65. Curatorial approvals</li></ul>3. Can Live Without…<br /><ul><li>Work order information
    66. 66. Exhibition information</li></ul>21<br />
    67. 67. Metadata Planning Tool<br />Handout Page #2<br />
    68. 68. Folder Hierarchy<br />A folder hierarchy is a structure of folders and subfolders.<br /> Folder hierarchies are used for:<br /><ul><li>Browsing assets (instead of searching)
    69. 69. Access outside of a DAM system
    70. 70. Applying metadata (keywords from path)</li></ul>23<br />
    71. 71. Handout Page #3<br />
    72. 72. File Limitations<br /><ul><li> File extensions?
    73. 73. Long file names (more than 32 characters)?
    74. 74. Mac resource forks?
    75. 75. Mac color labels applied?
    76. 76. Files larger than 2GB?
    77. 77. Filenames with anything other than letters (A-Z,a-z), numbers (0-9), spaces ( ), underscores (_), dashes (-), or periods(.) ?</li></ul>25<br />
    78. 78. Documentation: Portland Art Museum<br />Handout Page #4<br />
    79. 79. Documentation: Miami Dade College<br />Handout Page #5<br />
    80. 80. DAM Implementation Summary<br />Handout Page #6-8<br />28<br />
    81. 81. Presentation Outline<br />Initiating your DAM Project<br />Evaluating Solutions<br />Implementing DAM<br />Daily use of DAM<br />Maintenance<br />29<br />
    82. 82. Workflow: Yale<br />
    83. 83. Workflow: Miami Dade College<br />
    84. 84. Workflow: AMNH<br />
    85. 85. 33<br />Workflow: National Wildlife Federation<br />
    86. 86. 34<br />Workflow: Portland Art Musuem<br />
    87. 87. Adding Files<br />The process of adding files to a DAM system is also known as “ingesting”, “uploading”, or “cataloging”.<br />The process may be invoked or automatic (“watch folders”)<br />The Process May Involve:<br /><ul><li>Addition of metadata by user
    88. 88. Automatic extraction of embedded metadata
    89. 89. Automatic generation of derivatives like thumbnails, previews, or video proxies</li></ul>35<br />
    90. 90. Metadata Management<br /><ul><li>Automatic generation of keywords from file and folder names
    91. 91. Extraction of metadata from files
    92. 92. Embedding of metadata to files
    93. 93. Batch editing
    94. 94. Import or export of metadata to or from other systems and databases</li></ul>36<br />
    95. 95. Handout Page #9<br />
    96. 96. Handout Page #10<br />
    97. 97. Handout Page #11<br />
    98. 98. Search<br />Basic Search<br />Advanced Search<br />40<br />
    99. 99. Handout Page #12<br />
    100. 100. Download<br />After previewing an asset on screen, a user may need access to:<br /><ul><li>Download a high-resolution original file
    101. 101. Download a low to medium-resolution file
    102. 102. Download a watermarked file
    103. 103. Playback time-based media (video streaming)</li></ul>42<br />
    104. 104. Processing<br />Batch processing can change one or more of the following attributes on a selection of assets:<br /><ul><li>Format
    105. 105. Color mode
    106. 106. Dimensions
    107. 107. Resolution
    108. 108. Filename
    109. 109. Image content/pixels (image scripting)</li></ul>43<br />
    110. 110. Self Service Web Portals<br />Users maintaining digital asset collections typically use client applications to add and maintain the digital asset management system.<br />Other “outside” users that are not familiar with the collection may benefit from self-service web portals that provide:<br /><ul><li>Access to approved assets in the correct formats
    111. 111. Insight into collection contents
    112. 112. Instant and remote access via the web
    113. 113. Intuitive user interfaces and search forms</li></ul>44<br />
    114. 114. Handout Page #13<br />
    115. 115. Media Sets<br />Handout Page #14<br />
    116. 116. The Solution: Portfolio Server<br />Handout Page #15<br />47<br />
    117. 117. Handout Page #16<br />
    118. 118. Handout Page #17<br />
    119. 119. Presentation Outline<br />Initiating your DAM Project<br />Evaluating Solutions<br />Implementing DAM<br />Daily use of DAM<br />Maintenance<br />50<br />
    120. 120. Archive != Backup<br />Types of DAM workflows:<br /><ul><li>Production/Work in progress
    121. 121. Archive/Distribution</li></ul>Back-up your files!<br /><ul><li>RAID is not backup
    122. 122. Invaluable in terms of recovering files accidentally lost
    123. 123. Get backups out of the building!</li></ul>Image source: http://www.flickr.com/people/roadhunter/<br />51<br />
    124. 124. Software Updates<br />Major Updates (Version 2.0)<br />Minor Updates (Version 2.1)<br />Hosted Solution Updates<br />Maintenance Contracts<br />Customization<br />52<br />
    125. 125. Support<br />Internal Support<br />Vendor Support<br /><ul><li>Email
    126. 126. Phone
    127. 127. Web/KB
    128. 128. In-House vs. Outsourced?</li></ul>Consultants<br />The Community<br />53<br />
    129. 129. More Information<br />DAM Learning Center:<br />www.damlearningcenter.com/chicago2011<br />@DAMGeek<br />54<br />
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