Extensis DAM Forum at MW2011
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Extensis DAM Forum at MW2011



Presentation from the Extensis DAM Forum at Museums and the Web 2011.

Presentation from the Extensis DAM Forum at Museums and the Web 2011.



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Extensis DAM Forum at MW2011 Extensis DAM Forum at MW2011 Presentation Transcript

  • Digital Asset Management Forum damlearningcenter.com/mw2011
      • Maggie Hanson
      • Collections Information Manager
      • Portland Art Museum
    • Edward Smith
    • Product Manager
    • Extensis
  • Presentation Outline
    • Introduction
    • Preparing for DAM
    • Evaluating Solutions
    • Implementation
    • Daily Use
    • Maintenance & Next Steps
  • Introduction: Extensis
    • Founded in 1993
    • Software Company
    • Digital Asset Management products and services
    • Edward Smith
        • DAM Product Manager
        • DAM Learning Center Editor
  • Introduction: Portland Art Museum
    • Founded in 1892
    • Oldest museum in the Pacific Northwest
    • 50,000 works
    • ~130 FTE
    • No Rights & Reproductions dept.
    • Maggie Hanson
      • Collections Information Manager
      • Manage CHAMP grant
      • Supervise DAM and interns
      • Lead an interdepartmental team of mostly senior staff
  • What Is Digital Asset Management? DAM is the effective management and distribution of digital assets such as images, documents, creative files, audio and video clips. DAM solutions allow organizations to centrally catalog, store, retrieve and distribute large collections of valuable digital assets.
  • Asset Metadata
    • “ Data about data”
      • Information (metadata) about files (assets)
      • Machine or human generated
    • Examples:
      • Informational (The date a picture was taken)
      • Index (search keywords)
      • Rights (where/how can this file can be used?)
  • What Is An Asset? “ Anything tangible or intangible that is capable of being owned or controlled to produce value…” (Wikipedia) “ A media file plus metadata” “ They’re only assets if you can find them”
  • The Need for DAM
    • Locating assets
    • Understanding what assets are available
    • Providing access to the “correct” assets
    • Providing access to the “correct” format and size
    • Reusing assets
    • Recreating assets
    • Inconsistent use
    • Usage and rights management
    • Problems
      • Confusing navigation of current folder structure
      • Deletion/duplication of files
      • Proliferation of files on desktops, etc.
      • No easy access to collections images for staff
      • No way to embed metadata in files (or use embedded metadata in a meaningful way
    Needs: Portland Art Museum
  • Benefits of DAM
    • Improve efficiency
    • Reduce costs
    • Increase revenue
    • Brand consistency
    • Customer service
  • Presentation Outline
    • Introduction
    • Preparing for DAM
    • Evaluating Solutions
    • Implementation
    • Daily Use
    • Maintenance & Next Steps
  • Portland Art Museum
    • Awarded substantial CHAMP grant in 2009
    • CHAMP is an Oregon state “cultural reinvestment package to strengthen state agencies and cultural institutions”
    • Goals of grant:
      • Increase Access (Internally & Externally)
        • Standardize information
        • Manage our digital assets
        • Digitization
  • Identify and Involve Stakeholders
      • Find champions
      • Create a project team
      • Involve your IT department
      • Obtain director/executive level support
    • CHAMP team:
    • Directors of Collections, Education, Development, and IT
    • Interactive Media Producer
    • Digital Asset Manager
    Stakeholders: Portland Art Museum
  • Take Inventory
    • IT Assets
      • Hardware and Operating Systems
      • Software and Applications
    • File Assets
      • Types (formats)
      • Number
      • Size (disk space)
      • Annual Growth
    • Existing Systems and Data
      • CMS
      • Spreadsheets
      • FileMaker/MS Access
      • Physical Information Systems
      • Other Databases?
  • Inventory: Portland Art Museum
    • IT Assets
      • Primarily Windows
      • Some Mac users
    • File Assets
      • JPEG, Bitmap, TIFF, PDF, .MOV, .MP4, .WAV
      • 20,000+ collection images
    • Existing Systems and Data
      • Mimsy XG
      • Museum Shared Server(s)
      • Several other systems
        • FMP databases
        • Access databases
        • Educational programming content and interfaces
  • Portland Art Museum CMS (MimsyXG)
  • Portland Art Museum CMS (MimsyXG)
  • Making a Business Case for DAM How does DAM support organizational goals/mission? Quantify the current pain points Does the cost justify the outcome? (ROI)
  • ROI Tool
  • Business Case: Portland Art Museum
    • Supports the mission of our grant
    • Supports our institutional mission
    • Address pain points associated with:
      • Rights management
      • Access
      • Permissions
      • Search
      • Limited staff and minimal resources
  • Document Current Workflow
    • Questions to Ask:
    • Who is responsible for managing assets?
    • Who needs access to assets?
      • What are they looking for?
      • What formats do they need?
    • What is the folder hierarchy convention (if any)?
    • What is the file naming convention (if any)?
  • Document Current Workflow Prior to evaluating DAM systems, document use case scenarios that describe how people currently work today, and how they would work in an ideal DAM system in the future.
  • Document Current Workflow Present Day Scenario 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.
  • Document Current Workflow Ideal Scenario 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.
    • Present Day Scenario
      • Curator search the folders on the server
      • Grabs whatever size/format for their presentation
      • Results in calls to registrars (about the image) and IT (about the presentation freezing).
    • Ideal Scenario
      • Curators open a centralized repository
      • Search any number of useful fields
      • Download appropriate derivative using presets
    Workflow Scenario #1
    • Present Day Scenario
      • Marketing calls Registrars about images
      • Discussion takes place about image selection, appropriateness, quality, and rights
    • Ideal Scenario
      • Self-service image access for Marketing
      • Fields and galleries available for search and usage info
      • Marketing adds usage info to DAM
    Workflow Scenario #2
    • Present Day Scenario
      • Staff needs images of a past event
      • Looks through poorly organized folders
      • Tries to locate images based on filenames alone
    • Ideal Scenario
      • Staff searches DAM
      • Search on event name
      • Search on person name
      • Search for specific purpose
    Workflow Scenario #3
  • Presentation Outline
    • Introduction
    • Preparing for DAM
    • Evaluating Solutions
    • Implementation
    • Daily Use
    • Maintenance & Next Steps
    • Focus on solving problems, not features.
      • What problems do you want to solve?
      • What problems are the most important?
      • What problems can be solved later (phase 2)?
    Evaluation of DAM Systems
  • Requirements: Portland Art Museum
    • DAM for curatorial and marketing search/download
    • Intuitive interface
    • Ease of
      • Searching
      • Downloading
    • Reduction of duplicates
    • Lowers strain on the IT department
    • Rights management
    • Must Have
      • Cost
      • Ease of use
      • Search/embed/extract metadata
      • Download derivatives
      • Accessibility (Search & Retrieval)
      • Managing duplication, providing access to appropriate versions
    • Nice to Have
      • Customizable views
      • Customizable access levels
    • Phase 2/TBD
      • Granular levels of control
      • Deal with our messy folder structure on the back-end.
      • Incorporate non-collections assets
    DAM Evaluation: Portland Art Museum
    • Types of DAM Systems
    • 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
    Evaluation of DAM Systems
    • Give vendors your notes and documentation.
    • Ask to see how the system would work with your assets, processes, and data instead of generic data and demos.
      • Use cases
      • Sample assets
      • Metadata schema
      • Folder structure example
    Evaluation of DAM Systems
    • Ask Vendors:
      • 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 …?”.
    Evaluation of DAM Systems
  • Presentation Outline
    • Introduction
    • Preparing for DAM
    • Evaluating Solutions
    • Implementation
    • Daily Use
    • Maintenance & Next Steps
    • 1. Project Team
    • 2. Catalogers – dependant on cataloging strategy:
      • Who will add files?
      • How much time for initial cataloging?
      • How much time for ongoing cataloging?
    • 3. Server Admin
    • 4. Training and Documentation
    Assign Responsibilities
    • Preliminary Discussions
    • Installation
    • Configuration
      • Configure
      • Test
      • Review
    • Documentation
    • Training
    • Post-Implementation Evaluation
    Installation Steps
  • Define Schema
    • Schema is the framework or structure of your DAM database.
    • Your schema will affect:
      • How people add assets
      • How people categorize assets
      • How people search for assets
      • How people will understand assets, including:
        • Descriptive Info
        • Usage Info
  • Define Schema Controlled vocabulary A taxonomy or thesaurus that uses predefined lists of values. Unrestricted vocabulary 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 Offers users the choice of choosing values from controlled vocabulary list or entering in a desired value not available in the list.
    • Prioritize metadata field entry
    • 1. Crucial Info…
      • Capture device
      • Asset creator’s name
      • Date created
      • EXIF metadata
    • 2. Nice to Have…
      • Conservation treatment status
      • Object collection information
      • Curatorial approvals
    • 3. Can Live Without…
      • Work order information
      • Exhibition information
    Define Schema
    • MIMSY Related Custom Fields
      • Accession number
      • Title
      • Date
      • Artist
      • Artist Nationality
      • Artist Life Dates
      • Collection / Curatorial Dept.
      • Object Type
      • Credit Line
      • Copyright Status
      • Copyright Instructions
    Schema: Portland Art Museum
    • Other Custom Fields
      • Department
      • Copyright Status
      • Archival Storage Disc
      • Archival Storage Location
      • Event(s)
      • Exhibition(s)
      • Professional Photograph
      • Program(s)
      • Project(s)
    Schema: Portland Art Museum
      • Resource Type
      • Digital Image
      • View Type
      • IPTC Copyright
      • IPTC Copyright Status
  • Metadata Planning Tool
    • A folder hierarchy is a structure of folders and subfolders.
    • Folder hierarchies are used for:
      • Browsing assets (instead of searching)
      • Access outside of a DAM system
      • Applying metadata (keywords from path)
    Folder Hierarchy
  • Folder Hierarchy Example
  • Folder Hierarchy: Portland Art Museum
    • Server #1: Museum Shared Server
      • All departments have folders
      • Minimal structure
      • Messy access issues
  • Folder Hierarchy: Portland Art Museum
    • Server #2: Collections Server (CMS media—highly limited access)
      • Audio
      • Video
      • Collection Images
        • Archival (large images, formatted/unformatted)
        • Full
        • Thumb
      • Conservation, Damage, etc.
        • Images
        • Documents
      • Documents
  • Folder Hierarchy: Portland Art Museum
    • Server #3: Marketing Server
      • Publications
      • Branding
      • Etc.
  • File Limitations
    • File extensions?
    • Long file names (more than 32 characters)?
    • Mac resource forks?
    • Mac color labels applied?
    • Files larger than 2GB?
    • Filenames with anything other than letters (A-Z,a-z), numbers (0-9), spaces ( ), underscores (_), dashes (-), or periods(.) ?
  • File Naming Convention: PAM Current Portland Art Museum file naming convention: 2009_64_43c.tiff Proposed file naming convention: 2009_0064_0043c_AM.tiff
  • Documentation: Portland Art Museum
  • Documentation: Miami Dade College
  • Documentation: Miami Dade College
  • DAM Implementation Summary
  • Presentation Outline
    • Introduction
    • Preparing for DAM
    • Evaluating Solutions
    • Implementation
    • Daily Use
    • Maintenance & Next Steps
  • Workflow Example #1: Yale
  • Workflow Example #2: MDC
  • Workflow Example #3 – AMNH
  • Workflow Example #4 – NWF
  • Workflow Example #5 – PAM
    • The process of adding files to a DAM system is also known as “ingesting”, “uploading”, or “cataloging”.
    • The process may be invoked or automatic (“watch folders”)
    • The Process May Involve:
      • Addition of metadata by user
      • Automatic extraction of embedded metadata
      • Automatic generation of derivatives like thumbnails, previews, or video proxies
    Adding Files
    • Automatic generation of keywords from file and folder names
    • Extraction of metadata from files
    • Embedding of metadata to files
    • Batch editing
    • Import or export of metadata to or from other systems and databases
    Metadata Management
    • Custom fields
    • File-naming convention
    • CMS
    • IPTC
    • Predefined lists
    Metadata Management: PAM
  • Controlled Lists, examples
  • Controlled Lists, examples
  • Basic Search Advanced Search Search
    • Collections Assets
      • File-naming convention incorporates accession number
      • QuickFind searches Accession Number, Artist Name, and Title
      • Galleries
        • Public Domain
        • High-res
        • Professional photog
    Search: Portland Art Museum
  • Search: Portland Art Museum
    • Non-collection Assets
      • Include
        • Marketing collateral
        • Education & Public Programming
        • Events photography
      • Folder and filenames provide keywords
      • Controlled lists for user-added info
      • Future:
        • Cataloging schemas for non-collection assets
        • Institutional master keyword list
    • After previewing an asset on screen, a user may need access to:
      • Download a high-resolution original file
      • Download a low to medium-resolution file
      • Download a watermarked file
      • Playback time-based media (video streaming)
    • Batch processing can change one or more of the following attributes on a selection of assets:
      • Format
      • Color mode
      • Dimensions
      • Resolution
      • Filename
      • Image content/pixels (image scripting)
    • Read-only users (most) download using presets:
      • .ppt
      • web/email
      • thumbnail
      • large
    • Department reps can access original
      • Download original untouched
      • Batch convert
    Processing: Portland Art Museum
    • Users maintaining digital asset collections typically use client applications to add and maintain the digital asset management system.
    • Other “outside” users that are not familiar with the collection may benefit from self-service web portals that provide:
      • Access to approved assets in the correct formats
      • Insight into collection contents
      • Instant and remote access via the web
      • Intuitive user interfaces and search forms
    Self Service Web Portals
  • Media Sets
  • The Solution: Portfolio Server
  • Presentation Outline
    • Introduction
    • Preparing for DAM
    • Evaluating Solutions
    • Implementation
    • Daily Use
    • Maintenance & Next Steps
  • Archive != Backup
    • Types of DAM workflows:
      • Production/Work in progress
      • Archive/Distribution
    • Back-up your files!
      • RAID is not backup
      • Invaluable in terms of recovering files accidentally lost
      • Get backups out of the building!
    Image source: http://www.flickr.com/people/roadhunter/
  • Software Updates Major Updates (Version 2.0) Minor Updates (Version 2.1) Hosted Solution Updates Maintenance Contracts Customization
  • Support
    • Internal Support
    • Vendor Support
      • Email
      • Phone
      • Web/KB
      • In-House vs. Outsourced?
    • Consultants
    • The Community
    • Professional Orgs/List-servs (MCN, ImageMuse, VRA, etc.)
  • Next Steps: Portland Art Museum
    • Training Timeline
      • Registrars (with individual follow-up training as needed)
      • Education & Marketing
      • Curators
      • Assistance and check-ins as needed
  • Next Steps: Portland Art Museum
    • Cataloging Timeline:
      • Refine Mimsy reports
      • Schedule CMS imports
      • Ongoing rights research
      • Incorporate Marketing server
      • Cataloging schema for Marketing and Education files
  • More Information Portland Art Museum www.pam.org DAM Learning Center: www.damlearningcenter.com /mw2011 @DAMGeek Extensis Portfolio Server: www.extensis.com/portfolio