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Leveraging Digital Media for Maximum Efficiency DesignPac Case Study
Leveraging Digital Media for Maximum Efficiency DesignPac Case Study
Leveraging Digital Media for Maximum Efficiency DesignPac Case Study
Leveraging Digital Media for Maximum Efficiency DesignPac Case Study
Leveraging Digital Media for Maximum Efficiency DesignPac Case Study
Leveraging Digital Media for Maximum Efficiency DesignPac Case Study
Leveraging Digital Media for Maximum Efficiency DesignPac Case Study
Leveraging Digital Media for Maximum Efficiency DesignPac Case Study
Leveraging Digital Media for Maximum Efficiency DesignPac Case Study
Leveraging Digital Media for Maximum Efficiency DesignPac Case Study
Leveraging Digital Media for Maximum Efficiency DesignPac Case Study
Leveraging Digital Media for Maximum Efficiency DesignPac Case Study
Leveraging Digital Media for Maximum Efficiency DesignPac Case Study
Leveraging Digital Media for Maximum Efficiency DesignPac Case Study
Leveraging Digital Media for Maximum Efficiency DesignPac Case Study
Leveraging Digital Media for Maximum Efficiency DesignPac Case Study
Leveraging Digital Media for Maximum Efficiency DesignPac Case Study
Leveraging Digital Media for Maximum Efficiency DesignPac Case Study
Leveraging Digital Media for Maximum Efficiency DesignPac Case Study
Leveraging Digital Media for Maximum Efficiency DesignPac Case Study
Leveraging Digital Media for Maximum Efficiency DesignPac Case Study
Leveraging Digital Media for Maximum Efficiency DesignPac Case Study
Leveraging Digital Media for Maximum Efficiency DesignPac Case Study
Leveraging Digital Media for Maximum Efficiency DesignPac Case Study
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Leveraging Digital Media for Maximum Efficiency DesignPac Case Study

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Presentation from DesignPac (1800Flowers/1800Baskets) on using digital asset management to find, reuse, and repurpose artwork. Featured at the Chicago 2011 DAM Forum.

Presentation from DesignPac (1800Flowers/1800Baskets) on using digital asset management to find, reuse, and repurpose artwork. Featured at the Chicago 2011 DAM Forum.

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  • Michelle Eatough is the Senior Illustrator & Graphic Designer at DesignPac Gifts LLC, a member of the 1-800Flowers Enterprise. DesignPac is the creative force behind the leading online retailer 1-800BASKETS. She creates illustrations and graphics for packaging in both the wholesale and ecommerce channels of the business. Michelle graduated from Ringling School of Art and Design with a BFA in Illustration.
  • DesignPac is a member of the 1800Flowers Enterprise and is the creative force behind the leading online retailer 1800Baskets. DesignPac also creates wholesale retail gift items. We have 60 Employees at our location in Melrose Park, IL and over 1,600 employees in the total organization.
  • Design Department consists of 15 designers at our location. We oversee all graphics, illustration and product development for Wholesale retail and Ecommerce retail (1800baskets.com). Digital assets on location exceed 100,000 and growing. Over 15 years worth of assets Mostly Illustrator, stock, and clipart All the Designers are Mac users. No windows users so far.
  • My role is to create original graphics and illustrations for gift packaging and products. I am the Editor for the DAM. I maintain the adding or deleting of images to the library. I also add most of the keywords when I add the new images. There existing library is tagged on a daily basis. As people do searches they also keyword images when as they go.
  • The company struggled to organize and file digital art. Making internal folders with long descriptions just didn’t work. Files were not consistently named We had to rely on people who had worked there a long time to find artwork, and those people had to remember what and when those files were. This was a waste of time for everyone involved – the person looking for the file, and the person that knew about the file. We didn’t know which graphics had been purchased and could be used, and which graphics hadn’t been purchased and couldn’t be used. We used an analog system of clipart books that was not easily accessible. These clipart catalogs may or may not had discs that contained the actual clip art. Some of the clipart catalogs were old and were scan only.
  • Time was wasted hunting down images. Searching for artwork that belonged in multiple categories was difficult. Searches are often made for inspiration or ideas and without proper search programs, would be almost impossible. Things from previous years that needed to be carried over would get lost in the shuffling and would need to be re-created. A lot of work is spec, if a buyer doesn’t buy it we can reuse or repurpose for another project. It was difficult to know what had been purchased and used, and what could be used for another project.
  • - Money was wasted for re-purchasing stock images that we owned but did not know of because of lack of organization. - We wasted storage space on the server by storing duplicate copies of image files.
  • The main function/purpose of digital asset management for DesignPac is to organize our images in multiple categories using tagging and folder naming. This makes searching very user friendly and saves time and money for the designers. Most of all it makes our jobs easier.
  • Many commercial products were either not exactly what we needed or far too overpriced for our needs (LightRoom & Canto Cumulus) Adobe Bridge worked for folders but keywording was not effective enough. Independent products such as Razuna and ResourceSpace were too difficult to setup and maintain. After research and assessment we came to the conclusion that the most cost-efficient and user friendly solution would be Portfolio Server. We already had experience with Extensis through the Universal Type program and felt confident in the company. Extensis had tailored quotes to our needs in the past and has always had a great working relationship with us. Note: The employee who originally spearheaded the project is no longer with the company
  • After purchasing the DAM, we installed the server-side software which was very straight forward. Catherine, our IT Manager (?) installed the software. The actual server install took about 20 minutes, plus some time to play around with setting up a catalog to see how it worked. It ’ s all web-based so quite intuitive to navigate. When setting up our user accounts and permissions we decided to just a have a few levels of users, and not a separate login for everyone. Catherine also installed the client on each user ’ s machine and provided basic instructions on how to connect to the catalog, and perform basic functions like navigation and search. Note: The employee who originally spearheaded the project is no longer with the company
  • An employee who originally spearheaded the project started the process of setting up the catalog She setup custom fields for the image metadata and layout of the folder structure within the catalog, for the most part just from reading the user guides. Note: The employee who originally spearheaded the project is no longer with the company
  • In regards to training, there was no official training but the same employee who configured the catalog also created different user tutorials. Some of the tutorials were straight out of the manual and some were made by her. I went around to each designer and went through quick tutorials on basic usage and tagging. It took about 10 minutes for each employee. They are all designers and are quick to learn new programs. Note: The employee who originally spearheaded the project is no longer with the company so questions on how this was done cannot be answered.
  • To understand how we use digital asset management, it’s helpful to understand how we create products: Product development creates an idea for an item. Then that item idea is given to the Packaging Engineers to make structurally into packages/containers. Once this is created and agreed upon the item is then given to the Graphics were the designer adds illustration, graphics and product info. During this stage is when the DAM is used most. Searching for images that coincide with the item passed down. Photos/illustrations relating to food fill or Holiday themed art. This mockup item is then shown in a line of items to clients who purchase selected items. Then this item is handed off to production.
  • Two types of login accounts were setup for users to connect to the server. One publisher account and one editor account. The Publisher account was used to setup a basic category structure and started tagging images with keywords and metadata. All of our Design Department now uses the Editor login to add additional tags and pull images from library as needed.
  • Only items created in house or purchased are added to the DAM, so there is no confusion on our licensing agreements. New items get tagged immediately as they are added. Old images get new tags when needed. The old, scan only, analog clip art books are scanned once and added to the DAM, instead of scanning an image each time it’s needed.
  • In addition to tagging that takes place by users, images are also automatically tagged: Any keywords embedded into the file are automatically extracted. For example, images purchased from Istock already have keywords in the file that automatically appear in the DAM. Additional keywords are also applied using the file path, which means the filename and names of the folders containing the image are applied as keywords.
  • Now that DAM has been implemented there have been no scavenger hunts trying to track down images: Searching with keywords helps find images easier. Since Designers may search for different keywords, they can add new tags as they search to aid in future searches When creating new art it is easier to pull pieces are parts from previously created art.
  • To prevent accidents, only certain users are allowed to delete images from the library so images won’t be lost or deleted by user error. Lots of users are unaware of other projects in process, designers may think that they are helping clean up files and may erase things.
  • - This is a screenshot of our Design catalog which contains over 70,000 items - In the left hand pane, we have a watch folder setup the "Illustration" and "Photography" folders on our file server. - In this screen we're seeing the results for a keyword search on "texture“, which provided over 1300 results
  • Again we see our Design catalog showing a keyword search result for fabric of almost 700 results, but this time the search was narrowed down to a certain subfolder within the Illustration folder in the left side pane. The DAM allows us to quickly find what we’re looking for by using a combination of folder browsing and keyword search tools.
  • DAM has helped us achieve our goals by allowing us to organize our images in multiple categories using tagging and folder naming. makes searching very user friendly to saves time and money for the designers. Most of all it has made our jobs easier
  • Here are some quotes from our designers about the system.
  • We would like to upgrade to the current version of the software to . I hear that the newer version have really worked out the bugs with viewing the .eps and .ai files better. We predominantly work in Illustrator so this is key to us. With the 1800Flowers Enterprise being so expansive the possibility of sharing our images database with our sister companies may be beneficial for all. Expanding usage to the Ecommerce divisions of our company and sister companies. We have already opened up our library to one user from a sister company to test the waters. He is a designer. It is tricky to see how we can share our sources. Our stock images have licensing agreements that only allow our company to use our purchased images. All of our in-house art is available to them. We have given the designer for the Ecommerce Team access to our library and so far so go. They may want to use Portfolio Server for their own Library of in house photography. Still waiting on feedback from these two users to see if we should expand our use of this program in other divisions.
  • Transcript

    • 1. Leveraging Digital Media for Maximum Efficiency DesignPac Case Study Michelle Eatough Senior Illustrator/Designer DesignPac/ 1800Baskets.com
    • 2. DesignPac (1800Flowers.com)
      • DesignPac
          • Member of 1800Flowers Enterprise
          • Creative force behind 1800Baskets
          • Creator of wholesale retail gift items
      • 1,600 employees
      • 60 employees in Melrose Park
    • 3. DesignPac Design Department
      • 15 designers
      • Graphics, illustration and product development for wholesale retail & ecommerce retail
      • 100,000+ digital assets
      • All Mac OS X workstations
    • 4. Michelle Eatough: My Role
      • Graphics & Illustrations
      • Gift packaging & Products
      • Editor role in the DAM
          • Add/delete library images
          • Add keywords
    • 5. Life Before DAM
      • Disorganized folder structures
      • Inconsistent filenames
      • Dependent on senior staff for file location & info
      • Uncertain copyright and usage rights information
      • Inefficient analog cataloging system
    • 6. Time Wasted
      • Searching and browsing for artwork
      • Looking for inspiration or ideas
      • Recreation of “lost” files
      • Difficulty repurposing unused work
    • 7. Money Wasted
      • Re-purchasing stock images
      • Duplicate image storage
    • 8. Goals
      • Image organization
          • Multiple categories
          • Tagging
          • Leverage folder names
      • User friendly visual search
      • Save time and money
      • Make our jobs easier
    • 9. Solution Requirements
      • Affordable
      • Effective keywording
      • User friendly
      • Painless setup
      • Easy maintenance
    • 10. Implementation
        • 1 staff member from IT department:
          • Installed software
          • Setup user accounts
          • Installed client software
    • 11. Configuration
        • 1 staff member from Design department:
          • Catalog setup
          • Custom fields
          • Folder structure
    • 12. Training
        • 2 staff members from Design department:
          • Created tutorials
          • Provided 10 minute training sessions for designers
    • 13. DesignPac Product Workflow
      • Product Development creates an idea
      • Packaging Engineers make packages/containers
      • Designer adds illustration, graphics and product info
      • Mockups shown to clients for purchase decisions
      • Production takes place
    • 14. DAM Workflow: User Access
        • Publisher account Used to configure category structure and tag images with keywords and metadata
        • Editor account Used by Design Department to add additional tags and download images
    • 15. DAM Workflow: Cataloging
      • Only owned items are cataloged and tagged
      • New items tagged immediately
      • Old items tagged as needed
      • Scan-only clipart added as needed
    • 16. DAM Workflow: Keywords
      • Keywords are assigned based on:
          • User entry
          • Keywords in files (embedded metadata)
          • File location (path)
    • 17. DAM Workflow: Search, Use, Reuse
      • Design staff:
          • Search by keyword
          • Refine tags as they search
          • Reuse images when creating new art
    • 18. DAM Workflow: Deleting Images
      • Deleting images is restricted to certain users
      • Prevents accidental deletion
    • 19.
    • 20.
    • 21. Success!
      • Organized image catalog
      • Time and money savings
      • Less headache
    • 22. Quotes
      • “ If I am doing a project that requires image research it cuts the time in a third.”
      • “ I am using the resources we already own, and it is taking less time to find them.”
      • “ It makes finding the image I need way easier than searching through folders”
      • “… very efficient when I’m not sure exactly what I’m looking for and just want to browse through some images for ideas”
    • 23. Next Steps
      • Upgrade to current version
      • Sharing our images database with sister companies
      • Expanding to the Ecommerce divisions
    • 24. Questions?

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