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  1. 1. Getting Control of your Digital Photo Library By Renee Rosensteel
  2. 2. Say Thanks upfront <ul><li>Pittsburgh Filmmakers </li></ul><ul><li>Greater Pittsburgh Arts Council </li></ul>
  3. 3. Its all about Darwin <ul><li>20 years ago… </li></ul><ul><li>no line items for personal computers. </li></ul><ul><li>Few orgs had in-house photography </li></ul><ul><li>Library management = 3 ring binders </li></ul><ul><li>Expectations lower, timelines longer </li></ul>
  4. 4. Those who adapt survive <ul><li>High Expectations </li></ul><ul><ul><li>media delivery on demand </li></ul></ul><ul><ul><li>Pressure and possibility of handling media in-house: writing, photo, video, design </li></ul></ul><ul><ul><li>high quality </li></ul></ul><ul><li>New costs </li></ul><ul><ul><li>Equipment (computers, software, servers) </li></ul></ul><ul><ul><li>Resources (human, space) </li></ul></ul><ul><li>More pressure to creatively use resources </li></ul>
  5. 5. Those who adapt survive <ul><li>Digital Asset Management </li></ul><ul><ul><li>Response to the flood of digital media that cannot be tracked with conventional methods </li></ul></ul><ul><ul><li>New, essential business process. </li></ul></ul><ul><ul><ul><li>Challenge is to communicate the need to stakeholders before the issue hurts the org. </li></ul></ul></ul>
  6. 6. Welcome to DAM Digital Asset Management <ul><li>Photos </li></ul><ul><li>But also Videos, PDFs, Illustrations </li></ul>
  7. 7. Welcome to DAM Digital Asset Management <ul><li>Old methods don’t work. </li></ul><ul><li>A new business issue has emerged. </li></ul>
  8. 8. In a perfect world <ul><li>What functions do you want your DAM system to have? (Wishlist) </li></ul>
  9. 9. The reality is… <ul><li>What are the problems with the way you currently do DAM? </li></ul><ul><li>What are your current worst case scenarios? </li></ul>
  10. 10. Who is involved? <ul><li>Creators - Staff, freelance pros, clients, partners </li></ul><ul><li>Managers </li></ul><ul><ul><li>Digital Asset Mngrs, Editors, Dev. Director </li></ul></ul><ul><li>Consumers </li></ul><ul><ul><li>Media outlets, clients, funders, public, in-house clients </li></ul></ul><ul><ul><li>What priorities and needs does each group have? </li></ul></ul>
  11. 11. Who pays the bills <ul><li>Who signs the requisition sheet, not necessarily who you submit the request to. </li></ul><ul><li>Be ready to defend your ideas in ways that are valuable to top management </li></ul><ul><li>Write down that person’s values (at the end of the process map back to manager values and mission values.) </li></ul>
  12. 12. Power of human relations in digital systems <ul><li>Must start with credibility </li></ul><ul><li>Must achieve buy in </li></ul><ul><ul><li>Practices must be clear and easy to use. </li></ul></ul><ul><li>Must be able to source tools </li></ul>
  13. 13. Roles, Responsibilities, Resources <ul><li>Formality of a plan legitimizes DAM </li></ul><ul><li>Pay now or pay later </li></ul><ul><li>Leadership + buy-in </li></ul>
  14. 14. Image Lifecycle <ul><li>Is an image used more than once? </li></ul><ul><li>What are the legal issues associated with an image? </li></ul><ul><ul><li>Eg documentation of damage </li></ul></ul><ul><ul><li>Specific rights limitations </li></ul></ul><ul><li>Do you retire images? </li></ul><ul><ul><li>Renovation projects </li></ul></ul>
  15. 15. What are the business functions for images <ul><li>Branding </li></ul><ul><li>Promotion </li></ul><ul><li>Program documentation </li></ul><ul><li>Funding appeals </li></ul><ul><li>Training </li></ul><ul><li>Enhance partnerships </li></ul><ul><li>Income </li></ul><ul><li>Consider these functions when you budget </li></ul>
  16. 16. Process over product <ul><li>Develop a plan based on workflow that meets needs rather than mastery of a specific software. </li></ul><ul><li>Plan should be scaleable </li></ul><ul><li>Written plan makes it easier to handle new challenges. </li></ul>
  17. 17. Map current workflow <ul><li>Initiate, Ingest, Annotate, Catalog, Store, Disperse </li></ul>
  18. 18. Initiate <ul><li>Who wants photos? </li></ul><ul><li>What are the uses? </li></ul><ul><li>New or existing work? </li></ul>
  19. 19. Initiate <ul><li>Legacy work </li></ul><ul><ul><li>Lifespan </li></ul></ul><ul><ul><li>Cost to organize </li></ul></ul><ul><ul><li>Consider partial organization (or prioritize) </li></ul></ul>
  20. 20. Initiate: The paperwork <ul><li>Model or property releases </li></ul><ul><li>Logistics sheet </li></ul>
  21. 21. Initiate: RAW <ul><ul><ul><li>Max image quality </li></ul></ul></ul><ul><ul><ul><li>Image quality of legacy files can be improved over time as parametric image editors improve. </li></ul></ul></ul><ul><ul><ul><li>White balance can be applied </li></ul></ul></ul><ul><ul><ul><li>Output can be 16-bit depth, advantage for post processing. </li></ul></ul></ul><ul><ul><ul><li>flexibility in adjusting exposure and brightness values. </li></ul></ul></ul><ul><ul><ul><li>Adjustments are non-destructive </li></ul></ul></ul><ul><ul><ul><li>Source: </li></ul></ul></ul>
  22. 22. Initiate: RAW <ul><ul><ul><li>Bigger than JPEG (but smaller than TIFF). </li></ul></ul></ul><ul><ul><ul><li>Proprietary raw formats may become unreadable at some point in the future. (Canon did this once and found out it was a bad idea.) </li></ul></ul></ul><ul><ul><ul><li>Processing raw files requires a computer, special software and time. </li></ul></ul></ul><ul><ul><ul><li>Proprietary raw files can take a while to be supported by third-party processors. </li></ul></ul></ul><ul><ul><ul><li>Proprietary raw files are not good candidates for storing custom metadata. In fact, most software applications refuse to embed any type of metadata in them, forcing the use of sidecar files or storage of the information in a database or folder. </li></ul></ul></ul><ul><ul><ul><li>The only standardized raw file format, DNG, is not supported by all raw processing software. </li></ul></ul></ul><ul><ul><ul><li>Source: </li></ul></ul></ul>
  23. 23. Initiate: RAW/DNG <ul><ul><ul><li>Adobe’s answer to the RAW problem </li></ul></ul></ul><ul><ul><ul><li>Publicly documented, royalty free, open standard file format </li></ul></ul></ul><ul><ul><ul><li>Standardized alternative to proprietary camera raw files. </li></ul></ul></ul><ul><ul><ul><li>The DNG specification incorporates rich metadata support along with imbedded previews, camera profiles, and m aker notes (private or proprietary metadata). </li></ul></ul></ul><ul><ul><ul><li>DNG can employ lossless compression that can result in a significant file size reduction over the original proprietary raw. </li></ul></ul></ul><ul><ul><ul><li>It is also being promoted as an archival image format since it is fully documented and has been submitted to the ISO. </li></ul></ul></ul><ul><ul><ul><li>Source: </li></ul></ul></ul>
  24. 24. Initiate: File format/ Tif <ul><li>Tiff </li></ul><ul><ul><li>Not compressed </li></ul></ul><ul><ul><li>Able to make a greater range of changes </li></ul></ul><ul><ul><li>Big files </li></ul></ul><ul><ul><li>Slow </li></ul></ul>
  25. 25. Initiate: File format/ Tif <ul><li>Tiff </li></ul><ul><ul><li>Not compressed </li></ul></ul><ul><ul><li>Able to make a greater range of changes </li></ul></ul><ul><ul><li>Big files </li></ul></ul><ul><ul><li>Slow </li></ul></ul>
  26. 26. Initiate: File format/ Tif <ul><li>Tiff </li></ul><ul><ul><li>Not compressed </li></ul></ul><ul><ul><li>Able to make a greater range of changes </li></ul></ul><ul><ul><li>Big files </li></ul></ul><ul><ul><li>Slow </li></ul></ul>
  27. 27. Initiate: File format/ Tif <ul><li>Tiff </li></ul><ul><ul><li>Not compressed </li></ul></ul><ul><ul><li>Able to make a greater range of changes </li></ul></ul><ul><ul><li>Big files </li></ul></ul><ul><ul><li>Slow </li></ul></ul>
  28. 28. Initiate: File Format/JPG <ul><ul><li>Compressed </li></ul></ul><ul><ul><li>Not much room for manipulation </li></ul></ul><ul><ul><li>Small file size </li></ul></ul><ul><ul><li>Very fast workflow </li></ul></ul><ul><ul><li>Most versatile in use </li></ul></ul><ul><ul><li>When compressed at Max Quality=Tif </li></ul></ul>
  29. 29. Initiate: File Format/JPG <ul><ul><li>Compressed </li></ul></ul><ul><ul><li>Not much room for manipulation </li></ul></ul><ul><ul><li>Small file size </li></ul></ul><ul><ul><li>Very fast workflow </li></ul></ul><ul><ul><li>Most versatile in use </li></ul></ul><ul><ul><li>When compressed at Max Quality=Tif </li></ul></ul>
  30. 30. Annotate: Metadata <ul><li>Metadata can be defined as information regarding the characteristics of any object, such as its name, location, importance, quality and relationship to other objects in the collection. In other words, it's structured information about resources. </li></ul><ul><li>Cataloging is the act of adding an image to an image database . Source: </li></ul>
  31. 31. Annotate: Naming Conventions <ul><li>Don’t rely on a descriptive name as your primary method to find photos. </li></ul><ul><li>Identifier_YYYYMMDD_IMG1234.tif </li></ul><ul><li>Keep the image number that the photographer assigned. </li></ul><ul><li>Keep names under 32 characters including the dot and the suffix. </li></ul>
  32. 32. Annotate: Naming Conventions <ul><li>Don’t use spaces in names. UseCapitalizationIfNeeded. </li></ul><ul><li>Don’t use special characters *&%$()./”] </li></ul><ul><li>Use only letters, numbers, dashes and underscores Source: </li></ul>
  33. 33. Annotate: Keywords <ul><li>Captions are fully searchable, so create keywords for words in the caption that also need plurals, variants and synonyms. </li></ul><ul><li>Use plural spelling only, unless the spelling is different than just adding an &quot;s.&quot; </li></ul><ul><li>Use gerunds not verbs. </li></ul><ul><li>Do not capitalize unless it's proper noun </li></ul><ul><li>List alt. spellings for international audience Source: </li></ul>
  34. 34. Annotate: Keywords <ul><li>Limit keywords to those that express or describe the visual content of the image. </li></ul><ul><li>Apply attribute / concept words very selectively </li></ul><ul><li>Cut/paste into Photoshop CS field, use a comma and then a space between terms. Source: </li></ul>
  35. 35. Catalog <ul><li>Lightroom </li></ul><ul><li>Aperture </li></ul><ul><li>Extensis Portfolio </li></ul>
  36. 36. Catalog: Hierarchies <ul><li>Top level is organized by date </li></ul><ul><li>Take some time to figure out how you look for images: </li></ul><ul><ul><li>Client, annual event, department, issue </li></ul></ul><ul><li>Can have several paths to find the same image </li></ul><ul><li>Ability to create the SLAM DUNK </li></ul><ul><ul><li>Favorites, annual report, media ready </li></ul></ul>
  37. 37. CATCH UP <ul><li>5 minutes to talk, phone, text and generate ideas. </li></ul>
  38. 38. Store <ul><li>Two back ups plus write once </li></ul><ul><li>Conform with your overall system backup protocol </li></ul><ul><li>If you don’t have a system backup protocol …. </li></ul>
  39. 39. Store <ul><li>ESATA Drives </li></ul>
  40. 40. Disperse <ul><li>Free image downloads </li></ul><ul><li>End-user pays for print or download </li></ul><ul><li>What are your obligations as a steward of the image? </li></ul>
  41. 41. Disperse <ul><li>Photoshelter </li></ul><ul><li>Extensis Portfolio (enterprise) </li></ul><ul><li> </li></ul><ul><li>Online filefolder </li></ul><ul><li> </li></ul>
  42. 42. Disperse: <ul><li>Heavy SEO and viral marketing </li></ul><ul><li>Strong web presentation </li></ul><ul><li>Flexible still image files RAW TIFF JPG PSD </li></ul><ul><li>Sell or allow free download </li></ul><ul><li>Tout security capabilities </li></ul><ul><li>Video not available yet--but soon </li></ul>
  43. 44. Disperse: Extensis Portfolio <ul><li>Only free downloads available now </li></ul><ul><li>Lots of flexibility in permissions </li></ul>
  44. 45. Disperse: <ul><li>Flexible E-commerce </li></ul><ul><ul><li>Took two tries on the MOM test </li></ul></ul><ul><li>GREAT prints </li></ul><ul><li>Extension to upload fr Lightroom </li></ul><ul><li>Can do free downloads, but clunky </li></ul>
  45. 47. Disperse: <ul><li>Free or paid subscriptions </li></ul><ul><li>Works similar to Online Filefolder </li></ul><ul><li>No e-commerce, just large file sharing </li></ul>
  46. 48. Disperse: GoDaddy Online Filefolder <ul><li>Web-based. </li></ul><ul><li>Really easy to use once set up. </li></ul><ul><li>Upload and download </li></ul><ul><li>No e-commerce </li></ul><ul><li>Very secure </li></ul><ul><li>Customer can’t see images beforehand (I use a Lightroom workaround.) </li></ul>
  47. 52. Disperse (Print) <ul><li>Tom Underiner [email_address] </li></ul><ul><li>Modern Reprographics (412) 488-7700 </li></ul><ul><li> </li></ul><ul><li>Scanning (low-end) Costco </li></ul>