Implementation of systems for Media / Digital Asset Management Systems in 10 Steps

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Keynote presentation given at a workshop held on April 10, 2014, organized by the National Audiovisual Institute in Warsaw, Poland on the topic of implementing MAM and DAM systems for digital audiovisual archives in libraries, museums, broadcasters, etc.

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Implementation of systems for Media / Digital Asset Management Systems in 10 Steps

  1. Implementation of systems for Media / Digital Asset Management in 10 steps Kara Van Malssen AVPreserve Take Control of Your Records! National Audiovisual Institute, Warsaw, Poland 10 April 2014
  2. AVPreserveLibrary of Congress United Nations Museum of Modern Art Fidelity Investments Flemish Institute for Archiving (VIAA) Denmark Statsbiblioteket Harvard University US Public Broadcasting Carnegie Hall HBO
  3. ! We are planning to digitize our collections and need a new database to manage them. What tool should we use
  4. preparation
  5. step 1Build your business case
  6. Why DAM / MAM?We can’t find anything We have to look in 6 places to find things We don’t know what we have We need to deliver digital assets to our users Our production units need to re-use assets We need to track rights, permissions of content We need a preservation system We want to publish to the web We need a centralized storage system Our digital collections are hard to manage
  7. —>Video / audio production asset management —>Public search, discovery, viewing —>Internal search, discovery, viewing —>Metadata, cataloging and organization —>Production workflow management —>Edit functions: transcode, sub-clip, download —>Digital preservation management —> Multi-channel publication —> Rights management and licensing Why DAM / MAM?
  8. step 2Recognize that technology is just a small part of the issue
  9. 👥 ⚒$+ + 10%45%45% people policy technology
  10. step 3Get all the stakeholders involved from the beginning
  11. 👤IT 👤archives
  12. Who is responsible for? Selecting the product / development product ownership Configuration / customization System administration Support Development of policies Enforcement of policies Uploading content Using content Description and organization Outreach and training
  13. 👤 "👤👤👤👤archives IT production education PR
  14. step 4Determine concrete goals and objectives (use cases and requirements)
  15. requirements: Metadata Model #Entities (collections, assets, people) Attributes/fields (title, description, keywords) Controlled vocabularies / taxonomy Validation rules (entry format, lists) Repeatability Source !
  16. requirements: File Formats / codecs Read / decode - playback Write / encode - create, transcode✎ 📰
  17. discovery metadata extraction versioning editing workflow integration delivery reporting configuration permissions navigation fixity analytics languages encryption requirements: Functionality storage management search options global vs local access transcoding batch processing rights management
  18. 🕫 🕨 🕩🕪 🕫🕫🕪🕫🕨 🕨 🕩🕪 🕫 🕫 🕪 🕫🕨🕩 🕫 🕫🕪 🕫🕨 Use cases
  19. System administrator configures a policy to complete periodic fixity checks every six months using stored checksum values. System performs fixity check at specified interval and reports failed fixity checks to system administrator. All outcomes, success and failures, are logged in system. Use case SCENARIO UC-1
  20. As a _______ I need to ______ so that _______. User Story As a system administrator I need to configure automatic fixity checks so that the collection’s integrity is regularly audited. [role] [task] [reason]
  21. Associated Requirements R-1: The system shall store a checksum value associated with an asset for future fixity checks. R-2: The system shall provide a mechanism for configuring the frequency of fixity checks R-3: The system shall store all fixity check outcomes (pass, fail) with asset ID, date/time of check R-4: The system shall provide a report of all fixity checking outcomes to system administrator R-5: The system shall enable the entry of system administrator’s email address for delivery of fixity reports
  22. selection
  23. Request for proposals (RFP) Custom Development
  24. step 5Ask the right questions
  25. Is he at least 5’10”? http://www.okcupid.com/ profile/BigDaddyC_taco
  26. Yes Nai Yes Si Oui Ja Tak Da Yes Hai Ken Yes Nai Yes Si Oui Ja Tak Da Yes Ken Yes Nai Yes Si Oui Ja Tak Da Yes Ken Yes Nai Yes Si Oui Ja Tak Da Yes Can your solution do X? Sí Ken Yes Nai Yes Si Oui Ja Tak Da Sí Ken Yes Nai Yes Si Oui Ja Tak Da Sí Ken Yes Nai Yes Si Oui Ja Tak Da Yes Sí Ken Yes Nai Yes Si Oui Ja Tak Da Yes Sí Ken Yes Na Yes Si Ou Ja Tak
  27. *HOw does your solution do X? <Refer to Use Case 1>
  28. Also, demo with your use cases, assets & metadata! 💥
  29. step 6Don’t select by the label
  30. 🏆- sample evaluation criteria ⚒+ + 15%40%40% cost functional & technical project approach response quality + 5% $
  31. implementation
  32. step 7Test, configure, test, customize, test, configure, test, configure, test… Be prepared for set backs.
  33. step 8Prep your assets and metadata for ingest
  34. 📦 🔍 Find Organize Deliver📤
  35. step 9Determine system rollout plan
  36. staffing!
  37. prioritize functionalityDon’t try to do everything at once
  38. Aim for early wins, trust, buy-in
  39. step 10Remember, there is no “done”
  40. digital asset management as a process ∞
  41. thank you!kara@avpreserve.com www.avpreserve.com

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