Hoarding, Searching and Effective DAM with Extensis Portfolio Server
Getting your file management and archiving workflow under control takes some time, dedication and the right tools. This presentation covers some basic tips for digital asset management with Portfolio Server at the forefront.
What’s a “Hoard”?“A supply or accumulation that is hidden or carefullyguarded for preservation, future use, etc.”(dictionary.com)
What is digital asset management?Baby don’t hurt me“…the ingestion, annotation,cataloguing, storage, retrieval anddistribution of digitalassets” (wikipedia.org)Being able to quickly find, organize,and convert media files.(Also, an endless source ofunfunny puns)?
Stop Searching and Start FindingFind—type a keyword into a box:
Stop Searching and Start FindingAdvanced find—choose from categories:
Stop Searching and Start FindingWeb portal find—your own stock website:
Stop Searching and Start FindingIn-app find—find from a palette within an application:
What’s an Asset?“Anything tangible or intangible that is capable of being owned orcontrolled to produce value…” (Wikipedia)“They’re only assets if you can find them”
I’ve Never Metadata I Didn’t LikeMetadata is “data about data”• Information (metadata) about rich media files (assets)• Metadata can be created automatically (awesome!) • …or entered manually by hand (lame!)
I’ve Never Metadata I Didn’t Like3 things you can use metadata for:• Index (keywords and other stuff you can search)• Informational (the 5 W’s)• Rights (where and how a rich media file can be used)
Dude, That’s So Metadata…• Standards: Adobe XMP, IPTC, EXIF• Send information with the file:• Extracting: Reading information from the file• Embedding: Writing information into the file
The 2013 World File Naming ConventionQ: Does search make filenames irrelevant?A: No!• Keywords can auto-generate from filenames• Filenames are the original metadata—all other people and programsunderstand them• Filenames can affect how files are sorted (by date, alphabetically)• There are advantages to uniquely named files• some%20systems%20break%20spaces%20in%20filenames.jpg• Don’t use these characters on the Mac: / : * ? “ < > | [ ] & $ `
Folder Hierarchy• Keywords can also auto-generate from folders• Folders help people access rich media from both inside and outside of a DAM• Folders provide another level of organization in addition to metadata and galleries• Folders can be used as a “hot folder” or drop box for automatic cataloguing into aDAM• Folders provide an absolute location (file path)—a place where you can go back tofind it• Do you really want to put hold 4,294,967,295 files in one folder?
Folder Hierarchy Best Practices• Create an empty set of folder templates to copy from• Determine folder direction: what folders come before others?• Determine level of granularity: at what level do people create theirown folders?• Try not to “float” folders to the _top or z_bottom• The structure shouldn’t require putting one file in more than onefolder• Consider starting over with a new folder structure
File Format Considerations• Keep the highest quality file available, create other formats as needed• Video requires more space and processing power• Not all formats support metadata• Beware of resource forks on older Mac files