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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.

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Hoarding, Searching and Effective DAM with Extensis Portfolio Server

  1. 1. Presented by Jim Kidwell Hoarding, Searchingand Effective DAMwith ExtensisPortfolio Server
  2. 2. Mo Assets,Mo Problems“Now where did I save that graphic?”“Why is my face on that billboard?”“Yes, please bother me every timeyou need a logo.”
  3. 3. Where Did I Put That File?
  4. 4. What’s a “Hoard”?“A supply or accumulation that is hidden or carefullyguarded for preservation, future use, etc.”(
  5. 5. What is digital asset management?Baby don’t hurt me“…the ingestion, annotation,cataloguing, storage, retrieval anddistribution of digitalassets” ( able to quickly find, organize,and convert media files.(Also, an endless source ofunfunny puns)?
  6. 6. Stop Searching and Start FindingFind—type a keyword into a box:
  7. 7. Stop Searching and Start FindingAdvanced find—choose from categories:
  8. 8. Stop Searching and Start FindingWeb portal find—your own stock website:
  9. 9. Stop Searching and Start FindingIn-app find—find from a palette within an application:
  10. 10. Stop Searching and Start Finding
  11. 11. Demo
  12. 12. 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”
  13. 13. 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!)
  14. 14. 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)
  15. 15. Demo
  16. 16. 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
  17. 17. 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: / : * ? “ < > | [ ] & $ `
  18. 18. Demo
  19. 19. 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?
  20. 20. 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
  21. 21. Demo
  22. 22. 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
  23. 23. Batch File Format Conversion
  24. 24. Demo
  25. 25. Make the Business CaseDAM helps organizations:•  Save time•  Save money•  Increase revenue•  Make life easier!
  26. 26. Getting Started with DAM1.  Get the right people involved (including IT!)2.  Focus on solving problems, not features3.  Try before you buy4.  Start small—build on small successes5.  Reflect and refine