Yale University: Digital Asset Collections and Course Materials

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Yale University Shares Digital Asset Management Success Story

See how Yale University uses Extensis Portfolio Server™ to:

- Create catalogs using images, PDFs, audio and video files for student review and course work
- Enhance teaching with digital resources
- Improve visual literacy amongst students
- Implement digital asset management best practices

Presenters:
Yale University Sr. Instructional Technologist, Pamela Patterson

Published in: Technology, Education
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Yale University: Digital Asset Collections and Course Materials

  1. 1. Digital Asset Collections andCourse Materials: Yale UniversityPam PattersonSenior Instructional Technologist, Yale UniversityCindy ValladaresProduct Marketing Manager, Extensis AGENDA:   Yale Case Study   DAM Best Practices   Q&A
  2. 2. Digital Asset Collections andCourse Materials: Yale UniversityPam PattersonSenior Instructional TechnologistInstructional Technology GroupAcademic Media and TechnologyYale University
  3. 3. Yale Instructional Technology Group ITG’s Mission My Role – Project Lead   Faculty of Arts and Sciences   DAM & digital media creation   Help with technology   Classroom presentations   Exceed expectations   Website, Blogs, Wikis   R&D emerging technologies   Intern program3
  4. 4. Yale and ITG Stats Yale   78 major areas of study   Approx 5200 students   Approx 1100 faculty ITG   3 instructional technologists   1 instructional designer   1 web developer   12 student interns4
  5. 5. ITG Portfolio Stats   50 served and active catalogs   100s to 10,000s of assets   50 faculty & 19 staff licenses   2 servers running PS 8.5 and NP 8.5   12 active NetPublish sites5
  6. 6. Addressing Personal Collection Needs Before DAM   Collections on faculty machines   File name collisions   Nested folder structures   Hard to find assets   Unable to share assets6
  7. 7. Addressing Personal Collection Needs Challenges   Identify and organize assets   Changing file structures   Multiple metadata authors   Multiple file formats and file sizes   Varied client web output needs   Novice technical users7
  8. 8. Requirements for DAM Solution   Shared catalogs   Multiple editors   Dynamic web output   Extensible metadata   Visual catalogs   Custom views and fields   Import and export large datasets   Galleries and subsets8
  9. 9. Extensis Solution: Implementation   2 Windows boxes   Partnership with Library and Visual Resource Collection   Photography Services and Clip Capture   Standardized file naming convention   Interns to organize and convert digital assets   Training provided9
  10. 10. Results and Benefits   Faculty fully leverages all digital assets   Students: review materials dynamically   Partnership with library: -  Consistent metadata structures -  Content specialists10
  11. 11. Workflow: From Personal Photography to Database11
  12. 12. Course Image Set12
  13. 13. Workflow: From Slides to Website13
  14. 14. Slide Review Site14
  15. 15. Slide Review Site15
  16. 16. Workflow: Teaching Collection16
  17. 17. Media Sets17
  18. 18. Next Steps   Leverage XMP with Adobe   Script exporting of data   Build customized NP templates   Standardize fields for catalog templates   GPS units for traveling faculty18
  19. 19. DIGITAL ASSET MANAGEMENTBEST PRACTICESCindy ValladaresProduct Marketing Manager, Extensis
  20. 20. What is DAM? Tasks and Decisions About your Assets:   Ingesting   Annotating   Cataloguing   Storing   Retrieving   Reduce Time & Costs   Maximize ROI   Faster Services & Products   Streamline Compliance20
  21. 21. DAM Market   SMB DAMs   Enterprise DAMs21
  22. 22. DAM Market   SMB DAMs   Enterprise DAMs   (Cataloguers)22
  23. 23. DAM Market   SMB DAMs   Enterprise DAMs   (Cataloguers)   Hosted DAMs   Platform DAMs23
  24. 24. DAM Best Practices   Involve Main Stakeholders   Understand your Now   Define your Future Workflow   Schema, Taxonomy, Folksonomy and Metadata   Organize Assets   Archive and Back Up   Asset Distribution24
  25. 25. Involve Main Stakeholders   Part of the Solution (Not the Problem)   Share Logic for Managing Assets   Gather Data on Existing Processes   Listen to Pains/Problems/Bottlenecks   Address Business Issues25
  26. 26. Understand Your Now   Current Business Processes   Existing Organizational Structure   Hardware/Software Infrastructure   Identify Your Pain Points   Consensus on What to Improve26
  27. 27. Define Your Future Workflow   Set Up Goals   Identify Tasks   Create Role-Based Responsibilities   Assign Roles to Individuals   Define your Desired Workflow27
  28. 28. Schema, Taxonomy, Folksonomy, Metadata   Be Practical and Consistent   Schema: Framework or Structure (List of Fields)   Crucial Info   Nice to Have   Can Live Without   Taxonomy: Controlled Vocabulary   Folksonomy: Collaborative Method   Metadata: Data About Your Data28
  29. 29. Organizing Your Assets   Catalogs   Folder Structure and Hierarchies   Naming Convention   Be aware of cross-platform consideration   Spaces or underscores?   Dates simple and consistent   Rename files – avoid same file name in different folders29
  30. 30. Archive and Back Up   Archive to Server   Back-Up Files   Invaluable in terms of recovering files accidentally lost   Get them out of the building30
  31. 31. Asset Distribution   Multiple Audiences   Controlled Distribution   Self-Service Portal   Ability to Easily Make Asset Request http://bigshoe.extensis.com http://medic.extensis.com http://widgets.extensis.com31
  32. 32. Additional Resources   Portfolio Server Live & On-Demand Webcasts http://www.extensis.com/webcasts   DAM Best Practices Guide http://www.extensis.com/dambpg32

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