Extensis DAM Forum at MCN


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Digital Asset Management Forum presentation from the Museum Computer Network 2010 conference

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Extensis DAM Forum at MCN

  1. 1. Digital Asset Management Forum Edward Smith Product Manager Extensis
  2. 2. What Is Metadata? “Data about data” Information (metadata) about files (assets) Machine or human generated Examples:  Informational (The date a picture was taken)  Index (search keywords)  Rights (where/how can this file can be used?) 2
  3. 3. What Is An Asset? “Anything tangible or intangible that is capable of being owned or controlled to produce value…” (Wikipedia) A media file plus metadata “They’re only assets if you can find them” 3
  4. 4. What Is Digital Asset Management? DAM is the effective management and distribution of digital assets such as images, documents, creative files, audio and video clips. DAM solutions allow organizations to centrally catalog, store, retrieve and distribute large collections of valuable digital assets. 4
  5. 5. The Need for DAM Locating assets Understanding what assets are available Providing access to the “correct” assets Providing access to the “correct” format and size Reusing assets Recreating assets Inconsistent use Usage and rights management 5
  6. 6. Benefits of DAM Improve efficiency Reduce costs Increase revenue Brand consistency Customer service 6
  7. 7. Presentation Outline Preparing for DAM Evaluating Solutions Implementation Daily Use Maintenance 7
  8. 8. Presentation Outline Preparing for DAM Evaluating Solutions Implementation Daily Use Maintenance 8
  9. 9. Involve Stakeholders Indentify and involve stakeholders  Find champions  Create a project team  Involve your IT department  Obtain director/executive level support 9
  10. 10. Take Inventory IT assets • Hardware and operating systems • Software and applications File assets • Types (formats) • Number • Size (disk space) • Annual growth 10 Existing systems and data • Spreadsheets • FileMaker • MS Access • Physical information systems • Other databases?
  11. 11. File Limitations File extensions? Long file names (more than 32 characters)? Mac resource forks? Mac color labels applied? Files larger than 2GB? Filenames with anything other than letters (A-Z,a-z), numbers (0-9), spaces ( ), underscores (_), dashes (-), or periods(.) ? 11
  12. 12. Making a Business Case for DAM How does DAM support organizational goals/mission? Quantify the current pain points Does the cost justify the outcome? (ROI) 12
  13. 13. ROI Tool (Beta) 13
  14. 14. Document Current Workflow Questions to ask: Who is responsible for managing the collection? Who needs access to the collection?  What are they looking for?  What formats do they need? What is the file naming convention (if any)? What is the folder hierarchy convention (if any)? 14
  15. 15. Document Current Workflow Prior to evaluating DAM systems, document “use case” scenarios that describe how people currently work today, and how they would work in an ideal DAM system in the future. 15
  16. 16. Document Current Workflow Present Day Scenario Images are frequently requested by staff for use within PowerPoint presentations or for print and web use. The person maintaining the image collection fulfills image requests by browsing through folders on several different file servers. Once an appropriate image is located, a spreadsheet is cross referenced for usage rights. If the image does not meet the desired usage, the search continues. Once an appropriate set of images are selected, each image is opened in Photoshop and resaved in the correct format and resolution. The images are then uploaded to an FTP server and download instructions are emailed to the requesting staff member. 16
  17. 17. Document Current Workflow Ideal Scenario Images added to file server folders are automatically ingested by the DAM system. The collection maintainer adds search keywords and usage rights information to images in the DAM system using drop-down menus. A secure web portal allows staff to search items from the image collection using keywords and other automatically applied information such as “Date Created”. The web portal only displays search results for items that have an “approved” metadata value. Important information such as usage rights appear next to search results. Staff can download and convert images on the fly into low, medium, and high resolution formats. 17
  18. 18. Example #1 - Yale
  19. 19. Example #2 – Miami Dade College
  20. 20. Example #3 – AMNH
  21. 21. 21 Example #4 – National Wildlife Federation
  22. 22. Define Schema Schema is the framework or the structure of your DAM database Your schema will affect: • How people add assets • How people categorize assets • How people search for assets • How people will understand assets, including: • Descriptive info • Usage info 23
  23. 23. Define Schema Taxonomy (controlled vocabulary) Classifications that use a predefined and consistent list of available values. Folksonomy (unrestricted vocabulary) A collaborative method to categorize metadata where freely chosen keywords are used instead of a controlled vocabulary. Many organizations prefer not to use folksonomy, as it creates inconsistencies in the classification of information (kitty versus cat; product SKU versus product part number). Hybrid vocabulary Offers users the choice of choosing values from controlled vocabulary list or entering in a desired value not available in the list. 24
  24. 24. 25 Prioritize metadata field entry 1. Crucial Info… Capture device Asset creator’s name Date created EXIF metadata 2. Nice to Have… Conservation treatment status Object collection information Curatorial approvals 3. Can Live Without… Work order information Exhibition information Define Schema
  25. 25. Metadata Planning Tool
  26. 26. 27 A folder hierarchy is a structure of folders and subfolders. Folder hierarchies are used for:  Browsing assets (instead of searching)  Access outside of a DAM system  Applying metadata (keywords from path) Folder Hierarchy
  27. 27. 28 Folder Hierarchy Example
  28. 28. 29 Resources  Do I Need a Digital Asset Management System?  Presenting a Convincing Case for DAM  Metadata Planning Tool  Tips for Advanced Metadata Management  5 Tips for Setting Up An Organized Folder Structure  How to Create a Logical and Manageable Folder Structure Preparing for DAM
  29. 29. Presentation Outline Preparing for DAM Evaluating Solutions Implementation Daily Use Maintenance 30
  30. 30. 31 Focus on solving problems, not features • What problems do you want to solve? • What problems are the most important? • What problems can be solved later (phase 2)? Evaluation of DAM Systems
  31. 31. 32 Types of DAM systems • Commercial, open source, or custom • Location • Centralized onsite • Distributed onsite (multiple locations) • Cloud based (hosted) • Licensing • Per server • Per named user • Per connection • Subscription • Scalability Evaluation of DAM Systems
  32. 32. 33 Give vendors your notes and documentation Ask to see how the system would work with your assets, processes, and data instead of generic data and demos. • Use cases • Sample assets • Metadata schema • Folder structure example Evaluation of DAM Systems
  33. 33. 34 Ask vendors: • For a web demo • For trial software • For customer referrals • How long have they been in business? • What other organizations like yours are using their software? • “How does your system…?” not “Can your system …?”. • What other questions can you think of or have you used in evaluating? Evaluation of DAM Systems
  34. 34. 35 Resources  ROI Calculator  The Digital Asset Management Market Evaluating Solutions
  35. 35. Presentation Outline Preparing for DAM Evaluating Solutions Implementation Daily Use Maintenance 36
  36. 36. 37 Project team Catalogers – dependant on cataloging strategy: • Who will add files? • How much time for initial cataloging? • How much time for ongoing cataloging? Server admin Training and documentation Assign Responsibilities
  37. 37. Miami Dade College Training Manuals 38
  38. 38. Example of File Standards
  39. 39. DAM Implementation Summary 40
  40. 40. 41 1. Preliminary discussions 2. Installation 3. Configuration 1. Configure 2. Test 3. Review 4. Documentation 5. Training 6. Post-implementation evaluation Installation Steps
  41. 41. 42 Resources  Summary Document  Miami Dade College Example Documentation  DAM Learning Center Implementation
  42. 42. Presentation Outline Preparing for DAM Evaluating Solutions Implementation Daily Use Maintenance 43
  43. 43. 44 The process of adding files to a DAM system is also known as “ingesting”, “uploading”, or “cataloging”. The process may be invoked or automatic (“watch folders”) The process may involve: • Addition of metadata by user • Automatic extraction of embedded metadata • Automatic generation of derivatives like thumbnails, previews, or video proxies Adding Files
  44. 44. 45 • Automatic generation of keywords from file and folder names • Extraction of metadata from files • Embedding of metadata to files • Batch editing • Import or export of metadata to or from other systems and databases Metadata Management
  45. 45. 46 Freeform Text Faceted Search Search
  46. 46. 47 Batch processing can change one or more of the following attributes on a selection of assets: • Format • Color mode • Dimensions • Resolution • Filename • Image content/pixels (image scripting) Processing
  47. 47. 48 After previewing an asset on screen, a user may need access to: • Download a high-resolution original file • Download a low to medium-resolution file • Download a watermarked file • Playback time-based media (video streaming) Download
  48. 48. 49 Users maintaining digital asset collections typically use client applications to add and maintain the digital asset management system. Other “outside” users that are not familiar with the collection may benefit from self-service web portals that provide: • Access to approved assets in the correct formats • Insight into collection contents • Instant and remote access via the web • Intuitive user interfaces and search forms Self Service Web Portals
  49. 49. Media Sets
  50. 50. The Solution: Portfolio Server 52
  51. 51. 55 Resources  Core application versus corollary applications in DAM (Real Story Group)  Example web portal Daily Use
  52. 52. Presentation Outline Preparing for DAM Evaluating Solutions Implementation Daily Use Maintenance 56
  53. 53. Archive != Backup Types of DAM workflows: • Production/Work in progress • Archive/Distribution Back-up your files! • RAID is not backup • Invaluable in terms of recovering files accidentally lost • Get backups out of the building! 57 Image source: http://www.flickr.com/people/roadhunter/
  54. 54. Software Updates Major updates (version 2.0) Minor updates (version 2.1) Hosted solution updates Maintenance contracts Customization 58
  55. 55. Support Internal support Vendor support • Email • Phone • Web/KB • In house vs. outsourced? Consultants The community 59
  56. 56. More Information DAM Learning Center: http://www.extensis.com/damcenter Extensis Portfolio Server: http://www.extensis.com/portfolio 60