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Implementation of systems for
Media / Digital Asset Management in
10 steps
Kara Van Malssen
AVPreserve
Take Control of You...
AVPreserveLibrary of Congress
United Nations
Museum of Modern Art
Fidelity Investments
Flemish Institute for Archiving (VI...
!
We are planning to digitize our
collections and need a new
database to manage them.
What tool should we use
preparation
step 1Build your business case
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 deli...
—>Video / audio production asset management
—>Public search, discovery, viewing
—>Internal search, discovery, viewing
—>Me...
step 2Recognize that technology is
just a small part of the issue
👥 ⚒$+ +
10%45%45%
people policy technology
step 3Get all the stakeholders
involved from the beginning
👤IT
👤archives
Who is responsible for?
Selecting the product / development product ownership
Configuration / customization
System adminis...
👤 "👤👤👤👤archives IT production education PR
step 4Determine concrete goals
and objectives (use cases
and requirements)
requirements: Metadata Model
#Entities (collections, assets, people)
Attributes/fields (title, description, keywords)
Cont...
requirements: File Formats / codecs
Read / decode - playback
Write / encode - create, transcode✎
📰
discovery
metadata
extraction
versioning
editing
workflow
integration
delivery
reporting
configuration
permissions
navigat...
🕫
🕨
🕩🕪
🕫🕫🕪🕫🕨
🕨
🕩🕪
🕫
🕫 🕪
🕫🕨🕩
🕫
🕫🕪
🕫🕨
Use cases
System administrator configures a policy to
complete periodic fixity checks every six
months using stored checksum values....
As a _______ I need to ______ so that _______.
User Story
As a system administrator I need to configure automatic fixity
c...
Associated Requirements
R-1: The system shall store a checksum value
associated with an asset for future fixity checks.
R-...
selection
Request for
proposals (RFP)
Custom
Development
step 5Ask the right questions
Is he at least 5’10”?
http://www.okcupid.com/
profile/BigDaddyC_taco
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...
*HOw does your solution do X?
<Refer to Use Case 1>
Also, demo with your use cases,
assets & metadata!
💥
step 6Don’t select by the label
🏆-
sample evaluation criteria
⚒+ +
15%40%40%
cost functional
& technical
project approach response quality
+
5%
$
implementation
step 7Test, configure, test,
customize, test, configure,
test, configure, test…
Be prepared for set backs.
step 8Prep your assets and
metadata for ingest
📦
🔍 Find
Organize
Deliver📤
step 9Determine system rollout plan
staffing!
prioritize functionalityDon’t try to do everything at once
Aim for early wins, trust, buy-in
step 10Remember, there is no “done”
digital asset management as a process
∞
thank you!kara@avpreserve.com
www.avpreserve.com
Implementation of systems for Media / Digital Asset Management Systems in 10 Steps
Implementation of systems for Media / Digital Asset Management Systems in 10 Steps
Implementation of systems for Media / Digital Asset Management Systems in 10 Steps
Implementation of systems for Media / Digital Asset Management Systems in 10 Steps
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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.

Published in: Technology, Education
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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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