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Phil Spiegel Digital Asset Management and Archival Preservation

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Phil shares the basic principles, workflows, best practices and tools available, as well strategies for various types of digital/media projects.

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Phil Spiegel Digital Asset Management and Archival Preservation

  1. 1. Digital Asset Management and Archival Preservation Philip Spiegel Senior Director LibSource
  2. 2. LibSource | LibSource.com About LibSource LibSource helps organizations manage ever-increasing content and asset management challenges. 2 • Research, curation and knowledge management • Digital asset / media asset management • Workflow and technology expertise
  3. 3. LibSource | LibSource.com LibSource markets Trusted source for diverse clientele 3 Media and entertainment Education Law Business Government
  4. 4. LibSource | LibSource.com Approach • Scalable solutions that merge technology, tools, workflow processes and best practices. • Project plans for content management, business and monetization needs. • Content in any form, including still and moving images, audio, documents, design files, artifacts and other assets. 4
  5. 5. LAC Group | LAC-Group.com What is DAM? Enabling tool that changes how users interact with digital archives and archived content by centralizing access to assets. • Platform for efficient and effective collaboration • Management of shared assets across an organization • Tool that enables access and use / re-use assets in new smart, nimble, productive and creative ways • Virtual archive environment that energizes projects to digitize fragile physical assets – Illuminates dark content within archives – Reduces unnecessary handling by eliminating need to circulate fragile originals 5
  6. 6. LAC Group | LAC-Group.com So many acronyms 6 • Digital Asset Management (DAM): – Hardware/software platform for organizing, storing and retrieving media and managing digital rights and permissions. – Rich media assets may include: photos, music, videos, animations, graphics, logos, art, audio, podcasts and other multimedia content • Media Asset Management (MAM) – Same as DAM but focused on support of media assets like video digitized film and audio.
  7. 7. LAC Group | LAC-Group.com So many acronyms 7 But wait…there’s more: – Physical Asset Management (PAM) – Production Asset Management (PAM) – Brand Asset Management (BAM) – Library Asset Management (LAM) – Enterprise Content Management (ECM) – Marketing Content Management (MCM) Acronyms vary but generally common purpose and philosophy
  8. 8. LAC Group | LAC-Group.com DAM workflow considerations • Digitization of original physical assets not born-digital • Ingestion / uploading • Structured and searchable metadata / keywords • Diverse range of asset data • Search, view, order / download, annotate, share • Storage and restoration • Reporting / analysis 8
  9. 9. LAC Group | LAC-Group.com DAM technology considerations Onsite – Need to build / house all hardware and integrate within greater IT environment. – Considerations include: • Available space, environment, power, security, connectivity • Hardware / software maintenance and upgrades • High start-up costs depending on scale • Support resources for upgrades, troubleshooting, etc. • On-going operational and capital costs Higher cost of ownership but greater flexibility, control and customization 9
  10. 10. LAC Group | LAC-Group.com DAM technology considerations Cloud-based or software-as-a-service – Web-based – Fee-based, by volume or users or both – Fixed monthly costs, no significant start-up or capital costs – No internal hardware – No additional in-house tech support resources – Service provider manages on-going maintenance, upgrades and continuity of service – Template-based look, feel and functionality with some customization – Can be a quick way to get started 10
  11. 11. LAC Group | LAC-Group.com Metadata Without good metadata, your digital asset is a grain of sand at the bottom of the ocean – Define your metadata – Determine who will capture it and how/when it will be captured – Determine standards, style and minimum requirements – Identify goals, objectives and expectations: • Drive workflow automation? • Integrate with other systems? 11
  12. 12. LAC Group | LAC-Group.com Types of metadata • Technical – Often captured by recording device. • Transactional – Relates to the processing facts about an asset. • Foundational – Refers to the essence of the asset, inventory record • Contextual / Content – Description, the “about-ness” 12
  13. 13. LibSource | LibSource.com Long term considerations of digital archives • Updates to prevent obsolescence – Software upgrades – Hardware support – Overall system health • Do in-house or by your service provider • The responsibility of digital storage is…forever 13
  14. 14. LibSource | LibSource.com DAM is more than technology • Success comes from pairing technology with good practices • It’s about the how’s and why’s and the results • Focused on workflow and operations • Intuitive, simple user experience, regardless of complexity behind the scenes 14
  15. 15. LAC Group | LAC-Group.com Getting started with DAM • Collaborate on requirements with key stakeholders – Clear and agreed-upon goals and priorities • Document existing workflow or business need – Each step, process, hand-off, resources – Efficiencies and inefficiencies – Consider current state assessment and recommendations from knowledgeable DAM consultant • Draft DAM requirements document – Practical and realistic – Separate “Must-haves” from “Nice to haves” – Avoid scope-creep 15
  16. 16. LAC Group | LAC-Group.com Getting started with DAM • Vendor research • Request for Information (RFI) or Request for Proposal (RFP) • Reduce field to contenders – Obtain client references – Consider vendor support reputation / experience • Plan implementation project 16
  17. 17. LibSource | LibSource.com Don’t neglect the basics • What do you want to do? • What are current business / archive / information needs? • What are future needs and expectations? • How will this benefit your operation? • What is the funding and what is the ROI? • Who are the key stakeholders and benefactors? • What is the best way to gain maximum impact? 17
  18. 18. LibSource | LibSource.com Why librarians make great DAM managers • Success of DAM projects require library skills and best practices • Librarians understand how to develop and maintain robust, standardized metadata • Order to the chaos and transparency into the depths of the collection’s assets 18
  19. 19. LibSource | LibSource.com Closing Thoughts • Users expect fingertip / desktop access to archive content • Over-arching approaches are similar across different environments but details tend to be specific to operations and culture • DAM may be part of a bigger enterprise asset management solution or a division-specific application • DAM is an easy idea tied around a complicated solution – Get the right people involved to be on the road to success – It’s not just having the asset …it’s being able to find it and know what you can do with it 19
  20. 20. LibSource | LibSource.com 20 Philip Spiegel Senior Director Content Management Operations Contact us About Phil • Over 20 years experience managing large commercial and broadcast media archives • Experience with broadcast, production and media library operations • Fluent in technical, operational and business challenges of complex enterprise-wide DAM initiatives • Previous experience includes National Geographic, Getty Images, Image Bank and Corbis Motion • Frequent speaker on digital asset management, workflows and media archive management • Member of AMIA and SMPTE

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