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Archiving Best Practices -- Creative Operations Essentials
The document outlines archiving best practices for creative professionals, emphasizing the importance of long-term access, organization, and risk management in content storage. It provides reasons for archiving, including scalability and legal compliance, and presents strategic and technical questions to consider when implementing an archiving process. Best practices include establishing a business case, creating a standardized folder structure, and ensuring proper metadata management.
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Archiving Best Practices -- Creative Operations Essentials
- 1. Archiving Best Practices Tommy Lionelli! ProductManager at globaledit!
- 3. About globaledit Globaledit isthe online SaaS platform that empowers creative professionals to manage visual production at scale.! CAPTURE. REVIEW. APPROVE. MARKUP. SHARE. ARCHIVE. All within globaledit.! www.globaledit.com!
- 4. Overview • What isarchiving?! • Why archive?! • How do you do it?! • Best practices! • Q & A!
- 5.
- 6. Archiving • Long termaccess/storage! • Organization! • Process! • Limited Retrieval*! Source: National Baseball Hall of Fame!
- 7.
- 8. Archiving vs. Backups Archive:! acollection used for long term retention! http://searchdatabackup.techtarget.com/tip/Backup-vs-archive! Backup:! a copy used to restore the original in cases of emergency or destruction!
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- 10. Why Archive? Practicality! • Keepcontent organized / clear out what’s not critical! • Easy access to re-use! Risk management! • Distance yourself from legacy systems! • File formats can become obsolete! • Hardware deteriorates!
- 11. Why Archive? Scale! • Explosionof content creation! • Current storage isn’t scalable! Security/Compliance! • Maintain content security! • Legal compliance! Business !
- 12. Where do Istart?
- 13. Ask yourself… Strategic/business questions! • Do you expect to reuse old content? ! • How quickly do you need access to it?! • Where is your business going? What does your content strategy look like?! • Is the content sensitive in nature? Are there model rights or expiration dates?!
- 14. Ask yourself… Technical questions! • How much content do you have (# of files and total file size)?! • How much of your content is physical versus digital?! • Where is your content now? ! • What type of content do you have? ! • Are there any formats that will become obsolete or require proprietary/legacy applications?! • Who needs access? Where are they in the world?!
- 15. What are some bestpractices?
- 16. 7 Best Practices 1. Build a business case! 2. Create a company archiving process/workflow! 3. Build an intuitive & relevant folder structure! 4. Define how much is enough, how little is not enough!
- 17. 7 Best Practices 5. Metadata, metadata, metadata! 6. Create standards for file types and applications! 7. Discuss redundancy and backups*!
- 18. How do Ido it?
- 19. Archiving – howdo I do it? Define and standardize…! • File naming convention! • Folder structure! • Metadata! • Process! • Commitment!
- 20. Archiving – howdo I do it? Decide where it goes! • Tape! • DAM! • Cold storage! • globaledit!
- 21. Demo of globaledit • Archive files/folders! • Searchable, flexible library of archived content! • Archive to Amazon Glacier! • Inexpensive long term storage!
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- 23. References • http://mimage.opentext.com/alt_content/binary/pdf/ 01449-Phase-1-Enterprise-Information-Archiving- EB-Final.pdf! • http://searchcontentmanagement.techtarget.com/ feature/Data-archive-strategy-key-to-efficient- enterprise-content-management! • https://en.wikipedia.org/wiki/ Digital_asset_management!