This document outlines best practices for implementing a digital asset management (DAM) system. It discusses identifying stakeholders, taking inventory of existing assets and systems, making a business case, documenting workflows, evaluating DAM solutions, implementing a system, configuring metadata schemas and folders, ingesting and managing assets, searching, downloading, processing assets, and maintaining the DAM system over time through software updates, backups, and support. The overall goal is to provide guidance on setting up an effective DAM system to better locate, access, reuse and manage digital assets.

1. Digital Asset Management Best Practicesdamlearningcenter.com/chicago2011Edward SmithProduct Marketing Manager, Extensis@DAMGeek

2. The Need for DAMLocating assetsUnderstanding what assets are availableProviding access to the “correct” assetsProviding access to the “correct” format/sizeReusing assetsRecreating assetsInconsistent useUsage and rights1

3. Presentation OutlineInitiating your DAM ProjectEvaluating SolutionsImplementing DAMDaily use of DAMMaintenance2

4. Identify and Involve StakeholdersFind champions

5. Create a project team

6. Involve your IT department

7. Obtain director/executive level support3

8. Take InventoryIT AssetsHardware and Operating Systems

9. Software and ApplicationsFile AssetsTypes (formats)

10. Number

11. Size (disk space)

12. Annual GrowthExisting Systems and DataSpreadsheets

13. FileMaker/MS Access

14. Physical Information Systems

15. Other Databases?4

16. Making a Business Case for DAMHow does DAM support organizational goals/mission?Quantify the current pain pointsDoes the cost justify the outcome? (ROI)5

17. ROI ToolHandout Page #16

18. Document Current WorkflowQuestions to Ask:Who is responsible for managing assets?Who needs access to assets?What are they looking for?

19. What formats do they need?What is the folder hierarchy convention (if any)?What is the file naming convention (if any)?7

20. Document Current WorkflowPrior to evaluating DAM systems, document use casescenarios that describe how people currently work today, and how they would work in an ideal DAM system in the future.8

21. Document Current WorkflowPresent Day ScenarioImages 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.9

22. Document Current WorkflowIdeal ScenarioImages 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.10

23. Presentation OutlineInitiating your DAM ProjectEvaluating SolutionsImplementing DAMDaily use of DAMMaintenance11

24. Evaluation of DAM SystemsFocus on solving problems, not features.What problems do you want to solve?

25. What problems are the most important?

26. What problems can be solved later (phase 2)?12

27. Evaluation of DAM SystemsTypes of DAM SystemsCommercial, Open Source, or Custom

28. Location

29. Centralized onsite

30. Distributed onsite (multiple locations)

31. Cloud based (hosted)

32. Licensing

33. Per server

34. Per named user

35. Per connection

36. Subscription

37. Scalability13

38. Evaluation of DAM SystemsGive 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

39. Sample assets

40. Metadata schema

41. Folder structure example14

42. Evaluation of DAM SystemsAsk Vendors:For a web demo

43. For trial software

44. For customer referrals

45. How long have they been in business?

46. What other organizations like yours are using their software?

47. “How does your system…?” not “Can your system …?”.15

48. Presentation OutlineInitiating your DAM ProjectEvaluating SolutionsImplementing DAMDaily use of DAMMaintenance16

49. Assign Responsibilities1. Project Team2. Catalogers – dependant on cataloging strategy:Who will add files?

50. How much time for initial cataloging?

51. How much time for ongoing cataloging?3. Server Admin4. Training and Documentation17

52. Installation StepsPreliminary DiscussionsInstallationConfigurationConfigureTestReviewDocumentationTrainingPost-Implementation Evaluation18

53. Define SchemaSchema is the framework or structure of your DAM database.Your schema will affect: How people add assets

54. How people categorize assets

55. How people search for assets