The document summarizes a presentation given by Maggie Hanson, Collections Information Manager at the Portland Art Museum, and Edward Smith, Product Manager at Extensis, about the museum's implementation of a digital asset management (DAM) system. The presentation covered preparing for DAM by taking inventory, evaluating solutions, implementation, daily use, and maintenance. It provided examples of current and ideal workflows and discussed requirements like searchability, rights management, and reducing duplication.

6. 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.

9. 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”

19. Portland Art Museum CMS (MimsyXG)

20. Portland Art Museum CMS (MimsyXG)

21. 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)

22. ROI Tool

25. 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.

26. 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.

27. 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.

42. Define Schema Controlled vocabulary A taxonomy or thesaurus that uses predefined lists of values. Unrestricted vocabulary An non-hierarchical 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.

46. Metadata Planning Tool

48. Folder Hierarchy Example

53. File Naming Convention: PAM Current Portland Art Museum file naming convention: 2009_64_43c.tiff Proposed file naming convention: 2009_0064_0043c_AM.tiff

54. Documentation: Portland Art Museum

55. Documentation: Miami Dade College

56. Documentation: Miami Dade College

57. DAM Implementation Summary

59. Workflow Example #1: Yale

60. Workflow Example #2: MDC

61. Workflow Example #3 – AMNH

62. Workflow Example #4 – NWF

63. Workflow Example #5 – PAM

67. Controlled Lists, examples

68. Controlled Lists, examples

69. Basic Search Advanced Search Search

77. Media Sets

78. The Solution: Portfolio Server

83. Software Updates Major Updates (Version 2.0) Minor Updates (Version 2.1) Hosted Solution Updates Maintenance Contracts Customization

87. More Information Portland Art Museum www.pam.org DAM Learning Center: www.damlearningcenter.com /mw2011 @DAMGeek Extensis Portfolio Server: www.extensis.com/portfolio