Miami Dade College Digital Asset Management Case Study
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Learn how Miami Dade College uses digital asset management for centralizing and distributing rich media files for marketing communications, archives and media services.
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Miami Dade College Digital Asset Management Case Study
- 1. Centralizing and Distributing Rich Media Files for Marketing Communications, Archives and Media Services Miami Dade College Case Study Irene G. Muñoz, Director, Marketing Communications Ricardo Delgado, Senior Graphic Designer, Miami Dade College Rene Ramos, Archivist, Miami Dade College S
- 2. Miami Dade College • Miami Dade College is a state-supported college with eight campuses and numerous outreach centers. We are the largest institution of higher education in the United States. • Marketing Communications promotes institutional awareness by providing complete campaign development for academic programs and college events, utilizing print, broadcast and Web media. • College Archives is a repository of documents, photographs and videos related to the history of Miami Dade College.
- 3. Digital Asset Management Journey Life Before DAM - RR • File cabinets full of un- catalogued photos, contact sheets, CDs and publications, dating back 50 years. • Decentralization with the arrival and benefits of digital cameras. • No digital asset management system in place.
- 4. Digital Asset Management Journey Challenges - RD • The digital revolution brought with it the digital information age. Once our institution switched to a fully digital media, the challenge was how to organize and make all those assets (digital images and metadata) available to a consistently more time demanding schedule, spread out workforce, and exterior entities. • Once Portfolio was introduced, the College’s decentralized and campus-based media services divisions were encouraged to upload their assets. The Marketing Communications division had to encourage “buy-in” and consensus. • Technical challenges: bandwidth, actual technical implementation, learning curve • Determining technical standards and naming conventions • Training
- 5. EXTENSIS DIGITAL ASSET MANAGEMENT CUSTOMERS Digital Asset ADVERTISING & MARKETING Agency Altitude Management Journey Creative Media Development Case Study DDB Design Partners Incorporated (DPI) Criteria used to select DAM EURO RSCG solution – RD and RR J. Walter Thompson Media Servizi • Extensis had worked previously MethodolgieWebcast with clients of this scale. Pictocom, France Publicis • Extensis offered the support we Speak Marketing TEQUILA needed. Young & Rubicam • MDC IT was familiar with the ARCHITECTURE, technology on the back CONSTRUCTION & REAL ESTATE end, including working with GBD Architects Irvine Company databases and SQL servers. Kraus-Anderson Olympic Associates Company • The scalability of this system Robert A.M Stern Architects made it a logical candidate Urban Design Associates because it would allow us grow BROADCAST & MEDIA at our own pace. Cartoon Network Ceska Televise • The wide range of asset Comcast Cable Communications accessibility and distribution Comedy Central Martha Stewart Living Omnimedia made it a clear winner over MTV Networks similar products. NBC Pixar Animation Studios
- 6. Portfolio Server Implementation Chronology of implementation: • Research on an organizational unit level (Marketing Communications). • Meeting with CIO and other administrators to discuss feasibility and approval. • Program purchase and subsequent meetings with IT.
- 7. Portfolio Server Implementation • Determine image guidelines including file names, formats, resolution, etc • First training sessions with artists, photographers, archives and media services (AV, etc.) personnel; trouble-shooting; and assign licenses as needed. • Engineering and technical support from Extensis throughout process as usage increased. Dedicated MDC IT professionals supporting and moving process along. • Branding the Image Bank and Archives (templates); Netpublish. • Further training as users are added.
- 9. MDC Portfolio Workflow METADATA • Analog assets (photos, negatives, documents) are digitized • Basic metadata is assigned (via EXIF or other fields) • Bulk import of digitized assets to Portfolio, with metadata mapped to custom fields • Additional “tweaking” of metadata as needed
- 10. Results–Successes • Time saver – assets are readily available. • Money saver – reduces duplication of efforts. • Integral to college image and branding – important assets are always available, including images of VIPs that are used for media relations and publications. • Internal asset sharing is easy. • Allows for centralization of images in our multicampus system. • Smart galleries allow us to immediately locate frequently requested assets (buildings, college president, etc.) • External asset sharing is extremely fast and simple.
- 11. Results–Successes Cont. • Facilitates access to important historical assets • Foundation of our digital preservation strategy • Enables metadata creation and management
- 12. Next Steps – The Journey Continues Evangelize to a wider audience, including Incorporate video campus librarians and faculty. Add resources, including someone to assist in Make more use of cataloguing and ensuring product and database metadata follows college integration standards
Editor's Notes
- Introductions: Irene G. Muñoz, Director, Marketing CommunicationsMiami Dade College is a state-supported college with eight campuses and numerous outreach centers. We are the largest institution of higher education in the United States, serving more than 170,000 students yearly. Currently, the College has more than 330,000 assets in Portfolio with 50 users licensed to upload. Through Netpublish, all college personnel can access digital assets.Marketing Communications promotes institutional awareness by providing complete campaign development for academic programs and college events, utilizing print, broadcast and Web media. Ricardo Delgado, the College’s senior graphic designer in the Marketing Communications department, will discuss how Portfolio serves this centralized department, and other decentralized organizational units in the College, including the campus-based media services departments.College Archives is a repository of documents, photographs, and videos related to the history of Miami Dade College
- ife Before DAM - RRFile cabinets full of un-catalogued photos, contact sheets, CDs and publications, dating back 50 years.Decentralization with the arrival and benefits of digital cameras.No digital asset management system in place.
- The digital revolution brought with it the digital information age. Once our institution switched to a fully digital media, the challenge was how to organize and make all those assets (digital images and metadata) available to a consistently more time demanding schedule, spread out workforce, and exterior entities. Once Portfolio was introduced, the College’s decentralized and campus-based media services divisions were encouraged to upload their assets. The Marketing Communications division had to encourage “buy-in” and consensus.Technical challenges: bandwidth, actual technical implementation, learning curveDetermining technical standards and naming conventionsTraining
- Criteria used to select DAM solution – RD and RRExtensis had worked previously with clients of this scale.Extensis offered the support we needed.MDC IT was familiar with the technology on the back end, including working with databases and SQL servers.The scalability of this system made it a logical candidate because it would allow us grow at our own pace.The wide rage of asset accessibility and distribution made it a clear winner over similar products.
- Chronology of implementation:Research on an organizational unit level (Marketing Communications).Meeting with CIO and other administrators to discuss feasibility and approval.Program purchase and subsequent meetings with IT.
- Determine image guidelines including file names, formats, resolution, etcFirst training sessions with artists, photographers, archives and media services (AV, etc.) personnel; trouble-shooting; and assign licenses as needed.Engineering and technical support from Extensis throughout process as usage increased. Dedicated MDC IT professionals supporting and moving process along. Branding the Image Bank and Archives (templates); Netpublish.Further training as users are added.
- Analog assets (photos, negatives, documents) are digitizedBasic metadata is assigned (via EXIF or other fields)Bulk import of digitized assets to Portfolio, with metadata mapped to custom fieldsAdditional “tweaking” of metadata as needed
- Time saver – assets are readily available.Money saver – reduces duplication of efforts.Integral to college image and branding – important assets are always available, including images of VIPs that are used for media relations and publications.Internal asset sharing is easy. Allows for centralization of images in our multicampus system.Smart galleries allow us to immediately locate frequently requested assets (buildings, college president, etc.)External asset sharing is extremely fast and simple.
- Facilitates access to important historical assetsFoundation of our digital preservation strategyEnables metadata creation and management
- Evangelize to a wider audience, including campus librarians and faculty.Incorporate videoAdd resources, including someone to assist in cataloguing and ensuring metadata follows college standardsMake more use of product and database integration