Using DAM to improve your productivityChris Stevens

The cupboard under the stairs Storage is cheaper, faster, more accessible, with more capacity than ever. It’s in your office, in your pocket, in the cloud.

• Information is everywhere• It’s easier to get hold of• It’s easier to create• It’s more important than ever• Social media has demonstrated that

‘content’ is central

Digital files - just keep growing!

Your Growing Assets

Hundreds

Thousands

Hundred Thousands

Millions

Yesterday Today Tomorrow The Future

There’s a lot to remember • Which folder did I save that file to?• How did I name it?• What format did I save it as?• Did I send it to the client?• When was the deadline?• How much budget do I have left?

The benefits of ‘DAM’• Which folder did I save that file to?

• Instant Search• How did I name it?

• Filenaming convention• What format did I save it as?

• Convert on demand• Did I send it to the client?

• Metadata tagging• When was the deadline?

• Time savings• How much budget do I have left?

• Reduce wastage/costs

Instant SearchThe rise of search engines has changed expectations of how to search.

• Searching millions of files• Filtering• Predictive/suggestive searching• Multiple terms• Phrases• Instant results• Across your workflow

Filenaming conventionFilename:SVW-C46-1415-0044.JPG

This breaks down as:• S - the image was shot in South Wales• VW - the image was shot by Visit Wales• C46 - the 46th shoot commissioned by Visit Wales in the given year• 1415 - the financial year 2014-2015, when the shot was taken• 0044 - image number 44 from that shoot

Convert on DemandOn-the-fly conversion from a Master File

• One ‘original’ to manage• Version confusion• Repetition• Fit for purpose• User knowledge• Self service

Metadata taggingContent Creator vs. Content User

What is this?• Hawaiian helmet?

• Spanish saddle?

• Minoan mold? © National Museum of Ireland

Metadata tagging“Data about data”

• Folders/filenames are not enough

• Machine or human generated• Informational based• Index based• Rights based

• To embed or not

Time/cost savingsHow to quantify?

• IT costs• Workflow costs

• Implementation costs• Software licensing costs• Training costs

DAM in action – Customers

DAM in action – CustomersPreservation of the nation’s cultural heritage

• Digital archive for storage and retrieval of photographic images

• Managed by Photographic Department• Extends browsing and searching to all

Museum departments• Control over distribution

DAM in action – CustomersProvide a range of core creative services for Visit Wales and 10 other departments (including Food, Education, Communications, Business and CADW)

• Graphic Design• Photographic commissioning• Video editing• Asset handling and processing• Asset distribution (Crown copyright)

DAM in action – CustomersIntegration with Collections Management System

• Digitisation of Collections• Online requirements• Integrated with internal department

needs (e.g. Curators/CMS)• Available to all students

DAM in action – CustomersTripled Social Media Engagement with the click of a Camera

• Real-time upload of high quality Instant access to social media team

• Post as the action unfolds• Followers, immediately doubled and has since

tripled.• 45,000 followers on Instagram alone, with 12%

engagement – one of the most followed in the country

DAM in action – CustomersNeed to be able to obtain client’s approval over the web

• Art directors save one/week due to streamlined searching

• Creative staff can view images in real-time when working with clients over the phone

• Handling of high volume of assets• ISO standards for image usage

How does DAM improve your productivity?• Find files fast• Tag automatically• Convert/repurpose on-the-fly• Avoid Interruptions• Avoid Fees and Fines• No wasted time (and money)

Resources

DAM Toolkit

DAM Self-Evaluation Guide

DAM Learning Center

http://www.extensis.com/digital-asset-management/dam-toolkit/

http://digital-asset-management.extensis.com/digital-asset-management-self-evaluation-guide/

http://www.damlearningcenter.com/

Chris Stevens• cstevens@extensis.com• (01604) 654275• @extensis @extensisukchris• blog.extensis.com