Hoarding, Searching and Effective DAM with Extensis Portfolio Server

Presented by Jim Kidwell

Hoarding, Searching and E!ective DAM with Extensis Portfolio Server

Mo Assets, Mo Problems

“Now where did I save that graphic?”

“Why is my face on that billboard?”

“Yes, please bother me every time you need a logo.”

Where Did I Put That File?

What’s a “Hoard”? “A supply or accumulation that is hidden or carefully guarded for preservation, future use, etc.”

(dictionary.com)

What is digital asset management? ♫ Baby don’t hurt me ♫

“…the ingestion, annotation, cataloguing, storage, retrieval and distribution of digital assets” (wikipedia.org) Being able to quickly "nd, organize, and convert media "les. (Also, an endless source of unfunny puns)

?

Stop Searching and Start Finding Find—type a keyword into a box:

Stop Searching and Start Finding Advanced "nd—choose from categories:

Stop Searching and Start Finding Web portal "nd—your own stock website:

Stop Searching and Start Finding In-app "nd—"nd from a pale#e within an application:

Stop Searching and Start Finding

Demo

What’s an Asset? “Anything tangible or intangible that is capable of being owned or controlled to produce value…” (Wikipedia) “They’re only assets if you can "nd them”

I’ve Never Metadata I Didn’t Like Metadata is “data about data”

•  Information (metadata) about rich media "les (assets)

•  Metadata can be created automatically (awesome!)

•  …or entered manually by hand (lame!)

I’ve Never Metadata I Didn’t Like

3 things you can use metadata for:

•  Index (keywords and other stu$ you can search)

•  Informational (the 5 W’s)

•  Rights (where and how a rich media "le can be used)

Demo

Dude, That’s So Metadata…

•  Standards: Adobe XMP, IPTC, EXIF

•  Send information with the "le:

•  Extracting: Reading information from the "le

•  Embedding: Writing information into the "le

The 2013 World File Naming Convention Q: Does search make "lenames irrelevant?

A: No!

•  Keywords can auto-generate from "lenames

•  Filenames are the original metadata—all other people and programs understand them

•  Filenames can a$ect how "les are sorted (by date, alphabetically)

•  There are advantages to uniquely named "les

•  some%20systems%20break%20spaces%20in%20"lenames.jpg

•  Don’t use these characters on the Mac: \ / : * ? “ < > | [ ] & $ ̀

Demo

Folder Hierarchy •  Keywords can also auto-generate from folders

•  Folders help people access rich media from both inside and outside of a DAM

•  Folders provide another level of organization in addition to metadata and galleries

•  Folders can be used as a “hot folder” or drop box for automatic cataloguing into a

DAM

•  Folders provide an absolute location ("le path)—a place where you can go back to

"nd it

•  Do you really want to put hold 4,294,967,295 "les in one folder?

Folder Hierarchy Best Practices •  Create an empty set of folder templates to copy from

•  Determine folder direction: what folders come before others?

•  Determine level of granularity: at what level do people create their own folders?

•  Try not to “%oat” folders to the _top or z_bo#om

•  The structure shouldn’t require pu#ing one "le in more than one folder

•  Consider starting over with a new folder structure

Demo

File Format Considerations •  Keep the highest quality "le available, create other formats as needed

•  Video requires more space and processing power

•  Not all formats support metadata

•  Beware of resource forks on older Mac "les

Batch File Format Conversion

Demo

Make the Business Case

DAM helps organizations:

•  Save time

•  Save money

•  Increase revenue

•  Make life easier!

Getting Started with DAM

1.  Get the right people involved (including IT!)

2.  Focus on solving problems, not features

3.  Try before you buy

4.  Start small—build on small successes

5.  Re%ect and re"ne