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Digital Asset Management Forum
damlearningcenter.com/mw2011
Maggie Hanson
Collections Information Manager
Portland Art Museum
Edward Smith
Product Manager
Extensis
Presentation Outline
I. Introduction
II. Preparing for DAM
III. Evaluating Solutions
IV. Implementation
V. Daily Use
VI. Maintenance & Next Steps
2
Introduction: Extensis
• Founded in 1993
• Software Company
• Digital Asset Management products and services
• Edward Smith
• DAM Product Manager
• DAM Learning Center Editor
3
Introduction: Portland Art Museum
• Founded in 1892
• Oldest museum in the Pacific Northwest
• 50,000 works
• ~130 FTE
• No Rights & Reproductions dept.
• Maggie Hanson
• Collections Information Manager
• Manage CHAMP grant
• Supervise DAM and interns
• Lead an interdepartmental team of mostly senior staff4
What Is Digital Asset Management?
6
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.
Asset Metadata
“Data about data”Information (metadata) about files (assets)
Machine or human generated
Examples: Informational (The date a picture was taken)
Index (search keywords)
Rights (where/how can this file can be used?)
8
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”
9
The Need for DAM
• Locating assets
• Understanding what assets are available
• Providing access to the “correct” assets
• Providing access to the “correct” format and size
• Reusing assets
• Recreating assets
• Inconsistent use
• Usage and rights management
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Problems
Confusing navigation of current folder structure
Deletion/duplication of files
Proliferation of files on desktops, etc.
No easy access to collections images for staff
No way to embed metadata in files (or use embedded metadata in a meaningful way
Needs: Portland Art Museum
Benefits of DAM
Improve efficiency
Reduce costs
Increase revenue
Brand consistency
Customer service
12
Presentation Outline
I. Introduction
II. Preparing for DAM
III. Evaluating Solutions
IV. Implementation
V. Daily Use
VI. Maintenance & Next Steps
13
Portland Art Museum
• Awarded substantial CHAMP grant in 2009
• CHAMP is an Oregon state “cultural reinvestment package to strengthen state agencies and cultural institutions”
• Goals of grant:
• Increase Access (Internally & Externally)• Standardize information
• Manage our digital assets
• Digitization
14
Identify and Involve Stakeholders
Find champions
Create a project team
Involve your IT department
Obtain director/executive level support
15
CHAMP team:
•Directors of Collections, Education, Development, and IT
•Interactive Media Producer
•Digital Asset Manager
16
Stakeholders: Portland Art Museum
Take Inventory
IT Assets Hardware and
Operating Systems
Software and Applications
File Assets Types (formats)
Number
Size (disk space)
Annual Growth
17
Existing Systems and Data CMS
Spreadsheets
FileMaker/MS Access
Physical Information Systems
Other Databases?
Inventory: Portland Art Museum
IT Assets Primarily Windows
Some Mac users
File Assets JPEG, Bitmap, TIFF,
PDF, .MOV, .MP4, .WAV
20,000+ collection images
18
Existing Systems and Data Mimsy XG
Museum Shared Server(s)
Several other systems
FMP databases
Access databases
Educational programming content and interfaces
Portland Art Museum CMS (MimsyXG)
Portland Art Museum CMS (MimsyXG)
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)
21
ROI Tool
22
Business Case: Portland Art Museum
- Supports the mission of our grant
- Supports our institutional mission
- Address pain points associated with:
• Rights management
• Access
• Permissions
• Search
• Limited staff and minimal resources
23
Document Current Workflow
Questions to Ask:
Who is responsible for managing assets?
Who needs access to assets?
What are they looking for?
What formats do they need?
What is the folder hierarchy convention (if any)?
What is the file naming convention (if any)?
24
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.
25
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.
26
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.
27
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Present Day Scenario
Curator search the folders on the server
Grabs whatever size/format for their presentation
Results in calls to registrars (about the image) and IT (about the presentation freezing).
Ideal Scenario
Curators open a centralized repository
Search any number of useful fields
Download appropriate derivative using presets
Workflow Scenario #1
29
Present Day Scenario
Marketing calls Registrars about images
Discussion takes place about image selection, appropriateness, quality, and rights
Ideal Scenario
Self-service image access for Marketing
Fields and galleries available for search and usage info
Marketing adds usage info to DAM
Workflow Scenario #2
30
Present Day Scenario
Staff needs images of a past event
Looks through poorly organized folders
Tries to locate images based on filenames alone
Ideal Scenario
Staff searches DAM
Search on event name
Search on person name
Search for specific purpose
Workflow Scenario #3
Presentation Outline
I. Introduction
II. Preparing for DAM
III. Evaluating Solutions
IV. Implementation
V. Daily Use
VI. Maintenance & Next Steps
31
32
Focus on solving problems, not features. What problems do you want to solve?
What problems are the most important?
What problems can be solved later (phase 2)?
Evaluation of DAM Systems
Requirements: Portland Art Museum
33
• DAM for curatorial and marketing search/download
• Intuitive interface
• Ease of
• Searching
• Downloading
• Reduction of duplicates
• Lowers strain on the IT department
• Rights management
34
Must Have
Cost
Ease of use
Search/embed/extract metadata
Download derivatives
Accessibility (Search & Retrieval)
Managing duplication, providing access to appropriate versions
Nice to Have
Customizable views
Customizable access levels
Phase 2/TBD
Granular levels of control
Deal with our messy folder structure on the back-end.
Incorporate non-collections assets
DAM Evaluation: Portland Art Museum
35
Types of DAM Systems
Commercial, Open Source, or Custom
Location• Centralized onsite• Distributed onsite (multiple locations)• Cloud based (hosted)
Licensing• Per server• Per named user• Per connection• Subscription
Scalability
Evaluation of DAM Systems
36
Give 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
Sample assets
Metadata schema
Folder structure example
Evaluation of DAM Systems
37
Ask Vendors: For a web demo
For trial software
For customer referrals
How long have they been in business?
What other organizations like yours are using their software?
“How does your system…?” not “Can your system …?”.
Evaluation of DAM Systems
Presentation Outline
I. Introduction
II. Preparing for DAM
III. Evaluating Solutions
IV. Implementation
V. Daily Use
VI. Maintenance & Next Steps
38
39
1. Project Team
2. Catalogers – dependant on cataloging strategy: Who will add files? How much time for initial cataloging? How much time for ongoing cataloging?
3. Server Admin
4. Training and Documentation
Assign Responsibilities
40
1. Preliminary Discussions
2. Installation
3. Configurationa) Configure
b) Test
c) Review
4. Documentation
5. Training
6. Post-Implementation Evaluation
Installation Steps
Define Schema
Schema is the framework or structure of your DAM database.
Your schema will affect: How people add assets
How people categorize assets
How people search for assets
How people will understand assets, including:
• Descriptive Info
• Usage Info
41
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.
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Prioritize metadata field entry
1. Crucial Info… Capture device Asset creator’s name Date created EXIF metadata
2. Nice to Have… Conservation treatment status Object collection information Curatorial approvals
3. Can Live Without… Work order information Exhibition information
Define Schema
44
MIMSY Related Custom Fields
• Accession number• Title• Date• Artist• Artist Nationality• Artist Life Dates• Collection / Curatorial Dept.• Object Type• Credit Line• Copyright Status• Copyright Instructions
Schema: Portland Art Museum
45
Other Custom Fields
• Department• Copyright Status• Archival Storage Disc• Archival Storage Location• Event(s)• Exhibition(s)• Professional Photograph• Program(s)• Project(s)
Schema: Portland Art Museum
• Resource Type• Digital Image• View Type • IPTC Copyright• IPTC Copyright Status
Metadata Planning Tool
47
A folder hierarchy is a structure of folders and subfolders.
Folder hierarchies are used for: Browsing assets (instead of searching)
Access outside of a DAM system
Applying metadata (keywords from path)
Folder Hierarchy
48
Folder Hierarchy Example
49
Folder Hierarchy: Portland Art Museum
• Server #1: Museum Shared Server
• All departments have folders
• Minimal structure
• Messy access issues
50
Folder Hierarchy: Portland Art Museum
• Server #2: Collections Server (CMS media—highly limited access)
• Audio
• Video
• Collection Images
• Archival (large images, formatted/unformatted)
• Full
• Thumb
• Conservation, Damage, etc.
• Images
• Documents
• Documents
51
Folder Hierarchy: Portland Art Museum
• Server #3: Marketing Server
• Publications
• Branding
• Etc.
File Limitations
File extensions?
Long file names (more than 32 characters)?
Mac resource forks?
Mac color labels applied?
Files larger than 2GB?
Filenames with anything other than letters (A-Z,a-z), numbers (0-9), spaces ( ), underscores (_), dashes (-), or periods(.) ?
52
File Naming Convention: PAM
Current Portland Art Museum file naming convention:
2009_64_43c.tiff
Proposed file naming convention:
2009_0064_0043c_AM.tiff
53
Documentation: Portland Art Museum
Documentation: Miami Dade College
55
Documentation: Miami Dade College
DAM Implementation Summary
57
Presentation Outline
I. Introduction
II. Preparing for DAM
III. Evaluating Solutions
IV. Implementation
V. Daily Use
VI. Maintenance & Next Steps
58
Workflow Example #1: Yale
Workflow Example #2: MDC
Workflow Example #3 – AMNH
62
Workflow Example #4 – NWF
63
Workflow Example #5 – PAM
64
The process of adding files to a DAM system is also known as “ingesting”, “uploading”, or “cataloging”.
The process may be invoked or automatic (“watch folders”)
The Process May Involve: Addition of metadata by user
Automatic extraction of embedded metadata
Automatic generation of derivatives like thumbnails, previews, or video proxies
Adding Files
65
Automatic generation of keywords from file and folder names
Extraction of metadata from files
Embedding of metadata to files
Batch editing
Import or export of metadata to or from other systems and databases
Metadata Management
66
Custom fields
File-naming convention
CMS
IPTC
Predefined lists
Metadata Management: PAM
Controlled Lists, examples
Controlled Lists, examples
69
Basic Search
Advanced Search
Search
70
Collections Assets
File-naming convention incorporates accession number
QuickFind searches Accession Number, Artist Name, and Title
Galleries
Public Domain
High-res
Professional photog
Search: Portland Art Museum
Search: Portland Art Museum
Non-collection Assets• Include
• Marketing collateral
• Education & Public Programming
• Events photography
• Folder and filenames provide keywords
• Controlled lists for user-added info
• Future:
• Cataloging schemas for non-collection assets
• Institutional master keyword list
72
After previewing an asset on screen, a user may need access to:
Download a high-resolution original file
Download a low to medium-resolution file
Download a watermarked file
Playback time-based media (video streaming)
Download
73
Batch processing can change one or more of the following attributes on a selection of assets:
Format
Color mode
Dimensions
Resolution
Filename
Image content/pixels (image scripting)
Processing
74
-Read-only users (most) download using presets:
- .ppt
- web/email
- thumbnail
- large
-Department reps can access original
- Download original untouched
- Batch convert
Processing: Portland Art Museum
75
Users maintaining digital asset collections typically use client applications to add and maintain the digital asset management system.Other “outside” users that are not familiar with the collection may benefit from self-service web portals that provide:
Access to approved assets in the correct formats
Insight into collection contents
Instant and remote access via the web
Intuitive user interfaces and search forms
Self Service Web Portals
Media Sets
The Solution: Portfolio Server
78
Presentation Outline
I. Introduction
II. Preparing for DAM
III. Evaluating Solutions
IV. Implementation
V. Daily Use
VI. Maintenance & Next Steps
81
Archive != Backup
Types of DAM workflows: Production/Work in progress
Archive/Distribution
Back-up your files! RAID is not backup
Invaluable in terms of recovering files accidentally lost
Get backups out of the building!
82
Image source: http://www.flickr.com/people/roadhunter/
Software Updates
Major Updates (Version 2.0)
Minor Updates (Version 2.1)
Hosted Solution Updates
Maintenance Contracts
Customization
83
Support
Internal Support
Vendor Support• Email
• Phone
• Web/KB
• In-House vs. Outsourced?
Consultants
The Community
Professional Orgs/List-servs (MCN, ImageMuse, VRA, etc.)
84
Next Steps: Portland Art Museum
Training Timeline
- Registrars (with individual follow-up training as needed)
- Education & Marketing
- Curators
- Assistance and check-ins as needed
85
Next Steps: Portland Art Museum
Cataloging Timeline:
- Refine Mimsy reports
- Schedule CMS imports
- Ongoing rights research
- Incorporate Marketing server
- Cataloging schema for Marketing and Education files
86
More Information
Portland Art Museum
www.pam.org
DAM Learning Center:www.damlearningcenter.com/mw2011
@DAMGeek
Extensis Portfolio Server:www.extensis.com/portfolio
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