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Digital Asset Management and Archival Preservation

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Phil Spiegel shares the basic principles, workflows, best practices and tools available, as well strategies for various types of digital/media projects.

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Digital Asset Management and Archival Preservation

  1. 1. Digital Asset Management & Archival Preservation Philip Spiegel Senior Director, Content Management Operations
  2. 2. LAC Group markets Trusted source for diverse clientele 2 Media and entertainment Education Law Business Government
  3. 3. Approach • Scalable solutions that merge technology, tools, workflow processes and best practices. • Project plans for content management, business and monetization needs. • Content in any form, including still and moving images, audio, documents, design files, artifacts and other assets. 3
  4. 4. What is DAM? Enabling tool that changes how users interact with digital archives and archived content by centralizing access to assets. • Platform for efficient and effective collaboration • Management of shared assets across an organization • Tool that enables access and use / re-use assets in new smart, nimble, productive and creative ways • Virtual archive environment that energizes projects to digitize fragile physical assets – Illuminates dark content within archives – Reduces unnecessary handling by eliminating need to circulate fragile originals
  5. 5. So many acronyms • Digital Asset Management (DAM) – Hardware/software platform for organizing, storing and retrieving media and managing digital rights and permissions. – Rich media assets may include: photos, music, videos, animations, graphics, logos, art, audio, podcasts and other multimedia content • Media Asset Management (MAM) – Same as DAM but focused on support of media assets like video digitized film and audio.
  6. 6. But wait…there’s more: – Physical Asset Management (PAM) – Production Asset Management (PAM) – Brand Asset Management (BAM) – Library Asset Management (LAM) – Enterprise Content Management (ECM) – Marketing Content Management (MCM) Acronyms vary but generally common purpose and philosophy So many acronyms
  7. 7. DAM workflow considerations • Digitization of original physical assets not born-digital • Ingestion / uploading • Structured and searchable metadata / keywords • Diverse range of asset data • Search, view, order / download, annotate, share • Storage and restoration • Reporting / analysis
  8. 8. DAM technology considerations Onsite – Need to build / house all hardware and integrate within greater IT environment. – Considerations include: • Available space, environment, power, security, connectivity • Hardware / software maintenance and upgrades • High start-up costs depending on scale • Support resources for upgrades, troubleshooting, etc. • On-going operational and capital costs Higher cost of ownership but greater flexibility, control and customization
  9. 9. DAM technology considerations Cloud-based or software-as-a-service – Web-based – Fee-based, by volume or users or both – Fixed monthly costs, no significant start-up or capital costs – No internal hardware – No additional in-house tech support resources – Service provider manages on-going maintenance, upgrades and continuity of service – Template-based look, feel and functionality with some customization – Can be a quick way to get started
  10. 10. Metadata Without good metadata, your digital asset is a grain of sand at the bottom of the ocean – Define your metadata – Determine who will capture it and how/when it will be captured – Determine standards, style and minimum requirements – Identify goals, objectives and expectations: • Drive workflow automation? • Integrate with other systems?
  11. 11. Types of metadata • Technical – Often captured by recording device. • Transactional – Relates to the processing facts about an asset. • Foundational – Refers to the essence of the asset, inventory record • Contextual / Content – Description, the “about-ness”
  12. 12. Long term considerations of digital archives • Updates to prevent obsolescence – Software upgrades – Hardware support – Overall system health • Do in-house or by your service provider • The responsibility of digital storage is…forever 12
  13. 13. DAM is more than technology • Success comes from pairing technology with good practices • It’s about the how’s and why’s and the results • Focused on workflow and operations • Intuitive, simple user experience, regardless of complexity behind the scenes 13
  14. 14. Getting started with DAM • Collaborate on requirements with key stakeholders – Clear and agreed-upon goals and priorities • Document existing workflow or business need – Each step, process, hand-off, resources – Efficiencies and inefficiencies – Consider current state assessment and recommendations from knowledgeable DAM consultant • Draft DAM requirements document – Practical and realistic – Separate “Must-haves” from “Nice to haves” – Avoid scope-creep
  15. 15. Getting started with DAM • Vendor research • Request for Information (RFI) or Request for Proposal (RFP) • Reduce field to contenders – Obtain client references – Consider vendor support reputation / experience • Plan implementation project
  16. 16. Don’t neglect the basics • What do you want to do? • What are current business / archive / information needs? • What are future needs and expectations? • How will this benefit your operation? • What is the funding and what is the ROI? • Who are the key stakeholders and benefactors? • What is the best way to gain maximum impact? 16
  17. 17. Why librarians make great DAM managers • Success of DAM projects require library skills and best practices • Librarians understand how to develop and maintain robust, standardized metadata • Order to the chaos and transparency into the depths of the collection’s assets 17
  18. 18. Closing thoughts • Users expect fingertip / desktop access to archive content • Over-arching approaches are similar across different environments but details tend to be specific to operations and culture • DAM may be part of a bigger enterprise asset management solution or a division-specific application • DAM is an easy idea tied around a complicated solution – Get the right people involved to be on the road to success – It’s not just having the asset …it’s being able to find it and know what you can do with it 18
  19. 19. Philip Spiegel Senior Director Content Management Operations Contact us 19 About Phil • Over 20 years experience managing large commercial and broadcast media archives • Experience with broadcast, production and media library operations • Fluent in technical, operational and business challenges of complex enterprise-wide DAM initiatives • Previous experience includes National Geographic, Getty Images, Image Bank and Corbis Motion • Frequent speaker on digital asset management, workflows and media archive management • Member of AMIA and SMPTE