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Building the Framework: Organizing your digital assets for any business

WebDAM Solutions www.webdamsolutions.com. Building the Framework: Organizing your digital assets for any business. Summer Webinar Series. Metadata 101 http://www.webdamsolutions.com/metadata-strategy/webinardownload.php

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Building the Framework: Organizing your digital assets for any business

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  1. WebDAM Solutions www.webdamsolutions.com Building the Framework: Organizing your digital assets for any business

  2. Summer Webinar Series • Metadata 101http://www.webdamsolutions.com/metadata-strategy/webinardownload.php • Controlled Vocabularyhttp://www.webdamsolutions.com/controlledvocab/webinardownload.php • Building the Framework • User Adoption – October 13thhttp://www.webdamsolutions.com/summer_webinar_series

  3. Housekeeping • Post-webinar survey • Follow us @WebDAM • Live tweet feed #webdamwebinar • DAM-It, the Blog http://blog.webdamsolutions.com • LinkedInhttp://www.linkedin.com/company/webdam-solutions • Facebookhttp://facebook.com/webdam

  4. About WebDAM • The leader in digital asset management in the cloud • Founded in 2005 • Real world expertise • Implemented across industries • Education • Travel and tourism • Entertainment • Government • Technology • Manufacturing

  5. Today’s webinar • Benefits of using folders • Best practices • Organizational strategies • Real-world case studies • Developing an organizational structure

  6. Benefits: Browsability • Familiar • Easy to use • Do not rely on metadata

  7. Benefits: Interoperability • Universally understood • No special software needed • Makes migration easy Windows Mac Web Bridge

  8. Benefits: Workflow • Commonly used in processes • Enables batch activities • Provides way to segment data • Facilitates collaboration

  9. Benefits: Accessibility • Set permissions by folder • Who can view • Who can edit • Who can move • Who can delete

  10. Best Practices

  11. Naming Conventions • Alphanumeric only • Keep length under 50 characters • Be consistent • Title case • Use meaningful names

  12. Consistency Don’t Do

  13. Depth, specificity, and granularity Don’t Do

  14. Strategies

  15. Strategy 1: Organizational unit • Effective when assets are used only by specific departments, colleges, or other organizational units. • Example:European Division > Marketing > CommunicationsU.S. Division > Marketing > Communications

  16. Strategy 2: File Type • Effective when file type is the primary criteria. • Example: Multimedia > Videos Multimedia > Audio Photography

  17. Strategy 3: Subject • Effective for professional photography. • Example: Architecture > Bridges Architecture > Residential Architecture > Urban

  18. Strategy 4: Product • Effective for teams working on specific product lines. • Example: Appliances > Ovens and Ranges Appliances > Refrigerators Appliances > Washer and Dryers

  19. Strategy 5: Events • Effective for businesses with assets tied to a specific event. • Example: Baseball > 2008 Season > 092208 vs Giants

  20. Strategy 6: Resources • Effective for commonly used assets across many different teams, divisions, and use cases. • Example: Employee Forms > Performance Review Employee Forms > Transfer Request Employee Forms > Tuition Reimbursement Employee Forms > Vacation Request

  21. Strategy 7: Workflow • Effective for work on projects with changing assets and team collaboration. • Example: Advertising Art > New Projects Advertising Art > Assigned Projects Advertising Art > Completed Projects

  22. Strategy 8: Combined • Organizational unit: • Photography • Editorial • Production • Product: • Jan 2011 Architectural Magazine • Jan 2011 Outdoor Magazine

  23. Case Studies

  24. Publishing • Problem: • New digital assets for every issue • Collaborating across departments • Multiple products and subjects • Strategy: • Combined with emphasis on workflow

  25. University Marcom • Problem: • Varied and unique user needs • Organizing in a way that will be understood both internally and externally • Strategy: • Combined subject, organizational unit, and event

  26. Ad Agency • Problem: • Representing many brands • Working with clients with varying needs • Strategy: • Combined with emphasis on product

  27. Corporate Marketing • Problem: • Assets utilized across multiple channels • Complex campaign management • Brand consistency • Strategy: Combined product, department, and event

  28. Developing an Organizational System

  29. Evaluating Use Cases • Who are your users? • Are your users divided by any factors such as product, department, or location? • When and why are they using the assets? • If using folders in a workflow: • Which departments are involved? • What are the steps involved? • Do the different departments have different processes in their workflows?

  30. Wrap-Up • Recorded version:http://webdamsolutions.com/summer_webinar_series • Fill out the survey! • Next up: User Adoption, October 13th

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