Digital Asset Collections and Course Materials: Yale University

Pam Patterson Senior Instructional Technologist, Yale University

Cindy Valladares Product Marketing Manager, Extensis

AGENDA:   Yale Case Study   DAM Best Practices   Q&A

Digital Asset Collections and Course Materials: Yale University

Pam Patterson Senior Instructional Technologist Instructional Technology Group Academic Media and Technology Yale University

Yale Instructional Technology Group

ITG’s Mission   Faculty of Arts and Sciences

  Help with technology

  Exceed expectations

  R&D emerging technologies

My Role – Project Lead   DAM & digital media creation

  Classroom presentations

 Website, Blogs, Wikis

  Intern program

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Yale and ITG Stats

Yale   78 major areas of study

  Approx 5200 students

  Approx 1100 faculty

ITG   3 instructional technologists

  1 instructional designer

  1 web developer

  12 student interns 4

ITG Portfolio Stats

  50 served and active catalogs

  100s to 10,000s of assets

  50 faculty & 19 staff licenses

  2 servers running PS 8.5 and NP 8.5

  12 active NetPublish sites

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Addressing Personal Collection Needs

Before DAM   Collections on faculty machines

  File name collisions

  Nested folder structures

  Hard to find assets

  Unable to share assets

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Addressing Personal Collection Needs

Challenges

  Identify and organize assets

  Changing file structures

 Multiple metadata authors

 Multiple file formats and file sizes

  Varied client web output needs

  Novice technical users

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Requirements for DAM Solution

  Shared catalogs

 Multiple editors

  Dynamic web output

  Extensible metadata

  Visual catalogs

  Custom views and fields

  Import and export large datasets

 Galleries and subsets

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Extensis Solution: Implementation

  2 Windows boxes

  Partnership with Library and Visual Resource Collection

  Photography Services and Clip Capture

  Standardized file naming convention

  Interns to organize and convert digital assets

  Training provided

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Results and Benefits

  Faculty fully leverages all digital assets

  Students: review materials dynamically

  Partnership with library:

-  Consistent metadata structures

-  Content specialists

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Workflow: From Personal Photography to Database

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Course Image Set

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Workflow: From Slides to Website

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Slide Review Site

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Slide Review Site

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Workflow: Teaching Collection

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Media Sets

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Next Steps

  Leverage XMP with Adobe

  Script exporting of data

  Build customized NP templates

  Standardize fields for catalog templates

 GPS units for traveling faculty

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DIGITAL ASSET MANAGEMENT BEST PRACTICES

Cindy Valladares Product Marketing Manager, Extensis

What is DAM?

Tasks and Decisions About your Assets:   Ingesting   Annotating   Cataloguing   Storing   Retrieving

  Reduce Time & Costs   Maximize ROI   Faster Services & Products   Streamline Compliance

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DAM Market

 SMB DAMs  Enterprise DAMs

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DAM Market

 SMB DAMs  Enterprise DAMs   (Cataloguers)

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DAM Market

 SMB DAMs  Enterprise DAMs   (Cataloguers)  Hosted DAMs  Platform DAMs

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DAM Best Practices

  Involve Main Stakeholders  Understand your Now  Define your Future Workflow  Schema, Taxonomy, Folksonomy and Metadata  Organize Assets  Archive and Back Up  Asset Distribution

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Involve Main Stakeholders

 Part of the Solution (Not the Problem)

 Share Logic for Managing Assets

 Gather Data on Existing Processes  Listen to Pains/Problems/Bottlenecks  Address Business Issues

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Understand Your Now

 Current Business Processes  Existing Organizational Structure  Hardware/Software Infrastructure   Identify Your Pain Points  Consensus on What to Improve

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Define Your Future Workflow

 Set Up Goals   Identify Tasks  Create Role-Based Responsibilities  Assign Roles to Individuals  Define your Desired Workflow

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Schema, Taxonomy, Folksonomy, Metadata

 Be Practical and Consistent  Schema: Framework or Structure (List of Fields)

  Crucial Info   Nice to Have   Can Live Without

 Taxonomy: Controlled Vocabulary  Folksonomy: Collaborative Method  Metadata: Data About Your Data

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Organizing Your Assets

 Catalogs  Folder Structure and Hierarchies  Naming Convention

  Be aware of cross-platform consideration   Spaces or underscores?   Dates simple and consistent   Rename files – avoid same file name in different folders

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Archive and Back Up

 Archive to Server  Back-Up Files

  Invaluable in terms of recovering files accidentally lost

  Get them out of the building

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Asset Distribution

 Multiple Audiences  Controlled Distribution  Self-Service Portal  Ability to Easily Make Asset Request

http://bigshoe.extensis.com http://medic.extensis.com http://widgets.extensis.com

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  Portfolio Server Live & On-Demand Webcasts

  DAM Best Practices Guide

Additional Resources

http://www.extensis.com/dambpg

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http://www.extensis.com/webcasts