Yale University: Digital Asset Collections and Course Materials
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The document discusses Yale University's implementation of a digital asset management (DAM) system using Extensis Portfolio Server and NetPublish. It provides an overview of Yale Instructional Technology Group, their goals and staff. It describes the challenges of managing faculty digital assets and outlines their requirements for a DAM solution. The presentation then reviews Yale's implementation, results, and benefits and provides examples of workflows and sites created using the Extensis DAM system. It ends with discussing next steps and best practices for digital asset management.
Yale University: Digital Asset Collections and Course Materials
- 1. 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
- 2. Digital Asset Collections and Course Materials: Yale University Pam Patterson Senior Instructional Technologist Instructional Technology Group Academic Media and Technology Yale University
- 3. Yale Instructional Technology Group ITG’s Mission My Role – Project Lead Faculty of Arts and Sciences DAM & digital media creation Help with technology Classroom presentations Exceed expectations Website, Blogs, Wikis R&D emerging technologies Intern program 3
- 4. 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
- 5. 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 5
- 6. Addressing Personal Collection Needs Before DAM Collections on faculty machines File name collisions Nested folder structures Hard to find assets Unable to share assets 6
- 7. 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 7
- 8. 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 8
- 9. 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 9
- 10. Results and Benefits Faculty fully leverages all digital assets Students: review materials dynamically Partnership with library: - Consistent metadata structures - Content specialists 10
- 11. Workflow: From Personal Photography to Database 11
- 13. Workflow: From Slides to Website 13
- 17. Media Sets 17
- 18. Next Steps Leverage XMP with Adobe Script exporting of data Build customized NP templates Standardize fields for catalog templates GPS units for traveling faculty 18
- 19. DIGITAL ASSET MANAGEMENT BEST PRACTICES Cindy Valladares Product Marketing Manager, Extensis
- 20. What is DAM? Tasks and Decisions About your Assets: Ingesting Annotating Cataloguing Storing Retrieving Reduce Time & Costs Maximize ROI Faster Services & Products Streamline Compliance 20
- 21. DAM Market SMB DAMs Enterprise DAMs 21
- 22. DAM Market SMB DAMs Enterprise DAMs (Cataloguers) 22
- 23. DAM Market SMB DAMs Enterprise DAMs (Cataloguers) Hosted DAMs Platform DAMs 23
- 24. 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 24
- 25. 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 25
- 26. Understand Your Now Current Business Processes Existing Organizational Structure Hardware/Software Infrastructure Identify Your Pain Points Consensus on What to Improve 26
- 27. Define Your Future Workflow Set Up Goals Identify Tasks Create Role-Based Responsibilities Assign Roles to Individuals Define your Desired Workflow 27
- 28. 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 28
- 29. 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 29
- 30. Archive and Back Up Archive to Server Back-Up Files Invaluable in terms of recovering files accidentally lost Get them out of the building 30
- 31. 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 31
- 32. Additional Resources Portfolio Server Live & On-Demand Webcasts http://www.extensis.com/webcasts DAM Best Practices Guide http://www.extensis.com/dambpg 32