archiving best practices -- creative operations essentials
TRANSCRIPT
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Archiving Best Practices
Tommy Lionelli!Product Manager at globaledit!
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About globaledit Globaledit is the online SaaS platform that empowers creative professionals to manage visual production at scale.!
CAPTURE. REVIEW. APPROVE. MARKUP. SHARE. ARCHIVE. All within globaledit.!
www.globaledit.com!
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Overview • What is archiving?!
• Why archive?!
• How do you do it?!
• Best practices!
• Q & A!
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What is archiving?
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Archiving • Long term access/storage!
• Organization!
• Process!
• Limited Retrieval*!Source: National Baseball Hall of Fame!
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Archiving
Source: Wikipedia!
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Archiving vs. Backups Archive:!a collection used for long term retention!
http://searchdatabackup.techtarget.com/tip/Backup-vs-archive!
Backup:!a copy used to restore the original in cases of emergency or destruction!
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Why Archive?
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Why Archive? Practicality!
• Keep content organized / clear out what’s not critical!
• Easy access to re-use!
Risk management!
• Distance yourself from legacy systems!
• File formats can become obsolete!
• Hardware deteriorates!
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Why Archive? Scale!
• Explosion of content creation!
• Current storage isn’t scalable!
Security/Compliance!
• Maintain content security!
• Legal compliance!
Business !
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Where do I start?
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Ask yourself… Strategic/business questions!
• Do you expect to reuse old content? !
• How quickly do you need access to it?!
• Where is your business going? What does your content strategy look like?!
• Is the content sensitive in nature? Are there model rights or expiration dates?!
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Ask yourself… Technical questions!
• How much content do you have (# of files and total file size)?!
• How much of your content is physical versus digital?!
• Where is your content now? !
• What type of content do you have? !
• Are there any formats that will become obsolete or require proprietary/legacy applications?!
• Who needs access? Where are they in the world?!
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What are some best practices?
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7 Best Practices
1. Build a business case!
2. Create a company archiving process/workflow!
3. Build an intuitive & relevant folder structure!
4. Define how much is enough, how little is not enough!
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7 Best Practices
5. Metadata, metadata, metadata!
6. Create standards for file types and applications!
7. Discuss redundancy and backups*!
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How do I do it?
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Archiving – how do I do it? Define and standardize…!
• File naming convention!
• Folder structure!
• Metadata!
• Process!
• Commitment!
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Archiving – how do I do it? Decide where it goes!
• Tape!
• DAM!
• Cold storage!
• globaledit!
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Demo of globaledit • Archive files/folders!
• Searchable, flexible library of archived content!
• Archive to Amazon Glacier!
• Inexpensive long term storage!
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Thank you!
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References • http://mimage.opentext.com/alt_content/binary/pdf/
01449-Phase-1-Enterprise-Information-Archiving-EB-Final.pdf!
• http://searchcontentmanagement.techtarget.com/feature/Data-archive-strategy-key-to-efficient-enterprise-content-management!
• https://en.wikipedia.org/wiki/Digital_asset_management!