yale university: digital asset collections and course materials
DESCRIPTION
Yale University Shares Digital Asset Management Success Story See how Yale University uses Extensis Portfolio Server™ to: - Create catalogs using images, PDFs, audio and video files for student review and course work - Enhance teaching with digital resources - Improve visual literacy amongst students - Implement digital asset management best practices Presenters: Yale University Sr. Instructional Technologist, Pamela PattersonTRANSCRIPT
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