© 2005-2011 Virtual Moment, LLC. Company Confidential

Building the Framework: Organizing your digital assets for any business

WebDAM Solutionshttp://www.webdamsolutions.com

Summer Webinar Series Metadata 101

http://www.damsuccess.com/discover/dam-primer-webinars/

Controlled Vocabularyhttp://www.damsuccess.com/discover/dam-primer-webinars/using-keywords/

User Adoption http://www.damsuccess.com/discover/dam-primer-webinars/user-adoption/

Housekeeping

Post-webinar survey Follow us @WebDAM Live tweet feed #webdamwebinar Digital Asset Management Blog

http://www.webdamsolutions.com/digital-asset-management/

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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

Today’s webinar

Benefits of using folders Best practices Organizational strategies Real-world case studies Developing an organizational

structure

Benefits: Browsability

Familiar Easy to use Do not rely on metadata

Benefits: Interoperability

Universally understood No special software needed Makes migration easy

Windows

Mac

Web

Bridge

Benefits: Workflow

Commonly used in processes Enables batch activities Provides way to segment data Facilitates collaboration

Benefits: Accessibility

Set permissions by folder Who can view Who can edit Who can move Who can delete

© 2005-2011 Virtual Moment, LLC. Company Confidential

Best Practices

Naming Conventions

Alphanumeric only Keep length under 50 characters Be consistent Title case Use meaningful names

Consistency

Don’t Do

Depth, specificity, and granularity

DoDon’t

© 2005-2011 Virtual Moment, LLC. Company Confidential

Strategies

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

Strategy 2: File Type

Effective when file type is the primary criteria.

Example:Multimedia > Videos

Multimedia > Audio

Photography

Strategy 3: Subject

Effective for professional photography. Example:

Architecture > Bridges

Architecture > Residential

Architecture > Urban

Strategy 4: Product

Effective for teams working on specific product lines.

Example:Appliances > Ovens and Ranges

Appliances > Refrigerators

Appliances > Washer and Dryers

Strategy 5: Events

Effective for businesses with assets tied to a specific event.

Example:Baseball > 2008 Season > 092208 vs Giants

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

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

Strategy 8: Combined Organizational unit:

Photography Editorial Production

Product: Jan 2011 Architectural

Magazine Jan 2011 Outdoor

Magazine

© 2005-2011 Virtual Moment, LLC. Company Confidential

Case Studies

Publishing

Problem: New digital assets for

every issue Collaborating across

departments Multiple products and

subjects Strategy:

Combined with emphasis on workflow

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

Ad Agency

Problem: Representing many

brands Working with clients

with varying needs Strategy:

Combined with emphasis on product

Corporate Marketing

Problem: Assets utilized across

multiple channels Complex campaign

management Brand consistency

Strategy: Combined product, department, and event

Developing an Organizational System

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?

Wrap-Up

Recorded version:http://www.damsuccess.com/discover/dam-primer-webinars/organizing-your-assets/

Next up in the series: User Adoptionhttp://www.damsuccess.com/discover/dam-primer-webinars/user-adoption/

See a digital asset management software demo: http://www.webdamsolutions.com/demo/