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.

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
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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
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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
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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
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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
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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
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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
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10. 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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11. Workflow: From Personal Photography
to Database
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12. Course Image Set
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13. Workflow: From Slides to Website
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14. Slide Review Site
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15. Slide Review Site
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16. Workflow: Teaching Collection
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17. Media Sets
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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
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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
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21. DAM Market
 SMB DAMs
 Enterprise DAMs
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22. DAM Market
 SMB DAMs
 Enterprise DAMs
 (Cataloguers)
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23. DAM Market
 SMB DAMs
 Enterprise DAMs
 (Cataloguers)
 Hosted DAMs
 Platform DAMs
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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
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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
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26. 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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27. 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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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
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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
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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
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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
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32. Additional Resources
 Portfolio Server Live & On-Demand Webcasts
http://www.extensis.com/webcasts
 DAM Best Practices Guide
http://www.extensis.com/dambpg
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