Document repositories-and-metadata
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Document repositories-and-metadata
- 1. Document Repositories & Metadata Richard Beatch– Earley & Associates
- 3. Core Capabilities Enterprise Search, Portal Design, Collaboration Web Content Management Workflow Management Security & Privacy Management Rights Management Records Management Website Navigation, Search & SEO Digital Asset Management Taxonomy, Metadata, & Usability
- 13. But how do you expect me to find content? PAGE Print Websites Social Media Ted's Print Projects 2009 Home_.html Facebook new ideas
- 16. I am metadata
- 17. Types of metadata Structural Administrative Descriptive Taxonomy can apply in any category What is it? What is it about? What is it called? When was it created? Who owns it? What’s its status? What parts does it have?
- 18. Types of metadata Structural Administrative Descriptive Taxonomy can apply in any category Subject Title Document type Description Date created File type Review date Publication Status Is_Part _Of Requires Parent_Object
- 29. The Holy Grail PAGE Taxonomy & Metadata Governance & Content Strategy submission retrieval
- 30. Why stop there? PAGE
- 36. Questions PAGE
Editor's Notes
- Lets, start with the most important driver for re-use from a purely pragmatic perspective. Many organizations view re-use as the ultimate driver for a DAM initiative, and it makes total sense. We can spend less and do more if we re-use. And it’s true that budget reductions, and cost drivers can drive a DAM iniative but we can’t make the mistake of assuming budgets on their own can change in grainded ways of working
- So even with the cards stacked against them with no repositories and no mechanism of sharing, there are some who manage to share assets by email, or mailing CDs or ad hoc file shares, But its hard to maintain and filled the road is filled with pot holes, lets go to the next slide to look at ad hoc re-use scenario
- A classic ad hoc re-use scenario illustrated here shows the intracacies of file formats, digital rights and process inefficiency will usually ruin the best sharing intenetions Maverick one talks to maverick two about the fantastic photo he saw on in his colleagues print ad asks if he can use it as well, just needs to crop out a part of the photo Maverick two says sure and talks to the creative agency who created the photo and they upload a copy to their file share. Maverick two downloads the photo and puts it on a CD and mails it to Maverick one. Maverick one forwards the CD to his creative agency only to be told the format is incorrect and unusable Maverick one emails Maverick two, lets her know the problem. Maverick two emails her creative agency only to be told that the their contract doesn’t wont allow them to forward the re-usable source file version of the photo and weeks time and energy have been wasted.
- So we have talk about two major drivers that generally push organizations towards investing in DAM, 1.The appealing business case of re-using assets to reduce overall operating costs. 2. The frustrations and efforts of people trying to share bubbling up to audible levels. So lets look at what usually happens next in these situations.
- The organization buys and installs a system with little thought or consideration into what will really make it useable. So if we look at the scenario above then, even though everyone can access all the assets in the same place, without taxonomy, metadata, content strategy and good governance, the potential time and money saved from re-using assets is lost because it takes an exceedingly long time to find anything. So lets take the time to walk through each problem Consider the images and text that make up a print advertisement. If the creative director stored the advertisement and its components in a file labeled "Ted's Print Projects 2009", it would be very difficult for people in another part of the organization to locate and reuse any of the components. Thats were taxonomy and metadat come in
- Taxonomy and metadata are ways of describing Assets so that they become findable for a larger audience. I am sure Ted knows what “Ted Print Projects 2009” are but how could anybody else. For that matter Ted might not even remember what Ted’s Print Projects were in 2009 when it’s 2010. In the above example, each bolded term represents what is termed a "facet“ of taxonomy. Each facet is made up of it’s own controlled vocabulary and represents a different way of accessing a piece of information. In this example, we might define the type of asset, the specific channel, target demographic, a country or region, a language and perhaps a term to describe the concept. The number of facets is limited by a couple of practical issues (like who will add the terms to describe content) but can be tailored to the organization's specific processes, content, markets, asset types, channels, brands, regions, etc. The point to be made however is that there is no replacement for taxonomy in a DAM solution. No search engine can do the job that taxonomy does, which is give everybody a consistent mechanism for finding content.
- On this slide you can see an ideal DAM system, lets imagine that you done it all A centralized repository with well established governance, that leverages taxonomy and formal organizing principals to ensure that search and retrieval of assets is smooth and streamlined process. It looks simple on this slide but the reality is that making sure that the proper taxonomy, metadata, and content strategy is in place before you simply create the DAM dumping ground is something people rarely do. But here’s the catch... Your are only half way there at this point