When getting started with your Digital Asset Management solution there are a few things we suggest. We have addressed this in the blog before but we believe this can be repeated.
To make sure your DAM implementation will be a success, we strongly suggest a few key steps. You need to get in control of existing assets, defining workflows, and meta data structure. Our team at QBank has a vast experience in DAM installations and setups for different industries and organizations of different sizes. We are very keen on using this experience to help our clients in getting a DAM good start.
Therefore, we start each project with a workshop where the topics listed below will be discussed with stakeholders and reference group. The workshop will result in a Setup and Configuration Specification document (SCS), and a Customization Requirements Document (CRD).
Roles, groups and users
We discuss different type of users, groups and roles in the system. This will result in a security matrix included in the SCS document. The following questions will be addressed, among others:
What functionality in QBank does the different roles have access to?
Is there any workflows and subscriptions to events connected to any groups?
How were the groups, roles and users' setup in the old system? Any Pros and cons?
Which plug-ins and customizations are needed?
In what extent should IT-department be involved?
Do the groups have different access to assets? For example, should Product Catalogue editors group access the assets that belong to the Marketing editors group?
How will the Roles and Users provided in the RFP map into QBank? What type of users and groups will there be in the system (external, internal, editors, administrators, content providers, agencies etc.)?
Meta data structure
The meta data structure is probably the most important part of a successful DAM project. It plays both a significant role for the search engine as well as interaction with other tools and channels, such as PIM, MRM, Social Media, Frontends etc.
QBank has a dynamic metadata structure where the assets are divided into different categories (usually media types). Each category has its own setup of meta data fields. A meta data field can be any of the common types; text box, text field, date, number, dropdown (enum*), multiple-dropdown (enum*), keyword or checkbox. We also have some more specific types such as color and links, enabling quick connections between media and other objects within QBank. The categories and meta data structure can be reconfigured at any time.
We will review any current meta data and discuss your optimal solution, while addressing the following;
Are there any mandatory fields?
Should all fields be indexed and searchable?
Which fields should be available for the different tools?
Are there fields with default value if nothing has been added?
Should all editors have access to edit all categories and metadata?
Are there any meta data fields that are internal for editors and administrators in QBank?
Current assets and information repositories
Do you already have a running media bank solution, and/or are there any additional information or assets stored in different locations or tools? How can these assets be imported to QBank?
Image and video templates
All assets should be uploaded to QBank in a high-resolution/original format. Users can choose to apply an image or video template to an asset depending on which channel they are going to be distributed to. As an example, QBank can be configured to convert all images or videos to one or several different sizes and formats, when publishing to a web-server or CMS. All converted versions will also be available for other applications/users.
Distribution of assets via QBank is an out-of-the-box functionality that can be easily configured according to your needs. Here we will discuss whether there are any other channels that assets need to be distributed to, for example a third-party client, such as InDesign, Photoshop, Illustrator etc.