How to proceed

It is important to understand that Digital Asset Management is more than the hardware and software which is used to store, find and distribute your images or other digital files. The key part of any DAM project is what is done before and during the job. The success of any project depends upon having a goal and a road-map to follow to the goal. There also needs to be a willingness to embrace the project and to adopt it fully and maintain it once it is put in place.

A summary in point form of what should be undertaken is as follows:

1. Consult with all people who will use the system and identify their needs.

2. Identify all the types of material to be included in the database.

3. Identify the physical requirements of the database including computer hardware, software, media storage products, workspace and personnel to perform the work.

4. Design a controlled vocabulary of category names, keywords, and other file descriptors which will locate the source material and enable timely and easy distribution.

5. Develop a time-line for all stakeholders in order to satisfy their needs and to schedule completion dates.

6. Plan to schedule training as required and plan for upgrading and maintenance of the system as and if required.

7. Plan to review the status of the system periodically to determine if the original needs of the stakeholders are being met and if changes to the system are necessary as needs change.



What my associates and I would offer is as follows:



1. A determination of requirements to identify resources inhouse that can be used and a report which recommends additions or changes to resources that will be dedicated to the project.

2. An estimate of the cost of undertaking each stage of the project.

3. A time-line with clearly identified delivery dates and scheduled progress reports and consultations as required.

4. Train all staff and contractors who will be involved in the development and maintenance of the system.

5. Liaise with the publisher of the Asset Management software for technical support.

6. Design and implement a work-flow for the addition of future and archive material to the system. A procedures manual will normally be provided.

7. Provide help to trained personnel and others as required subject to mutually agreeable terms.

8. Creation of a controlled vocabulary including a category structure which is agreeable to the stakeholders.

9. Sorting, file conversion and renaming of files to be included in the database as and if required. Derivative files to be identified and excluded from the process but stored separately in an archive.

10. Addition of category designations and vocabulary keywords to images, embedded into the files in the form of meta-data.

11. Importing of all files into a digital asset management software database.

12. Arrange for hosting of images off-site if desired.