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Another DAM Podcast interview with Deborah Gonzalez on Digital Asset Management

Deborah Gonzalez discusses Digital Asset Management

Transcript:

Henrik de Gyor:  [0:01] This is Another DAM Podcast about Digital Asset Management. I am Henrik de Gyor. Today I am speaking with Deborah Gonzalez. Deborah, how are you?

Deborah Gonzalez:  [0:10] I am good. Thank you for having me today.

Henrik:  [0:14] Deborah, how are you involved with Digital Asset Management?

Deborah:  [0:16] First of all, I am an attorney. I also own a consulting company called Law2sm. What we do is look at the legal aspects of online digital and social media activity. One of the things that I work with, particularly with my clients, is to make them understand what the concept of Digital Assets is and that these Digital Assets have value that need to be protected. Right?

[0:43] Then, as they go and make certain decisions to protect those assets, to think about different scenarios of what may happen in case the access and control management that they have in place might need to change.

[1:00] We take two different perspectives. When we are working with individuals, we are looking at a digital legacy plan and personal digital assets, but when we are working with businesses, we are looking at a digital succession plan.

Henrik:  [1:16] Deborah, what should people consider for succession planning for digital assets whether individuals leave an organization voluntarily, involuntarily, or quite literally die while employed for a company in the United States?

Deborah:  [1:30] I think the first thing is that people need to be aware that this can be an issue. I don’t think people go into business and think, “Oh, my god. The person who is in charge of all my assets is going to get hit by a car and die or become so critically injured that they can’t do their job.” It is important as a business person to make sure that is in our consciousness.

[1:53] Then, make sure that we put it into a succession plan regarding the control access and management of these assets. No matter what kind of scenario happens. Right? Whether it is a voluntary separation with an employee or an involuntary separation with an employee.

[2:10] The second thing is that this plan should also include an inventory of the digital assets, who has access and control over those digital assets, and what are the credentials to access those digital assets. This will help because you combine this with the protocol in place for managers and supervisors to have those credentials as well. If something happens, the information isn’t lost to the business completely. We call this our digital record keeping. Making sure we know what we have and how to get to them.

[2:45] Third, I always suggest to my clients that they integrate into the exit interview. Some of these businesses might even have a terminated employee checklist that they have to go through these steps when an employee leaves the company but add a couple of items that relate specifically to digital assets and their credentials, and ensure that these credentials are transferred. Once they are transferred, make sure also that these credentials are changed, so that employee no longer has access to them from outside of the company.

Henrik:  [3:21] Deborah, are there laws protecting digital assets after death?

Deborah:  [3:24] Yes, and it’s really interesting because one of the things that we have to think about, is go back into the whole idea of the US, in terms of the laws being very property centric. The first laws that we have that will deal digital assets and any transfer are what we call the inheritance laws, especially for personal digital assets. That’s in our constitution, right? This idea of property, and so what we in the legal terms call, “The Power of Dead Hands.” This is very different from other countries who are more interested in that property not be wasted. If the person has died or been terminated, then that property needs to be changed to somebody who can use it. That’s a very different perspective than the US perspective.

[4:13] To add a complexity to that, in 1986, Congress actually passed a law that forbids consumer electronic communications companies from disclosing content without its owner’s consent or a government order like a police investigation or a subpoena. And so, the issue there was to protect the consumer’s privacy and for consumer protection. That’s why we have lots of companies that then include in their website terms of use, certain clauses that say if the person dies, then the account is automatically terminated.

[4:48] You can think of your frequent flyer miles, for example, what will they say? You can transfer miles, you can gift miles while you are alive, but not once you are dead. OK? Other things that also act that way are maybe your email systems or online banking.

[5:06] From a business perspective, then you have to think of some of the service provider agreements like if you are using cloud storage for your digital assets. What do they say about their assets and termination of an employee, or a change of the credentials? You want to make sure that if there is a third party involved that you know what the service provider agreements actually say.

[5:30] We are beginning to see some specific state laws that actually have included the language of digital assets in them. Right now we have seven states passing legislation talking about executor power over digital assets. These include Connecticut and Rhode Island. They only cover email. But Indiana, Idaho and Oklahoma cover social networking and blogging accounts, and also Nebraska. The problem is that these sometimes are in conflict with the website in terms of use of some these sites that we use with our digital assets, and the laws have not really been tested in court. So, in August of 2014, a governor, Jack Markell of Delaware actually signed HB345. This is the first of its kind in the US. Now again, it’s relatively new, but it is interesting to see the progressions that states have made.

[6:31] The other thing that I want to bring up is that we did have a Uniform Fiduciary Access to Digital Assets Act that was approved in July 2014, trying to get a standard across the nation, but that is voluntary. That’s not a federal mandated act.

[6:49] But you can get some additional information. There is a great blogger, Geoffrey Fowler, who wrote “Life and Death Online: Who Controls a Digital Legacy?” and you can certainly Google him and follow the information that he’s put out there. He writes for the Wall Street Journal. He’s definitely looking at the value these digital assets have.

Henrik:  [7:11] What are the biggest challenges and successes you’ve seen with digital asset management?

Deborah:  [7:15] The biggest challenge that I’ve seen is this unawareness of the issue, that there’s all these assets out there in digital space, and that we’ve put someplace and it’s very easy to lose track of them if we don’t have a system in place to actually manage them. It becomes almost an afterthought for so many businesses and individuals.

[7:41] When someone dies, or when an employee abruptly leaves, this can cause a lot of chaos. It can be a loss to the business of client information, which can then lead to a loss of financial assets. There’s a lot of wasted time that happens trying to figure out what the password is or even how to reset the password and lots of frustration. It can actually affect the whole work environment as they’re trying to get a hold on these digital assets.

[8:11] As for the biggest success, I think it’s when clients actually develop a plan that addresses the issue, and it’s almost like a sigh of relief, that they know that they’ve addressed this and they’ve taken care of it. More importantly, not only did they address it, but then that they integrate it into the way that they operate their business, because this isn’t something that you just do once and then sort of forget, as you see the laws are changing. Therefore you have to make sure that plans that you have in place for your business change as well and is up to date with the laws and what you need to do to protect your assets.

Henrik:  [8:48] What advice would you like to share with DAM professionals and people aspiring to become DAM professionals?

Deborah:  [8:53] The first thing that I’d like to share is that the whole digital assets arena is really growing, and it’s getting integrated with things such as the privacy concerns and the security concerns. The first bit of advice is learn about it and keep learning about it.

[9:09] I usually tell people, “Read. Keep up to date.” I know there’s a lot of things going on. There are new technologies being involved, new trends and new headlines. You can certainly use things like Google Alerts or Talkwalker to get the new things pushed to you in an email so that you can keep up to date with that.

[9:29] Another thing I’d like to suggest is network. Meet with others in the digital asset management field, whether that’s following certain people on Twitter and seeing what they’re talking about, seeing what they’re reading, seeing where they’re going, or going to these conferences, even if you can’t go in person.

[9:46] So many of these conferences are now being done virtually, and so you’re able to even communicate with others who are not able to physically attend the conference, but that you can communicate online. Networking is really important because everybody reads something. Pulling that all together can make it a lot easier than having the responsibility of trying to read everything that there is.

[10:11] The last thing that I would suggest is talk about what you’re doing with digital asset management and listen to what others are doing and share those best practices. Share the lessons learned, because we all make mistakes. There’s always something to learn about what not to do or how to do it better next. Being able to talk about it also helps us reflect what happened and what we can do better.

Henrik:  [10:36] Great. Well thanks, Deborah.

Deborah:  [10:37] OK.

Henrik:  [10:38] Deborah, where can we find more information on what you do?

Deborah:  [10:42] You can follow me on Twitter @law2sm. The website is http://www.law2sm.com, or you can email me at deborah@law2sm.com.

Henrik:  [10:58] For more on this and other digital asset management topics, login to AnotherDAMblog.com. For more this podcast and 150 other podcast episodes, including transcripts of every interview, go to AnotherDAMpodcast.com. If you have any comments or questions, please feel free to email me at anotherdamblog@gmail.com.

Thanks again.


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Another DAM Podcast interview with Brooke Holt on Digital Asset Management

Brooke Holt discusses Digital Asset Management

Transcript:

Henrik de Gyor:  [0:01] This is Another DAM Podcast about Digital Asset Management. I’m Henrik de Gyor. Today I’m speaking with Brooke Holt. Brooke, how are you?

Brooke Holt:  [0:08] Good.

Henrik:  [0:09] Brooke, how are you involved in Digital Asset Management?

DAM is a large part of my daily work. I’m a one woman DAM team.

Brooke:  [0:11] DAM is a large part of my daily work. I’m a one woman DAM team. Our system, which we call SEAL, houses photos, videos, logos, marketing collateral, and all the typical files you would expect to see.

[0:24] I’m the only team member with DAM responsibility and we have employees all over the country, so I spend a lot of time training them, serving them, maintaining the health of the system.

[0:35] I created the taxonomy metadata fields, standards, workflow, user communication, and overall aesthetics of the system. I also have a number of non‑DAM responsibilities, but they are not as fun.

Henrik:  [0:46] Can I ask what SEAL stands for?

Brooke:  [0:47] It stands for SeaWorld Entertainment Asset Library.

Henrik:  [0:50] Brooke, how does a chain of marine mammal parks, oceanariums, and animal theme parks use Digital Asset Management?

Brooke:  [0:58] We use our system in three major ways. One is an archive. Our company is fifty years old. We have a lot of physical and digital assets. So there’s an archive area of our DAM, where we can store files that have historical value but don’t need to be accessed regularly.

[1:13] As a sharing portal. We have teams and partners all over the world. It’s vital to have a central depository in which new logos or key visuals can be stored by anyone with the appropriate permission level.

[1:25] Some of our events are held simultaneously at three different parks, so putting them in SEAL allows us to have one place. It cuts down on sending large emails or worrying about who may or may not have the most recent version of a file.

[1:38] We have two children’s education television shows that air on TV. Each week there’s a new batch of promotional assets for those and I can easily put them in SEAL and get them out to all the various people that need them. They can continue accessing them.

[1:52] The third way is as a development tool. This is kind of new for us. We use it for storage and sharing hub for projects that are under development. So in this scenario a very limited number of users have access to the files as they develop maybe a new show or attraction.

[2:09] It’s unlike the rest of the system which is really final files. It allows us to be able to share things with partners and vendors in a more secure area than just using Dropbox or any file sharing system.

Henrik:  [2:21] What are the biggest challenges and successes you’ve seen with Digital Asset Management?

Brooke:  [2:27] For me, the biggest challenges are overcoming bad user and past user experiences. I overhauled a DAM system that previously didn’t have standards, an accurate taxonomy, or modern features. Any user that had previously encountered difficulty with the system was hesitant to give it a second try.

[2:45] Another challenge I have is what to keep and what to delete. Everything does not belong in there. It’s tough to balance what should be ingested. Do we want all B‑roll, do we want all of our RAW files, do we not, and how long do we keep these active before we move them into archive? Those types of things.

[3:01] Lingo is a challenge for me. We have teams that fall within the zoological field, entertainment, sales, legal, and a number of other ones. They all use different terminology for things. A good example is that someone in the veterinary field might come looking for a manatee calf, but everyone else that uses the system is going to call it a baby manatee.

[3:26] Making sure that I’m accommodating all those options. We have a lot of internal abbreviations for our Halloween event, Howl‑O‑Scream. Are people going to search for Howl‑O‑Scream or they going to search for HOS and not find anything?

[3:39] Then some of the big successes that I’ve seen are empowering people to do their job. When a user is able to get what they need without asking anybody else for help, that’s a huge success for both of us.

[3:51] Also security, so without DAM, you know we have very little security. People can have assets wherever they want and we have no way to monitor what’s happening. We have a EULA in place for non‑users who receive files from the system to just agree to our terms and conditions.

[4:08] We can track anyone who has shared a file, downloaded a file. I can immediately replace things that are outdated. I can get very granular with the controls over somebody who can see something, versus someone else may be able to download that or of those types of things, so improving security.

[4:23] Also culture change over my last year and a half there, I’ve created a DAM culture that has gone from basically, “Like ugh, I hate this thing”, “I can never find anything”, “This is the worse”, to more like, “This is so much easier to use, oh my gosh, it made a PNG for me”.

[4:40] “So and so should be using this” or “The rest of my team should be using it.” This is still a work in progress. I certainly don’t hear these things every day. Culture change is a big success for me.

Henrik:  [4:54] I don’t think any DAM Manager hears wild reviews every single day.

Brooke:  [4:58] Yeah.

Henrik:  [4:58] No worries.

Brooke:  [4:59] I’ll take one every six months.

Henrik:  [5:00] That’s fair. What advice would you like to share with DAM professionals and people who inspire to become DAM professionals?

Brooke:  [5:07] I would say DAM is awesome. I’ve been working in this field for about ten years and a variety of industries. I do not have a library degree or an IT degree. I have a degree in Spanish and a Masters in Linguistics.

[5:19] The beauty of that is that you can have any type of education background, basically. The field is a good combination of many things. My passion is photography, helping people, teaching, art, grammar, I love arguing about commas, organizing language, and then technology.

[5:37] Still working with people and also working with technology. I fell into this field I think a lot of people at this point have just kind of fallen into it, but it’s growing a lot. One of the things that I would like to see professionally would be more standardization, DAM job titles, and departments.

[5:57] It’s really hard to find positions because they might be called content manager, creative services, a librarian, a systems engineer. It can fall under a variety of departments, so maybe it’s IT, a business department, or marketing. The reality is that any major company is getting more and more digital assets, so there’s great job security in this field.

[6:20] I would recommend anybody looking for a DAM job, to just apply. There are not a lot of people that have tons of DAM experience. There are so many facets that if you have experience helping people, organizing files, using a CMS system, or manipulating digital files, that might be good enough.

[6:39] A lot of people just fall into this DAM jobs. I say it’s important to enjoy working with a variety of people, being able to listen to people, having attention to detail, and be passionate about technology and creativity.

Henrik:  [6:55] Thanks Brooke.

Brooke:  [6:56] You’re welcome.

Henrik:  [6:58] For more on this and other Digital Asset Management topics, go to anotherDAMblog.com. If you have any comments or questions please feel free email me at anotherdamblog@gmail.com.

[7:09] For this and 150 other podcast episodes, including transcripts of every interview, go to anotherDAMpodcast.com

[7:17] Thanks again.


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Another DAM Podcast interview with Abby Covert on Digital Asset Management and Information Architecture

Abby Covert discusses Digital Asset Management and Information Architecture

Transcript:

Henrik de Gyor:  [0:02] This is Another DAM Podcast about Digital Asset Management. I’m Henrik de Gyor. Today I’m speaking with Abby Covert. Abby, how are you?

Abby Covert:  [0:09] Great. Thanks so much for having me.

Henrik:  [0:11] Abby, how are you involved with Digital Asset Management?

Abby:  [0:14] Well, I am a professional Information Architect. My involvement with Digital Asset Management is really in helping organizations to understand the impact of language, and structure on their effectiveness towards whatever their goals might be, and that can be across many mediums, which I think is similar to the challenges that Digital Asset Managers face as well.

[0:35] They’re looking at the scaffolding that then initiates a lot of processes within an organization. So, my job is pretty similar in that regard I would say.

Henrik:  [0:44] As an Information Architect, you recently authored a book titled How to Make Sense of Any Mess. Tell us more about what we can learn from this book since many DAM professionals need to do the same.

Abby:  [0:55] My main premise in writing a book with such a broad title How to Make Sense of Any Mess, and I thought very hard on the word “Any”, was that I really felt as a practicing information architect after 10 years, that a lot of the messes that I was helping my clients to make sense of were actually really based in information and people, more than they were specific to the technologies, or the mediums that we were actually executing in.

[1:21] I would say that anybody who has been working in technology for more than 10 years, has seen some sort of current of change that all of a sudden we have mobile, all of a sudden we have social, how does that change what we do?

[1:33] What I actually found was that it doesn’t change a lot when you look at that information and people part, that it really comes down to a basic understanding of leading and facilitating people, through a process of identifying what is not making sense to their consumers or to their coworkers.

[1:51] Then working through the delicate steps that one needs to take to really adjust the mental models of themselves, and maybe the people that they’re working with, in order to reach whatever intent people are trying to get to. I guess after spending a lot of time making sense of other people’s messes, I wanted to know if I could write a book that would help people make sense of their own.

[2:14] I think so far, based on the feedback, yeah, I think that you really can. You can self‑serve this stuff which is great.

Henrik:  [2:21] What are the biggest challenges and successes you’ve seen with Digital Asset Management?

Abby:  [2:25] I definitely think that scalability is one of the biggest issues that organizations face in general. Whether that be scaling up to meet the needs of digital, or scaling up to meet the needs of a growing business, those two things have become synonymous. I don’t run into a lot of companies that are scaling up their business that doesn’t mean they need to scale up the digital side of their business.

[2:49] Also, the cross‑channel nature of things. The decision to invest or not invest in certain channels, and the impact of doing so. Taking the time to start a new social channel that just got announced, instead of taking the time away from doing something else. So I think in terms of Digital Asset Management, I think that it’s difficult to stay on the edge of that while also maintaining what you have and not letting the things that you have get unkempt.

[3:21] I would definitely say scalability, and keeping up with the wave of change would be the biggest challenges. Successes, I would say, anyone that can pay close attention to context of use, and not use metadata as a way of checking the box on like, “Yes, we’ve collected metadata,” but really thinking about how that metadata is going to apply to a use case, that might be realistic to that organization, and how they’re going to use that content at a swift pace.

[3:52] Then, also the cadence they’re going to need it at. I think that anybody who is doing that level of deep research organizationally, around the way that they’re organizing their internal assets, is probably seeing a lot more success than those who are in their cubicles alone, just applying data schema that make sense in their head. Because it’s easy to do that from the common sense place, but it turns out that common sense is pretty unreliable in a lot of cases.

Henrik:  [4:20] Good points. What advice would you like to share with DAM professionals, and people who are aspiring to be DAM professionals?

Abby:  [4:25] I am going to go and continue my thread of “Get out from your cubicle, or your office, or even from your desk and go work with other people.” I think that the idea of doing the work versus concepting your way through how the work will be done, is a dangerous place to be by yourself, especially in a field that is so dependent on making sense of the things for other people to use for their jobs.

[4:55] I feel like if you can take that soft skill part and use that, and give equal attention to that, then also your tools, I would say that that would be my number one piece of advice.

Henrik:  [5:07] Have a conversation with as many people as necessary who will be using this?

Abby:  [5:12] Yeah. Also, don’t scare them away with your language and your tools. That’s for you to figure out later. But get out a marker and some post‑it notes and a white board, or whatever you got to do to make them feel comfortable and get through the anxiety of… Digital Asset Management is like a big mouthy term, and I’m sure that there’s some marketers that are hearing it for the first time in some cases when people are working with them on it.

[5:37] Making sure that that’s not getting in the way, and just remembering that technology is a monster in many people’s minds. So, we’re all going through this transition organizationally. Most organizations are going through a transition. I would say that those that haven’t been born into digital, even those are going through lots of transitions with the increased cross‑channel nature of our businesses and our design mediums.

[5:59] But I feel like if you can educate people in a way that they understand that you’re making decisions that are going to help them along the way, and that you’re collaborating on those, and that you’re just the filter, you’re just the person that’s going to go to the tool at the end of the day, and enter it into the way that you guys agreed it’s going to be. But you’re not a dictator of the way that digital assets should be managed.

Henrik:  [6:22] Well, thanks Abby. For this, and other Digital Asset Management topics, log onto AnotherDAMblog.com. For this podcast and a 150 other podcast episodes, including transcripts of every interview, go to AnotherDAMpodcast.com. If you have any comments or questions, please feel free to to email me at anotherdamblog@gmail.com. And Abby where can we find out more information from you?

Abby:  [6:45] At AbbytheIA.com, or you find me on Twitter @Abby _the_IA.

Henrik:  [6:49] Thanks again.


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Another DAM Podcast interview with Barbara Alexander on Digital Asset Management

Barbara Alexander discusses Digital Asset Management

Transcript:

Henrik de Gyor:  [0:02] This is Another DAM podcast about Digital Asset Management. Hi, I’m Henrik de Gyor. Today I’m speaking with Barbara Alexander. Barbara, how are you?

Barbara Alexander:  [0:09] Good, thank you, and you?

Henrik:  [0:11] Great. Barbara, how are you involved with Digital Asset Management?

Barbara:  [0:15] The function that I handle essentially handles all digital assets for our company across all markets. We manage all product images, videos, presentations. All the assets then come in, and we tag them with metadata. The types of metadata that we embed assist our different markets and our different functional teams in sourcing the images that they need.

[0:44] For our marketing teams, they use the DAM to find and launch assets to all the different markets. When we’re rolling out a new program, we’ll supply all the print assets for ad production. All the assets for POS and displays, social media assets, and videos and other related assets roll out in their countries

Barbara:  [1:07] One of our big initiatives was to really focus on the consumer this year. We paid a lot of attention to our relationships with our retailer accounts. One of the things we do with our assets is we organize them in collections. Each collection has a single link that we can send to our retailer, or it can be embedded in a spreadsheet. They can click on it and have access to the assets without needing to log on to the DAM. This has been a big success for us.

Henrik:  [1:42] How does a global beauty manufacturer use Digital Asset Management?

Barbara:  [1:48] Primarily we use it to make sure that only approved assets are used in the marketplace, and to be sure that usage rights are complied with. We’re able to expire the assets on our platform. Our platform will send out notification to anyone who’s downloaded the asset that’s expiring to alert them to the fact beforehand. So that they can pull the asset and supply an alternative asset.

[2:17] It’s a great governing platform. It gives a worldview to the global marketing teams. It allows them to see how the markets are using the assets. If they’re really using the whole palette that’s been provided to them, or if they’re taking a few select assets. It allows the marketing team to assess their budgets and where they should spend their money.

Henrik:  [2:42] Barbara, what are the biggest challenges and successes you’ve seen in the Digital Asset Management?

Barbara:  [2:48] We’ve had a lot of successes and some realistic struggles. The successes have been with our ability to really service our markets and our retailer accounts, which are very important. We’ve been able to really focus on consumer‑facing experiences.

[3:06] The struggles really center around the internal reorganization our company has gone through, which has been quite traumatic. I’ve been doing a lot of thinking about where the DAM is located within the organization. It really matters in terms of its overall success and survival.

[3:25] The closer you are to the core of the corporate level, I think the more successful the DAM function can be within the organization. The further you are from that, the more vulnerable you are to new people coming in, or a new emphasis. That’s been very difficult. The DAM function right now is getting re‑assessed. It’s becoming more global marketing focused, we’ll have to see what happens with it. [laughs]

Henrik:  [3:51] A lot of people struggle with being more center to the core rather than being on the fringes and being possibly at irrelevance, unfortunately, because it’s not even known to the rest of the organization.

Barbara:  [4:03] That’s exactly right. We’ve had such a reorganization and shift in people, and as a result, DAM is not understood, or really factored in as a very core, relevant function of our company.

Barbara:  [4:19] We’re struggling with that right now.

Henrik:  [4:21] I understand, and I think a lot of organizations struggle with that. I’ve heard that from many organizations. That they don’t know where to put DAM. Is it IT? Is it marketing? Is it some creative function? Or is it tied to distribution or something? It’s a struggle for many organizations.

Barbara:  [4:37] Exactly.

Henrik:  [4:39] What advice would you like to share with DAM professionals and people aspiring to become DAM professionals?

“We have to think of ourselves as more than just a DAM professional. It’s more a media professional. I think that the more certification and knowledge that you can gain will only assist you.”

Barbara:  [4:44] We have to think of ourselves as more than just a DAM professional. It’s more a media professional. I think that the more certification and knowledge that you can gain will only assist you. I know the DAM Foundation has a program. I would recommend that. I also think it’s very important to attend industry functions whenever you can.

[5:10] There’s so much information to be gained by your colleagues in the industry that you really can’t source online or from a book. That face‑to‑face contact and understanding is really important. Definitely the DAM New York Meetup, the Henry Stewart DAM New York Conference, and Metadata Madness [laughs] .

Henrik:  [5:33] Which we’re attending right now.

Barbara:  [5:34] Exactly.

Henrik:  [5:36] Thank you, Barbara.

Barbara:  [5:36] Thank you, Henrik.

Henrik:  [5:38] For more on this and other Digital Asset Management topics, log on to anotherdamblog.com. If you have any comments or questions, please refer to email me at anotherdamblog@gmail.com. For this and 150 other podcast episodes, including transcripts of every interview, go to anotherDAMpodcast.com. Thanks again.


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