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Another DAM Podcast interview with Kate Jordan Gofus on Digital Asset Management

Kate Jordan Gofus on Digital Asset Management

 

 

Transcript:

Henrik de Gyor:  [0:00] This is Another DAM Podcast about Digital Asset Management. I’m Henrik de Gyor. Today I’m speaking with Kate Jordan Gofus. Kate, how are you?

Kate Jordan Gofus:  [0:09] I’m well, how are you?

Henrik:  [0:10] Great. Kate, how are you involved with Digital Asset Management (DAM)?

Kate:  [0:14] I’m the digital librarian for a healthcare software company. My company focuses on and we primarily use videos to help educate patients and empower them in their healthcare journeys. I manage the video library for this company. We’re a pretty small shop, so I’m involved in all phases of the Digital Asset Management process. That includes rights management and vendor relations. I am a client resource. I work with implementation, our product and development teams. I work with our support teams, troubleshooting. We also use a homegrown Digital Asset Management system so I do work with our development team quite a bit.

Henrik:  [0:53] Kate, how does a company focus on interactive software to help hospitals get patients more involved in their own healthcare use Digital Asset Management?

Kate:  [1:01] Because our software solution primarily uses videos to educate and empower patients, we have a large number of videos to manage. This includes version control, distribution, everything about the Digital Asset Management. We have well over a hundred client sites, facilities, hospitals who are using our software platform, and thus, our videos. We use the Digital Asset Management system to centrally manage files, and also metadata, for thousands of videos that are going to the software platforms in these hospitals. The videos are about various topics, ranging from oncology to relaxation content, like nature videos. We use the Digital Asset Management system to manage key wording metadata so we can know what we have available, and also as a means of distributing that in a streamlined and efficient way. Healthcare changes really quickly. We need to be able to update our content in a quick and efficient way and we need to be able to update that content at the hospitals, not just in one place. We use the Digital Asset Management system to do that. The needs of our hospitals vary widely, so we needed a way to be able to distribute what a hospital wants or what a hospital needs specific to that hospital. The Digital Asset Management system allows us to maintain consistency across almost 200 hospitals and also control what is there, what isn’t there. It also has allowed us to support growth. When I started with the company a couple years ago, we had one‑third the number of client hospitals that we do now, and if we were still FTP‑ing video files to all of our hospital sites and then manually configuring the videos…

Henrik:  [2:53] That sounds more painful that way.

Kate:  [laughing] [2:55] My life would be really terrible. Right now we use the Digital Asset Management system to distribute files to all of those sites, and we also distribute the metadata, and the way in which the files and metadata are transferred, eases the configuration process at the individual hospital very much. We are constantly moving more towards automation and improving processes to make this less and less painful. That’s what we use it for, intellectual and physical control of our video files.

Henrik:  [3:26] Kate, what are the biggest challenges and successes you’ve seen with DAM?

Kate:  [3:30] I think that one of the biggest challenges I’ve seen is finding the right tools or system to manage your assets. Every organization is different and is going to have different needs and different ideas of what DAM is and what it can do for them. I have seen purchased DAMs, I have now seen a homegrown DAM, there is always the argument between hosting your own content and having your content hosted externally. I think that it’s really difficult and important to make sure that you’re using the right solution for your needs. I think that one of the challenges is that sometimes people jump into Digital Asset Management without doing a background research first.

[4:11] Another challenge that I’ve seen is people expecting technology to fix everything and to do so immediately. A lot of Digital Asset Management is improving processes and documentation and writing and enforcing rules. That means dealing with people. Sometimes, I will be asked, “But I thought the Digital Asset Management system was supposed to fix this!” The answer is often, “Well, it did fix it. It made it possible, it didn’t make it necessarily instantaneous.” I think that, that is another challenge and that’s a perception thing. We are very lucky that we definitely have buy‑in on our Digital Asset Management system at my organization. We existed for a long time doing the same kind of work without a Digital Asset Management system, so I think there is an appreciation for ours.

[5:00] I also think that a challenge I’ve seen is that organizations are always evolving. Digital Asset Management systems, especially homegrown Digital Asset Management systems, are always evolving. You have customization, you have enhancements, improvements, things like that. It’s a delicate line to walk between improving your DAM and trying to force your DAM to do things that it wasn’t meant to do and shouldn’t do. It’s hard to draw the line sometimes and say, “Well, the DAM could maybe do that, but it’s not the best tool to use for that, and it’s not going to make our DAM better.”

[5:37] Some of the successes we’ve had, using the Digital Asset Management system and using it correctly, has increased our turnaround time on new video content by over a factor of four. It used to take significantly longer when we would get new content from either our partner vendors or from our clients. It used to take a really long time for us to get that loaded on all sites. That’s a big problem in health care because you always want the most up‑to‑date information, patients deserve the most up‑to‑date information. We’ve significantly cut down our turnaround time for loading video content. We’ve also improved consistency and control. I know for a fact that all of my sites have the most up‑to‑date videos that we have. I don’t have to go to every client site, every hospital, to figure that out. I can access all of that information through our Digital Asset Management system because our Digital Asset Management system is linked very closely with the software platforms that are installed at all of our hospitals. It has made it easier to manage the content, its also made it easier to answer questions. Internal and external stake holders have lots of questions about videos and sometimes they want to know if there’s other content available. It makes it easier when I can quickly look at what content they do have so I can tell them what they might want to add.

[7:04] We have almost 200 hospitals. They sometimes want to create their own videos or they have found some relaxation video that they think is really great and they want loaded on their software platform. They submit that to us and we will load it and configure it on their software platform for them. It has to be ingested through the Digital Asset Management system and encoded properly and we need metadata and all of that stuff, but we encourage our hospitals to add any content to their facility that they think will make their patient population happy or improve outcomes for their patient populations. Sometimes, I get questions from one of our hospitals asking if I know about any music programs that their patients may be interested in. I can look in our Digital Asset Management system and say, “Yes, actually. This other facility in a completely different part of the country has found this great vendor that they love and we already have the videos encoded and if you got the licensing rights on your own, through the Digital Asset Management system, I can transfer those to you and you don’t have to get the videos encoded on your own, you don’t have to buy DVDs from anybody, all you need is to give them a call and maybe a PO number.” That makes our clients really happy and it makes patients really happy and that makes me really happy.

Henrik:  [8:23] What advice would you like to share with DAM professionals and people aspiring to become DAM professionals?

Kate:  [8:27] I think that something really important to remember is that a Digital Asset Management system, in my experience, never operates on its own. It’s never the only system that an organization is using. It is often seen as a support system, really. I think that it’s really important to continue to focus on interoperability and making it so that your system plays nicely with others and is not cogging up the works for your organization. I think that’s something that we need to continue to focus on as a DAM community.

[9:03] I also think its really important to focus on sustainability and scalability. We have a homegrown Digital Asset Management system, so I have a lot of input into how our DAM system evolved. That’s good, and that’s also dangerous. We need to make sure that any changes that we make are in the interest of sustainability and scalability so it doesn’t bite us in the bum later. I would say to people who are looking to get into the DAM profession, that you should be tenacious. Just try to fix the problems that you face in your organization as well as you can and recognize that it’s going to take a while and you’re probably going to have to try the same thing over and over a few times. Maybe differently, maybe the same way so that it works. Don’t be discouraged by big wigs who have fancy letters after their name. There are lots of different backgrounds in this field, and you don’t have to have gone to school for Information and Library Science to be good at this job, though I did. I think that, at the end, we’re really trying to fix problems and fixing them along the way. I think that if you are flexible and creative, you’re going to have more success fixing the problems. That’s what I would say.

Henrik:  [10:14] Well, thanks Kate.

Kate:  [10:15] Oh, you’re so welcome.

Henrik:  [10:15] For more on this and other Digital Asset Management topics, go to anotherdamblog.com. For this podcast, and 150 other podcast episodes, including transcripts of all the interviews, go to anotherdampodcast.com. If you have any comments or questions, feel free to email me at anotherdamblog@gmail.com. Thanks again.

 


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Another DAM Podcast interview with Fred Robertson on Digital Asset Management

Fred Robertson discusses Digital Asset Management

 

 

Transcript:

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

Fred Robertson:  [0:10] Good, thanks.

Henrik:  [0:12] Fred, how are you involved with Digital Asset Management?

Fred:  [0:14] I’ve been involved with Digital Asset Management for about 10 years now. My current role as Digital Asset Manager is about two years old. My main role is to manage photography assets from the beginning of the creative process all the way through to disseminating them out to a global community of creatives. This means when a photo shoot is finished, a hard drive will come to me and I’ll transfer files onto one of our server volumes. Then art directors do their part making selections and preparing files for me then to move out to a color correction house for retouching and color correction.

[0:52] Then files come back to me when they’re complete so I can properly name them, tag them properly, and post the final assets into an image library that we maintain. I’m also in charge of managing the version control and file names where all the product groups and different models of products and series versions, which can get complicated. We really have to have a good system of naming in place.

[1:15] I also interact with the global partners so that whenever they need assets, and whenever new assets are posted, they’re constantly being updated about new activity and new imagery that’s available. Finally, managing the storage space on all of our working volumes. It’s a pretty involved role.

Henrik:  [1:34] Fred, how does a well known audio technology developer and product manufacturer use Digital Asset Management?

Fred:  [1:41] We use DAM in many different ways. Primarily, from an image standpoint, still photography is the main focus of our DAM work currently. We maintain this image library and storage system for all of our product assets, advertising, photography. We also use it as a creative workflow so that our creative can produce all the layout creative work that they need to by linking to those high res assets that have gone through that process that I explained earlier.

[2:10] Our creative group is able to produce layouts and different presentations without having to duplicate assets. It’s an all‑encompassing system where we have different volumes on our server for creative files, layouts, logos, raw photography, final color corrected imagery, even outtakes. It’s a highly managed system, but it also allows for more fluid workflow.

Henrik:  [2:34] What are the biggest challenges and successes you’ve seen with Digital Asset Management?

Fred:  [2:38] I would say the challenges are many. First and foremost, just educating people about the system we have and giving users a degree of confidence in using it. A lot of folks tend to be a bit daunted by or confused by an interface. Some DAM interface is just not as user friendly as most people expect after going on the web and, say, using stock sites. I find that if you hold someone’s hand just the tiniest bit, it goes a long way to helping them become independent in their use of it.

[3:06] One of the bigger challenges is getting all to these stakeholders, internal clients, corporate interests, some legal concerns, and anyone that needs to access it how to be on the same page about how we’re coordinating management and organization of those assets. Those challenges are ongoing. We don’t really manage digital assets. The digital group seems to manage their own. The video group seems to manage those on their own as well. I’m helping in both of those areas, but it’s not under one umbrella, which makes it tricky. It gives us something, a goal to shoot for as well, which is to get everything in one place.

[3:44] Successes are just that we have a tool in place. It’s surprisingly still unique to see large companies using a DAM tool in ways other than just small internal groups using it. We’re trying to use it on a global marketing scale is ambitious, and it’s great that we can continue to improve upon it from there.

[4:04] It helps us coordinate product launches. Just having a Digital Asset Manager in house is a new role here. I think it’s made a big, big difference in productivity in the group.

Henrik:  [4:15] Fred, what advice would you like to share with DAM professionals and people aspiring to become DAM professionals?

Fred:  [4:20] I think, first and foremost, just having a clear and focused approach is most important, something that emphasizes the value in having a process in place that everyone needs to adhere to, but that you can as a Digital Asset Manager, you can help facilitate that process and really step in at every point along the way so that you can interact with many different groups of people who might not often interact with the group that I work in. I really enjoy being a greater part of the whole process so I can really answer questions at any point along the way.

[4:54] I think if you aspire to become a DAM professional…My background’s photography and I came at it from that perspective, as a person who was just immersed in having a visual education. The way I look at imagery is organizationally different than most folks that come at if from a library science perspective, which I often wish I had, but I also feel like I bring something unique to the process as sort of a self‑taught DAM professional in a way.

[5:26] I just think emerging yourself in imagery and processes can only help get you to that place where really allowing yourself a chance to view lots of imagery and think about ways in which that they’re organized and interact with photographers and artists, it can give you a much more rounded perspective.

Henrik:  [5:45] Well, thanks, Fred.

Fred:  [5:46] All right.

Henrik:  [5:46] For more on this, and other Digital Asset Management topics, go to AnotherDAMblog.com. For this podcast episode, as well as 150 other podcast episodes, including transcripts of every interview, go to AnotherDAMpodcast.com.

[6:01] 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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