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Another DAM Podcast interview with Anne Lenehan on Digital Asset Management

Anne Lenehan 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’m speaking with Anne Lenehan. Anne how are you?

Anne Lenehan:  [0:09] I’m very well, thank you Henrik.

Henrik:  [0:11] Anne, how are you involved with digital asset management?

Anne:  [0:14] At Elsevier, I’m currently the product owner for our digital asset management system, and I was also involved in creating the business case for the DAM we introduced into Elsevier, and ensure that not only through the business case but also through the implementation phase at Elsevier.

Henrik:  [0:31] Anne, how does the provider of science and health information use digital asset management?

Anne:  [0:35] It’s a great question, when you think about science or health information you don’t necessarily think about all of the types of rich media and video, and audio materials that are part of not only just the diagnosis part of medical information but also in the learning and also in the patient information. The way that we use digital assets at Elsevier is they’re part of every product that we produce, every book, every journal and every online product that we have has images, videos, audio files, Google maps files or map files.

[1:08] We have special 3D and interactive images, we have interactive questions and case studies, all of which have a lot of rich media as part and parcel of those content pieces. Those are all digital assets that we want to store and manage, and potentially recompile and re‑use in future products. It’s really at the core of our content information. It is as big of a part of our content flow as the text content has always been.

Henrik:  [1:39] What are the biggest challenges and successes you’ve seen with DAM?

Anne:  [1:42] I think one of the most difficult thing with digital assets and how we manage them through a DAM, is really understanding the work flows that are involved in creating the assets, and how they can fit together in an end‑to‑end workflow for production pieces. I think that’s probably the biggest challenge.

[2:00] The way that we view creating, say images or videos, are viewed as very much separate work streams, where in fact, they are very frequently work stream that all flow together or workflows that flow together and are connected in a way. Actually having a DAM enables us to view those work streams and workflows in a much more continuous manner and help us to improve our processes for creating rich media assets that are then part of the DAM.

[2:30] I think this has been one of the biggest challenges that we’ve seen within my company but that’s also a common thing within other companies is that certain parts of the workflows are not always identified as having the potential to be part of working with the digital asset management system. It’s actually very good way to manage assets coming into the company from our author base.

[2:51] It’s a great way to manage distributing those assets for improvements or for transformation to our vendors. Digital asset management system is a very helpful way for us to review those assets, to view them in [Inaudible 3:03] and the way that they are going to be used in our content product. Also to distribute those assets down the road to our product platforms and also as part of our compiled objects, be they books or journals, online content, e‑books, whatever the output is.

[3:19] That’s a great success and it’s actually seeing how the DAM can be in content, but the biggest challenge is really helping people understand how those workflows fit together.

Henrik:  [3:30] Anne, what advice would you like to share with DAM professionals and people aspiring to become DAM professionals?

Anne:  [3:35] I think one of the most important things to understand is actually how the assets are used in a company, and what the importance of those assets are. This was a big change for us at Elsevier, we had always viewed rich media assets with somewhat secondary..or a secondary part of our content pieces.

[3:52] It was only really when we started to think about video assets and image assets, and all other kinds of rich media assets as being core and central to our content pieces that we started to really look at DAM as being a way to manage those content pieces.

[4:07] The one important thing for an aspiring DAM professional is to really understand the business that they are looking at, and what the content pieces are that go into it, and how those content pieces, be they, digital assets. How are they working together? What is the overall picture, and the overall view or the overall importance of digital assets to that company?

[4:27] As those assets become more important and as the record or the management or the potentially the re‑use becomes more important. That would be something very important to understand and to translate to, particularly to senior management, in supporting and funding origination of a DAM system.

[4:45] The other thing that I would really recommend for aspiring DAM professional is to understand a lot about metadata and taxonomy and how they work together to support the assets that you are creating, storing and managing in a digital asset management system. I can’t overemphasize this enough, but this was really a core part of our mature view of digital assets within Elsevier is that we had established a really good taxonomy.

[5:11] That we are using as part of a process we call Smart Content across our product assets and platforms. We were using the taxonomy to tag our content and manage it to improve the search and discovery of the assets and content that we had on our platforms. One of the outgrowths of the Smart Content program was really to understand that rich media assets were being searched and were being used.

[5:37] That actually translated to…how do we use the taxonomy? What a taxonomy is? How it could be used in your particular industry and the importance of how that can be used to enable search and discovery and lead in the efforts of the DAM.

Henrik:  [5:50] Well, thanks Anne.

Anne:  [5:51] Sure.

Henrik:  [5:53] For more on this and other digital asset management topics go to AnotherDAMblog.com.

For this and 150 other podcasts 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.

Listen to Another DAM Podcast on Apple Podcasts, AudioBoom, CastBox, Google Podcasts,  RadioPublic, RSS, Spotify or TuneIn

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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.

Listen to Another DAM Podcast on Apple Podcasts, AudioBoom, CastBox, Google Podcasts,  RadioPublic, RSS, Spotify or TuneIn

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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.

Listen to Another DAM Podcast on Apple Podcasts, AudioBoom, CastBox, Google Podcasts,  RadioPublic, RSS, Spotify or TuneIn

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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.

Listen to Another DAM Podcast on Apple Podcasts, AudioBoom, CastBox, Google Podcasts,  RadioPublic, RSS, Spotify or TuneIn

Need Digital Asset Management advice and assistance?

Another DAM Consultancy can help. Schedule a call today