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It’s here! The newly (re)versioned Portfolio is packed with new features that promote shared content development and teamwork. Ever wish you had a time machine so you could travel back to get a previous version of a file? Portfolio 2016 is your gateway! Struggle to coordinate edits among teammates during the creation process? Portfolio’s check-in/check-out will put an end to the mayhem that ensues with simultaneous changes. Try it for 45 days – on us, and read on to see how Portfolio 2016 will turbocharge your workflow.Portfolio 2016: Turbocharging Digital Asset Management


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I just came from a very informative DAM forum, hosted graciously by Miami Dade College (MDC). This full-day event started out with a Case Study by the College, which is the largest institution of higher education in the United States. I wanted to share with you some of the notes I took while listening to their presentation, which focused on their digital asset management journey.

First, a little bit of history. Miami Dade College has been doing digital asset management for a couple of years now. The DAM initiative at MDC started from the workgroup level. Ricardo Delgado, Sr. Graphic Designer is considered to be the “Godfather of DAM” at MDC, but the CIO of the Inter-American campus also supported the efforts.

As you may experience yourself if you’re on this DAM journey, the path is not always smooth, and you may encounter some “renegades” along the way who refuse to see the value that managing your digital assets can bring to your organization. One thing that it’s apparent from the from Miami Dade College story, is that everyone throughout the organization is involved and plays a role in the successful implementation of DAM—it’s important to conduct it as a team effort.

Many questions came from the floor regarding how to involve the stakeholders and get those technology laggards to cooperate. “Training, training, training,” says Ricardo Delgado. Although Portfolio is very easy to use and the learning curve was minimal even for non-technical users, MDC has found that the personal interaction with users through was essential.

And this approach is paying off for the College. When they first implemented Portfolio, they had very few assets into the system, but with hard work, dedication and internal DAM evangelization, they number of assets into the system has grown exponential. Irene Munoz, Director of Marketing at MDC recalls: “Before we delivered the training, we had about 200,000 assets in Portfolio, and just a few months after the training, we have over 335,000 assets in the image bank alone.” This tells me that people understand the benefits, are using Portfolio and are getting it done.

Miami Dade College shared with the forum attendees their criteria for selecting a DAM system. For them, it was important that the DAM vendor had experience dealing with clients of their scale, provided expert technical support, fit into their existing technology, was scalable and flexible to grow at the College’s pace and allowed them to access and distribute a wide range of assets. MDC evaluated several DAM solutions (even some that are not in business any more) and Portfolio came up as the clear winner over other products.

Rene Ramos, the Archives Director at the College, had the daunting task of centralizing and cataloging over 50 years of the college’s history—a huge repository of documents, photographs and videos. For him, the ability to quickly find assets is one of the key functionalities. “Portfolio made us look like heroes”, he commented.

Some other tips that Miami Dade College shared with the attendees:

  • Partnership with end users and IT is crucial
  • Show successes early on
  • Get a solution that’s easy to use to minimize the learning curve
  • Look into the vendor’s viability when evaluating a solution
  • Choose a DAM system that fits into your existing IT infrastructure
  • Take the time to come up with standards for naming conventions, image resolution, file size, etc.
  • Create a “cheat sheet” for these standards, and distribute to your end users
From left to right:  Ricardo Delgado, Cindy Valladares, Rene Ramos

From left to right: Ricardo Delgado, Cindy Valladares, Rene Ramos

The full-day event also included a presentation on Digital Asset Management Best Practices, roundtable discussions focusing on (1) asset organization and (2) implementing DAM across multiple departments, and the ever-popular hands-on workflow session by Extensis’ System Engineer.

If you couldn’t join us for this event, maybe you would like to attend the upcoming Digital Asset Management Forum in Washington, DC on September 9. This event will focus on Managing and Distributing Large Image Collections and featuring a Case Study by the National Wildlife Federation. And we’re also coming to Seattle in October, so stay tuned.

If you’re interested in sharing your digital asset management story, please drop me a note at cvalladares(at)

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Paul\'s stick figure icon of a personPortfolio allows you to track and keep all sorts of information about your assets. Much of this information you don’t need to access on a daily basis, but it’s nice to have around, just in case. The downside of having lots of information is that it presents challenges on how to find that information or assets you need, quickly.

To search and find things with Portfolio you have a few different ways to get what you need, some faster than others. The first way to find things is to open the Portfolio client and scroll through the main screen, looking at the thumbnails until you find what you want. This is great if you have a limited number of items, and items that are unique that don’t look a lot like the others, but how realistic is that… probably not very realistic.

The better way to find things is to use QuickFind. You can QuickFind in the full Portfolio client application as well in Portfolio Express. By default QuickFind searches for items based on Description, Filename and Keywords. If you have large description fields this will slow down the speed of returning your results. Often you may have a different field that you need to search on every time, like a client name, a job number or maybe a subject. If you’ve set up other fields to be your ‘main’ data fields, you can change QuickFind to search on those fields, rather than having to pound through other fields that are less critical.

To change what QuickFind searches, you have to open your catalog and edit the Preferences. On Windows, go into the Edit menu, select Preferences. On Macintosh, select Portfolio menu, select Preferences. Next, select the QuickFind tab. You will see 3 boxes checked for what QuickFind will search. You can select the fields that you want QuickFind to search. You can set unique QuickFind criteria for each catalog you use, so if one catalog relies upon job numbers, and the other is specific all your archive client information, you can set different QuickFind criteria for each catalog.

Portfolio QuickFind Windows options

Portfolio Express will utilize these preferences, so you will get the same results regardless if you’re using Portfolio Express, or the full client.

So, really focus on how you search for things, and start fine tuning your Finds.

Next time, we’ll look at how to build more efficient searches and saved searches. Once you’ve got a saved search that works, you can build Smart Galleries. But more on that next time.

Paul K out.

And the 2 wheeled world update, today was pretty wet for an August, I actually had to don the rain pants and rainproof gloves. I actually debated about wimping out and driving my truck, but I suited up, put on the softside luggage to carry my laptop and went for it. I’m really enjoying my ’82 Honda Hawk. I’m trying to carve out some time to try doing a longer trip on it. I almost drove it to Bend, Oregon last weekend, but I think I’ll try and do a shorter trip before I jump right into a drive half way across Oregon and the Cascade Mountains.