March 22nd, 2016 by Jim Kidwell
A major feature introduced with Portfolio 2016 was the addition of the Vault Catalog type (check out our :60 video demo at the end of this post). Previous to the introduction of the Vault, assets lived within the server’s directory structure. Organizing assets into folders using the operating system’s file structure has some conveniences. For example, you can just grab a file and throw it on a flash drive right from the desktop of the server. However, you can just as easily grab a whole folder of assets and trash them too. Scary thought!
Organizing assets in this manner exposes your organization unnecessarily and creates the opportunity for a major disaster. Of course, you could always recover from a previous back-up (you are diligent about keeping back-ups, right?), but that is a lot of extra effort. Why put yourself through that? You’ve painstakingly curated your collection of assets and they have real value so take every precaution to make sure they are safe and secure.
In addition to having best practices in place to limit access to the server and keeping on top of back-ups, use Vault catalogs to add an extra layer of protection for your digital asset management system.
Below are the Top 5 Benefits you’ll gain by using a Vault catalog to store your digital assets.
If you’re interested in giving Portfolio 2016 a closer look, we’ve got a 45-Day Free Trial so you can give it a test run.
Top 5 Benefits of Using a Vault Catalog:
- Workflow Management – Unless you’re a lone wolf, you’ve probably run into the problem where multiple people are making simultaneous changes to copies of the same file. In the rush to just get it done, sometimes edits collide. Fortunately, with a Vault catalog, assets are managed more closely. Use check-out / check-in to control who’s working on any given file at any time.
- Version Control – In addition to managing the creative workflow mentioned above, when assets are checked back in, a new version is logged in the history. Versions are also created based on changes to keywords and other metadata edits too. It’s all tracked inside Portfolio so you never have to worry about loosing work or undoing a bunch of edits to get back to where you started. Simply download any version, from any point in time, all the way back to when the asset was first cataloged.
- File Locking – Sometimes you don’t want anybody touching certain assets. Maybe they are for reference only, or the usage license expired, or the asset is only meant to be archived for preservation. No matter what the reason is, assets in a Vault can be locked up safe and sound. Don’t worry though, users can still search, find and preview locked assets without actually having access to the file directly.
- File Masking – Remember what I said about users wreaking havoc when they have direct access to files on the server desktop? Because a Vault catalog is a database of files and metadata about those files, you can keep it secured on the server. This forces users to access files using Portfolio Web or Portfolio Express without giving them access to the physical files on the server.
- Portability – This isn’t important until it’s important…but then it becomes critical. Vault catalogs are stored in one, easy to back up and move around file. This makes it super convenient when you want to migrate Portfolio to new hardware or you just want to make a physical back-up of the whole catalog onto an external hard drive.
We think you’ll love Vault catalogs as much as we do…perhaps maybe even a bit more. Do yourself a favor and check out the 45-day Portfolio trial and see for yourself.
Speaking of seeing… here’s the video of Portfolio Vault.