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Digital assets are, as the name implies, meant to serve the business or organization in which they reside.  But if they are ineffectively managed, these assets can become liabilities.

To prevent this from happening, here’s 5 tips:

  1. Establish digital asset management (DAM) best practices immediately. It’s impossible to manage something without putting forethought into the processes and tools you will use, so if this is your first attempt, take your time and get it right. If you need ideas, check out our DAM Best Practices Guide.

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iStock_000053522702_SmallThe end of the line for your digital assets is a lot like retiring a comfortable pair of old shoes. You can’t bring yourself to do it, so they sit around forever.  Usually it takes an extenuating circumstance to force us to say goodbye to our beloved items. But it shouldn’t.

In most data centers – where your digital assets live – the main three concerns are:

  • Power – Power doesn’t apply here since servers have become optimized for green energy initiatives;
  • Space – In the ‘old’ definition of space, people were concerned with server racks.  With VMs, that really doesn’t apply;
  • Cooling – It’s already well handled.

So when it comes to dealing with old digital assets, what should we be concerned with?

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“Where is that one picture we created for that one campaign that one time?”

Ring any bells? Personally, I understand this challenge. I recall being in an impromptu brainstorming meeting for a campaign that needed to be launched in a week. I tried to find a digital ad that was utilized for a like campaign six months prior. It’s simple, right? All we needed to do was change the ad copy, call-to-action, and boom! We have a “new” advertisement.

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Well, not so simple. Five of us were searching and searching and still couldn’t find the native file. Design had to go back to the drawing board and create the ad from scratch. Not to mention, there were other assets we couldn’t find that needed to be utilized for the new campaign.

Now, marketing teams (agency or in house), work on a spectrum of projects from social media to search engine optimization and more specifically, creating content for the web, advertising, PR, email campaigns, and more. The list goes on. Keeping up with all of it can be a bit daunting, but we do so by working with the tools that we have.

Let’s revisit that last minute brainstorming meeting I was in. Let’s say our team utilized a digital asset management (DAM) system. Using a combination of metadata and keywords, I would search for the file and it would appear immediately, along with any other vital information such as use guidelines associated with that document. We could have easily downloaded the file, handed it to design along with updated copy, and Voila!

Here’s a little more about how digital asset management could have helped me and can potentially help you:

– Self-Service Distribution to Sales:
We know that Sales and Support regularly asks for collateral that is usually locked down in Marketing folders. It would save time if Sales and other departments could get what they need instantly without having to ask someone to track it down. With DAM, a self-service feature can be implemented so documents, project files, collateral, images, etc. can simply be downloaded and utilized instantly. Marketing saves time. Sales gets what they need, when they need it.

– Prevent Assets From Being Used Inappropriately:
Marketing teams can gain control over who has access to what and when. This decreases the risk of violating branding guidelines and liability. I can’t tell you how many times I’ve seen a logo sneak through the cracks and used incorrectly. With a digital asset management solution, marketing teams have the capability to place assets that can be trusted in the hands of people who can be trusted. Features exist that help control who can see assets and who can download them.

– Expire Assets When No Longer Approved for Use:
It’s a best practice to avoid deleting items that are no longer needed, but finding a place to archive these assets and finding them if needed can be tedious. Instead, DAM creates an easy way to archive these assets so they are not in visible. This can prevent misuse and reduce the risk of liability.

We have so many moving parts associated with so many projects and campaigns. Most need to be implemented and completed quickly while meeting high expectations. DAM is a tool that can help improve workflow and decrease organizational chaos so you can concentrate on meeting expectations, instead of trying to find an asset or worrying about someone else using an asset inappropriately. It’s one less thing we as busy marketers have to worry about. Happy Marketing!

Put your thinking cap on! Learn more about digital asset management.

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We’ve been working hard to put together an all-purpose DAM Toolkit to help you learn more about digital asset management and make a strategic investment in a DAM system. The kit includes an ROI calculator, our up-to-date Digital Asset Management Best Practices Guide and more.

Check it out.


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I’m sure you’ve heard a lot about Digital Asset Management, or DAM. But many business still face uncertainties about what DAM is exactly, how will it help their business, and where to even get started.

Digital Asset Management Toolkit

Well, say goodbye to all your unanswered questions! Today we’re releasing a new DAM Toolkit, designed to guide companies from early stages of Digital Asset Management exploration to best practices for implementation and rollout.

With the new Digital Asset Management Toolkit, you can:

  • Become educated on DAM and its benefits
  • Determine if you need DAM
  • Calculate the ROI of a DAM solution, specific to your organization
  • Create a strategy for selecting a system
  • Develop criteria for evaluating solutions
  • Prepare for a smooth and successful implementation
  • Learn best practices for workflow definition & mapping, asset naming conventions, metadata schemas, and more
  • Maximize your DAM system

You can start using the DAM Toolkit today by clicking here.


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Our new Portfolio release adds support for the latest OS X, advanced reporting features, and more

With the explosion of digital assets and media over the past decade, companies are struggling to keep them organized and accessible while ensuring version control. Locating and distributing files has become a major time and productivity killer.

Fortunately, Extensis Portfolio™ makes digital asset management (DAM) affordable for companies of all sizes. Originally released in October 2014, Portfolio transformed the user experience with suggested, guided search capabilities, millisecond results, a sleek new user interface and elegant thumbnail views. It’s used by hundreds of Fortune 5000 companies. And it’s just been updated to make it better than ever.

Get Your Assets in Gear with Portfolio 1.5

Portfolio has added full compatibility with Apple® OS X® Yosemite (v10.10) and advanced reporting options. It’s also faster than ever, with new features that increase the efficiency of importing, copying, updating, converting and exporting assets.

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With the explosion of digital assets and media over the past decade, companies struggle with how to keep files organized, accessible, and properly managed. More files means more inefficiencies in the form of lost time and money spent trying to find them.

 

The Ultimate Digital Asset Management (DAM) System Has Arrived: Introducing Extensis Portfolio

Introducing Extensis Portfolio

 

Our newest release of Extensis Portfolio™ couldn’t come at a better time. In the words of our esteemed Product Manager of Digital Asset Management Solutions, Maxwell Mabe, “This is the most significant update to Portfolio since its inception, addressing core DAM functionality with an emphasis on workflow and user experience.” Built for collections of up to 10 million assets, Portfolio gets them organized into a meaningful, usable collection, and lets you find what you need, fast. Continue Reading »


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Attention Museums & Cultural Heritage Institutions 

Ready to create efficient systems to manage your assets? We’re pleased to announce Portfolio Server support for Spectrum and VRA Core. These two industry standards help centralize and manage your asset collection, and make it easier to work with metadata.

Portfolio Server for Spectrum DAM & VRA Core Standards

More museums and cultural heritage institutions are using digital asset management to centralize and manage collection objects. With added support for the Spectrum Standard and VRA Core, Portfolio Server users have a one-click option to apply metadata fields to catalogues. ~ Maxwell Mabe, Product Manager, Digital Asset Management Solutions.

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In diesen kostenlosen Seminaren wird Extensis Ihnen zeigen, wie unsere seit Kurzem in neuen Versionen zur Verfügung stehenden Font und Digital Asset Management-Applikationen Ihnen und Ihrem Unternehmen Zeit und Geld sparen.

  • Sehen Sie Portfolio Server™ 11 und Universal Type Server® 4 in Aktion
  • Erfahren Sie, wie Sie Schluss machen können mit den „Fehlende Schrift“-Dialogboxen
  • Entdecken Sie, wie Sie der fortwährenden Suche nach vermissten Assets ein Ende bereiten können
  • Diskutieren Sie neue Produktentwicklungen und Updates mit dem Team von Extensis

Dienstag, 1. April 2014

München
Concentra GmbH & Co KG
Konrad-Zuse-Platz 1
81829 München

9-9:30: Registrierung
9:30: Universal Type Server 4 Demo und Q&A
10:30: Erfrischungen
11:00: Portfolio Server 11 Demo und Q&A
12:30: Ausklang

Anmelden

 

Mittwoch, 2. April 2014

Zürich
Swissotel Zürich
Schulstrasse 44
8050 Zürich

14-14:30: Registrierung 14:30: Universal Type Server 4 Demo und Q&A
15:30: Erfrischungen
16:00: Portfolio Server 11 Demo und Q&A
17:30: Ausklang

Anmelden

 

Donnerstag, 3. April 2014

Hamburg
East Hotel & Restaurant GmbH
Simon-von-Utrecht-Straße 31
20359 Hamburg

9-9:30: Registrierung
9:30: Universal Type Server 4 Demo und Q&A
10:30: Erfrischungen
11:00: Portfolio Server 11 Demo und Q&A
12:30: Ausklang

Anmelden

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Come and see us on Stand F8 at Technology for Marketing & Advertising, the UK’s only integrated marketing event. It is taking place on 25-26th February 2014 at Earls Court 2 in London and this will be Extensis’ fifth year in attending the event.

TFMA’s Seminar Programme has also now been announced, covering all areas of marketing and advertising and we are proud to announce that this year we will be presenting not one, but two sessions!

Jim Kidwell, Extensis’ Senior Product Marketing Manager is coming to the UK from the US especially to present these two seminars titled “Just my type: successful branding and typography” and “The future of DAM – up, up…away?”

On Tuesday, 25th February at 2pm in the Content Marketing & Web Optimisation Theatre, Jim will help you understand how web typography affects your website, and public perception of your brand.

On Wednesday, 26th February at 2pm in the Customer Insight & Data Analytics Theatre, he will reveal what exactly Digital Asset Management (DAM) is, what the cloud is and where it is headed in the future.

The sessions will explore the challenges of managing marketing assets and present proven workflow solutions.

Extensis will also be presenting their latest font and digital asset management solutions on stand F8, throughout the show.

Stop by to learn how to:

  • Manage fonts across multiple workgroups with ease and efficiency
  • Keep your organisation compliant with non-invasive, font license reporting
  • Centralise and archive images, audio, video and document files
  • Automate asset delivery and benefit from NetMediaMax
  • Use WebINK to improve your readers’ online experience as news and content coverage continues to ‘converge’ at speed.

Event Details:

  • 25-26 February 2014
  • Earls Court Exhibition Centre, Warwick Road, London SW5 9TA

For more information on TFMA 2014 or to register for free, visit http://www.t-f-m.co.uk/

We hope that you will join us.


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Join Extensis at one of several heritage and culture events across the globe, where we will share how some of the world’s most prestigious museums use DAM to not only manage their collection objects, but also how Portfolio Server 11 integrates with Collection Management Systems (CMS) using an open API to create an effective and comprehensive collection management solution.

The “Art of DAM” tour kicked off this week at the Museums Associations Annual Conference & Exhibition in Liverpool, UK where we hosted a workshop along with Tom Bilson of the Courtauld Institute of Art titled “Developing comprehensive collection management solutions.”

Tom Bilson Presenting at the Museums Association Conference in Liverpool

Tom Bilson Presenting at the Museums Association Conference in Liverpool

The rest of the tour dates are as follows:

November 14, 2013

London, UK

Association for Historical and Fine Art Photography Conference

 

November 20-23, 2013

Montreal, Canada

Museum Computer Network  

 

November 20-22, 2013

Cologne, Germany

Exponatec

 

November 27, 2013

London, UK

Digital Asset Management for Museums Conference

 

December 2-3, 2013

Rotterdam, The Netherlands

Digital Strategies in Heritage Conference

Where Shaun Osborn from the Fitzwilliam Museum at the University of Cambridge will be presenting alongside Extensis and Adlib on CMS and DAM integration

 

May 14-15, 2014

London, UK

Museums + Heritage Show

Extensis will be sponsoring the Collections Management Theatre and providing a workshop on linking DAM with CMS

 

May 18-21, 2014

Seattle, USA

American Alliance of Museums Annual Conference

 

We look forward to seeing you there!


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