In This Presentation: What are DAMS?

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1 In This Presentation: What are DAMS? Terms Why use DAMS? DAMS vs. CMS How do DAMS work? Key functions of DAMS DAMS and records management DAMS and DIRKS Examples of DAMS Questions Resources

2 What are DAMS? Digital Asset Management (DAM) is a collective term applied to the process of storing, cataloguing, searching and delivering electronic files (or digital assets). Digital Asset Management Systems (DAMS) are centralized repositories where digital assets are stored in a database while metadata such as keywords, photo captions and thumbnails are stored in separate media catalogs that point to the original files.

3 DAMS Terms API- (Application Programming Interface) set of specifications used by an application program to communicate and share data with other application systems Derivative Files- Assets created from the original file, often in different format or size. Dublin Core- metadata schema able to describe electronic and physical objects, and can be used for resource description, combining vocabularies of different metadata standards, and providing interoperability for metadata vocabularies in the Linked Data cloud and Semantic Web implementations. EXIF metadata- (Exchangeable Image File Format) standard that specifies the format for images, sound, and ancillary tags used by digital cameras and equipment that handles files recorded by digital cameras.

4 More DAMS Terms IPTC metadata- (International Press Telecommunications Council) embedded metadata standard primarily used for photographs. REST- (Representational State Transfer) a method of exchanging data between two applications using http (hypertext transmission protocol). Data is encoded in popular web application protocols such as XML or JSON which is usually straightforward for other systems to interpret and process. XMP metadata- (Extensible Metadata Platform) embedded metadata standard created by Adobe for multiple formats including JPEG, TIFF, and PDF that is supported by many thirdparty tools.

5 Why use DAMS? DAMS provide storage and organization of digital assets in a single secure location. DAMS enable users to access digital assets swiftly and securely without altering the original file. DAMS assist organizations with rights management for their digital assets and protection from copyright infringement problems. DAMS can streamline business activities increasing profits and facilitating rapid delivery of digital media your clients.

6 Digital Asset Management vs. Content Management Digital Asset Management Systems generally focus on storing and managing digital assets such as images, videos, and even documents in a central repository for use by authorized users. Content Management Systems generally focus on managing and maintaining content that is used on web pages such as blogs and shopping websites. Newer Content Management Systems frequently incorporate aspects of Digital Asset Management Systems and vice versa.

7 How do DAMS work? Digital Asset Management Systems usually work with a server that acts as a general repository for digital materials. The server can either be maintained locally or be located in the cloud. The DAMS allows users to access and manipulate the digital assets remotely while maintaining the integrity of the original file. Users can access the materials using client programs located on remote computers or in many cases from apps for smartphones and tablets or web pages.

8 Functions of DAMS Organizing digital assets Manipulating digital assets (converting, merging, collating) Searching for a digital asset Verifying the integrity of digital assets Delivery and distribution of digital assets Securing digital assets - including copyright protection mechanisms Backing up digital assets

9 Why do records managers use DAMS? The functions of DAMS can assist records managers with all of their key duties: the systematic capture/creation, arrangement, use, maintenance, and disposition of records. Using DAMS can also help guarantee the key characteristics of a record; completeness, fixity, identity, integrity, reliability, and authenticity.

10 How are DAMS useful with DIRKS? DAMS can play an important role in parts E and F of DIRKS which involve designing record keeping systems and strategies, especially when determining how to handle the subject s media files. The functions of DAMS can help ensure the subject s record keeping is in compliance with ISO guidelines which require reliability, integrity, compliance, comprehensiveness, and a systematic approach in records management systems.

11 Three different types of DAMS Brand asset management systems focus on storing and organizing digital assets for marketing and promotional purposes. Library/Preservation management systems store and maintain large collections of materials for archival purposes and/or to provide wide accessibility to materials. Production asset management systems focus on managing assets being produced by creative organizations and streamlining the workflows that utilize said assets.

12 Examples: Canto Cumulus Portfolio Server HP Media Bin Corbis Resource Space Notre DAM Nuxeo D Space Fedora Commons-Islandora

13 Canto Cumulus Proprietary commercial digital asset management system Supports all current metadata standards Allows for integration with a variety of third party tools such as openoffice, sharepoint and many different CMS platforms like Wordpress. Allows for version control and rights management of files Can automate some functions such as metadata creation Comes in three different forms 1.Canto Cumulus 2.Canto Flight 3.Canto Cumulus Single User

14 Canto Cumulus Single User Designed for single user purposes, does not require an external server to use Based off of Canto Cumulus version Organizes your files into Catalogs Allows for metadata creation and manipulation of files Can work with programs you have on your computer to alter your files Works on Windows and Macs Costs $399

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18 Extensis Portfolio Commercial product with three levels- varying price/capacities/features/support Key features: Modular, can add additional capacity and modules as required Scalable capacity Utilise on site or in the cloud Allows upload of content from mobile or tablet devices Managed upload- can set minimum metadata requirements Create, organize, search, and apply metadata from nested lists Can embed metadata Automatically creates thumbnails/previews for uploaded content Performs automatic backup

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22 HP MediaBin Proprietary Commercial DAMS Key features: Automates a large number of different processes including metadata generation, summarization, and even asset delivery Uses analytics technology to extract concepts from videos and speech and relates them to other documents Has a sophisticated web user interface that supports multiple API s

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24 Corbis Digital content licensing and rights services company founded by Bill Gates - owns the rights to over 100 million images and 800,000 video clips. Content is sourced from acquisition of archives, digitization of museum holdings, and purchase of contemporary content. Current holdings include items from the Hermitage Museum, National Gallery of London, the Barnes Collection, Library of Congress, Smithsonian, Bettman Archive (includes pre-1983 United Press International), Sygma collection, and Zefa. Key features: Price determined by use, distribution, user, length of time, no royalties Allows limited free access to some content for nonprofits Customer can store and organize purchased content in Corbis

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29 Resource Space Open source Web based DAMS Key Features: Quick and easy searching and organizing of your content Users can contribute digital assets that can then be made available to all users Support team is on call to do research for specific images for users upon request Can be used for free but also has several yearly subscription services that allow for advanced features such as dedicated servers Can be downloaded and installed in your own server Technologies: PHP MySQL

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33 Notre DAM Open-source digital asset management system distributed under the GPL v3 license Key features: Organizes images, video, audio and text resources Full metadata support (XMP, IPTC, EXIF, Creative Commons, ) Can manage multiple renditions of resource Customizable workspaces with user-defined taxonomies and scripts Geo-referencing and search REST API for integration with other applications Uses a fully-scalable cluster of PCs for resource processing Minimal installation requirements: one PC running Ubuntu (native or in VirtualBox) Technology: Python/Django, SQLLite or MySQL (or any other Django compatible RDBMS) Website:

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37 Nuxeo Nuxeo is an electronic content management system that has digital asset management functionalities. Open-source system that does require an annual subscription. Key features: Both server based and cloud based (nuxeo.io) implementations. Contains strong video manipulation tools Has built in automated metadata extraction tools Add-ons to increase its functionality that can be downloaded for free from the Nuxeo Marketplace. Supports customizable embedded metadata Technology:Java and JDBC

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41 D Space Open source software project under the stewardship of DuraSpace, an independent 501(c)(3) not-for-profit organization. Key features: Completely customizable Used by educational, government, private and commercial institutions Can be installed out of the box Can manage and preserve all types of digital content Dublin core metadata standard Supports bit presentation and functional preservation Written in Java, will run on any Operating System (Linux, Windows, Mac OSX), built on top of free, open-source tools, such as the Apache Web server, the Tomcat Servlet engine, and the PostgreSQL relational database system. JDBC and other drivers and libraries packaged together with DSpace.

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46 Fedora Commons Not a specific digital asset management system but is a DAM architecture for digital archive, libraries and other institutions. Key Features: Describes individual objects using a compound digital object model. The compound digital model is made up of several different content items all in bit stream format. They can include metadata, images, documents, any many other types of digital files. Modular, flexible, and customizable Supports all major metadata standards Several different iterations of the Fedora architecture include Islandora and the Hydra Project Fedora 4 is coming soon. Technology: Java

47 Islandora An open source framework based on Drupal, Fedora, and Solr designed to help institutions best manage and preserve their digital assets Key Features: Uses open standards of information transfer and sharing Uses Solution packs to designate best practice workflows for different types of files Used by a variety of institutions across the world including the Smithsonian and the University of Hamburg Technology: PHP/Java/Python

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51 Conclusions DAMS can assist records managers with the control of digital records in any format, either as stand alone systems or as part of a CMS. There are many types and configurations of DAMS available as commercial or open source products. When selecting a DAMS consider the types of files you want to manage, the functions you need, capacity, system requirements, the level of technical knowledge and support available, and your budget.

52 Questions? Takato_Dam_discharge.jpg

53 Resources

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