Let’s Get Organized!

Step 1: in Managing Your Digital Assets

As your print communications partner, we’re here to make your job easier.  We know that the way you organize and access your digital assets –design/ layout documents, logos, graphic images, photos, presentations, word and spreadsheet documents, audio and video files, etc. – can be daunting.  You may have them stored on multiple discs, tape, back-up drives or servers, and you’re ready to upgrade to a more efficient digital asset management system.  Our AIM technology provides a centralized online library to meet your current needs and grow with you.  It’s innovative, intuitive, flexible, automatic, and cost-effective.  The first step in the changeover to Digital Asset Management is to develop an action plan and get organized.  Here are some tips to consider as you start organizing your digital assets prior to moving to an automated system like AIM.

It took you time to collect and file your digital assets into your current system.  Be prepared to commit the time, resources and people necessary to review, edit and prepare your files for us.  It can take as little as 1, or as much as 6 months to accomplish, depending on the number and size of your digital files, but it is well worth the return on investment.  Make it a priority, and set aside a daily or weekly schedule.  The goal is to eliminate duplicate files outdated files, and to merge your assets from separate sources to one central location that can be easily transferred into AIM.

Set up a structure or system consisting of different categories or folders with two or three sub-categories or secondary folders for your digital assets.  For example, a logo file can be divided into CYMK and black & white subcategories. If you have multiple brands, divide them into separate folders with subsets of high-res images for print and low-res images for the web.  Create a directory of categories to fit your business: brand name; photos; presentations, current and past ad campaigns; masters (original source documents); revisions/updates (per year), etc.

Next, develop metadata specific for each file to facilitate the search process.  Metadata consists of keywords (and other relevant data for each individual asset) used to tag a file for quick and easy identification.  You may also want to consider a  “controlled vocabulary” that defines your search parameters.  For example, key in dog, shepherd, photo, CMYK, hi-res to locate a color photo print resolution file for the color image of a German shepherd.

The key to organizing digital files is to plan and commit the time to identify assets you want to transition to AIM.  Start with your most recent digital assets and work back by year, campaign or review them by brand or by type.  Whatever your approach, the end result will be worth it.

To find out how we can help you navigate through the process of digital asset management, contact your EarthColor representative or visit us at www.earthcolor.com.

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