Gert Says
a rather irreverent discusssion
How do you evaluate an
Digital (Media)(Visual) asset management system?
Basically a DAM system is a database with a good viewing engine. You can make one yourself by combining a text based database with the web, but many who do still use an off-the-shelf image management system to input the data. They do this because these programs can create the image view, automatically extract basic file information and track the source location. Many refer to these programs as their cataloging programs, much to the chagrin of the developers who think of them as DAM systems. The information, and sometimes the image views, are then exported to the web system.
Most of the programs out there offer similar features and appearances, so how do you chose? You need to look to how the core functions work with your work patterns and how well it will mesh with the larger system in which this program will function. There are three basic types of DAMs: Archive, Inventory control and Production. Some programs try to fit all needs, which, as we know, may often muddy the water, weaken the tea, or take your pick, but all usually were developed according to one of these three types. A quick review of how they suggest you organize or catalog your images will tell you whether they are thinking archive or work flow. Beyond that you should evaluate five basic core functions which should be compatible to your work patterns.
Five basic core functions of the system:
- Create views of certain resolution (decibel) of each (D,M,V) file.
- Track each original file's location and also any derivatives if they are part of the collection.
- Maintain information which is unique to each file, both typical file information such as creation date, file type and also other information which you feel is important to maintain such as rights, creator, or publication.
- Maintain information with which users can search for the file.
- Provide an access and search mechanism.
So how do you evaluate the core functions compatibility with your work pattern?
First there are the views.
Check the possible thumbnail views for clarity, size, arrangement, flexibility, accuracy, speed, and viewing comfort. Then test out the other views for the same. This is a crucial part so look it over carefully on your machine. Almost all software offer 30 day trial period downloads from their sites to let you do just this sort of an evaluation.
Next is file management or tracking the image file's location.
How easy is it to rename or move the file while you are in the program? It must have that capability because you will move those files and if the program doesn't have some means to track them, you will have to relocate the files.
Now check what file information it automatically extracts from the file.
Many will convert file paths to key words or descriptive information, thus if you have a meaningful folder structure, you will have that information automatically entered. Some software goes a little crazy with their data extraction, so make sure you can easily hide the information in which you have no interest. You don't want it to clutter your mind.
Even more importantly, in terms of compatibility with your work pattern, is the creation of custom information which you wish to assign to the files.
This includes both the unique information such as "rights" and the descriptive information such "beach". There are two ways to assign information, either in fields or in keywords. Some programs have evolved hierarchical keywords which sort of mimic fields, but basically keywords are descriptive terms that are established at the beginning and possibly expanded as needed. Unless they are in a hierarchical order, there is no relationship between the terms and thus the meaning may some times be lost. For example, if you want to record or describe images by dates it is best to enter them into a field such as an " image creation date" field and an " object creation date" one, so that you know which is which. Fields have a clear title. Also fields are more manipulative. You can sort by fields. You can set restrictions or make it automatically generate information such as accession numbers. Once you know how you wish to assign the descriptive information, you can evaluate which program allows you to do it the most comfortably and easily. Some programs allow you to easily import data from your old repository, a plus if that exists.
There is also the inverse, which is how do you search on this information to find your images.
This is very crucial. It is this that will make or break a system. Make it an effective part of your organization or another piece of software to gather dust. You must know your users so that you can evaluate it for them. How simple is the process? Can they learn it quickly? Can they guess what you called something? Or should you provide a list of keywords or a drop down menu in the fields? Do they want access? What access will you provide. I can't emphasize enough the importance of this area fitting the user.
The last thing to look at is platform compatibility.
If you are testing the program out on your machine then you will have answered that, but be aware that different operating systems have developed different viewing engines which may conflict with some DAM program's viewing engine. Test it out. You want to check a program's compatibility with you, your users and your equipment. You evaluate that compatibility by whether it suits your and your user's purpose and comfort in how it presents information (both visual and text), acquires that information and makes it accessible.
Good luck!
Basically a DAM system is a database with a good viewing engine. You can make one yourself by combining a text based database with the web, but many who do still use an off-the-shelf image management system to input the data. They do this because these programs can create the image view, automatically extract basic file information and track the source location. Many refer to these programs as their cataloging programs, much to the chagrin of the developers who think of them as DAM systems. The information, and sometimes the image views, are then exported to the web system.
Most of the programs out there offer similar features and appearances, so how do you chose? You need to look to how the core functions work with your work patterns and how well it will mesh with the larger system in which this program will function. There are three basic types of DAMs: Archive, Inventory control and Production. Some programs try to fit all needs, which, as we know, may often muddy the water, weaken the tea, or take your pick, but all usually were developed according to one of these three types. A quick review of how they suggest you organize or catalog your images will tell you whether they are thinking archive or work flow. Beyond that you should evaluate five basic core functions which should be compatible to your work patterns.
Five basic core functions of the system:
- Create views of certain resolution (decibel) of each (D,M,V) file.
- Track each original file's location and also any derivatives if they are part of the collection.
- Maintain information which is unique to each file, both typical file information such as creation date, file type and also other information which you feel is important to maintain such as rights, creator, or publication.
- Maintain information with which users can search for the file.
- Provide an access and search mechanism.
So how do you evaluate the core functions compatibility with your work pattern?
First there are the views.
Check the possible thumbnail views for clarity, size, arrangement, flexibility, accuracy, speed, and viewing comfort. Then test out the other views for the same. This is a crucial part so look it over carefully on your machine. Almost all software offer 30 day trial period downloads from their sites to let you do just this sort of an evaluation.
Next is file management or tracking the image file's location.
How easy is it to rename or move the file while you are in the program? It must have that capability because you will move those files and if the program doesn't have some means to track them, you will have to relocate the files.
Now check what file information it automatically extracts from the file.
Many will convert file paths to key words or descriptive information, thus if you have a meaningful folder structure, you will have that information automatically entered. Some software goes a little crazy with their data extraction, so make sure you can easily hide the information in which you have no interest. You don't want it to clutter your mind.
Even more importantly, in terms of compatibility with your work pattern, is the creation of custom information which you wish to assign to the files.
This includes both the unique information such as "rights" and the descriptive information such "beach". There are two ways to assign information, either in fields or in keywords. Some programs have evolved hierarchical keywords which sort of mimic fields, but basically keywords are descriptive terms that are established at the beginning and possibly expanded as needed. Unless they are in a hierarchical order, there is no relationship between the terms and thus the meaning may some times be lost. For example, if you want to record or describe images by dates it is best to enter them into a field such as an " image creation date" field and an " object creation date" one, so that you know which is which. Fields have a clear title. Also fields are more manipulative. You can sort by fields. You can set restrictions or make it automatically generate information such as accession numbers. Once you know how you wish to assign the descriptive information, you can evaluate which program allows you to do it the most comfortably and easily. Some programs allow you to easily import data from your old repository, a plus if that exists.
There is also the inverse, which is how do you search on this information to find your images.
This is very crucial. It is this that will make or break a system. Make it an effective part of your organization or another piece of software to gather dust. You must know your users so that you can evaluate it for them. How simple is the process? Can they learn it quickly? Can they guess what you called something? Or should you provide a list of keywords or a drop down menu in the fields? Do they want access? What access will you provide. I can't emphasize enough the importance of this area fitting the user.
The last thing to look at is platform compatibility.
If you are testing the program out on your machine then you will have answered that, but be aware that different operating systems have developed different viewing engines which may conflict with some DAM program's viewing engine. Test it out. You want to check a program's compatibility with you, your users and your equipment. You evaluate that compatibility by whether it suits your and your user's purpose and comfort in how it presents information (both visual and text), acquires that information and makes it accessible.
Good luck!
January 4, 2002
