Digital Asset Management using SharePoint 2013

1. Digital Asset
Management
Using Microsoft SharePoint 2013
skarthick6@gmail.com

2. Requirements
 A single and central storage where they can share all Sales & Marketing Team
artifacts
 Ability to
 Upload, categorize and store in respective locations
 Tag the content with a global set of keywords / terms
 Search the content using these tags to locate desperate content
 Quickly locate the desired information through the categories created
 Search within the contents of files and locate the desired files quickly and easily
 Support MS Office files, PDF files, Pictures and Videos

3. Solution Approach
 Implement a Digital Asset Management Solution using Microsoft SharePoint
2013
 Leverage the capabilities available Out of the Box with SharePoint
 Create Custom Components where appropriate to extend the Out of the Box
Capabilities and thus provide an effective solution
Solution
Customization
OOB Capabilities

4. What is an effective DAM Solution?
 A digital asset is an image, audio, or video file, or other reusable rich content fragment that
an organization uses in applications across the enterprise
 An effective solution for managing digital assets specifies the following:
 Local and Enterprise metadata to provide for each kind of asset.
 The amount of storage space that is required for the assets, and the performance issues to
consider for serving the assets to users.
 Where to store assets at each stage of the life cycle of an asset.
 How to control access to an asset at each stage of its life cycle.
 How to move assets within the organization as team members contribute to creation, review,
approval, publication, and disposition of assets.
 Which policies to apply to assets so that asset-related actions are audited, assets are retained
or disposed of correctly, and assets that are important to the organization are protected.
 How assets are treated as corporate records, which must be retained according to
requirements and corporate guidelines.

5. Typical Users of an DAM System
 Asset creators. This includes people who create individual assets, such as
marketing copyrighters, graphic artists, video producers and who submit assets to
the asset library. For example, a graphic artist staff might create a product logo in
multiple resolutions and sizes, and in both color and black and white, and then
upload all versions of the logo to the asset library for use by other members of a
product marketing team.
 Asset managers. This includes people who manage the assets in the library. They
are in charge of the end-to-end workflow from the time that an asset is first
submitted, through publication, to the time when an asset expires. They are also
in charge of managing and organizing assets in the library. For example, an asset
manager might take multiple versions of a product logo and categorize them
appropriately in the library, add important metadata such as keywords, and set a
date after which the asset cannot be used.
 Asset consumers. This includes people who have to find and use assets from the
library to create other work products. For example, web designers can use a
product logo from the asset library when they create marketing pages for product
websites.

6. Why SharePoint for DAM?
 Microsoft SharePoint is the world’s leading Collaboration Application
 Well Designed and Suited for Document Management, Digital Asset
Management or Content Management
 Has capabilities to store, add metadata, tag, enable workflows, provide
permissions and search, locate the desired content easily
 Ability to create re-usable templates in the form of Content Types:
Combination of Files and Metadata
 In SharePoint Server 2013 you use an asset library to store and share digital
assets with users. The asset library is a SharePoint Server 2013 library
template that is customized to use content types designed specifically for
storing and cataloging rich media assets.

7. Features of the Asset Library
 Thumbnail–centric views By default, the Asset Library uses a Thumbnails view, which displays
small thumbnails of the assets in the library. This view makes it easy to quickly browse for images
and video files.
 Overlay callouts In Thumbnails view, the name of the file is shown on a black overlay at the
bottom of the thumbnail. When you move your pointer over the thumbnail, this overlay scrolls up,
covers the thumbnail, and reveals clickable buttons. One button lets you select the files, and the
other opens a detail panel with more options.
 Podcasting support through RSS You can use the RSS feature of the asset library to set up
podcasting for audio or video files that are stored in Asset Library. Site users can subscribe to the
RSS feed for the library to receive new content as it is added via podcast. To learn how to add audio
or video to a newsfeed post, see Add features to a newsfeed post.
 Digital asset content types The Asset Library is pre-configured to support content types for
image, video, and audio files. These content types include columns that enable you to track
metadata that is specific to rich media assets. To learn more about content types, see Introduction
to content types and content type publishing
 Automatic metadata extraction for image files When you upload image files to an Asset Library,
any existing metadata for the file is extracted and promoted to any available corresponding columns
in the library. Automatic metadata extraction is supported for the following image file types: BMP,
GIF, ICO, JPEG, PNG, and TIFF.

8. Why SharePoint?
 Content Management Features such as Libraries Creation, Pages Creation,
Publishing Content, Embedding Tables, Pictures, Videos are available
 Content Authors can quickly create pages and insert content and present
them as links to Content Consumers
 Seamlessly integrates into your corporate Intranet Portal
 In the future, share your content with external consumers as well through
Extranet

9. Content Lifecycle
AUTHOR ITERATE FINALIZE PROMOTE Search Access
Search

10. Video Features
 Can upload from your computer
 Can embed and play from YouTube
 HTML5 Player
 Adding related files to your video and seeing them along the video itself
 Social Video Experience
 http://blogs.office.com/2013/03/08/enhanced-video-experience-in-sharepoint-
2013/
 SharePoint 2013 with BLOB Cache supports better video streaming and
performance
 http://technet.microsoft.com/en-us/library/dn169054(v=office.15).aspx
 Can be integrated with third party streaming solutions
 http://www.ramp.com/integration/ramp-for-sharepoint-online-and-2013/
 Azure Media Services (from Microsoft)
 SpotForge

11. Implementation Approach
 Requirements Study
 Architecture Design & Planning
 Implementation
 Configuration
 Customization
 Internal Testing
 Client Validation
 Training, Documentation & Going Live

12. Architecture Design & Planning
 Identifying roles for managing digital assets
 Analyze asset types / categories
 Plan organization of asset libraries
 Plan content types
 Plan content governance for digital assets
 Plan workflows
 Plan policies

13. Demo
 SharePoint Marketing Site
 Document Libraries
 Picture Libraries
 Digital Asset Libraries
 Local and Enterprise Metadata
 Information Management
 Content Type
 Search

14. Q&A