Asset Management and Workflow

1. VDIS10021
WORKING IN DIGITAL DESIGN
SANGEETA JAIN

2. ASSET MANAGEMENT

3. ASSET MANAGEMENT
• As you go on building a portfolio of images, it’s important to have an organized system for handling the
images right from creation of images to print or digital production. Without a method in place, images would
continue to accumulate chaotically, in different folders and locations or may even get lost. In this lecture, we
will discusses the various aspects of asset management and workflow and also look at some resources for
storage and archiving.
• Asset management also known as Digital Asset Management (DAM) is a term that refers to everything a
photographer does with his or her files from the moment they capture an image up until the moment they have
successfully finished working with an image. It is a discipline to organize, categorize, search, retrieve and
archive digital files, such as images, documents, creative files, audio and video clips.
• These digital files are referred to as assets because a significant amount of time, effort and expense goes
into creating content, thus making the files a valuable resource.

4. ASSET MANAGEMENT: HARDWARE & SOFTWARE
The first step in asset management is to evaluate your needs and then select solutions accordingly. A
computer and camera are the most basic requirements followed by an image editing software:
• Adobe Photoshop and Adobe Lightroom – https://www.adobe.com
• Phase One Media Pro – http://www.phaseone.com
• Extensis Portfolio – http://www.extensis.com
• Daminion Photo Management – http://daminion.net
• Fotoware Fotostation – http://www.fotoware.com
• Canto Cumulus – http://www.canto.com

5. ASSET MANAGEMENT: FILE STORAGE
• File storage consists of a set of interrelated steps designed to ensure that files can be readily
identified, organized, accessed and maintained. Poor choices in storage technology can be
damaging and can lead to production slowdowns, inefficient delivery, needlessly high costs
and the fear of corruption and loss of data.
• Storage takes on many different meanings at different points along the digitization chain.
During capture, the concern is on accurate recording and then on reliability as the files go
through various processing steps. Once ready for delivery, the concern shifts to maintaining
availability of important files by minimizing storage system down time, and recovering rapidly
from failures. In the long-term, reliability is focused on replacing storage systems before
hardware and/or media fails, loses integrity or becomes obsolete.

6. ASSET MANAGEMENT: FILE STORAGE
• Higher quality images will result in larger file sizes that may process slowly on your computer
and be cumbersome to store and share. Be conscious of what quality level is required and
don’t keep files with excessive size. Be aware that photos/compositions with multiple layers as
this increases the file size.
• If you have a large collection of assets and large files you need to make sure you have ample
storage space in the way of an external hard drive, or several of them. You may require
additional storage as backup for all your work and assets. This is especially necessary if you
are responsible for storing client work. You will need to archive and keep all photography in
raw form as well as optimised work for future use.

7. External hard drive storage options

8. ASSET MANAGEMENT: FILE STORAGE
If you are running out of space, consider external hard drive storage options. If you
work on multiple platforms like PC and Mac, you may decide to have more than one
external hard drive too. Some main features to consider are:
• Storage capacity – drives start at 500GB and go upwards to 12TB.
• Transfer speed – USB 3.0 and 7200 RPM makes for a faster transfer speed.
• RAID option – having the choice of how to use the space on an external drive is key. •
• Compatibility – Windows or Mac?
• Portability – connected to the computer or used as a backup.

9. THE BEST EXTERNAL HARD DRIVES OF 2017
Storage has never been more plentiful or less expensive. But which
to choose? Here's everything you need to consider when shopping
for an external hard drive.
Read more: http://in.pcmag.com/hard-drive/40646/guide/the-
best-external-hard-drives-of-2017

10. ASSET MANAGEMENT: FILE NAMING
Default file and directory naming schemes are rarely the best for any specific
collection. Sound decisions about files and directories can help minimize chaos,
especially for very large collections. Some basic file system recommendations:
• Use a file naming structure that is compatible with the operating systems and also
with the storage media you plan to use
• Use standard file formats and extensions for different file types
• Don't overload directories with too many files and/or folders
• Rely on storage management software to manage large collections

11. ASSET MANAGEMENT: FILE NAMING
• File names, filing of the job and version tracking: Every designer needs a
clear tracking system for their files ensuring information about the client, job
and document version number are precise. You should be systematic with how
you file work for clients and always keep back up of that work. It is a good
idea to include: Description and/or Headline, Specific Rights Usage (possibly
PLUS code or usage description), Client Name, Location, Keywords, Star
Ratings, Special Instructions, Version number and File Dimensions if applicable.
• For example; JAdams_BusCard_90x55mm_JUL14_v3.indd

13. ASSET MANAGEMENT: CROSS-PLATFORM
NAMING CONVENTIONS
For compatibility across Mac and Windows, use file names that are compatible with all
platforms. In general, follow these guidelines:
• Use file name extensions that are appropriate for the file type, even on Mac OS X.
• Avoid high-ascii characters when possible. Some systems don’t like them.
• Avoid the following characters in file names: ? [ ] / = + < > : ; “
• Format dates in a simple manner. For example the date June 23, 2004 can be
represented as 040623. This helps keep the files sorted in order in the Macintosh
Finder, Windows Explorer and other file display systems.

14. ASSET MANAGEMENT: FILE SHARING
• Sharing Files: When sharing your images and work it is very important to make sure
your IP is protected. You also don’t want to hand over high resolution files until you
have been paid for your work. Therefore it is always best to supply flattened low
resolution and smaller files to clients for soft proofing. Another alternative is to place
a watermark on your imagery so it cannot be used. There are several ways to share
small and large files online. You can simply email files or use of an FTP Site (File
Transfer Protocol) like ‘yousendit’ or ‘dropbox’. The great thing about sites/services
like this is that they can also act as extra storage and backup for your work.

15. ASSET MANAGEMENT: BACKUP & ARCHIVING
• The two terms backup and archive are widely used today. The basic purpose
of both is related with storage and security of data. However both perform
their functions in different style with different features and options. Backup is
the copy of original data while archive is in itself an original file.
• Backup means duplicating the files in a second media mostly on a storage
drive. So in case the original is lost or corrupt, you can retrieve it back by
backup facility. So the basic purpose of backup is to store the data and
recover the lost data.

16. ASSET MANAGEMENT: BACKUP & ARCHIVING
• Archiving means storage of digital data or asset which is not changed and is
mainly used to document or record preserve the data for a longer period of
time or due to legal requirements. It is saved either on CD/DVD or cloud
storage or hard disk or flash storage. Archive files need to be inspected after
short intervals of time because if the media on which the files are saved has
been changed than there will be no benefit of using that storage media any
more. While there are no such critical issues in backup.

17. Storage, Backup & Archiving Options

18. ASSET MANAGEMENT: STORAGE, BACKUP &
ARCHIVING OPTIONS
Here is a list of the most well resources for storage, backup and archiving:
• Crashplan – http://www.crashplan.com
• Dropbox – https://www.dropbox.com
• Sugarsync – https://www.sugarsync.com
• Mosaic – http://www.mosaicarchive.com
• Smugmug – http://www.smugmug.com
• Photoshelter – http://www.photoshelter.com

19. An overview of a DAM.
From the book “The DAM”
Digital Asset Management for Photographers
by Peter Krogh.

20. WORKFLOW

21. WORKFLOW & UPDIG
• During the industry’s migration from analog to digital photography the
Universal Photographic Digital Imaging Guidelines (UPDIG) were written. The
site was designed to offer photographers the information required to ensure
that quality reproduction of imagery was universal.
• According to Patricia Russotti & Richard Anderson, authors of the book ‘Digital
Photography Best Practices and Workflow Handbook: A Guide to Staying
Ahead of the Workflow Curve’ the best practice workflow to employ the
UPDIG guidelines in photography is a process of:

22. 1. PLANNING: The outline or schema for a project whereby the outcomes and
methods are decided upon before starting the process. In a digital photography
workflow, planning is an essential element for the efficiency of the process and
takes into account issues as ease of use, repeatability, collaboration, final usages,
sustain-ability, longevity and preservation of the work.
2. CAPTURE: The process of using devices such as digital cameras or scanners to
capture images in a digital format. The resulting files are then further processed to
arrive at a final image. This could be in the form of a photographic, moving image,
or an audio recording.
WORKFLOW & UPDIG

23. 3. INGESTION: Ingestion refers to the process of downloading images to your
computer. This includes a number of important steps that can be done automatically
by your software, or that can be done in a batch to an entire shoot. When done
correctly, good Ingestion can save time and add security to your photos.
4. EDITING: The process of selecting, ranking, and organizing images. This can include
deleting outtakes, applying star ratings, color labels, and metadata to files, along
with sorting according to content. The term edit is also used to generally describe
the process of applying image-processing steps.
WORKFLOW & UPDIG

24. 5. OPTIMISATION: In the context of digital photography workflow, the process/steps of
correcting tone and color, sharpening, retouching, and other output specific adjustments.
Optimization can take place at the individual file level, or it can be done as a batch
process for multiple files and in more than a single pass or round. Files that have been
prepared for specific uses such as proofing, printing, and web would be considered
optimized.
6. PROOF: Proofing is the process of testing image output for the desired outcome prior to the
finished product being produced. This often saves money on expensive print runs or large
scale prints or high quantities. It is a trial sheet of printed material that is made to be
checked and corrected. Also called proof sheet. It may also be a trial impression of a plate,
stone, or block taken at any of various stages in engraving.
WORKFLOW & UPDIG

25. 7. OUTPUT/DELIVERY: A broad-based term that refers to an end use/ destination for
a digital image. This could be print output using inkjet, press, laser writer devices,
film, or other substrates. It could also be screen based for use on the web,
multimedia and interactive applications, or video.
8. ARCHIVING: A collection of images kept in secure, long-term storage. Archiving
can take place at different stages of the workflow: original captures prior to
processing and optimization, the master files that contain image optimization, and
working files and their derivatives at the completion of job.
WORKFLOW & UPDIG

26. WORKFLOW & UPDIG
• You can read more about UPDIG at the official website. I have uploaded their
guidelines into the resources. http://www.updig.org/ Another great resource is
http://dpbestflow.org/

27. CREATING YOUR OWN WORKFLOW

28. CREATING YOUR OWN WORKFLOW
Creating your own workflow may not come to you overnight and it can evolve over
time. However, most workflows follow a fairly standard path as follows:
1. Obtain files to catalogue
2. Catalogue files
3. Apply information to your files
4. Rename, edit or modify originals
5. Organize files in different folders
6. Share files with other users
7. Archive files

29. ASSET MANAGEMENT & WORKFLOW: SOME TIPS
• Library of Assets: Keep track of your photographic assets by building a library that
you can go back to again and again. This library may consist of all original (raw)
photography or include stock imagery you have purchased and have rights to use.
Having an organised library will make working on future projects more efficient.
• Document your process: Documenting your process is valuable to your learning
process but also for repeating effects when required. There is nothing worse than
creating the most stunning image with your exact desired effect and then either
losing it or forgetting how to create it on the next image in a series of work. Make a
habit of documenting your steps and processes in a notebook or diary as you work.