The Phased Implementation of a Digital Asset Management System. October 2, 2010

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The Phased Implementation of a

Digital Asset Management System

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Phases

Phase 1 – Define Requirements

• Analysis of department inventories

• Economic environment and prioritization

Phase 2 – User Interface Updates / Metadata Models

• Search redesign

• Determine metadata standards and structure

Phase 3 – Expand library

• Migration of legacy collections

Phase 4 – Increase usage

• New user portals (consolidating redundant systems)

• New collections

Phase 5 – Cataloger Interface Updates

• More catalogers

• Enhanced upload tools

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Internal

External

Special Projects Ups.com/… (ad hoc simple pages) Images, video, graphics,

copies UPS 100 (Custom) Historical Assets Flickr Photos (Employee provided) Pressroom (Vignette) Press Releases, Exec/PR Kit Compass (Case Studies, Cust.

Comm) UPsers.com (IBM) Think Tank (Folder of CDs) Images Print Production (File System) All Printed Material

Compass Archive Globecomm

(Vignette)

ScheduAll

Employee Comm & PR videos No Advertising Sales Generator (SANT) PPT Templates Hummingbird Case Studies Insideups.com BD Collateral Interactive Design Grp Shared Server Special project files UPSers Shared Drive Project Folders Copy, Image, etc.

Previsor (web database) Product/ Services Descriptions Longitude Speeches, Collateral SharePoint (MS) Workgroup level content sharing/collaboration Direct Adv. Doug’s HD (14 yrs) TV, Print, Online Adv Scott L’s Cube Physical Tapes, MP3, PDF/JPG Iron Mountain Physical assets Sponsorships on HD, Binders, third-party hosted Photos, Video, Graphics, Copy McCann Erickson International Adv., UPS Connections Images, Copy Agencies Story Worldwide Cameras in Action Deep Design IQ LBI Macquarium McCann Erickson Moxie Partners + Napier Periflex Pixel Press Propel Realm Silverpop T3 The Martin Agency Translations.com Omni Translations UPS Brand Exchange

(Ancept)

E-Brochure (Pixel Press)

Product and Services Information

Comms asset inventory

Complete

Staff change (at risk)

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User Interface Updates – UPS Brand Exchange®

Customer facing website for Brand Requesters, Employees, and UPS Brand Communicators (comms employees and agencies)

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Landing Page – Before

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User Search – Before

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User Search Enhancements

• Portal redesign

• Five tabs to three tabs (simplified navigation) • Global user testing

• End product - Flex app

• Keyword search (searches all metadata attributes) • Kits and Collections

• Faceted Search by Subject

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Landing Page – After

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User Search Enhancements – After

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Metadata Models

• Photos

• Logos/Graphics

• Documents

• Video/Audio

• Web

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Access Control Lists (ACLs)

Custom ACLs for Rights Management and Filtered Access

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Airline Collection Migration

Partnered with Creative Services group in Louisville and cataloging vendor (800 images and graphics)

• Air (air fleet)

• Worldport (air operations) • In flight and aerial

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Airline Collection - Lessons Learned

• Dealing with duplicates • New sample sizes

< 50 images -- sample of 10 50-100 images -- sample of 15 >100 images -- sample of 20

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Video Collection Migration

Legacy

• Outdated SQL database

– Metadata Crosswalk to move records from SQL database to XML-based UPS DAM

– 9,896 assets (metadata only) Future Phases

• Initiation of DAM video transcode tool

– Thumbnails and low-res video proxies

– Integration with Final Cut video edit suites

– Ingestion of video documentation from 2003 – 2010 (scripts, contracts, invoices, etc.)

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Goals

• Sunset redundant library

• Migrate collection for broader access

• Mobile App - remote search of Contacts, Talking Points, and Crisis Manuals Challenges • Location of server Victories • Rights Management • Shared Libraries • PR Catalogers 15

Public Relations User Portal

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Global Advertising - Legacy • Multiple agencies

• Minimal metadata assigned to archival collection Global Advertising - New

• Train agency to catalog using UPS metadata standards

• Set up system to system tunnel to migrate assets to UPS DAM

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Advertising Collections

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Sponsorships and Events

NASCAR – Studio images – Individual races Golf – Rights management London Olympics

– Trained agency cataloger in London – Usage limited to the UK

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Current Asset Library

• 40,566 Total

• 493 Activity Reports • 4,297 Documents

• 1,920 Logos and Graphics • 49 Media Clips • 493 Activity Reports • 16,287 Photographs • 6,591 UPS Contacts • 225 Web • 9,967 Video 18

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2011 and Beyond

• Continue to prioritize legacy and new collections

• Adding video to library

• Cataloger interface enhancements

• More catalogers = more assets

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UPS Digital Asset Management - LITA

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Thank you

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