As much as we try to forget about it, digital files soon add up, especially with so much content being saved, created, and shared in the workplace these days. Implementing a DAM is all well and good to take control of your content, but when the time comes to migrate your assets to a DAM, it’s important to create file specifications that will ensure you import exactly what you need— nothing more, nothing less.
That’s why we’ve created 5 top tips on how to create these specifications for your digital files. By following these tips, it’ll help you to think about what digital assets at your organization would be suitable for your DAM, and what isn’t.
Knowing this can save you a lot of time and effort in the long run. Not only that, it helps to ensure you always have the original, high-resolution asset versions available to you, as well as any lower resolutions you may need.
In most workplaces, digital files can be strewn across multiple devices, desktops, and online platforms. So an important first step is identifying all of the places that your organization stores its digital assets, i.e. shared drives, Dropbox, SharePoint, external hard drives.
You should identify:
Now that you're all clued up on the kind of files your organization will typically be using with the DAM, it's time to put all of the filenames from your appraised collection into a spreadsheet.
Then, you can start applying the relevant metadata to each file listed in the spreadsheet. Trust us when we say you and your team will be glad you done this sooner rather than later!
The final step—bravo on all that preparation! Now that spreadsheet you made will come in handy for the actual ingest of your assets—the moment you've been working towards! There are typically two approaches to import:
If you plan to upload to a system manually, group the assets you plan to upload into groups of 25-50 files—or alternatively by groups of similar metadata—and mark each group on your spreadsheet once it's been successfully uploaded.
If you plan to upload to a system via a script, then check in with your IT team and follow their advice. This may involve generating a CSV file from the spreadsheet you created, mounting the hard drive to a server, and scheduling your technical resource to run the import.
Congrats! By following these tips, we're confident your import will be plain sailing. You can enjoy that peace of mind now that all your content is safe and secure in the DAM. And by following these steps, you've made sure that there's good data tied to your files. After all, a DAM is only as good as the data it contains.