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Data Asset Management (DAM) System
Data Asset Management (DAM) System
What is the DAM?
What is the DAM?
A digital asset management (DAM) system is a software solution that helps organizations store, organize, and share digital assets. By implementing our CEHD DAM, we aim to:
Centralize assets
(Provide a single location for our digital assets, such as images, and documents)Improve collaboration
Maintain brand consistency
Improve operational efficiency
Streamline workflows and improve productivity
Enhance searchability
How to log in
How to log in
Access the DAM via this link: https://umncehdphotovideo.widencollective.com/login.
The easiest way to log into the DAM is through your UMN ID (single sign-on).
In addition, the first time you sign in to the DAM system you will be given a password (DAM_test_1234). Please update this to your own.
To upload assets
To upload assets
(Please note, any content you upload is available to everyone with DAM Access - which at this time is limited to users with account sign-ins distributed from OCM):
Before you begin, please make sure your assets are named, using a naming convention similar to: MonthYear_Name or Event_Photographer/Dept_xx.jpg (for example, 1024_Homecoming_JairusDavis_03.jpg or 0423_JohnDoe_FSOS.jpg) and use original/highest quality versions you have available. You are responsible for maintaining rights and permission to the sharing of assets.
Upper Right corner:
Upload > Assets > Upload Profile: Final Assets
WAY DOWN Bottom left:
Next>
Select type of file to upload
(NOTE: only one type of file can be uploaded at a time, for example, only photos, only videos, etc, though multiples of each type can be uploaded at a time, for example, you can add 127 photos at one time)
> Next
Add Meta Data (at a minimum, include Alt Text, which is required, at maximum, include as much information as you can, makes later searches easier to identify)
Next>
Drag and drop files, or browse to select files to upload
Next >
From the next list, you can select files and batch edit if any meta data details need to be changed.
From this list, I recommend that you add these images to an existing Collection.
(More information to come on Collections!)
To search for assets
To search for assets
(Multiple options here, not all options are listed)
Top Search bar - for example, search “commencement 2024”
Top Search bar - for example, search “commencement 2024”
Use Categories menu on the left to refine/filter your search results
Click to View All Assets
Click to View All Assets
(This searches all media types, not just photos, and shows up in order of most recent upload first and back in time - this can be changed by clicking on “Sort by Date added reverse” - but always defaults back to most recent)
Quick Search boxes (Events, C&I, EPSY, etc)
Quick Search boxes (Events, C&I, EPSY, etc)
Pulls up only assets that have been tagged with that particular department or unit name
Other dashboard content:
Other dashboard content:
Bottom Row:
CEHD OCM Project request form - links directly to Wrike form for submitting an OCM project request
Staff and Faculty headshots: only go back to 2021, and you can change search order based on needs for your search
Digital Asset Management DAM resources: Links to website articles that can be searched by topic and question, to avoid having to email OCM and say, “How do I upload a photo again?” just use search function in upper left, or upper right
Other DAM functions
Other DAM functions
Collections:
Collections:
(Collections are a group of assets, up to 5000 items. Collections can only be created in “assets”.)
Collections can be shared with outside users for viewing files, with a click through gallery experience. (Example: Commencement images )
Portals:
Portals:
Sort of like a microsite of assets - sharing assets and collections within a branded space.
If Portals set to "public" are shared with you, you don't need to be a registered DAM user to view them. However, if portals are set to require login, you will not be able to view those unless you have a DAM account, and if the portals shared with you require an access code, the portal creator will supply that and you'll be able to access them.
You can set an expiration date for the portal (though elements within that portal remain active in the DAM)
Currently, XMP metadata doesn’t embed when items are downloaded
Ability to track assets that are viewed or downloaded
Customizable files, sections, colors, etc.
To create: Start by selecting multiple items> top left action bar> + > Create Portal
(View Brand Portal Sample)
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