Archiving and Collection Management


Archiving and Collection Management

Video is the most data-intensive and difficult to manage digital asset.  As business use of video continues to grow rapidly both for marketing and operations, managing video assets effectively will become a complex task for a growing number of organisations.  This includes archiving, indexing, creation of metadata for search, editing and reuse, all of which put significant pressure on the corporate IT infrastructure.  Fortunately, a growing range of software and third party services are available to suit the needs and circumstances of the organisation.


In many organisations, video assets are simply archived and catalogued as part of the digital asset management system supported by their corporate IT infrastructure.  However, as the volume and variety of video assets grow, general purpose digital asset management systems can be overwhelmed due to limited capacity and processing power, and inadequate functionality for handling video specific features.  For organisations specialising in digital media production (such as films, TV and digital games), specialist software is often needed to manage video production workflow, and ensure files that are frequently revised are catalogued, indexed and stored for efficient search and retrieval.  In most organisations, however, the need is to archive video files securely for long-term preservation, to enable efficient search and easy access, and to support interactive functionality such as tagging, messaging and the ability to share content through third party channels.


Depending on the needs of the organisation (particularly to support scalability and flexibility), storage can be managed through a combination of local drives and the Cloud.  For many organisations, a well-considered storage policy is essential to ensure video content is available now and in the future.  In addition to saving multiple copies of video files in multiple storage devices, the use of offsite storage on the Cloud offers additional backup in case of drive failure or disaster (e.g. a fire or flood).


The vast majority of websites featuring videos are using third party solutions rather than self-hosting (79% according to Crayton State of Video Report 2015[1]), with YouTube being the mblog-graphic-14ost popular for embedded videos, and Vimeo dominating paid third party solutions. Using YouTube may be an inexpensive option for video storage and a central access hub.  It also offers free text searching.  However, for business purposes YouTube is not a safe place for video assets.  It is not suitable for commercially sensitive files, or videos aimed for internal use in the organisation.  In addition, YouTube will not store high resolution original files.  When a video is uploaded onto YouTube, it creates a low resolution proxy and discards the original file, which may affect future reuse of the videos.


Ian Mottashed

Ian Mottashed

Ian is our Head of Product Marketing.

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