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5 steps to mastering content management and discovery

When you need media content and you need it now, you soon discover whether your systems are up to scratch. Here’s what to do if they aren’t.

Imagine this: The new Marketing Manager needs the keynote video from last year’s sales conference and she needs it yesterday. Does anybody know where it is? Anybody?

Cue a hurried rush to the company intranet (no, the video isn’t there…) and then a flurry of suggestions about filenames to search for, DVDs that the content might be archived on and whether anyone knows the password to the old FTP site. Is it on the YouTube channel? No. Dropbox? Can’t see it. Wait! Hold on… Didn’t Jim have an emergency backup drive in his desk drawer? What do you mean Jim doesn’t work here anymore?

Step 1: Understand the problem(s) you face

This tale of lost, misplaced or accidentally deleted content might sound all-too-familiar. Many businesses have media libraries scattered across various storage options — e.g. local computers, optical media and external drives — making them difficult to access and control. Improving and unifying core content management processes will ultimately lead to more efficient discovery. That way, you don’t need a ‘Jim’ or his emergency backup.

Step 2: Apply best practice solutions

Here, the best practice solution is a unified media management platform that can cater for all enterprise media assets. This avoids the inevitable mess that arises when different departments (sales, marketing, PR, events, etc.) use their own siloed sharing/archiving systems that can range from NAS drives and USB sticks to personal cloud storage and video sharing websites.

A single, tried-and-tested, cloud-based storage solution is ideal for in-office and external use alike. Make sure it’s browser-based, so there’s no barrier to access from anywhere and any device. And while convenience is key, so is scalability. You need capacity to be there when you need it, capable of growing as your business content expands. Local storage options will eventually slow down as they reach capacity, then require downtime when you need to migrate data to a larger, more powerful system.

Of course, allowing access to all corporate video from any browser does present a risk, so tight security controls are essential. Support for corporate authentication (such as Single Sign On) is a must, while internal controls to create specific workgroups and granular access levels is also vital. An intern, for example, shouldn’t have high enough permissions to accidentally delete your entire video library. And when someone like Jim leaves the company, his access to the system can be swiftly revoked.

Step 3: Automate to save time and money

Once a media management platform is in place, you’ll want it to be simple and easy to use; to help not hinder. Solutions that provide auto-tagging as standard at ingestion, enable dynamic metadata creation (based on templates during batch upload) and also allow metadata entry during or post-ingest via a web interface, give your business the best chance of correctly tagging your valuable video assets and finding them later.

And you can’t hope to find them without a flexible and powerful search function. Smart features such as the ability to set custom image thumbnails, time-based metadata searches (to locate specific action on a video timeline), facial recognition, plus the ability to save common searches for fast repeatable queries, all help improve accuracy and speed, augmenting content discovery.

Step 4: Go above and beyond

What else can a modern media management platform help you with? Content delivery is a core part of media asset management and so, the ability to output shareable video in the correct format for multiple channels is a given. Some platforms go further, including features such as expiring web links, watermarking, bespoke media players (that accurately reflect an organisation’s brand values) and industry-leading data security. These features ensure that the content only goes to the people you want to share it with.

Finally, built-in analytics support is vital. This enables you to track that recipients have received the content you’ve filed, found and shared; show when they viewed it and for how long.

Step 5: Solve your media management headaches

Imagine this: The new Marketing Manager needs the keynote video from last year’s sales conference and she needs it yesterday. Does anybody know where it is?

Actually, yes. It’s securely stored in Imagen’s media management platform. Everything is. Give me a few seconds and I’ll send it right over.

Imagen saves your organisation time and money through improved media operations; exact search and retrieval, collaborative working, reuse of marketing assets and rapid delivery of your content.

With rapidly growing volumes of large video files and libraries full of valuable but underutilised content, it’s time to take control of your assets and demand more from your media.

Hannah Massey

Hannah Massey

Hannah has been a part of the Imagen family for over twelve years and plays a key role in evolving Imagen's video management platform to respond to ongoing industry changes.

More posts by Hannah Massey

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