Having processes in place for the intake of Projects into your OpenAsset system is key. Ensuring that everyone understands their responsibilities and the tasks involved will help keep your DAM organized and accessible to users. It will also allow you to scale up the use of OpenAsset as your firm grows or you expand the group of users who have access to the system.
1. Identify internally when a new project is ready to be entered into OpenAsset
A few common triggers are:
a. When an opportunity has become a live project.
b. When the project team begins to produce content (renderings, sketches).
c. When the project construction has begun, and site photos and other assets are being generated.
d. When a project is complete and final photography is produced/purchased.
2. Identify key personnel responsible for entering in new projects
a. This can be handled by either the project teams, or a key marketing person can be responsible for an office or market.
b. Recommend that project information is filled out as completely as possible at the time, and continues to be updated as information changes.
c. Keywords should be attached to the project upon creation.
d. Once assets are uploaded, set a 'Hero' image for the project (displays as a project page header).
3. Identify what types of assets should live in OpenAsset
a. Identify a project team member responsible for communicating new asset creation to the marketing team. Two common methods are:
i. Project team uploads directly into OpenAsset, subject to marketing team approval.
ii. Project team creates a 'marketing' folder in the project folder, for them to add in 'marketing' quality images as appropriate through the lifetime of the project.
Marketing then reviews this on a weekly/regular basis and uploads imagery.
b. Tag images during the upload process for fastest keywording procedures.
c. Marketing typically manages professional photography imagery and keywording.