More Digital Asset Management Case Studies
The client is a public sector organisation with a collection of over
150,000 unique images, many of which have not been digitised.
A legacy system, developed over 15 years ago, was used to store and retrieve image information. This lacked facilities for cataloguing and processing orders for digital pictures and other assets. In addition, there was no accessible catalogue facility that would enable end users to search for images.
This situation had a negative impact on both internal users and external clients as it could take up to five days for suitable images to be sourced and orders placed. After several key mergers with other organisations, demand for assets grew substantially, resulting in serious bottlenecks in the asset supply chain. The client decided to investigate a replacement system by issuing a tender to prospective suppliers.
After the tendering process, Daydream were selected as the preferred bidder. Our existing web based asset management application
FocusOPEN Digital Asset Manager was used as the basis for a customised solution that would meet the client’s specific asset workflow requirements for
both physical and digital images.
FocusOPEN uses a scalable and modular relational system that enables categories and taxonomies to be rapidly modified. This enabled keywords and classification systems to be quickly tailored to meet to the client’s unique needs – without requiring the engine to be built from scratch.
Researchers are now able to register both physical or digital assets using the same workflow management system. As new assets are introduced, notifications are sent to senior staff so that they can authorise new material before it is accepted.
The original system also featured a variety of other accounting and auditing functions such as the ability to generate invoices, delivery notes and sales reports. These were all reproduced but with intuitive, user friendly interfaces. A service level monitoring facility was also developed to allow senior managers to see that the system delivered the improved response times that were the original reason for its commission
Following delivery of the internal management system, a catalogue was provided for use on the client’s intranet. This allowed staff to search and issue requests for images themselves using a semi-automated self-service system. An e-commerce system is now planned that will provide similar facilities for external users.
The introduction of the new system has cut the time taken to fulfil requests for physical orders by 60% - from five days to just two. The use of the catalogue system has achieved an even more significant service improvement of 80%. Now digital assets can be provided, it is expected that revenues from picture licensing will grow substantially as the client is able to compete effectively with commercial image libraries on an equal basis.
To arrange a demonstration of FocusOPEN Digital Asset Manager or find out more, e-mail: info@daydream.co.uk or telephone us on +44 (0)20 7096 1471.
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