Best Practices in Digital Asset Management

Presented Peter Krogh E.P.Levine Waltham MA May 25, 2011

Sponsored by E.P. Levine and Wiebetech

Best Practices in Digital Asset Management - Peter Krogh at Fotocare 9/29/10

1. Best Practices in Digital Asset Management

What we Cover
Description of the dpBestflow project and website Understanding workflow Workflow tools Putting it all together Introducing Shutha.org Free training for multimedia journalists in the Majority World.

2. Lifecycle and Workflow

What is Workflow?
A normalized set of steps from the camera, through output, into the permanent home for your images. Benefits of Normalization Saves Time Increases Security Lets you add team members

Workflow Components / Image Lifecycle

Capture Camera Format Exposure and White Balance Multi-capture Ingestion Download Rename Add Bulk Metadata Add Develop Settings Backup Send to Viewer Visual Inspection Working Additional Grouping Rate for Quality Adjust Create Master Derivative Files

3 Archive Stable Scalable Easy to Backup Easy to Migrate Easy to Validate Output File, Screen or Print Fulfill Client Expectations The purpose-driven workflow

Workflow Examples:
Event Photography Capture: Raw or JPEG Ingest: Download Rename Add bulk metadata Add develop settings Backup Send to viewer Visual inspection Working: Additional grouping Rate for quality Adjust Output Archive: Final folder arrangement Backup (x2) Workflow > Batch Output Workflow http://www.dpbestflow.org/batch-output-workflow Corporate/Advertising Photography Capture: Raw Ingest: Download Rename Add bulk metadata Add develop settings Backup Send to viewer Visual inspection Working:

Best Practices in Digital Asset Management - Peter Krogh at Fotocare 9/29/10

Additional grouping Rate for quality Adjust Proof output Archive: Final folder arrangement Backup (x2) Working/Delivery: Create derivative master file Output delivery file Archive: Final folder arrangement Backup (x2) Workflow > Optimize Image Workflow http://www.dpbestflow.org/optimized-image-workflow

Which one works for me?

It Depends.. Shoot Objectives (Quality, Quantity, etc.) Budget Skill Level Deadlines Client Expectations Tolerance for Risk

3. Workflow Tools

Workflow Tools
Non-destructive image editing DNG Catalog Software Metadata Ingestion Software Data Validation

Non-Destructive Image Editing

So Whats Destructive Image Editing? Image editing where the original pixels are altered. Image editing there the file is altered. Fully Non-Destructive Workflow Source file is never changed It is only reinterpreted Image editing is controlled by settings or parameters

5 Parametric Image Editing Source image Settings Software rendering engine Adjusted image Different for each program Parametric Rendering Pipeline Sliders create instructions Examples of PIEware Adobe Camera Raw and Lightroom Apple Aperture Bibble Capture 1 Nikon Capture, Canon DPP Raw Developer, DC RAW, Silkypix Why do I care? PIE workflow adds flexibility PIE workflow adds security PIE workflow saves time PIE Adds Flexability Preserves original data Can reprocess from the original Can make multiple interpretations from a single file Can use multiple programs or program versions PIE Adds Security Unchanging data is the easiest to preserve Source images dont change, and can be archived quickly Image edits can be archived separately PIE Workflow Saves Time No penalty for quick work Batch adjustments can be applied to multiple images Tips For Good PIE Work Take it as far as possible in the workflow Learn how to use it Use current versions of software Make presets for starting points Not just for raw files anymore Unbaked Renderings Are Fragile If any element changes, the rendering changes Understand the elements and how to preserve them

Best Practices in Digital Asset Management - Peter Krogh at Fotocare 9/29/10

Best Practices > Image Editing > Parametric Image Editing http://www.dpbestflow.org/image-editing/parametric-image-editing DNG Profile Editor Profiles are used by PIEware to decode raw images Profiles can be created to correct for a particular camera This can provide a better starting point for adjustment It can make two cameras look more similar Custom profiles are created by shooting a target and running the photo through a profiling application Adobe DNG Profile Editor X-rite Color Checker Passport Capture One and ??? Warning If the profile gets separated from the file, the rendering will change with no warning Best Practices > Color > Camera Profiling http://www.dpbestflow.org/color/camera-profiling

DNG
An image file format built especially for parametric image editing Whats in a DNG? The original sensor data and metadata (EXIF) User-created metadata Any PIE instructions Profiles and decoding tools A JPEG of the adjusted image A data validation tool The original raw file itself (optional) dpBestflow Recommends DNG Openly documented Bundles up metadata, profile, etc. Can be machine verified Makes rendering portable DNG Drawbacks Its an extra step in the workflow Cant be read be all software Some EXIF data may become unreadable

7 Best Practices > File Format > Raw File Formats http://www.dpbestflow.org/file-format/raw-file-formats

Catalog Software
A Browser shows you what is in a folder or folders Catalog software remembers whats in those folders Advantages of Catalog Software Offline access Helps in the event of a storage problem Can let you group images more effectively Manage your collection Lets you archive ever-changing metadata separately Catalog Software The Prenup Can export metadata Metadata can be seen by other programs Catalog Software Expression Media idImager (PC) iMatch (PC) Extensis Portfolio (Not for raw/DNG) Catalog PIEware Lightroom Aperture Bibble 5 Catalog PIEware Advantage One-application workflow Image editing combined with picture selection Simplifies saving image edits Can archive image files earlier Easier to preserve (re)adjustments to images More supported formats Smaller catalogs Better organizational tools Faster to save, backup and transfer Better for Archive management

Metadata
Automatic Camera applied Bulk Ingestion or afterwards Contact and copyright Other batch annotations Custom via Catalog or Browser

Best Practices in Digital Asset Management - Peter Krogh at Fotocare 9/29/10

Ratings Custom keywords and other groupings PIEware settings Most Valuable Metadata Contact and Ownership Date Location Event Ratings Custom groupings Best Practices > Metadata > Metadata Overview http://www.dpbestflow.org/metadata/metadata-overview

Ingestion
Ingestion Software ImageIngester Pro Photo Mechanic Downloader Pro Lightroom Bridge Aperture Expression Media idImager Ingestion Tasks Download Backup Rename Add bulk metadata Add develop settings Send to viewer Image Validation Ingestion - Must include visual validation Transfer - Should be managed by software Chronosync on Mac SyncBack on PC Storage - Periodic validation DNG Converter for Raw and DNG ImageVerifier for TIPP and JPEG Best Practices > Data Validation > Data Validation Overview http://www.dpbestflow.org/data-validation/data-validation-overview

4. DAM Configurations

Platform
Data Storage Backup Configurations Hardware Configurations Directory Structure

Understanding Storage
Primary vs. backup Rolling Backup vs. Disaster Recovery Rolling Backups Protect against loss of current work Backup should be close in space and time Disaster Recovery Protect against total loss Backup should be separated in space and time

3-2-1 Backup
3 copies of the data 2 different media 1 stored offsite

Hardware Best Practices > Data Storage Hardware > Storage Hardware Overview http://www.dpbestflow.org/data-storage-hardware/storage-hardware-overview Best Practices > Data Storage Hardware > Disk Configurations http://www.dpbestflow.org/data-storage-hardware/disk-configurations Best Practicies > Backup > Backup Overview http://www.dpbestflow.org/backup/backup-overview

Directory Structure
File naming Folder strategy File Naming Create unique file names 31 character max Letters, numbers, - _ , and .ext only Automated Use date string Originator string

Best Practices in Digital Asset Management - Peter Krogh at Fotocare 9/29/10

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Content optional Examples Krogh_100208_1234.dng PHK_100208_1234.dng PHK_100208__job#_1234.dng Derivative File Names Append to original name Save original name if full rename is needed

Examples Krogh_100208_1234_Master.dng Krogh_100208_1234_CMYK.dng Krogh_100208_1234_Print.dng Krogh_100208_1234.jpg Folder Strategy Standardize Use metadata for organization Use folder structure for storage Working vs. Archive folders Archive Folder Structure Prepare for orderly expansion Sequential folder structure Easy to confirm backup Easy to restore from backup Size-limited buckets Working Folder Structure Gather all working files together Dont put graphics in your user folder Create a pipeline for workflow Standardize across multiple machines A Caveat A one-computer user may be able to ingest straight into the archive