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Best Practices in Digital Asset Management

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					       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    2	
  

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

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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   4	
  
           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 What’s 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 don’t 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       6	
  


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

What’s 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
  It’s an extra step in the workflow
  Can’t 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 what’s 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   8	
  
            • 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
                                                                            9	
  

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   10	
  
    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
  Don’t 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

				
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