Asset Review 

Review your digital assets and decide which of them should be moved into the new enterprise system. While conducting this review keep in mind:

• The DAC system serves as a delivery mechanism for active (perhaps up to the last 3 years) and relevant assets.

• Assets stored in the system are to be approved/final and of the highest resolution possible. The system provides the ability to select different downloadable formats from that highest resolution file.

• Asset types to be included in the initial implementation (Phase 1):

  • Images/Photographs - Primarily file types: tif, jpg, png, pdf, eps, and svg

  • Branding and Logo files

  • Posters, Brochures, and Templates - File types: pdf and pptx

  • Release forms, where applicable, attached to the respective asset(s)

• Assets that are NOT to be stored in the DAC include:

  • RAW files

  • Adobe InDesign and Illustrator ‘Package’ Files

  • Clinical and/or Medical Photos considered PHI (The DAC is not HIPAA-compliant)

• The name of an asset, including the extension, is the unique identifier in the DAC system. If your assets have non-descriptive filenames, or you possibly have duplicate filenames (i.e., same name is used but in different folders perhaps delineated by year), these will need to be changed prior to uploading into the system. 
  Note  How this fits into the overall planning process is detailed further below.

Asset Organization
 

Organize assets according to similar subjects/events to facilitate a smooth uploading process. 

• Determine how you might group uploading your assets based on how you have them currently stored/organized (e.g., by a certain year, by a particular event). 

• Review the file names of your assets.  It is recommended to rename assets prior to uploading into the system to ensure that there aren’t duplicates.  This document provides the standards, the recommended file naming convention, and considerations for completing this effort.
  Note  This naming convention must be used for ALL assets being uploaded into the system.  Please include this in your planning of uploading assets going forward (i.e., perhaps to establish a new process/setup to accommodate this step). 

• Ensure that your assets are directly accessible from local or shared network folders.  If necessary, work with your Unit’s IT staff to assist in exporting/downloading your assets from other locations (e.g., Google Drive, DropBox, and other systems) into local or shared network folders.

• Consider a phased approach for uploading your assets:

  • Assets needed for current or upcoming projects first

  • Commonly used older assets next

  • Historical items as needed

Note  Keep in mind, each upload may take a fair amount of time, depending on the quantity of assets in the upload and your internet connection.

Asset Preparation

Prepare your assets using a photo management tool to ensure that you've selected the best assets to be uploaded into the system, and to apply the appropriate metadata to them.

• Review the recommended business practices for managing digital assets in the system.  It's important to curate your assets prior to uploading assets into DAC to reduce redundancies (i.e., truly retaining the best images).
   
• Review the process for applying metadata to the assets that you plan to upload.  All metadata fields should be embedded on your assets using a photo management tool.  The metadata is then imported during the upload process.   

Note For more information see the Digital Asset Alt Text Description in DAC site.