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Video Asset Management

Video asset management is a streamlined system for uploading, organizing, and distributing video content and related assets (images, audio, scripts, etc) within the team and sharing them with third-parties - clients, partners, freelance contributors.

Considering the growing amount of video content business owners have to produce to create a powerful social media presence, there’s an undeniable need for a scalable system designed to manage these files.

In this post, we will take a look at the benefits of investing in digital asset management, the types of video asset management tools, and best practices that’ll help you seamlessly integrate asset management into production.

Types of Video Asset Management

1. Physical data carriers (hard drives, DVDs, and others)

Since the advent of video making using physical devices was the most common way to organize clips. These days, some teams still use hard drives, tapes, and DVDs to store video data - however, most creators acknowledge the risks associated with physical carriers.

Pros:

  • 1.
    Familiar and easy to use
  • 2.
    Relatively inexpensive
  • 3.
    Don’t require complex supporting infrastructure.

Cons:

  • 1.
    Low scalability
  • 2.
    High risk of losing access to data
  • 3.
    Hard to set up file sharing.

2. Public hosting platforms

Vimeo video

Another common trend among creators is to use video hosting websites (Youtube, Vimeo, and others) to store corporate clips and assets. This approach has limited room for scalability, constrains the team to save clips in a given range of formats, and, overall, isn’t very dependable

Pros:

  • 1.
    Easy file sharing
  • 2.
    Free or low-cost tools
  • 3.
    Ease of use

Cons:

  • 1.
    Low scalability
  • 2.
    High risk of losing access to data
  • 3.
    Hard to set up file sharing.

3. File transfer protocol

Content managers often upload large video files on a server to embed them to posts or download and publish these assets online. File transfer protocol is a functional way to organize your video library - however, it’s not collaboration-friendly and doesn’t protect your directory from security attacks.

Pros:

  • 1.
    Enough room to upload large video files
  • 2.
    Easy on-site embedding
  • 3.
    Plenty of tools are integrated with FTP file sharing

Cons:

  • 1.
    No video-specific features (e.g. clip playback)
  • 2.
    No tagging or metadata editing
  • 3.
    No branding features that help present video clips in their best light.

4. Video digital asset management

If you are looking for a scalable and controlled way to organize and manage video files, consider choosing a DAM platform. These are cloud-based solutions with a lot of useful features for file management - metadata editing, keyword search, access settings, and more.

Pros:

  • 1.
    Scalability
  • 2.
    Fast file access
  • 3.
    Integrations with popular platform
  • 4.
    Library security protection.

Cons:

  • 1.
    Requires training a team
  • 2.
    Choosing a vendor takes time
  • 3.
    Teams need to pay a subscription fee for using DAM.
Video digital management

5 Benefits of Video File Management Software

  • 1.
    Saves time - when all files are grouped by folders and tagged, finding the right clip takes seconds. By optimizing the library of video assets, team managers help creators and marketers save hours of productive time. Other than that, video asset management makes it easier to reuse media assets, allowing the team to not spend valuable time designing new ones.
  • 2.
    Encourages branding consistency - by labeling or deleting outdated assets, business owners can be confident that creators no longer use them when making or editing videos. This way, all of a company’s marketing materials will feature the newest version of the logo and typography.
  • 3.
    Gives a bird’s eye view of the team’s performance. Video asset management tools offer team managers a clear understanding of how many assets each creator uploads to the storage, who the key players in the feedback circle are, and who on the team takes the responsibility for content distribution. Built-in comments and chat help creators and team managers stay in the loop of corporate decision making.
  • 4.
    Scalability and flexibility. Video asset management platforms are adaptable - they can fit the needs of a small team and expand the range of features to accommodate the ambition of rapidly-growing businesses. Depending on the company’s objectives and performance, the range of management features can be expanded or trimmed down.
  • 5.
    A single tool for the entire workflow. Video asset management platforms help creators use one platform for each step of the content creation cycle (ideation, shooting, editing, feedback, and distribution). Since the teams don’t have to upload files to multiple third-party tools, business managers can be confident in the security and integrity of stored assets.

Who On Your Team Benefits From Video Asset Management

Creative agencies

The owners, team managers, and creators working for an advertising, branding, or design agency are among the frontrunners in implementing video asset management. Here’s how using video asset management platforms benefit creative agencies:

  • 1.
    Store the assets for each client’s projects separately to avoid confusion and streamline processes.
  • 2.
    Create a collaboration-friendly space that facilitates sharing and receiving assets from freelancers or partners.
  • 3.
    Powerfully present the agency’s work. Custom portfolio website templates and other branding features help creative agency managers create a sleek display for design drafts without putting a lot of time and resources into presenting work.

Media companies and production teams

Using tools dedicated specifically to managing, commenting, and distributing content helps large-scale media teams avoid reputational damage and give audiences timely access to new releases.

  • 1.
    Reduces the stress of live streams by offering fast access to all relevant clips and assets.
  • 2.
    Ensures legal compliance by tracking license expiration dates.
  • 3.
    Assists in managing multiple video creation cycles at once by providing real-time analytics and an easy-to-use way to leave comments, edit, and evaluate media.

Organize Video Files: Best Practices

Video asset management tools offer teams a plethora of features that help streamline file organization and sharing - business owners should make sure they leverage the power of the tool at their disposal.

Let’s take a look at these recommendations for handling your team’s video library.

  • 1.
    Add metadata. Uploading a description of each file you publish helps teammates know when, by whom, with which equipment the file was created. Also, team managers often use metadata to track license expiration dates.
  • 2.
    Standardize formats. Choosing a preferred format for storing video files facilitates asset sharing and distribution. For example, team managers can upload ready-for-distribution files in a format most platforms support - MP4.
  • 3.
    Choose cloud-based DAM tools. These platforms offer a smart solution to storage issues, improve file sharing, and offer team members instant access to the entire library.
  • 4.
    Create unified creating and distribution workflows. Create a set of step-by-step guidelines for your team explaining how to use the video asset management system at each stage of content creation and distribution.

Conclusion

Video asset management is a set of tools that help organize and share video clips within and beyond the team. There are different ways to approach organizing video files - physical carriers, FTP, public hosting websites, and digital asset management tools. Make sure to choose the tools that fit your team’s needs and leave enough room for scalability.

Following best video asset management practices helps team managers make the most out of the tools your digital library offers.

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