Getting asset management done with ResourceSpace

Getting asset management done with ResourceSpace

For years, I worked in creative agencies, surrounded by talented artists who produced a constant stream of multimedia assets: animations, videos, training materials, and more. I loved witnessing their creativity, but I was also acutely aware of the inefficiencies that plagued our workflow. It wasn’t uncommon for artists to start projects from scratch, recreating elements instead of reusing existing ones. The reason? Finding the right asset was a time-consuming and often futile endeavor. We had a rudimentary “item library,” containing over 1,200 digital assets, but it was poorly organized, lacked proper keywording, and was rarely used.

The problem wasn’t the absence of a system, but the lack of buy-in and clear processes. It was a classic case of “too much information, too little structure.” I knew a top-down approach was needed, a system that could effectively manage this growing library of digital assets.

The First Steps: Laying a Foundation for Order

My first step was to address the fundamental organizational chaos. We established a structured folder system with meaningful naming conventions, working collaboratively with the team to define these rules. It was a simple, but crucial change that instantly improved our ability to locate assets within project folders.

Finding the Right Tool: ResourceSpace Emerges as the Solution

My research led me to ResourceSpace, an open-source Digital Asset Management (DAM) system. It was a powerful solution, but initially felt complex. I knew I needed a champion, someone who could see the potential and help me test its capabilities.

I enlisted a colleague who frequently used assets for creating mock-ups. He understood the pain points of our existing system and was eager for a better solution. We started by uploading a sample set of assets, revealing the vast and diverse collection we had accumulated: images, Flash files, illustrations, sound files, fonts, videos, 3D objects, customer brand guidelines, voice actor samples, animations, after effects presets, and more. It was eye-opening, and I realized the enormity of the task ahead.

ResourceSpace’s ability to extract metadata was a game-changer. We could quickly identify the origin of purchased images, their IDs, and relevant information. For example, we could easily track the source of an image, its purchase ID, and any relevant metadata provided by the vendor. This alone saved countless hours previously spent searching for the right assets and confirmed my belief that ResourceSpace was the right tool for the job.

Implementing a Digital Asset Management System: A Journey of Collaboration

With a dedicated server and a collaborative spirit, we started uploading assets. We prioritized high-usage, recent items, ensuring they were properly tagged and searchable. The process was time-consuming, but rewarding. We focused on building a foundation of well-organized assets, building momentum through quick wins.

As the library grew, we saw a tangible impact on our workflow. Artists and project managers could easily find the assets they needed, reducing time spent searching and recreating. This impact was noticeable, and our efforts began to resonate with the team. They started to appreciate the value of a centralized asset repository and actively contributed to the system.

Beyond Time Savings: The Financial Impact of a DAM System

Perhaps the most unexpected benefit was the financial impact. By accurately cataloging our digital assets, we gained a comprehensive understanding of their value. Accounting could now accurately assess the worth of our digital library, providing a tangible measure of our investment. This was an eye-opener for me. It showed that a DAM system wasn’t just about organizing files; it was about unlocking the true value of our creative assets.

Key Lessons Learned:

  • Collaboration is essential: Gaining buy-in from the team is paramount for success.

  • Focus on quick wins: Start with high-usage assets and build momentum.

  • Track progress and communicate: Showcase the value of your DAM system and celebrate milestones.

  • Don’t underestimate the financial impact: A well-managed DAM system can add significant value to your company’s assets.

Our journey with ResourceSpace taught me that digital asset management is more than just organizing files. It’s about empowering teams, improving workflow, and unlocking the true value of your creative assets. With careful planning, collaboration, and a commitment to continuous improvement, you can transform your digital asset management from a chaotic mess to a streamlined engine of efficiency.

ResourceSpace digital asset management new user interface


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