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Digital asset management system for small graphic design operations Levy Chandra
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Digital Asset Management System for Small Graphic Design Operations
By Levy Chandra
A thesis
submitted
requirements
in
in the School
in the College
partial
for the degree of
of
Imaging
Master
of
of the
Science
Print Media
Arts
Rochester Institute
fulfillment
of
of
and
Science
of
Technology
June 2005
Thesis Advisor: Professor Franziska
Frey (Primary) (Secondary)
Professor Bill Klingensmith
the
School of Print Media Rochester Institute of Technology Rochester, New York Certificate of Approval
Master's Thesis
This is to certify that the Master's Thesis of Levy Chandra has been approved by the thesis committee as satisfactory for the thesis requirement for the Master of Science degree at the convocation of June 2005 Thesis Committee:
Franziska Frey Thesis Advisor
Bill Klingensmith Secondary Thesis Advisor
Twyla J. Cummings Graduate Thesis Coordinator
Twyla J. Cummings Graduate Program Coordinator
Patricia Sorce Chair, SPM
Permission to Reproduce
Title
of
and
R.I.T. Thesis
Thesis
"Digital Asset Management System for Small Graphic Design
I, Levy Chandra, hereby
grant permission to the
to reproduce my thesis in
whole or
in
part.
commercial use or profit.
Date
n
Any
Operations"
Wallace Memorial
Library
reproduction will not
be for
of
R.I.T.
Acknowledgements
I
wish
to especially thank my parents, for their continuing
my thesis; Professor Franziska research
all
for her
patience and guidance
process; Professor Bill Klingensmith
fourteen
to all my
Frey
research
participants,
resourceful peer
Dolinskiy
for
for his
who allocated
friends in the SPM Class
of
support
in
throughout the
guidance and
their time
for this
completion of
directions. I thank
case study.
2005, especially Diana Mross for being
advisor, Howard Vogl for sharing his research experiences,
helping
this
research
to
reach
in
its
completion.
Lastly, such a
and
Lana
Table
of
Contents
1
Abstract Chapter 1: Introduction
and
Statement
of
the Problem
2 5
Chapter 2: Literature Review 1.
Introduction
5
2.
Graphic design firms
6
2.1.
Background
6
2.2.
Job titles
2.3.
Managing
2.4.
The designer-to-client relationship
8
2.5.
Designers
9
Digital
assets
9
3. 1
Images
10
3.
.
3.2.
4.
design firm
creative people
and organizational skills
3.1.1
Image formats
3.1.2.
Image
7
12
3.2.1.
Font
management
3.2.2.
Font
management software
Common
6
resolutions
Text
asset management strategies
14
4.1. Loosely-structured databases
14
4.2.
15
Naming
4.3. Image 4.4.
5.
at a
15
replacement
Backup/archiving
Storage 5.1.
conventions
systems
15
media
16
CD/DVD
16 iv
5.2.
Tape drives
17
5.3.
Hard drives
17
5.4.
Servers
17
Digital
asset management
18
6.1.
How
a
19
6.2.
Who
uses
6.3.
The future
DAM
solution works
DAM of
20
solutions
DAM
21
solutions
21
DAM technology 7.1.
7.2.
7.1.1.
Types
7.1.2.
Challenges in
7.1.3.
Metadata
Search
engine
7.2.1.
Internet
7.2.2
Desktop
7.2.3. 7.3.
User-
8.2.
metadata
standardization attempts
24
technology search engines
search engines
friendly
solutions
27
Proprietary
Available DAM .
of metadata
Databases 7.3.1
8. 1
22
Metadata
server and
database
solutions
29
solutions
Enterprise-scale
Specialized
29
solutions
30
software/ small-scale solutions
8.2.1 Price Ranges Things to
consider
9.1.
Initial
9.2.
Challenges
9.2. 1
.
9.2.2.
before
implementing
new
DAM
solutions
31 32
steps of
DAM
Skilled
32
worker shortage
Management
expectations
10.
DAM
and graphic Designers'
10.1. 10.2.
35
designers
35
limited foundation
The importance
of asset management
35
for designers
Chapter 3: Research Questions
37
Chapter 4
:
Methodology
39
Chapter 5
:
Data Analysis
42
1.
2.
Chapter 6 1
.
:
Interview summary
42
1.1.
Subject V
42
1.2.
Subject VIII
47
Tables
and comparisons
52
2.1.
Demographics
52
2.2.
Project naming & back up
2.3.
Archival
2.4.
Folder nesting
2.5.
Archival
2.6.
Other issues
57
2.7.
Asset
60
2.8.
Exemplary
2.9.
Future
Summary How
and
system and
54
system
proprietary
55
software
55
56
storage systems
management problems
61
asset management solutions
plans to
improve
61
asset management system
Conclusions
small graphic
2.
Problem faced
3.
Things to
by
63
design firms
participants
consider when
manages
in managing their digital
creating
64
their assets
an asset management
65
assets
strategy
....
66
3.1.
Naming
3.2.
Folder nesting
67
3.3.
Archiving
68
3.4.
Backup
68
3.5.
Searching
68
3.6.
Means
67
convention
of asset
transfer
vi
68
4.
Improving
5.
Software
6.
Implications
Chapter 7
:
current asset management strategies
69 70
solutions
of weak asset management system
Suggestions for Further
70 72
Study
Bibliography
73
Appendix
78
Appendix A. Questionnaires
78
Appendix B.
80
Preliminary interviews
Appendix C. Interviews
85
summaries
Subject I: Graduate
student/freelance
designer
85
Subject II: Instructor/freelance designer
90
Subject III: Two-person design business
93
Subject IV: Lead designer
98
with
Subject VI: Veteran designer
many freelancers
who
currently teaches
1 03
Subject VII: An in-house design department
1 07
Subject IX: Two-person, 29-year-old firm
112
Subject X: One-man
115
operation
Subject XI: An in-house design division in
Subject XII: Somewhat larger firm
vu
with six
a
hospital
full-time designers
118 122
List
of
Figures
Table 1 Image file formats
11
Table 2. Enterprise-scale
29
.
Table 3. Management Participants'
Table 4.
challenges of
34
DAM
53
demographics
Table 5. Project naming Table 6. Archival
vendors
and
back-up
system and
54
systems
proprietary
55
software
Table 7. Folder nesting
56
Table 8. Archival
57
storage systems
Table 9. Reprint, metadata, IT consultant, Table 10. Search processes,
asset
ownership,
Table 11. Asset
management problems
Table 12. Asset
management solutions
Table 13. Future
plans
Table 14. Folder
organizations
Figure 1 Things to .
faced
distribution
media
58
and central asset repositories
59
by
60
participants
61 61
consider
Figure 2. Design firm V
and asset
in
67 asset management system creation
file-naming convention
Figure 3. Design firm Ill's
file-naming convention
Figure 4. Design firm IV's file naming
convention
vm
66 45 95 99
Abstract
to the 1999 data
According firms of
are
small,
of
with no more than
literature relating to digital
These
graphic
design firms
each, such as text,
images,
management software
workflows
research
management systems
by
to
and
is in
a case
study
and
using
choose
backup
consider when
to
there
is
a
graphic
limited
relation
to this
multiple
digital
use
design
amount
population.
proprietary
assets
for
asset
their assets, while others set up
can
of
the current
First,
practices of asset
asset management problems
the basic challenges
asset searchability.
their file
Most
include naming
participants
in this study
management practices.
improve
their asset management system
DAM technologies;
organization; and
managing digital assets,
backup,
as simple as
digital
and
of current
and more on systematic
design firms.
identified. Some
Graphic design firms informed
which observes
small graphic
make improvements- in
archiving,
fonts. Some firms
than 75% of
Currently,
(DAM) in
asset management
to manage, search,
participants were
themselves
employees.
work on various projects
conventions, folder nesting,
want
four
more
that utilize existing network systems and graphic software.
This
faced
Census Bureau,
the U.S.
by
relying less
by developing
namely:
by keeping
on personal
a checklist of
memory
important items to
naming convention, folder nesting,
searching, and means of asset transfer. In some cases, the solution
applying
available
desktop
search engines
1
to the
workflow.
is
Chapter 1 Introduction
Statement
of
the
problem
Graphic designers digital assets, and
they
such as
often
to
need
text, images,
have to be
designers
work on more
designers
can work on
the
increase in
project
and
than
fonts. These
to fulfill a
repurposed
of projects, each of which use multiple
one project at
any
assets can come
client's request.
given
storage capacity.
Designers
need
to
More
time. At the
the same projects. The number of
files
juggle
all
in different
same
stored
this
often
is
versions,
than not,
time,
multiple
increasing with
and still meet
their
deadlines.
To
effectively
work
in
an environment as
manage
manage, store,
be
kinds
work on various
described above, designers
their workflow. An asset
and search
for files
without
management system must
obstructing their
achieved either with a software solution or
available
in every operating
be hidden, lost,
or
even
redesigning
even
disrupt
a
system.
corrupted,
job. A
forcing
Without
by designing
a workflow
their clients.
may
time
cause
to
designers to
creative workflow.
waste precious
weak asset management system
relationships with
help
This
can
using tools
a proper asset management
designers to
designers'
need a system
system, files
searching for
financial loss
or
or
can
Background
and present significance
Digital Asset Management
assets.
Many
services
do
not
graphic
design firms
they
will
to finance
of
other
them
created
the
DAM
programs and others provide
systems and
to
need
than half the total
to start-up designers to
manage
a special
hosted
order
number of graphic
with
few
assets
files, they may
system.
not
to
be
sure
Smaller firms usually
assets.
that larger
review shows
implemented them. in
their
DAM
to manage digital
the literature
personnel
They
to increase
are
enterprises
have
realized
willing to invest time
efficiency.
and
Larger firms usually do
manage assets.
for interest in the study
of a graphic
understand
belong
investing in
software and equipment
reason
designer
goes
beyond
creative work.
Graphic designers
must
the basic skills necessary to manage their files. This understanding
strong infrastructure,
many designers do
Instead,
of
personnel
hand,
DAM
have dedicated IT
The job
tool for managing one's digital
powerful
constitute more
aware of
benefit from
have dedicated IT
the benefits
a
Many
While they may be
On the
The
very
have
software companies
design firms in the U.S.
whether
a
to their clients.
Small
manage.
(DAM) is
not
which will
in turn
support
have the opportunity to
the need to learn
management skills
the
creative process.
acquire
is forced
will create
Unfortunately,
these skills at an academic
on
level.
them in real-life experience.
Small them have
other
designers
were chosen as
the
subject of
this study because
not made sophisticated asset management a priority.
scale makes
create a
graphic
them easier to
basic
observe.
By
analyzing
they
can
implement. This
workflow which
individuals
who wish
small graphic
to manage their digital assets.
their small
Additionally, design
workflow
firms,
may
also
most of
I hope to
be
useful
for
Chapter 2 Literature Review
1.
In the
Introduction
graphic arts
organize
industry
digital files.
there
Many
has been
graphic
a
rising
design firms
clients'
digital
attention
to their
From
Young
assets.
file
experience, I have found that many
their current systems, and
designated DAM
system.
graphic
designers
extensively used, graphic software.
However,
designers
management system.
the need
for
systems
to
the service of managing their
would
do
well
to pay close
organization systems.
personal
graphic
now offer
design firms
and small graphic
comfortable with
increases,
awareness of
such as
the
will realize
This literature
work and
as
do
not
feel the
number of
the
need
to
designers invest in
necessity
a
specifically
of a good asset
illustrate factors that influence the way
think. There are available technologies that
searching features
are
their sources, projects, and clientele
unavoidable
review will
graphic
and metadata
filing
have
options,
not
been
available
in
2.
Graphic design firms
2.1.
Background
A design
studio
design
carrying
or
is
in different kinds inhouse division
an
to as
department,
a
design
department,
a creative
who wants
a
worked
Freelancing
Job titles
at a
working solo,
many
entry level. At the
director, design director,
designer,
people
positions can
creative
manager.
The
senior art
in
an
an art services
freelancer. A freelance
some period of time, or
and
simply
starts
his
or
be
of
graphic
a recent graduate
her
own small graphic
directly with
the
discipline (Fleishman, 1992).
design firm
level,
design
work
a creative services
the designer the opportunity to deal
higher degree
are employed
group (Fleishman, 1992).
others
for
department,
services
for
support
or
design
simple
design department is
graphic
design department,
as small as a single
there are
department,
an art and
or a graphic
offers
require a
design studio,
graphics
of
An inhouse
be
studio can
client, but it does
In
group,
a
include
can
institutions. Some designers
and
company.
department,
department,
the freedom
design firm.
2.2.
an art
identity. Services
to completion. Graphic designers
concept
bigger
as a part of a
designer may have
name and
businesses, industries,
often referred
A design
from
a project
of
definite
with a
entity
creative or
director,
art
be
involved,
all with
at a managerial
managerial
corporate art
level,
level,
different titles
creative or
tasks. In a
design level,
the designer's job title would be
director,
creative service
design level includes the titles
director,
and
and graphic editor.
manager, or
of senior
The
support
designer, level
personnel
are called
junior designers,
directors,
assistant art
ladder is the entry
Many media
and each
has its
competition
design,
on
Managing
Managing order
to
other
a
If the
team
job
Different design
and
and
from
paper
to
target. It is difficult for
the limited
project
corporate
demand
and
design, book
editorial, advertising, environmental,
lettering (Heller,
1999).
is different than managing
team,
creative employees
a manager
like
in
freedom,
the team
a widget
factory may
greatly
creative professionals requires great sensitivity.
designers because
a
with
team. In
not
be
chaotic.
The best
linear
backfire."
and
On the
managers of
that
treating
(Tischler, 2004)
individual creativity, managing
Design firms
design firm's
7
will
creativity.
is
processor
balance between freedom
maintain a
creative process
value of a product varies
their
data-entry
a
hinder the team's
"that the
workers
has to
too much
structure will
creative personnel understand
relationships with
media range
include
specialties
the
that involve switching
focus
of
of
freelancers (Heller, 1999).
of
The
or client.
type of media because
manager gives
confining
Since the
help
of projects
variety
of a specific
type and
manage a creative
hand,
At the bottom
creative people
a creative
and structure.
work on a
associate art
designer, junior designer,
also utilize the
design, information design,
and
media, motion,
2.3.
one
(Heller, 1999).
music/record
assistant
own requirement with a unique
just
directors,
art
production artists or art associates.
design firms
designers
graphic
designer to focus
new
some
designers, deputy
includes the
which
according to the demand
screen,
a
directors,
level,
interns. In addition,
assistant
need
most
to maintain good
important
assets are not
machinery, software, capital, more
than one person
can
raw
only be
individuals,
talents of multiple
a
think
making
They
than most
efforts and
and
be
"Creative
people."
(Gold, 1995) In
to define
an employer needs
shortcomings,
management
people stick
are encouraged
nothing
system
news
is that
many
other
stand at all
patient.
what needs
It helps for the
order
to
to be
employer
to
to that
techniques involve
system.
to break the mold,
that has to be
This is
how
not
be
which will
maintained with
finding
professionals, designers
times.
They
have
a
expect
hunger for
DAM is
a problem since
an all-or
(Romano, 2001). The
good
to teach and train them. Just
to be kept informed
learning
that works perfectly
creative professionals work.
consistency
creative professionals expect employers
a system
and
trying
and
new
to know
things
like
where
(AIGA,
they
1989).
The designer-to-client relationship
2.4.
Design firms
that
harmonize the
employs
of him/herself as a coach.
Traditional
and
specific
can
A firm that
which requires effective people management.
designer's performance,
improved, identify
it
successful when
people need rewards and attention more
improve
inventory, but people.
or
materials,
need
to
will attract more
themselves and
satisfying.
graphic
clients,
need
while at
the
expect,
same
make a
profit,
time creating
a
and produce materials
working
pleasant and
creatively
design firms to be
creative and
imaginative,
employees
and responsive and
design firms
they
is
for their
Clients
dependable,
give clients what
that
flexible. A
and
environment
financially
experienced and
proper asset management system will
serve all of these needs
(Gold, 1995). 8
for
help
-
There
two
are
handling more jobs depends
other
on
the
hand, is
or
in
which a graphic
"Manually
design firm
by charging higher prices.
demand for the firm's
within
Automatically
ways
the
the
power of
The ability to
design firm to
clients'
images
repurposing
repurposing
...
is
not
charge a
The ability to handle
services.
by
can make more money:
higher
more
jobs,
price
the
on
(Gold, 1995).
control
quickly inflate billable hours.
can
only saving time, [but]
.
.
.also
saving
a client's
money."
(Jacobs, 2003)
2.5.
Designers
Many designers
and organizational skills
will arrive at a state of
because their intuitive them. But
in
fact,
natures will
to be successful,
control support each other.
come
from well-organized,
finish the
required project
and make
it
3.
a
"The
balk
disorganization, at
the
graphic
most
rigid
because they intend to, but
structure
designers
consistently
not
that has been imposed
must realize
upon
that creativity and
high-quality design work tends (Gold, 1995) To have
to
shops."
well-managed
well,
on
time,
and at a profit.
Designers
control means
must recognize
to
this
habit.
Digital Assets
Just like every manage
other graphic arts
their digital
company.
These
impossible for
assets.
Every
assets consist of
me
to
cover
every
design
company, small graphic
company has
a
library
to
of assets that are valuable
images, templates, text, asset
operations need
etc.
category that designers
to the
(Romano, 2001) It is use
to do their projects.
The
following
images, text,
section will
and
typefaces,
3.1.
Images
3.1.1
File format
Designers
name a
color
discuss
work on projects
few. To
settings,
some of the most commonly-used assets,
which all need
managing
and controlling.
in different image formats
make matters more
complicated,
and other specifications.
Table 1
file formats.
10
they
including
PICT, TIFF, EPS, also require
explains
the
and
JPEG,
to
different resolutions,
most commonly-used
image
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10.
DAM
DAM is
Graphic Designers
and
special
in that it is
search and retrieve
spend a great
system
is
approval
10.1.
deal
files
of
not
just
about
storing
files,
Many people have
quickly.
but it is
to manage
also about
a
lot
of
the ability to
files,
process, because it
can
the creative process. DAM
tally up
all
the results
will also
(Kornbluth,
improve the
2004).
'
Designers limited foundation
graphic
designers
understand
pre-flighting,
workflow and
file mastering,
there are no best practices related to the organization, archival and retrieval
According
to GATF research,
searching for images
store and manipulate
print
encoded
electronic
for future
current practice
to
web or
of the average creative person's
images is
files.
time is spent
is for
CD-ROM,
becoming more
important
Hence,
there is
a
growing
browsing images (University
graphic
and
for designers
as
documents. These digital images
retrieval.
sophisticated ways of retrieving and
The
50%
of asset management
increasingly incorporated into electronically
almost
of
(Evans, 2002).
The importance
The ability to
from
therefore
time searching, retrieving, organizing and sharing files. If this
improved, it will improve
Although many
10.2.
and
designers to
back to
store
print again.
35
of
need
images
are
are stored and
for
more
Maryland, 2004).
images in
an
image server,
High-resolution images
are
the
largest
consumers of space.
developed, (Romano,
better
management of graphic
systems and
images is the best
hard drives have been solution
to the
problem
2001).
This preliminary researcher
Although better IT
research of
the opportunity to derive
information
of
both
a
graphic
from
and
the DAM
industry
strong relationship between the two
the industry's current state. The
understandings gathered
design
available
researcher will use
literature
36
as
given
by providing
these basic
the basis for the
has
case study.
Chapter 3 Research Questions
In this digital age,
almost
Everything
assets.
designers have to available
digital
is
everybody has to deal
"going
digital,"
and
digital
manage various
with an
increasing
apparently this trend is assets to
asset management solutions on
number of
not
going
digital
away.
do their jobs. Currently, there
the market, both for
big
Graphic
are
many
enterprises and
small organizations.
Since this is
designers
graphic
will
help
chosen
to
lay
an
and
exploratory study, it
their digital
asset management.
are
fewer
their operations,
their actually design,
both to
on
the
meet project
following 1
.
2.
graphic
sound, layouts
images, text,
scale
is
design
and correspondence.
and manage
however,
operations were
to them than
graphic
digital
manage various
On top
of this,
design firms have to
assets.
Therefore,
this
digital
small graphic
use
research
What kind
assets?
of problems
do they face in managing their digital
assets?
operations manage
37
to
do
their time
their digital
design
assets
they have
questions:
How do
relating to
more manageable.
designers have to
job, designing! Small
deadlines
graphic
asset management solutions available
to bigger enterprises, and because their
such as
Some basic questions,
the groundwork for future study. Small
both because there
During
will not answer all of the questions
is based
The
research conclusion will
require minimal
created
by
operations
financial
include
a suggested
commitment
studying the digital
from the
list
of points
graphic
to consider
designers. This
which will
model will
asset management systems of various small graphic
through the case study
method.
38
be design
Chapter 4
Methodology
The
is to learn the
purpose of this research
current situation of small graphic
design
operations'
asset management systems.
designers,
small graphic
from these three types
with
industry
overview of
knowledge for further
Data
research
groups
inhouse
being
observed
creative
generally face
limited time
and
divisions
similar
financial
include: freelance of a
limitations in
resources.
of
digital
dealing
This study
the current situation, while adding to the
in the field
firm. Designers
will
store of
asset management.
collection plan
A secondary
lay the
about
and
of design operations
their digital assets, namely,
provide an
to
design firms,
The
in the form
research
foundation for field
their
research.
questions,
which
helped to
ended questions gave subjects
personal experience.
to
give
A copy
them
an
The interview
cover
important
the opportunity to
of
the
literature
Graphic designers
asset management workflow.
open-ended
advance
of an extensive
were
areas of the study.
their
research questions was sent
opportunity to
prepare
39
order
interviewed to learn
process was guided
elaborate
in
review was conducted
answers
to the
themselves for the
by
a
list
These
based
actual
open-
on
participants
of
their
in
interviews. Two
interviews
pilot
research participants are
The
searching.
size.
They
before
were conducted
mainly located in
main areas covered
Small
graphic
researcher
by the
design firms
also constitute a
large
upstate
finalized the
The
New York.
include file archiving,
research
were chosen
because
the total
portion of
set of questions.
of
backup,
and
their relatively manageable
number of graphic
designers in the
U.S.
Components 1
.
of
the
An initial loosely-formatted
for in the study, helped
design include:
research
with
set of research questions
issues,
theoretical
to determine
and guided
what
to look
the type of evidence to
look for (see Appendix A). 2.
Subjects
of
the
research
study from the
population of small graphic
design
operations:
Two
small
design firms for
Twelve field
3.
Linkage
4.
Summary
pilot research
(see Appendix B).
research participants.
of collected
data to preliminary
and conclusion
based
on
the
research questions.
research
finding.
Data Analysis
Case study is
a
type
of research with
lower
constraints.
Therefore,
thoughts"
research
depends
analysis
stage, the
on
the "researcher's clarity
researcher must attend
to
of
all
40
the
the validity of the
(Graziano, 2004). During
evidence without
the
biases, determine
the most significant
knowledge
The
models of
across
of the
aspects of what was
topic
analysis of
logic in the
the interviews is all
the firms interviewed
interpretations."
show[ing]
data helped to
The
to the
results of this
relationships,
and present
and research subject wish
researcher studies
the
looking
of
They
analyze
is
evidence
adequate concern
asset management strategies.
research questions
about
(Yin, 2003). The
firms'
the
rely
on
his
or
her
prior
for patterns, explanations,
presented
for exploring
the interviews
were studied
will
for
the study. The
"separate from any
alternative
specifically be
similarities and
matrix mapped
observed on
differences. A
directions from
set of conclusions.
study
were analyzed
digital lists
according to company background,
asset management systems.
were also
be
analyzed.
Moreover,
By proceeding
to be
used
by the
41
participants.
client
current problems
this way, the
cause of each problem and offer possible solutions
asset management strategies
and
to the questions posed, and then synthesizing the results
(Yin, 2003) The result
matrix of relevant
and
(Yin, 2003).
answers
interpretations, [while]
presented,
based
on
better
Chapter 5
Data Analysis
In
order
to determine whether the
improvement,
operation needed
practice of
digital
interviewed an attempt
systems.
the researcher had to first study the firm's
asset management.
during the
field
research.
to ascertain the state of the
The
analysis
Only two
those firms
represents
firms that
ten interview
Twelve
small graphic
Results
were categorized
with a
use
operations were
into
by the
several segments
in
participants.
included in this
are
chapter.
utilization of asset management
less constraining
summaries are
current
current use of asset management
interviews
high
design
design
participants'
then highlights problems faced
out of twelve
represents
other
asset management system of a small graphic
The former
(Subject V). The latter
asset management systems
(Subject VIII). The
included in Appendix C.
1.
Interview
1.1.
Subject V: Three-person business
summaries
Anonymous (personal
communication,
two designers
and a project manager
January 20, 2005)
Company profile This design company has been in the
firm currently has
two
designers
graphic
design
and one project
42
industry for the past four years.
manager,
each of whom
has
access
The to
the digital asset system. The company hires freelancers as needed. The
freelancers do
have direct
digital
to the firm's digital asset system, but
access
instead
receive
assets
not
by
CD.
Asset In
management system
order
to manage their digital assets, the designers
proprietary software, Extensis
Portfolio,
comes with an
to track the
and a
not
easy
only because it is
works
regularly
photographs are received, the
date
to sorting through a
appear at
location
The
update option.
that suits their
affordable
the
top level
of the photograph
with
(about
other software
amount of time spent on a project and
The firm
similar
convention
naming
use a combination of
They
use
$300) but also because
is Studio Zzar,
to create naming
which
of
it
the firm uses
systems.
three freelance photographers. When their
designers
organize
them using Extensis Portfolio. This is
collection of photographs.
of the
workflow.
two types
The
photographer's name and
folder's hierarchy. Information
about
the
subject or
follows.
System improvement The lead designer
himself, he
uses
photography.
the
advantage of using metadata.
technical metadata
in the form
of Exif
This helps him determine the best
including ISO, when
understands
exposure, speed,
etc.
Descriptive
conditions
a photographer
obtained
from digital
for capturing
metadata are also
Portfolio. organizing digital images in Extensis
43
data
As
images,
occasionally input
the
Ideally, the designer wishes library,
and software
include
color composition.
that
can search
for
search
Digital
and
previous
of
projects, he
images. This
Each
client gets a
in the
To
and archived
for
source
files
the
on
the
directory
Image
Getty
which
by going through
designers to
software allows
system.
each
Each job
designer is
search
job
for
image. To
structure of the
given
also
his D
For example,
while another starts
a six-digit
has
from 5000,
or
her
printer
(M)
Versioning is
one
number.
and which
files
also considered
especially
by
client, followed
scheme which starts with a client's
with new clients assigned
when clients
designated
and
M
starts
This
on
the same
set of numbers when
part of a
naming
(mechanical) followed by the designer's from 1000
when
system allows users
naming the
files,
to determine who has
which
file
working files (D).
in the naming
of a
to the next
This designation informs the designer
are
by
three-digit number.
designer
and so on.
keeping all of the different versions files,
both listed
naming
own
(design)
worked on a particular part of a project.
to the
a
are
designers from working simultaneously
are named with
assigned number.
files
three-digit number,
prevent multiple
files. The files
recreate
library, like
relies on the client's prefix and
descriptions. The firm has
number
went
image
asset workflow
project
project,
searches
by using keywords based
For naming conventions, live
prefix.
an actual
for images according to image contents,
Currently he
Extensis Portfolio's database
images visually
to have
file in
convention.
progress
may
decide that they like
44
The firm believes that
save
them from
having to
an earlier version of
the draft.
Files
are saved
(Anonymous, x
x
in
a
"non-destructive
and
evolutionary
[location]
for that
reason"
2005).
x
'.
xxx
-
job
client prefix
FIT e
s
D1000
number
D1001 Figure 2. Design firm V's file naming
Once
a
job is
DVDs. A
ones.
To
finished, it is DVD may
single
store
convention
considered an archived
consist of one
digital assets, the firm
automatically backed up to
large
are
transferred to
project or a compilation of many smaller
uses server space.
drive in the
another
job. These jobs
These
network on a
then
assets are
daily basis.
Challenges One
of the
biggest
challenges with
the firm's
files. Because
of
exponentially.
The firm currently has
doubles its
obstacle
manage
project manager.
assets.
this
of
every
cost of
assets.
the
one
it
adds
At the time
[by]
spend
of the
grow
in the network,
and
time managing
another
(Anonymous, 2005) There is
45
and software
to
the firm had just hired
interview,
increase [ing] the
project."
a particular
volume of
year.
troublesome, "It is
to the time
is its
has had to
thera-byte of storage space
project manager's responsibilities
process was not viewed as
and
network
involving human resources
In the past, both designers had to
schedule,
do
is the
digital
One
in the
size of storage media
amount of storage space
Another
specifically
this, the
asset management system
is to
help
digital
thing
to
manage
assets.
digital
Although
manage and put
into
number of man-hours required
no specific
a
billing item
to cover
a
to
asset management costs, since
head designer
of the
are
included in the
firm hopes to have the
duty would be to
specific
they
control
digital
price of the
resources to
assets and enter
hire
design. Eventually, the
an asset manager whose
descriptive
during
metadata
image input. There have been
longer
retrievable
occasions when a portion of a project's
because
of
data
media, but occasionally the media fail
storage
happens,
the firm
however,
the
printers
has to
designer
suffer
a
to contact his
design
involves
a
contingency for completion, the firm does services.
Some
projects
that
could charge
bookseller interface, creating
designing an
image
library
The firm has
keep them because
an
for
cost
for
buy
heavy
recreate
during
of
its
When this
the file. In the past,
to retrieve digital assets. Most
of
the
submission.
amount of asset management as a
feel that it
not
for DAM
library
purging
should charge clients
services might
be
for DAM
building an
for digital printing companies,
some of
storage media
issue. Furthermore, the designer feels
he'll just
files
process.
quality
Internet
or
an auto manufacturer.
considered
the
image
having to
printer
with require native
project
of
assets were no
maintain the
during the backup
the financial loss
was able
that the firm works
Unless
an
The firm tries to
corruption.
digital
its digital
assets.
has fallen to the
a greater need
some more storage cabinets.
46
to
However, it decided
point where
keep
physical
it is
files
no
on
to
longer
hand,
so
Backups
and
archiving
The firm keeps
sufficient copies of backups and
has
a versatile workflow.
the firm has maintained regularly scheduled check-ups quarter.
Regarding
software provider
the
time-tracking
monitors
constantly
The designer feels that there
for
management
graphic
must realize
its technical
are
designers. He
unimportant part of the curriculum.
designers
software, the firm
by
Additionally,
outside technical support
serves as a
beta testing site,
every so
the
aspects.
too few educational resources in asset
mentioned that this area
In reality,
however,
that asset management is
an
is
often
the opposite
integral
thought
of as an
is true. Graphic
part of
their profession.
1996, but
the designer has
1.2. Subject VIII: One-woman design firm
Anonymous (personal communication,
January 21, 2005)
Company profile This
one-
worked
woman
design firm has been in
professionally
since
1989. She constantly
photographers and two writers.
During
operation since
She
works with
also uses some stock
the design process, the designer
often
freelance designers. These freelance designers then
only the
charges
client
for her
services as an art
director. She does
does. This designer does, however, hire
aspects of her
design
process.
47
photography for her
has to
work
three freelance
projects.
connect clients with other
directly with
not
the client,
directly hire
programmers
to
help
the
with
and she
freelancers; the technical
Asset At
management system
first, due
consider
to the small number of files that she had to manage, the designer did an asset management system.
using
backing up
and
one client asked
to
was able
assets are an
searching her for
a
brochure
find the files, but
have taken her less time to static
electricity
caused
integral
project
part of a graphic
that she had
that had
realized
search
She later learned from
she
for them. One
by her plastic
had
Now
mouse.
experience that
design
designed five
hard drives
she makes sure
earlier,
system, it
she
she
would
fried due to
was once
that
When
operation.
years
a more efficient
of her
not
has
a
backup
of everything.
For
include
web
design projects, in
royalty-free sounds and
images,
to
addition
with a
lot
of
the
may
require
month, mostly
as
to consider
"almost
(Anonymous,
a word change
only
assets
updating"
need
annual campaign materials which she
average of seven projects a
digital
texts. This designer considers text
important than images, because images usually used on subsequent projects
other
small
here
and
there,
handles. The designer
projects,
and about
even more
2005). Text
as
is the
case
works on an
three to four large
projects a year.
This designer does
drive
stations
each other.
not
for her design
As
storage
currently have
operation.
media,
she uses
of assets
in jump drives. She has
archives.
When
a project
is
more
They CDs
a
server, but
are
and
Mac
years
48
has three different hard
systems and are all connected
hard drives. She
a certain spot on
than ten
she
her hard drive
old, it is
erased
to
also stores extra copies
where she
keeps
all
from the hard drive
her
and
is
available
only
in
are stored
on
discs. CDs
are
labeled clearly
with a
list
of the
images they include
and
an archive center.
System improvement
Currently,
this designer is in the process
company
she expects
using her
own
her, but
also
access at
them
by
brand
by
of naming.
other
designers. She
client name and
the designer
software.
them.
However,
the money to make
system will
help
sure
her be
management system
The designer
because somebody
wants
after
restructuring her
was reluctant
folders, it
to purchase
she
would
"wants to
is reasonable, that
take
to
access
film is
be
can
In her
next
system and not
understood not
just
only
by
for designers to
assets she will
be
able
to search
asset management software
she
until
need
making
additional
it. This designer feels
a considerable amount of
the right way
and make
She knows that
After
she wants
feels
care of all
not
they really
take her
start
consider
time to
the time
and spend
properly."
more efficient.
must
naming
set a central server space
readily
a good asset management
discovering that the price to integrate
one
into her
of an asset
workflow.
a versatile asset management system
the digital assets
that the George Eastman House in Rochester is
equipment
that
company.
of project.
it is done
adds
design
a consistent
a system
to
They usually wait
that since she has so many
reorganize
by having
another
Small design firms have to carefully
of the cost.
investments in
date
starting
She desires
any time. She hopes that
Initially, because
to start correctly
of
losing
available.
49
being created.
60%
of
its films
is necessary
She has heard
a year
because the
Recent improvements in technology
make
it easy to
create
digital assets, but designers
access those assets stored
conveying the digital
asset
needs
to
so
to make sure that
example, has done
they
a good
that it provides services for smaller businesses. In the
can still
job
of
realm of
be done.
same should
workflow
This designer
CDs,
IBM, for
older media.
management, the
Digital asset
on
message
in
need
images from her freelance
requests that
that both the photographer and the designer have
keep track of everything
together
since she works
be transferred to her
photographers
a
copy
of
the
asset.
freelancers
with
She
many jobs
on
at once.
In her workflow,
formats for images,
she gives printers native
original and outlined
that
she provides
thinks that it is
much easier
make sure
recreate
native
them later on. She
design files
images that they with
her
all
the
printers with
to create
purchased
or another
to
at a
needs
list in InDesign. This
expect other people
is
on
CDs, including
in her
TIFF
PDF formats. The designer
everything they
these necessary files
contract
that
Clients
particular project.
could
at
the
possibly
They
can
EPS
wants
need.
to
She
beginning than to
she will give
also retain
and
her
clients all
ownership
then
choose
of all
to
the
the
work
later time. to
search
for
system works
right where
work with
and
completed.
for their
designer
time, [and] know[s]
all
mentions
when a project
When the designer
master
the
text,
files
her
[the
a particular
file,
for her because
file]
system.
As
50
is."
she
However,
she scrolls
"work[s]
through her
with all
this
stuff
she admits she would not
a single operator of
the design
firm,
she
feels
she
is too
busy
asset management system as soon as she
Backups
and
all
constantly backs up files
her
on
projects
CDs
bad
had
given
save
not.
She then had to
the length
herself time, Lists
of all
of time she
and
her
client
her files
are
InDesign. This document lists
each
she
plans to adjust
her
current
time.
recreate
works adequately.
It
allows
needs.
When working
digital
assets.
with
the
on a master
the
folders,
to do that
freelancers,
16 years,
"cleaning
printer
has lost her
she
house."
She
had kept her files,
not
designer, but feels have to
the files in
now
which
she
as a
document that
metadata
her to know
past
and also
and
the files. The designer thinks that this is
money, if she does
all
not see an urgent need
while she was
has been working
kept
least every two months,
In the
check whether
image. She thought that assigning
does
at
while working.
immediately went to the printer to printer
some extra
manually
by accidentally trashing them
twice
has
She
archiving
The designer backs up
files
files."
to "just sit and manage
now
to these
because discs
keeps
51
a
each
folder,
store
feels her
the
on a
not
too
that she may
files in the future.
was created
and
assets would
she
copy
recreate
the
be
in Adobe
descriptions
of
fantastic, but
labeling
system
specific assets
that
disc
them
and gives
she
all
the
2.
Tables
The latter
and comparisons
part of
this
chapter will summarize
the relationships between
the form of tables. This method allows the researcher to make
key
points
2.1.
firms in
a closer observation of
the
firms'
between these
asset management systems.
Demographics
Table 4
single
on
the
next page shows
freelancers,
Ninety-two
graphic
percent of the
relationship between the
that the small graphic design firm
design firms, firms
percent of
work on per month varies
designer. There is Most
of
them
no
by
both
two
people or
design firm
the
and
of
and/or
projects per
the
organizations.
of time
help
no
that it has
of outside
number of projects
designer to 25
that small graphic
web and print projects.
52
larger
the length
designers. The
of projects
research subjects are
less. There is
research subjects use
between three
trend in the type
work with
in-house divisions
are operated
photographers, writers, programmers,
firms
or
size of a graphic
been in business. Ninety-two
on.
subject
that the
projects per
design firms
work
CO *w
CD CU '5
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to
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42
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o
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X
i= Cu
^
^
2.2.
Project naming
Table 5
of
shows
that
and
backup
Most
a master
list
as a guide.
project's names.
others use
it to
Some firms
Some
The types
Project Large
I
by
mostly
use
each graphic
systems are
backup
media
design
which could
is usually based
convention
individual file. Eighty-three
backup
of
convention
the naming
on smaller projects.
automated,
only to
the
name
the
the subjects
vary between CDs,
external
hard
and
backup
have
a
drives,
tape
systems
size
Medium
Small
Naming
Backup
convention
system
Backup
Yes
CDs
25%
0%
75%
Yes (V,
0%
10%
90%
Yes
G)
(V)
(weekly)
media
drive, CDs
Yes
Ext. hard
Automatic
20%
67%
Yes
IV
n/a
n/a
n/a
Yes (V, G)
Yes
(Auto)
Central
server
V
n/a
n/a
n/a
Yes
Yes (Auto)
Central
server
Yes
Local hard drive
(V)
0%
40%
60%
VII
50%
0%
50%
No (No
VIII
12%
0%
88%
n/a
5%
20%
75%
Yes
Yes
No
IX X XI XII
G)
Yes (Not
Sch.)
Ext. hard drive, CDs
CDs, jump drives
Yes
Tape drive
(Auto)
0%
25%
75%
Yes
No
0%
0%
100%
No
Yes (Auto)
Central
Folder only
Yes
Tape (2 days only)
20%
50%
30%
Ext.: External
Sch: Scheduled
Auto: Automatic
G: Guidelines for
*:
while
while others are maintained
Yes
V:
folders,
13%
VI
and
client's and
No*
HI
size
research subject.
include versioning
on
percent of
The
and central servers.
Table 5. Project naming
II
The naming
name each
system.
manually.
drives,
determined
work
them use some form of naming convention,
of
backup
design firms
small graphic
the projects was subjectively
systems
Versioning Backup is only done
on
finished projects,
and
ongoing
54
server
other users are used
projects are
only
stored
locally.
2.3.
Archival
Unlike
backup
storage.
their
systems and
that serves for
Most archiving
backups,
proprietary
immediate data retrieval,
processes are
while others use an
the subjects use CDs as
mixture of hard
drives,
software
part of
manually.
Some
to longer data
firms'
archives are
separate archival system.
entirely
Forty-two
their archival system, and 25% use DVDs. The
tape drives
percent of the participants use
done
an archive relates
and central servers
proprietary
for archiving
software as part of
their
media.
built from
percent of
rest use a
Forty-two
asset management
system.
Table 6. Archival
systems and
Archival
system
proprietary
software
Archive Media
Proprietary
I
Yes
CDs, hard drive (zipped)
No
II
Yes
External hard drive
No
HI
Yes
Central
IV
Yes
DVDs
and
Snap
server
Portfolio, Studio Zzar
V
Yes
DVDs
Yes
ZIP
VII
Yes
CDs
VIII
Yes
Designated hard drive
(bimonthly)
No
discs, CDs and external
hard drive spot
No (tried
Retrospect
Tape drives
X XI
Yes
CDs
No
XII
Yes
DVD
No
Hard drive
or
Cumulus)
No
Yes (not reg.) Yes (infrequent)
IX
w/ server.
Retrospect
VI
(infrequent)
CDs
software
CDs
No
Reg: regularly
2.4. Table 7
Folder nesting shows
how
participants organize
their files in their
the chart,
55
asset management systems.
In
'>'
','
';'
The
root
lower
indicates
lower-level folder in the
that a
indicates folders indicates that
a
on
the same
participants
may
are
on
client,
hierarchy
project
usually divided into paperwork,
choose to
comes
next,
and
higher-level folder in the
level is usually divided based
level, folders
hierarchy,
hierarchy
divide the layout folder into
comes next.
name,
or job number.
layouts, images rough
draft
and
At the
fonts. Some
and presentable
layout. Table 7. Folder nesting
Folder nesting Client>
project>
contract, working
I
correspondence, approvals,
II
Client>project>project
III
Regular clients; Miscellaneous
IV
Client>project>development files,
V
N/A
VI
Client>
VIII
name>
production
files;
N/A
X
N/A
XI
Client>project; Client's
2.5.
support,
images, layout,
e-mail
contract
section>version clients action script
files,
payment
correspondent, planning, budgeting, Production file> layout, text, image
print
quotes, and
N/A
IX
XII
files,
project
Project's VII
billing,
Miscellaneous>projects
name and
project>
print, estimate, schedule, miscellaneous ;
Print>layouts, images, fonts
Archival
storage systems
Table 1 0
shows
archives.
Some firms simply
Other firms
the variety
of storage systems
organize
make multiple copies of
their
that firms use to physically
archives on
these physical
56
store
their
shelves, in envelopes or on CDs.
items to
store
in
separate
locations.
Table 8. Archival
storage systems
Archival
storage systems
I
Shelf and
storage
II
External hard drive
HI
Envelopes
IV
CD sleeves, 2 copies, in different locations
V
CDs
VI
N/A
1
and central server
are stored
VII
Envelopes
VIII
CDs
with
in
cabinets
backup CDs
X
in cabinets, labeled with stickers One copy of CD is stored locally, one in a remote N/A
XI
Shelf of CDs
XII
CDs
IX
location
(only for original image
are stored
following two
archive) in three locations: locally, a safe,
tables in this sections
managing their digital Table 9
location
and a remote
shows
number.
Only
that the number of reprint and
percent of
management.
The IT
maintenance or
as their main
receive a
low
only
by participants
in
this function
the
or
update requests
think that
subjects use outside
IT
in its
there
distribution media,
consultants
is something wrong
they
projects varies
asset management system.
metadata will not
consultants are either called on a
when
for
number of requests while others receive a
one participant uses metadata
are either not aware of
Forty-two
issues faced
summarize other
assets.
from firm to firm. Some firms high
storage
Other issues:
2.6.
The
are stored
57
help
with
the
their systems.
them
timely basis for
tend to use the same
system.
to
help
system.
with asset
scheduled
When firm
CD in their
Others
backup
uses
CD
or archival
Table 9.
Reprints,
metadata, IT consultants,
Reprint/
and asset
Metadata
distribution
media
IT Consultant
Asset distribution
I
Average
No
No
FTP, CDs FTP, Instant Messenger
update
II
Low
No
No
III
High
No
No
IV
N/a
No
No
V
N/a
Yes
VI
Low
No
Yes
Internet, CDs
VII
Low
No
No
CDs
VIII
(web)
(T)
CDs, FTP CDs, FTP
Yes,
scheduled
(3rd
party)
CDs
N/a
No
No
IX
High
No
Yes,
X
Low
No
No
FTP
XI
High
No
Yes
XII
N/a
No
Yes
Email, CDs FTP, CDs
scheduled
media
Jump drives, CDs, FTP
CDs
T: Technical Note: The
rate of reprints requested given
participant's personal
Table 10
old
interpretation
shows
that all
projects, usually using the
system.
Only Five
These
here has been
of what
participants
search
high,
rely
function
ownership
twelve
policy.
maintain
Four
of
ownership
them use a
their
provided
one out of twelve participants uses a master
out of
average,
on
systems are most often searchable
calculated
by
or
low
by their computer's
client, project,
list,
58
date,
which was created
repository
system
has to
each
would mean.
self-created systems
of their projects and one
central
according to
or
search
for
operating
job
number.
in InDesign.
a more
store
to
lenient
digital
assets.
Table 10. Search
parameters or
processes,
asset
Search I
Client,
project, date
II
Name
III
Client, job
IV
Client/project
V
Client's
of project number
prefix and
job
number
ownership, and central asset repository
Ownership
Central
Yes
No
Yes
Yes
Yes
No
n/a
No
n/a
Yes
VI
Mac OS
Yes
No
VII
Mac OS
Yes
No
VIII
Master list (in
InDesign)
IX
Job number, client,
X XI
Client, Client,
XII
Job number,
project
project project
client
(master
list)
No
n/a
n/a
No
No
No
n/a
Yes
n/a
Yes
59
asset
repository
2.7.
Asset
Table 1 1 this
management problems
outlines the asset management problems
The
research.
projects
variations
they designed,
the length
their previous knowledge
Table 1 1 Asset .
lists the
Uncertainty Backups
Ill
No
differences in the
they've learned from
past mistakes.
location
of storage.
the design
by
was chosen
the
client.
backup labeled
for ongoing projects. inconsistent script library. with
the files inside.
is designated to tag files.
too
much
CPU
cycle.
new assets.
volume of
storage space
is
increasing
exponentially.
clearly labeled. incompatibility. Software
Discs
VIII
by
by participants
management software requires
Required
VI
and what
faced
exact
labeling,
are not
employee
Large
VII
DAM,
caused
that the design firms have been in operation,
about which version of
automatic
DVDs
No
of time
may be
in
over redundancy.
Inconsistent Asset
problems
by the participants
management problems
system
II
IV
of
management problems
Asset No
in these
currently faced
are not
File naming conventions are not universalInefficient asset management system. Too
much
time
is
required
to manually
archive assets and
delete unnecessary
files. X
Files may be stored in the wrong alphabetical order. Not following through with improving the asset management
XI
Time
IX
constraints cause
Designers
XII
designers to
procrastinate when
system.
rush.
creating
retrieve.
60
archives and
backup
files
are
difficult to
2.8.
Exemplary
Table 12
asset management solutions
shows some solutions which participants chose
Some
asset management systems.
to India and
leasing
Table 12. Asset
management solutions
indicate
site will
Multiple archives,
whether a
stored
N/A
III
Lease
computer equipment
Asset
management software
IV
Researching
V
Extensis Portfolio to
Clients have Use
VII
online
Image
VIII
available
a
file is currently
every three
low
res.
images,
checked out.
is
counterproductive.
proprietary
store all
years.
software solutions.
images.
3-digit designation, jobs have
third-party
with
in two locations.
II
VI
include outsourcing programming
computer equipment.
Outsource programming requirements to India. Files are separated into working files for rough drafts and layout files for presentable layouts. FTP
vendor
buy
to
3-digit designation.
another
images.
replacement.
Master list is kept in InDesign. Give every File
possible
maker assigns
file format
job
IX
system.
X
Back up
XI XII
system
to the printer,
is done for
software and
all
designers
Internal IT division is in
charge of
One designer
to
Future
plans
including
EPS
and
TIFF.
number.
Prefers to invest in upgrading
2.9.
solutions
as part of their
management solutions
Asset I
interesting
incorporate
to
multitasks
help
the
with
to improve asset
hardware
and archive
rather
than
is done
by
in
an asset management
individual designers.
asset management system.
the
firm's
asset management system.
management systems
future
improve their
subjects'
Table 13
on
the
next page shows
management systems.
the
Each firm is
at a
different
61
plans
stage
to
in its
help
asset management
asset
implementation. Some simply want
wish
that their asset management took less time,
to purchase automated archiving systems.
Table 13. Future
plans
Future
plans
I
External hard
II
Second
III
IV
Back up current Flash action
drive, DAM
external
software "l
hard drive projects
scripts'
catalog
and ways
V
Actual image
library
VI
Software
hardware compatibility
VII
Centralized
VIII
Naming
and
and
the ability to
to determine search
X
Contact
XII
Automated archiving
sheet on each
research covers graphic
tables
involving
show
that
CD
for images
of relevance
by image
content
design firms from
each participant
developed than
archive
system
participants
involves backup, archiving more
file's level
conventions
XI
research
a
server
Wishes that archiving would take less time Automatic backup system
IX
The
and others
and
has
which are
other areas
some
searching
kind
may
62
give
upstate
different
New York. Similar
results.
All thirteen
of asset management system which
systems.
others.
located in
Some firms have
solutions
that
are
Chapter 6
Summary
Most
research participants
including backup
archiving
system.
of
searchability
The
and
in this study
are committed
creating backups
more apparent
Conclusion
and
of
to managing their digital assets,
their files. Some
issue, however, is
these assets. Designers tend to
keep
even use an automatic
the naming convention and
everything in their
archives
"just in
case,"
so
the amount
of required storage media
available, but many times designers
acknowledged
corrupted or
Digital
that when
they
need
cannot
to
assets were
those that are
their
archived
search process
research
files,
may be
directly
related
to
creative
and
fonts,
products,
are
usually
participants
the files are rarely
quite
laborious.
serve more of an office managerial
focuses
on
the former type
of
digital
63
such as
images,
sounds,
and
role,
correspondence.
This
Files
divided into two types:
photography, scripts, layouts
those that
escalates.
readily find them. Most
access
inaccessible. However, the
easily
asset.
such as
billings,
time
sheets and
1.
How
A digital
designers
small graphic
asset management
need
to
Design firms that
beginning,
and
increases
work on a
those that
There is usually any
client.
on a same project at
as
same
an
that works
integral
part of
for them. The
number of projects
than
fewer
addition
system
is
the design
need
for
being worked implement
operation and
a good asset
on
increases.
a system
from the
projects can use a simpler approach.
one person
following, in
the
is
assets
number of projects must
work with
A DAM
their
manage
system
the
large
more
or all of the
printers, and the
(DAM)
maintain a system
management system
require
design firms
involved in
a
design project,
it may
since
to the designer: photographers, writers,
more critical when several people are
time. There are two
immediate
predicaments
that
working a
designer
must consider with a multiple-person workflow:
Everyone
who
is involved
must understand
the asset
management system's
conventions, mainly naming and nesting.
The
Different
people
working
on.
system must
may be working
be designed in
such a
on a part of the project
way
as
to
prevent
that
others are also
these two issues
from causing
inefficiency. Some
graphic
specifying in their
contracts
period of time, and
option
may
not
design firms
giving
that
choose
they
to
will not
all elements of the
be the right
choice
minimize
for
keep
any
finished
small graphic
64
the
need
to
go
projects older
project
to the
design firms.
back to
than a
client.
old
files
by
certain
However,
this
A high their
number of research subjects expressed
day-to-day
operations.
Some feel that their
they have
2.
The interviews
must wear
addition
a
lack
the
asset management system
of them see
of
in managing their digital research participants are
At the basic level,
asset management systems.
strategy
doing
participants
that many of the
they have
creative work.
information in
standardization
tendency
of
by budget, time,
are caused
many hats
to
low
by
showed
in their
management
asset management
issues in
is sufficient,
it
as a chore
to do.
Problem faced
problems
they face
had done it for them. Most
and others wish that someone else
that
that
in
to
manage
Additional
software
digital
keep
assets and
problems come
pricing
asset management
designers to
and personnel
and
assets
experiencing problems
in
similar
asset
limitations. Designers
the office
environment
in
from:
capability,
software,
everything, creating far too many
unorganized
archives,
too
much reliance on
metadata attached
memory instead
to the assets
of a master
which are
only
list
useful
of
assets, and
if designers
can remember
the
keywords.
Unless
a
DAM
to implement
be
system
new system can
unsure whether
investment
has been in be
place
from the beginning, the
viewed as counterproductive.
the benefits of implementing a
of time and money.
Files kept in
amount of
time required
In this case, designers
new system will outweigh
the initial
one central server are more manageable.
65
will
However, it is
more
financially
feasible to
save
files
on
CDs
or
DVDs than
on
hard
drives.
3.
Things to
Designers may
consider when
creating
an asset management
choose to take advantage of proprietary
systems,
or use a combination of both methods.
purchase
proprietary
software systems as a
requires a considerable
as
long
investment in time
Small
last resort,
DAM software, build their
graphic
since
and money.
strategy own
design firms tend to
the
purchase of new software
They usually try
instead to
operate
as possible without such systems.
On the
designers financial
other
hand,
with a system
commitment.
a self-built
digital
asset management
that fits their workflow, and
Figure 1 lists
some
key
will not
points
to
help
strategy
typically
Naming
D
Folder nesting
D
Archiving
D
Backup
D
Searching
D
Means
convention
of asset transfer
Figure 1. Checklist of things to
consider
in
asset management system creation
66
require much
designers in creating
asset management strategy.
D
will provide
an
3.1. The
Naming most
convention
important
Many designers If the
have to
make sure
3.2.
management,
create a stable system
project.
designers to
aspect of asset
project will
be
and
the easiest to control, is file
by assigning job using both PC
worked on
for
numbers
and
each client and
Mac platforms, designers
will
that the naming is compatible with both systems. It is critical for
maintain
consistency in their naming
structures.
Folder nesting
Before starting project
a
inside the
organized
into
project, it is recommended that designers
project
about
Table 14. Typical digital
Layout
five
folder
within
categories
assets
in
a project
the assets required for
folder,
project
folder are shown
to the client (page also
or web
include PDF files both for
print or preview.
assets
Include
all
project.
This folder may be broken down further into
the photographs
resolution and
Font/script
and
illustrations
needed
for the low-
high-resolution images.
Include any typefaces
or scripts used
in the
project.
assets
Working
files
Include
rough
drafts,
which would
be
cleaned
up before
archiving.
Includes billing/time
Correspondence
sheets and e-mail correspondence with
the client, photographer,
Other files
and other
as needed .
assets are
(see Table 14).
Include any files that
assets
put all
the client's folder. In the
design layout). This folder may
Image
naming.
i
67
freelancers.
a
3.3.
Archiving
Designers
must maintain
to organize their archive
compatible with
3.4.
and
by year or by
the software
to
important to
store
Searching
Users
a
archiving their
client.
hardware
to
The
old projects.
media used
required to open
to
They
can choose
store each asset must
be
it in the future.
Designers
same
purpose.
that their
of the media
a
DAM
system
is
is
use
an
a short-term purpose
the best
media
that
they
issue. However, it is considering the
not a stand-alone system.
archives are searchable.
the archive, the less time it
will
more
take them to
or
printers, photographers,
discs. The
influence the DAM
backups
will
The
time
search
they invest for their
at
the
assets.
transfer:
designers using FTP, email,
whether a project
backups serving
Designers usually
Longevity
communicate assets with
serve as
with
-
of asset
limitations that
thing,
asset management system as a whole when
media, because
create
Means
be the
long-term
the
must make sure
beginning
may
or
their backups.
consider
choice of storage
3.5.
can
archiving
archiving serving
can afford
3.6.
when
Backup
Backup and
consistency
of
the image
is currently
various media come with
strategy.
assets.
programmers and other
A
being worked
For example, CDs from
remote
on, in
68
features
FTP
photographers
site allows a user
which case
the
and
to find
user can choose
out
to
wait
before making further option
than recreating lost
An
usually
a matter of trial and
is
assets
Improving
overcome problems
not
goes
evolutionary gets
along the
it is
as
it
process.
right
way.
It is
frequently
must realize
that
For
a
better
designers, it is
the first time. Systems
possible
to
adjusted
to design
for
backup
are
a
specific needs and
storage media suitable
also acceptable
new asset management
management systems
by doing
some simple
multiple versions of
Indicating
long
necessarily
may be
for
or archival purposes.
current asset management strategies
Without purchasing
Keeping
an
error, because nobody
Additionally, Designers
transferring
a printer maintain some assets
files.
strategy is
that designers can follow as
workflow.
4.
or corrupted
asset management
improved gradually to system
Having
adjustments.
which version
files
software, designers
things,
depending
improve their
can
asset
such as:
on space
is the final version, in
order
allowance,
to know
which one
actually
to production,
Keeping Staying Setting
files in the
consistent with
automatic
Working
off
the
Keeping files would
central server
be
that
easier
the archiving
backups
central
to improve searchability
or
and
manageability,
naming conventions,
committing to
server,
and
a manual
backup
schedule,
and
are not presentable
to
clients
in
for the designer to delete this type
project.)
69
a separate
of
folder. (In the
end
it
folder before archiving the
5.
Software
Some designers
solutions
choose to use
software solutions geared
ExtensisPortfolio. At and
storing
for
smaller scale usage
the server
the
with
File naming
level,
some
and
creating
Setting levels
of priority
is
Retrospect. In
an
management
has to be done.
improving
In
is
efficiency.
on
based
system,
the user's level of comfort in
on
the relevance
integral
part of the graphic
of each
design
often seen as a
Most
involvement,
asset, and
process.
and most people
a good system will
help
to
spring from
increasing the bottom line
an
do
The
more
designer
not
enjoy
users
have later
doing it,
through increased efficiency,
a competitive
on.
but it
by of
DAM
available solutions.
a good
benefit. Different design
websites require good asset management strategies as a
70
will
the importance
increase in digital technology. Projects like
vendors'
time
increase the bottom line
of the research subjects understand
asset management system can give a
projects
chore,
willing to invest time researching
addition
to
of a weak asset management system
Maintaining
strategies and are
addition
an asset management software solution should
invest in organizing their files from the beginning, the less trouble they Asset
and
office managerial assets.
Implications
system
use
a semantic asset management
based
system
Dealing with
include CantoCumulus
designers
A few
help manage their assets.
following tasks:
Adjusting the
A DAM
software to
previewing their digital assets,
help designers
6.
proprietary
designing Internet
contingency for
them
working
on
designer
must
at all.
have
To be
able to complete a project of
this kind successfully, a
a well-maintained asset management system.
71
Chapter 7
Suggestion for further study
This
research
interviews
has
and
opened the
forming
investigation. Future
firms to have
operation,
a
case
be
studies, it became
research on
better DAM
etc...
problems can
the
door for further study in the field. After conducting the
The types
the supporting factors that
system
of
help
than others.
issues that
solved could also
software solutions
be
Namely file
occur with
studied.
designers'
solve
apparent
DAM
72
font
Lastly,
that
some areas require more
cause some graphic
size, length
of company's
management and
one could
problems.
design
how
associated
study how proprietary
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Appendix A. Questionnaire
DEMOGRAPHIC 1 How
long
.
has
your
company been working in the
2. How many designers Do
for
work
you ever use
graphic
design field?
your company?
freelance help?
If so, how many freelancers have Do interns have the
same
level
to digital assets?
access
of access
to digital assets as regular
employees?
3. Who is
for managing
responsible
your
digital
assets?
ASSET MANAGEMENT 4. What do
5. What
you
know
about asset management system/software?
Do
you
know
about or use metadata?
Do
you
know
about
firm
would your
6. How do
you
backup
What kind
consider
of storage system
you
have
an automatic
Do
you
have
one
for
for
you search
8. How do
you organize your
you use
assets?
does
your
company
system
for
use?
current projects?
archived projects?
in
your archive?
files?
you use
tech
proprietary
of media
designers follow
do
a
support? software?
you use
list
file naming
What is
your
How do
you nest your
10. How do
do
files?
backup
old projects
about outside
What kind your
digital
content and
you use outside vendors?
How
Do
image
and/or archive your
7. How do
9. Do
to be
Do
Do
by
querying
you communicate
for
of steps
to
backup
or archiving?
save or name a
file?
convention?
folders?
digital
assets
between designers? with clients? with printers?
1 1 Do .
you ever encounter problems with your .
What kind
.
What
file
archival system?
of problems?
causes
the
problems?
What
78
are the
issues?
this?
PROJECTS 12. On average, how many What
projects/jobs
do
you
on monthly?
working
percentage are:
large? small?
medium-sized?
13. Do
you often get reprint requests?
Do 14. Do
you often get new projects
multiple
designers
If so, how do
work
together
you ever
lost
a
file that
16. Have
you ever
lost
a
file?
Who
on
the same
project?
you prevent overwriting?
15. Have
How did
that require access to previous projects?
you rebuild
was responsible
needed
to be reprinted? What did
you
do?
it? for the fee
cause
loss?
by the
WISH LIST 17. What 18. Are
would you
you
like to
willing to invest time to
including both the 19. Are
change about your current
you aware
software and
that a good
observe
existing
technology
file archiving
that
file
management system?
asset management
they
system can
systems,
use?
improve
your
bottom line
by improving your efficiency? INTERACTIONS WITH PRINT VENDORS 20. What type
of
What 21. Does the
file do
media
you give
do
to the printer?
you use?
printer maintain your assets? 'burnt'
Have
you ever asked a print vendor
to retrieve a
file?
THE CLIENT RELATIONSHIP 22. What is the format What Do
23. How
media
you give
much access
of
do
the files that
to your
clients?
you use?
just do
you give
printables or workable
your clients
have to
79
files?
their
digital
assets
in
your
firm?
Appendix B
Preliminary
interviews
two small graphic
with
design firms
Graphic Design Firm One Anonymous (personal communication, August 15, 2004) This
design firm is five
graphic
computer engineering.
working for the One
file
At the time
company.
recognition.
With the
Three
Clients
fonts
interview,
the
have
most of
demand
are always requests
clients return
to
use.
every two
for
years or
format firm
client awareness of
with a
often
preliminary
has to
The
place.
the
so,
There is
a plan
he to
The
rechecks
that
file
are not
interns
system.
familiar
with
the
to be
acknowledged
on certain
existing fonts.
needs
based
hard to know the this firm
of projects
rate of
is
name of
produces
returning
clients varies. Higher-
and medium-sized clients return
as once a week.
Files
the naming
to a client,
manager gives verbal guidance
so
background in
and other collateral graphic work.
organization.
system
central
sometimes
The types
a
were two undergrad
to the
problem
frequently
explanation of
re-explain
files, but every week or is in
file
from
the hired designers
reprints.
while smaller-sized clients can return as
the need for
access
fonts available, it is
a customer wants
comes
there
often request a reproduction
include packaging, brochures, invitations, There
The founder
Another immediate
massive number of
specialized
of
people
is that
of the problems
organization system.
font
years old.
to the
his file
system of
which
takes
organization
to
directive
to
clients
the file.
extra
employees on
put together a written
80
are given
The firm
recognizes
a
digital
However,
the
time.
how to
manage
make sure
on
in
monthly,
their
that everything
the file organization
system so that there will
There is
be
a special
no regular schedule
for
step-by-step
doing backup,
but files
three months. The manager sees the necessity for management to ensure
Active files
files using the LAN hard drive is
also
kept in the
are
on
CDs. The
the CD. The firm makes one copy
quality CDs. search
Backup CDs
is done
Retrievable File
on
when
in Excel,
is done using
The
on
the "file
To
not aware of
with columns
Initially, files
based
is
are
zipped, but this
manager of this
firm
info"
option
for
a
in
If any file is lost though it can
kept in CD format. The
offset
this
on
name,
image
rather
content
A
on
and two
from the
the quality
of
for lower
two
CD is located
these
steps.
on
First
a
the shelf.
the company exists.
record of
project
file searching is done
name,
to
method
be
every design file is
date,
and name of
saved
file.
found to be too time-consuming.
DAM
of the
software
to be
file itself. The
extensive,
and
is, he feels,
rebuilding, the firm
to the client, the firm does
81
backup
requires
spreadsheet and
software.
description is
physical
as
for file
can access
CD depends
Excel. The firm finds this
would want
and needs
cost
long
Excel
within
client
Photoshop
file based
as
least every
at
stage.
Finding backup files
process was
short
later
using higher quality CDs
an
any DAM
describing
subject, meaning a
search
are
forever,
through the search-inquiry function
sufficient and
at a
the Excel spread sheet. Then the
management
be backed up
investing a period of time
number of assets on a
are numbered.
assets are maintained
must
the files.
organize
hardware. All the designers
central
Finished files
system.
done
files
access to the
easy
how to
guide on
he does
able
to look up
manager
not see
a
file
thinks that
the
need
for it.
too hardware-intensive.
will
take full
not often
responsibility.
do that. An
Even
outside
IT
is
vendor
called
in for hardware
company, because the
manager
Given its limited system.
Digital
manager
is
himself has
software
are no specialized
background
a
technology,
assets are managed
consistent
There
problems.
IT
personnel
in computer engineering.
this firm has an efficient file organization
non-specialized software such as
using
in the
in managing the digital assets,
and each
Excel. The
designer has
access
to the
central computer.
Graphic Design Firm Two
Anonymous (personal communication, August 16, 2004) This company operation
works
for 3.5
in both the
years.
The
graphic arts
owner acts as
marketing director. As the primary
files. There
are
There is
two
But
by
this
There
are not
numbers and
keep
concept
in file
in interior design. It has been in originator,
the only one
archiving.
the time the firm was
art
who
director, has full
and
access
In the early months, files
six months
archiving them began to crop
and problems with
facing
and
to the
designers working in the firm.
was no awareness of the need
slowly
the
designer, he is
an obvious problem
organized properly.
increased,
other
field
to be
vigilant about
old, the
up.
were
number of
At the
files had
beginning
there
file organization; now, the firm is
problem.
an
many
repeat orders.
inventory to
occurs when clients ask
for
a
The majority
maintain a
design
similar
of clients order print
low printing
to
82
a previous
cost.
job.
Old file
jobs in high
retrieval
only
For security reasons,
files. Because are
of previous
other
designers have very limited
incidents,
limits
the owner
access
access
"source
samples
source
to
writing
system
art
an
director's
Files
and proofs are
projects.
kept
for the
sufficiently
This
on
client,
The
designer
backup
work
easy
by showing
the client's own
each
CD, but
filing
system
was
other
told to
is based
convention
on
approached
gives
access
samples
sets of
there is therefore
is handwritten
start
on
a
files.
organizing files
the client's
name.
art
heavy files
and
to
from
the memory of the primary designer. The
is inside
to
is
This
of project.
approached with
on
are
the CDs
The naming
designers.
CDs. Active files
system.
The firm feels that it is
are also
kept
on
files,
copy
of all
the
The quality
of the
CDs is
one
still possible
is done using
to
clip-art.
keep
More
CD,
hard
and printouts
and
there is
no
viewed as
copies of all
its
specialized artwork
is done
illustrations.
plan
considering using system
kind
hardcopy. There is only
need of a
stable.
The future
also
as
manually
Certain illustration
with special
one
communicated
are saved
is
memory.
Recently,
on
new client
heavily
index. The naming
is verbally
realization
client
remember what
searched manually.
and
existing
organization relies
the
A
on client requests.
and an
claims
reliance on
based
are organized
files,
director
on subject and
projects"
based
File
workable
to the files to himself. There
two file archiving systems. Active projects are organized based
and
to the
is
is to divide the files into an outside
viewed as safer
employees will not
have direct
database
because it
access
passive and active categories.
consultant
will
be
manage
more secure and
to the files.
83
to host
The firm is
the digital
confidential,
assets.
and
There is need
for it
yet.
The
person.
matters.
an awareness of metadata
The company is currently
next
step is to
by the printer,
This interview
knowledge
about
design than
Neither Designers
DAM
relies on
more salient
A
valuable
and
discipline
tends to come
later,
doesn't feel the
not a specific
still
busy with
IT
other
the printing plates for that job to be
was more
lesson
was
used.
structure.
There
was
less
interested in marketing
learned
about
the
need
to focus
data.
these preliminary firms sees the
have training
designer,
Graphic Design Firm Two had less
asset management.
of
a new
manager
the films that the printer had
are viewed as capable of
practices
for
the
drives but the company is
the firm
or perhaps
with
looking
DAM. The individual interviewed
the survey study to get
should
to tape
Currently, if a file is lost,
provided
and
move
technology, but
need
handling basic file upfront
when
for
organization.
because the
IT
and
personnel.
However, they
realization of
there is problem,
84
special
the
need
for
then it is too late.
good
Appendix C Interview summary
often research participants
Subject I: Graduate student/freelance designer Subject II: Instructor/freelance designer Subject III: Two-person design business Subject IV: Lead designer
with
Subject VI: Veteran designer
many freelancers
who
currently teaches
Subject VII: An in-house design department Subject IX:
Two-person, 29-year-old firm
Subject X: One-man
operation
Subject XI: An in-house design division in Subject XII: Somewhat larger firm
Subject I: Graduate
student/freelance
Anonymous (personal communication,
This designer currently has two student at
She only
the
or
own,
and
the
full-time designers
with six
designer
February
professions: she
three
or
four
medium projects and
other
hospital
11
is
,
a
2005) freelance designer
time. The designer has to divide her time between
works with
two
ones,
same
a
30%
are
in
projects a month
two
small ones.
one
big project
She does 70%
collaboration with other people.
one photographer and two programmers.
One
85
of
the
and a graduate
school and work.
and
three
small
of her projects on
She typically
programmers
is
her
works with
a student and
the
is
other one
the
an
U.S., but
IT
She
vendor.
from her previous
proprietary digital studies.
own
digital
experience
asset management system
understands the
benefits
realizes
because
she
does
to learn that Adobe
that
works on a project.
specification.
charge of asset
Files from
Digital
consists of the
kept in
The designer keeps
years
billing
all
a support
folder. Designed layouts,
transfer files
and
through her
tries to implement
a
financial investment in DAM
it
with
her
may take
She
current workload.
use of metadata.
some
was
The designer
time, but there
management,
even
though
will
the
by project
files,
in
each client's
support, images
and contracts are stored
be
rough
drafts
and
which are presented
all versions of
her designs
to the clients,
so
ago, the designer invested in
a
folder. The
that
are stored
in
in
a
she can always come
third-party FTP
project
folder.
contract
are organized
needed. with programmers and photographers as
86
according to her
low-resolution images. Files
folder. High-resolution images
one person
layout. E-mail
and
in the
than
more
photographers or programmers are named
contract, working
file folders hold
Two
technology
itself supports the
assets are organized
correspondence, approvals,
clients are
Photoshop
use of metadata
about
long run.
The designer is in
Working
think that she needs
inputting metadata at the beginning
benefits in the
folder
not
the
of this
them in her workflow, but she is reluctant to make
surprised
in
through knowledge
firms. She has learned
at other
working
asset management software and
The designer
software
vendor through a consultant
the job is done in India.
The designer built her gained
IT
communicates with the
site.
She
She
sent
an
by
image
layout folder. back to them.
uses
the site to
allowed one of her
clients to
was
download files from
too large to be transferred
inconvenient
at
realizes another
remotely.
that time.
benefit
However,
is
When the designer the photographer
She informs the two weeks
in
advance.
checked out
uses
the
printer
native
files
choose
designer
on
same
of
time,
with
CD
on a
was
to the FTP site. The designer
files there
while
The
working
that
the programmer,
that
the layout
work off
them. The
she will contact
dummy images
make sure
programmer
the
for her project,
she will use
informing
manages
options
files from
her FTP
on
she receives
she
has to
person about
her design.
the images
wait until she
the programming
then works on the programming
and content of the
the FTP
server.
The
design.
server
other person can wait until
programmer
is
site.
photographers on
always
During
this
indicates if a the file is
working
with
the
most
printer's
printer on
the
and prints
specifications,
chooses
other
CDs
and she receives
files
For previewing images to the client, the designer
from Photoshop
only PDFs. She
their own
access
she can store
deadline to
it; therefore,
receives
according to the
or
files
client
file.
programmer on
file browser
project.
by either one
The designer
from the
At the
simultaneously
current version of the
have
done because the file
was
currently using this function.
When working
before working
not
requires a special photograph
for the
parties
do
server
for her layout before
components while the
updated
not
by e-mail.
components needed
file is
FTP
giving the
and
e-mail,
photographer of the
receives approval
process, both
by
Usually clients
of her
she
this FTP site only once. This
the
them
client.
such as whether
print vendor on
10%. She does
87
for the
not
90%
know
the
of her
She
gives
printer needs
project,
whether
files to
the
and clients
printer
keeps
her
her files
assets once
own reprints
maintains
her
they
of her
be done
Naming
Clients
receive
design her
with
convention
by
on
client_project_l, client_project_2,
numbers.
Images from the
how
of each project
for
asset
asset.
a
different
Even though
Backup is
backup
will
fries'
creates
reference.
she sees
at
the
least
folder
the
client
need
She
does
for
realized
Some
the
can
do their
The designer
a project
need
to
list
assets,
takes one
such as
in the working file
maintain old
the
files
beginning
she uses a
she
does
month
digital
not
have it.
to complete,
is completed, the designer
items
They
the previous draft using that
of her
project
job
convention.
photographer at
For
number.
are no assigned
Occasionally
not approve
If a
then version
follow her naming
named.
a master
once a week.
content
There
She informs the
by deleting unnecessary
archive.
they
contract that all modification to
project and
and so on.
like the images
be done four times. When
'working then
and so on.
if the
project
done
client,
photographer must also
she would
that
permission.
is done based
objectl, object_2,
so
of the projects.
her
on
specifying
example:
are named
PDF formats
files
never receive original/native
ownership
work must
are printed.
cleans
the
low-resolution images,
will
be kept for her
after clients
own
and
future
began requesting that
she reprint previous projects.
Twenty She tries to
to
keep
thirty
as
percent of the content of
many files the files
them. She then
zips
hard drive,
depending
and
as she
can, because
and archives a
on
her files
copy
she never
onto a
how important the file
88
are purged
is,
knows
before
archiving.
when she will need
CD. A copy is kept in her local she
may
make two copies of
the
CD to with
store
in different locations. If the CD
about
a problem with
she worked
afford
her
the
client's
asset, it is labeled
archives.
help reduce
issues
She has
with storage
never
that
contract
had any
client
issues, but
has
says she
never
files. One company
corrupted
they keep
asset management
media, but
files for only two
as a
freelancer,
years.
she cannot
to do that to her clients.
To
for
search
clients
revisions,
old
files,
typically
the designer uses the client
provide
her
with
and project name.
infrequent have
ones.
The
a system
the designer is
In this
instance,
version
being
sent, then
designer is working
concludes
on a
by referring to keep
search
PC
Infopath. The designer
her
not sure which
familiarity exactly
file
MAC
spot color swatches
billing
and
she was able
system.
during
and client
certain
She
her
to
client
She does
previously
client questions
be the right
purchase a
compensates
one.
higher capacity
for the lack
she uses
to
the
The
work.
information,
for her
keeps the files.
the
uses an automated e-mail vendor system
89
to find
she wants
if the
other version must
because
is sufficient,
with each client.
she
version
them one version,
that the
system
her
on
project
assets of her regular clients than
remember where
price of a
track of all
for the
is based
she will send
for less than the
To
to
ease of search
picked.
quality
easier
that helps her to
Sometimes,
computer
search system
like to improve it. Sometimes it takes longer than
files. The designer finds it
For
during which the project
the range of time
done. This helps her to find the files. She thinks that her
yet she would
not
longevity
for did specify in their
She thinks this may
was
long-term
the client's name and the duration of the project.
She knows
had
stores a
Microsoft
manage
her
of color
correspondence. She wants to invest in
She has
management system.
the number
her
of
files
hard drive
an external
also considered
purchasing
as part of her asset
an asset management solution
if
increases. In the future, the designer hopes to build
she works with
design firm.
own
Subject II: Instructor/freelance designer Anonymous (personal communication, This designer
both
works as
a
freelancer
His freelance design firm has been in
another
designer
with
him, but
skills
that he does
not
now
freelancers
collaborates with other
,
2005)
for the
works alone.
when
works on
31
and a graphic media
operation
he
have. He does
On average, the designer
January
not
he
past
instructor
five
needs assistance with
currently
two to three
work with a
There
years.
Occasionally the
used
to be
designer
programming
large
projects a month.
at a university.
and other
number of projects.
Ninety
-percent
of his
projects are small scale.
The designer
experience.
entertains
the
created
He feels that his
his
own asset management system
system
all
sufficient
the idea of purchasing proprietary
number of assets with which
keeps
is
the different
he
works would not
name, followed
by the
client's
numbers.
Once
a project
designation helps if he
is finalized, he
needs
to
return
workload.
asset management
versions of a project as
arranged
for his
he
personal
Sometimes, he
name and
workflow, he
The folders
are
section, then
version number
to his files in the future. It is
90
his
software, but thinks that
makes revisions.
the
on
justify it. During his
by the project's changes
based
to
"final."
version
This
not sufficient
to just
go
by
the highest number, because the latest revision is
To
picked.
communicate with other
not always
the
that the
one
freelancers/ programmers, the designer
uses
client
FTP
and
IM (Instant Messenger).
In his
daily
operation, the designer
transfer files between one
the necessary files
gathers all
project's
images, folder
under a
Projects do
etc.
photographs,
of available source assets.
folder,
projects.
any assets,
As
where
long
he
the designer
years ago
his
all
drive is
more versatile
because
have to
only
needs
drive,
flip
to do a
external
CDs in
case
and a
through
search
"stuff,"
share
one exception
hard drive
purchased a
previous
all
of
and uses an
located inside the designated such as
assets, and there is
is his
Ipod to
every project, he
for the project,
personal
that he has
his
on a
on
archived
logos,
no master
photography
taken,
which
he may
never
use
thrown
archive
is
files in his CD
files
the
a project
The CDs
external
archive since
hard drive for his
external
are now stored
needs
daily basis. However, he
created.
external
for
out
to
in
one
access previous
location. He projects; he
still makes additional
is finished, it is
serve as
hard drive
"backup
could
projects
back
ups on
from the local
backup"
fail. He has
purchasing the hard drive.
91
erased
of the
backup
drive. The hard
the hard drive. The designer backs up his
the hard drive fails. When
CD
180GB
files from CDs to the
different CDs if he
function
(Anonymous, 2005) because access
usually
laptop
the firm has been operating, the designer has
as
He transferred
not
not
his
beginning
assets needed
stores all photographs
system.
to the
folder labeled
on
and all assets are arranged chronologically.
Two
does
The
mainly
At the
and another.
folder. This folder includes any
collection
his
location
works
never
had to
The designer has cleaned
When
up
45GB,
filled up his
almost
a substantial amount of
backing up files,
he
copies
space,
the entire
have
some of
more
than the necessary number
Clients would
based
have to
sometimes ask the
access old
the name
on
of
everything from the
printers with whom
deal
and
hand,
any
assets
gives
he
both
trickier for
that he
native and
given
to them
only
access
the
able
to
instance, he
do this
by
a search
design because he has
(Files for the
web are
case of a mistake.
printers.
He has
a couple of
finds himself asking
print
since most of his projects are a one-shot
reprint request would always require at
clients can
In this
work.
to it in
never
be
not
project, the designer copies
PDF files to the
The designer
and
would much rather
would
website
for them to
can refer
back
go
in the right folder.
The designer
order
often more
in his hard drive than
a major revision on a web
always works.
that he has
However, he
revise an old project.
are
in
result, there is
the designer has to
are not saved
archive.
same name
current website so
The designer
files
the project. Updates
name-specific.) Before starting
for
Eventually,
designer to
files from the
to save files using exactly the
providers
and as a
of copies saved
also occur when
hard drive. In fact, he just
unnecessary files from the hard drive.
this redundancy to safe storage space.
files. Problems
retrieve
of
folder,
than just one folder for any specific project.
delete
current external
least
some revision.
printed version of a project or
any files
On the
other
uploaded
to the
The designer has
never
web.
This firm's
had any
problems
understand
his
asset management system
communicating
file-naming
with
convention.
is pretty
printers,
He
programmers and other
realizes
92
universal.
that
his
system
freelancers; they
is only
as good as
the
user,
and
therefore he feels the
The designer is
system.
that this is
filtering
not
out
committed
the version that
[he]
may
to purchase
type
monitor
within
his
asset management
"keep
[because]
price of an external
new
there
the
asset
itself,
system will
not
to be
gets
hard drive
he finds
and
files."
a
ton of
is
as storage media
hard drive for archiving his backups.
use of metadata
operating
and
going through
for
is probably
assets
firm than for his. He is anticipating the coming
of
Macintosh because this
located
never need
a second
The designer thinks that the
words
continuously
to putting in the time to manage his files
He thinks that the
and plans
a publications
to
difficult. To improve his system, he has to
(Anonymous, 2005) reasonable,
need
of
have the capacity to
more useful
OS
"Tiger"
search
for
from
for any
just the tags.
Subject III: Two-person design business Anonymous (personal communication,
This firm has been in the the designers
graphic
were not even
using
desktop
freelancers
the
stations.
In any
medium
ones,
In this
they
are
both
given
and
work at
office.
big
20
years.
However,
works on
10-15
There
their projects.
work on
the firm
At the beginning,
no
seasons,
are
they hired
longer has freelancer
small
projects, 2-3
ones.
small graphic
formally
to
past
Previously, during busier
month, the firm usually
1-2
2005)
computers
the firm.
at
to
26
design business for the
two designers currently working
as needed
January
design firm, both designers
trained as
designers, they
93
split
must wear a
the jobs in
lot
of hats.
such a manner
Although that
one
of the
designers
management,
and art
When
list
spends most of her time
of current projects.
organized
it
work on
the other
focuses
more on
track
designer takes the job down
job,
one
will
then
start a project sheet and attach
how
much
time has been
have their
assigned
a miscellaneous client
other one executes
the
In this
folder. One
instance,
of
project.
Sometimes
designer because the first designer is
not able
same
envelope,
project sheet
At the designer's
continue
responsible
project, but
serves as
a project must
to
an
kept. The
the designers is
designer
one
it to
it to the
and new and sporadic clients are
Multiple designers may be involved in the
simultaneously.
and adds
used on each project.
folder
project
designing projects.
a
regular clients
inside
each project.
She
while
proof and other related correspondences are
every
helps the designers local station,
for
a client calls
where copies of
the
directing,
daily correspondence,
managing the
the
they
never
director,
art
be transferred to the
working
on
the
for
project
while
other
due to
other commitments.
As
mentioned
miscellaneous.
business
with
The
the
miscellaneous
company.
description
of the project
numbering
systems
numbers end with
the way
they
jobs that
clients are
previously,
Each
client and project
example
The list
transferred to an InDesign
the
100M, 20 IM
server.
was
two categories: regular and
new clients or clients who
has
a
designated
number.
regular and miscellaneous
are arranged on
are running.
folder holds
then follows the designated
between
M, for
divided into
originally
file. Currently, this
94
master
list is
are
much
A truncated
generally listed
a master
handwritten, but
do
miscellaneous client
Files
The designer keeps
number.
not
To differentiate the
clients,
and so on.
do
list
of all current
six months ago
stored
locally
by
it
was
on one
machine.
When
one
designer
needs
this
list, he
or she must either ask
for it
the other
or
access that computer.
xxxxxxxxxx
client's
number, project's number, truncated description
Figure 3. Design firm III 's file-naming
There
Both
from the local
space
to the
however,
are
folders
and
local
project
time he
works on a
not
One early
project, he
have
handwriting but is only
different
project
involved
timeframes.
beginning,
and
the
four
years
no need
most of
to
as storage space only.
accessed at each
keep
files
a technical
Their
with
that
current system.
serves
equipment
of
the
station.
time,
versions of a project.
revisions.
them
rules
for
has
Their
well as
during
on
In
evolved
system
long
be
system
able
various
from
is
not
fail-poof,
as rules are set
file saving
that
to
order
track all the
a three-year period.
have been relying ago, the designers 95
catalog.
could
asset management
to their
the
designer's
Most
different
literature
create a system
input. It
its
functions
billed, it is
completed and
from its inception, but it has learned from
both designers follow these
The firm leases
server
user's
be
is
server space when needed.
a perfect system
projects on calendars
as good as
can
asset management system.
a project
server
rewrites old
to do this project, the designers had to
updates with
The
folders
designer feels that there is
one
mistakes.
server.
files from the
retrieve older
The firm did
the
locations in the firm's
in the local drive. After
Designers
its
separate storage
saved
server
Every
two
only
Current jobs
moved
are
convention
from
and renaming.
Since purchasing
for their
a
automatic
backup. They
were
previously saving files
consists of five separate
redundancy; any
is
when
project goes
the printer sends CDs
for
backup
is working
present
are not stored
if it is deemed
on
is
filled up the
necessary.
to have an
in the server; they
server yet.
their clients, the designers
When he
based
with a
in the
behaving strangely
previous projects
file
local hard drives. The
project
at once
backup
files
are saved
server
in triple
for the designer to lose
other
than
is in the
what
modifications, before
after minor
server
needs
to
never
search
or when
the
client and
abbreviation of
the
project
job
(the
most projects
to manually copy
he
wants
copy just in
extra
feel the
never
know for
because
The designer does this
Since they
on
assets
have to be broken
time, the designers have
current project and needs
not
and
a
to print.
Current files long. At the
would
there. The only time the firm has any
asset stored
server
zip discs
hard drives totaling 300GB. Old
five hard drives
all
on
maintain a
when
old
they
to
he
to
The designers
purge
be
truncated
required
to
to searching because it is difficult for him
keep
access
on
because that information is
description
remember
of the
the
to
a
all
their
files because they have
projects, the designer relies
numbers
server
that the file he
sees
long-standing relationship will
last very
files to the
current
when
not
make a major change
case.
need
do
with most of
these files.
identifying his
always
project) is less
intact. His
reliable
exact abbreviation
that
for
was
created.
He has been
understands
to
use
this
exposed
how this
can
to the basics
help
technology for his
of metadata and
some people.
image content,
Nevertheless, he does
present workflow.
96
He
also
not
thinks that
and
deem it necessary
although available
asset management software
for
counter-productive
Files
is
option
in the
past
Most
post on
their
Clients
will also get
When
back any
instance,
the firm
original asset
would
with
software
does
that
absorb
for
not always
whatever
wishes
more reliable workflow
of
of
on which
obtain a
copy
its designs
recreate
gives
within reason.
such as photographs.
it from
scratch.
However, In
major problem.
any
such as when
to
of
the design in PDF to
provided,
Sometimes
switched
business. Problems
files
a project
is
are not saved
created with one
some new software.
The
new
correctly.
But generally, the designer thinks that his
firm. The only way he
copy
the cost as a part of doing
reason, is
file
FTP, depending
never caused
followed correctly,
translate the
or
file. The firm very rarely
they have
or are not renamed correctly.
type of software, and
a
ownership
this firm and has
have to
almost
files. This has benefited the firm
clients will request a
tries to maintain
also occur when procedures are not
in the right location
losing
is corrupted, the designer has to
this has happened very rarely
this
using CDs
the designer was able to
printer after somehow
The firm
a project
and printers
Usually
price, it is
manage asset management software.
were occasions when
clients.
websites.
at an affordable
printers prefer to receive native
from the
files back to its
features
designer to learn to
a
because there asset
some nice
transferred to clients
required.
his digital native
are
has
to improve his
system
has been working
asset management system
to constantly back up
97
current projects.
is
well
by
for the
creating
a
Subject IV: Lead designer
with
many freelancers
Anonymous (personal communication, This firm has been operating for the
three
past
the lead designer and manages the operation
collaborates with
15 freelancers to
provide
both PC
and
uses
local
uses a combination of
server can store
smaller
local
the remote file
100GB, but it
remote server can
However,
downloading
and
up to
The
redundant copies.
site.
There is
one
designer
they
who acts as
firm. As the lead designer, he
are
web
mostly
of
design
design. The firm
uses
systems.
Retrospect software,
the FTP
years.
the design services. The types
that the company produces vary, but
This firm
2005)
,
of the
projects
Mac
1
February
and remote
server
also
be
by the
used
files. When the
size of
servers.
provided
has 400GB
it is only 500MB, it is
since
is
file
of
by
a
backup
The local file third
party.
space
used
assets
mainly for uploading
the file is too
The
keep
to
designers to transfer
server
using
and
the file is transferred
large,
using CDs. The local
server
through Thursday.
following week. local
server.
with
When
The local
a
size
on a
daily
stored after
is
at
cleared
the
a.m.
moved
quarterly,
are archived
name of
2
in
that is backed up
is finished, it is
local drive
the designated
the file
to back up
a project
server
While working
unless
set
Anything
Sometimes files from
labeled
is
and
is too large. When they
by the
from the
the files
the
date
are encouraged
work
98
four-day
in their
own
during the
remote server
are archived
of
to
Monday
cycle
system
directly. When this
computer and
project, designers
a
to DVDs.
happens,
the
to the
the disc is
archive.
work off
the server,
local drives, they have to
transfer the file to the local
server at
designer provides
to the
guidance
the end of the
day
so
it
be backed
can
freelancers regarding file naming
The lead
up.
conventions and
folder hierarchy. The naming
same part of a project.
initials uses
to
of the specific
nesting,
help
folders is the separate
This
The file
when
same on
folders for
structure
up to
they
every
client
developed
name of
eight
file
files and
generated.
assets.
copies
for
CDs
and
Archived CDs
each archive.
DVDs
are
The folders
number,
The
labeled
or
by
files. The
action script
minor version
which
at
hierarchy
of
the
files,
payment,
etc.
client name >
number, designer's initial
are
same
of
multiple
time and simply copying
for managing
physically kept in CD
system could use some
the list
the
the
consolidate
is labor-intensive.
one responsible
DVDs
with
structure
start with client name > project name >
opening both files
layouts,
or
logical
a
convention
The lead designer is the only
digital
levels deep. The nesting is done in
overlaps, the lead designer has to
pasting images from both
the files the designer
in
major version
He does this
the
on
name.
vmi
work on a project
store
the years. An example of this nesting is
Figure 4. Design firm IV'sfile naming
When the
diagram 2. To
looking for specific projects
project.
over
designers from working
major and minor version numbers and the
folders, development files,
mj
file,
include
as shown on
are
project > section of project >
xxxxxxx
names
designer
which goes
designers
help prevent multiple
conventions
archiving the
wallets.
There
improvement because
files inside
99
and
and others are not.
are
two
some of the
Files
are
archived
inconsistently by projects,
lead designer's
CDs
DVDs
or
mood at
and
files.
Microsoft Word, but allows
indexing
function. He
for
Occasionally,
other
DVDs,
for files
the local server,
unsure of
designer
their
their
exact
has its flaws, but
The firm
works
labels, they
he
says
are
reused.
To
project, he
kept
and right
on
the
backup
will
a
copy the
larger
CDs
read each
distracting to
him
a great
disc in
the
goes
DVDs
.
loss. He
his
It tries to
creative
he has
written on
easier
to
no more space
files, but is
He
left. often
that the
admits
says
search
that the
that, based
on
his
clients.
get
its
clients
to do their
website, the designer has to go
website and other
first to the
are archived.
order
100
there is
of some of
redo of a
files
his
brains.
the necessary
and
archived
software's
system sometimes requires
skeleton of
wallets where older
have to
all
the
list using
this
relies on what
server until
that he has
never cost
For
of
both his left
the designer
the
their different colors. Since it is
certain
the
all of
on
server uses software which
not
for projects, the lead designer
works, then to the CD
folder, depending
will make a partial
on web works projects.
scripting.
a previous project and
one
and on
it has
back to
search
files,
wrote on
mostly
using XML
root
archiving is
is actually better than that
system
the
The local file
location. Unfortunately, the
remember what
experience, his
of using
archived
searching process, he is
own update
not.
maintains that the act of manual
the CDs or
During the
as
the designer is skeptical
However,
archiving.
on
date
designer
the
times he does
When searching for
on
or
the time. There is no master list containing
because he likes the balance
process
system
clients,
server
If there
to determine
files to be
for
more recent
are multiple
which one
is the
discs most
on
recent.
discs
Since the searching
on
naming
the
CDs
required
to
tag files
could
As
spends
searching
these
or
scripts.
He is
e-mail
Previously, he found that the
cataloging.
His
The
keep
obstacles
have
keeping his
month.
Furthermore,
system
digital
He
gradually
asset.
a
that
tag
next.
is that he does
action scripts.
not
have
The time that
be better
a complete
by building
a
helper
The designer feels that he
tries to solve this
time experimenting
he tried
was
using too
adjust
the
own system until
not
by replicating the
spent
database
of
folder.
code
spends
too
structure of his
with asset management software
much
software
he finds
CPU
cycle
eyes open
He is
for
confident
them.
101
during indexing
to handle this
capability
extra
properly.
task,
that the
but he
or
and
he did
Therefore, he
a suitable software solution.
discouraged him from researching
management software solutions.
he is
the
computer was not powerful enough
using his
initial
during the
The time
folders.
have the necessary time to to
operation, it is difficult for him to devote
Macromedia Flash's
problem
e-mails.
spent
software
chose
and
when multiple
from the inconsistent file
come
previously-written action scripts could
e-mail as a
time managing his
file folders in his
often uses
improving his
Another issue is
much
a one-man
accumulate
rewriting ones.
existing
difficulties
not make sense
may
designer, he
a web
improving his
not
memory, it is difficult
of available asset management software.
easily
day
would make sense one
main
DVDs. As
and
time to adapting to the structure
all
on
are needed.
The designer feels that his
he
heavily
process relies
These
other available asset
proper solutions will come
up,
During his in
search, this designer noticed that Dublincore
This development
web software.
included in Macromedia Flash includes is
a
tagging,
simple
hot topic
hardware,
which allows
author,
one of
indexing
level
able
to
of control
software and
so powerful
adapt
to different
it
that
can
feature
without
would
a
He
could also allow
future, he
for
to
his firm to
Although the firm's
by himself,
emphasizes that
users are more patient
CPU
what
it
is
would
not
to
than
work
digital
asset
searchable
by
A
help
to
file
the
user
content.
narrow
naming
down the
management can
billable
service
The
for. A
Another
indexing and
and
archiving
search.
increase
efficiency.
periodically.
be difficult to implement immediate
102
software
looking
for managing
perfect, it is improved
The
of relevance of each
that allows local
standardized
is
well, it
others.
organization also varies.
software
cycle.
that good
specialized
halfway. It is impossible to have
images to be
for
management
(Anonymous, 2005)
provide additional
system
"asset
asset management software
meet
would also
convinced
it has been
speed."
Some
users.
wishes
too much
and
caught on
syndication) format. This data
be the ability to determine the level
database
This designer is
working mostly
simple
etc.
immediately determine
taking
format included in
assets.
lightning
component need
In the immediate
archiving
date,
order
more versatile system should allow
asset.
(really
that users would like to have in their
human
advantageous
for very detailed tagging
the major players in this field. It sells
at
The designer thinks that in
has to be
RSS
as an
such as
Google is
and
allows
to have
seems
It
clients'
Since he is
changes.
Subject VI: Veteran designer
Anonymous (personal This designer has
teaching,
she
as a
working
has
design
can
be
put
done
much
instructor,
design
and
work.
and a writer.
past
Currently,
20% working
freelancers, including
at
a
designer. Whoever
individuals
receives
years.
Ever
she spends
since she started
80%
studio.
photographer,
These individuals
individuals. The lead
17
her design
of her
of
a web
team that
the design team may vary, it the
person on
project
is
not always
the order from the client will eventually hire the
as subcontractors.
Clients may
also choose
time
To do her projects,
are members of a virtual
together as needed. Although the members
consists of the same
usually
February 7, 2005)
in the design field for the
she collaborates with other
designer/developer,
currently teaches
communication,
worked
not
who
to hire the team
as a
the
other
group
or
individually. On average, the designer small
to
medium scale.
A
However, project
still
once
project
that the designer
require a
and a website
finds it challenging to
the
five to
medium-sized project
envelope, a business card,
projects, she
works on
is
spread
the file is too large for Internet
the studio
out, it becomes
none of
the group, the designer primarily
may include
design. Although
work at
often works on
larger file source, but
eight projects
uses
a
she
in
a month
logo, is
not
a
mostly
letterhead,
involved
more manageable.
projects
do. To
the Internet. She only
submission.
103
with
many
after a period of teaching.
Another type
is catalog design. In general, catalog
her catalog
an
uses
transfer
CDs
projects
files
when
of
within
the size
of
The designer has kept a
designer. Some
access to an
her digital
clean
she
asset,
is
able
she
At
first,
her archiving
she
labeled
process at
There is
finds the
purging any
the index
present
time,
backed up
are
timely
no
extra
the
with
with
her
labeling
of
so
than five
each
reader.
The majority
media of
When
onto
choice,
is
she
disc
more recent
time. The need to work on other
CDs. thinks
she
doing her
with an alphabetical
discs
location in the
for archiving to CDs.
of
years.
files inside. However, that is
the
as
working
when she needs
is trying to transfer them
issue
onto another
schedule
has kept the
assets older
of
she started
Yet
older media.
she
she
day
concerned about this.
the designer had the habit
are
in
longevity
for her to be overly
detail. Projects
minutes.
assets since the
because
Zip discs, but
aware of the
consider
may
list. Some discs
much
to find it
assets are stored on
not practical
up,
digital
of these assets are still stored
Although the designer is that it is
all of her
not a part of
labeled
are not
computer
with as
every 20 to 30
Archiving is done
projects sometimes
file
when
only
interferes
with
her
asset management process.
Even though the designer
projects
that
designer to
require constant updating.
work on a
Occasionally of project updates.
narrow
with
find
her
variety
she
content.
what she needs.
Often
of regular
she never works on
clients,
She feels that it is her
access
her
old
she needs access
down to
list
privilege as a
freelance
of projects.
has to
When
archives
the file
maintains a
several
older
discs because
she must read
Although this
to
files,
the
process
not
for
104
but for
files, her
system
not all of
them
content of
takes
reprints
more
the disc
essential parts
only helps her to
are
with
specifically labeled the
computer
time, the designer does
not
to
feel the
need to purchase
management.
knows
what
because
here
into different is
projects.
She does
involved in the
searches
She
are also
remained
files because
the
by PCs.
Discs to
to
the
date
use a
naming
This especially becomes MAC
platform.
file
are
further
that the
ways
client and
The designer keeps
over
such as
issue because
no main
the final one.
dots
by PC and
slashes,
not everyone
folder
when she needs a specific
party image vendor,
where she
image,
she either
or uses a collection of stock
purchased.
She feels that her
asset
an
There is
a third
proprietary
layout
by MACs,
from
online
has
user
the client, and
convention recognizable
symbols recognizable
project works on a
on
to the
and version number.
However,
she
the
kept in these folders.
her files in
prefer a previous
may
are separated
based
named with some reference
with
clients
package
assets.
images that
as
archives, files
external
are organized
her digital image for it
long
asset
with minor
constant,
particular project are
makes an effort
labeled
some of
to any
archives.
not make an effort
because
her digital
cannot open a specific
top hierarchy. Client folders
the
related
in her disc
project.
are not recognizable
stores all
has generally
understand, so the files are
all versions of the
platforms
name as
All files
mimicked
type. Files
with
capabilities, as
there. Both in her computer and in her
and
then the individual
project
search
help
incompatibility.
the client's
organized with
printer can
to
to look for. Problems occur when the designer
asset management system
adjustments
order
asset management software
She feels that the Mac OS has decent
of software
Her
This
proprietary
projects
do
not
management software.
have
enough
When
105
complexity to
she saw an ad
for
require
a software
the
use of
solution, she
thought that the
viewing her
product was
as part of
their workflow.
studio work since she
familiar
directed toward larger design
Moreover,
has to devote
the job
most of her
those that
bring in enough
not
use online
income
with
time to teaching. The designer is only
the Internet search engine program. She feels that
with metadata as a part of
dealing with metadata is
does
she
studios or
of a programmer and she
is
not
interested in
becoming
one.
A growing
instead The
the designer
any
do
have any
not
first
will
of her work
ask
copies of
the
printer
never gives
ownership
had the financial
of her
the
to fix the
digital
and
resources
to install
process.
She
to
labeled,
If money
make all
of
need
file. However,
submissions
the design to them.
for
a reprint
printers
occurs,
rarely
have
it is
her hardware
because
it
kept her
was
issue,
much
that she
so
keep
wishes
install the
she would
are
too many
software
like
a
make sure
that she
between
used an outside
variables
than calling one
in
later
third party to manage
her
that archives are saved
likes to do. This designer
106
a client.
far. She only
has
That
It is important
and software compatible
feels there
time to
own copy.
done for
ten years, she
she
a technician
were not an
not a process
still
though
past
with one exception.
clients
is working fine
For the
She feels that it takes too
and
even
system
software updates
would rather
problem.
assets.
particular
the designer
design,
school and studio workstations.
consultant
mockup
file. When the
digital files to her
The designer feels that her
her
native
for the
particular project was a small one and
retain
the
will send a
PDF
in their databases.
The designer
to her to
works with require
files. In addition, the designer
of native
printers
that she
number of printers
assumes
that
most
graphic
designers
are more skillful at
ideas to
generate and move
money
a
final
"using
brain in
their creative side of the
order
to
product."
(Anonymous, 2005)
File
organization and
matters are not their particular areas of expertise.
Subject VII: An in-house design department Anonymous (personal communication, This design
operation serves as
educational
institute. The
occasionally hire interns state.
January 26, 2005)
the in-house creative service division to
publisher
has been in
or collaborate with
For photographs, the head designer
institute. Since this
are not
focused
on
publisher
making
is
works with other
part of an educational
a profit.
The
publisher
with other
sending it to
press.
the designers
over
is the only
other
and
within
out-of-
the
the in-house designers
institution,
client
departments
freelance designers, they
the head designer later finalizes the design
have to
by
departments
designers
two
they have, within
except on
the
institute.
When working
will
2001. The
freelance designers, both local
rare occasions when their services are needed
educational
operation since
a publisher at an
the Internet,
re-
Photographers deliver digital
physical
scan
and
images,
such as slides.
the designers rely
photographers, freelance
designers,
on
happens,
files involved
CDs to transfer digital
107
original
CDs, but
photographs on
When this
and printers.
the
ideas
and
links the high-resolution images before
those images herself. Most of the
so
create
the
are
can also send
assistant
designer
too large to be
assets
between
sent
Not
all of the
freelance designers they
In these cases, the designers only
images
are
done to
help
files. The
then
replaced with
to struggle to
control of
of
work more
for the
some
books,
such as
project name
planning,
contains
layout,
text
use
capability
particular
project
project,
a
title, author,
project
is
having to
since
images,
printed.
deal
those
and
This is
large
with
the head designer has
she wants
hierarchy is
image files.
drive,
then
to
maintain
CDs
at one
point, but
projects
large
projects
assets are organized
by
divided into correspondent,
file folders. The
Backup
are
production
are organized
inside
physical sources and other correspondence.
she was not satisfied with
the
file folder
an
The designer
software
using it.
conventions
that these designers
use
a potential problem as more people
and more projects need
final title, the naming or editor.
20 to 25 different
About half of these
On their hard
and production
quotes,
Canto Cumulus
so she stopped
has
projects
print
source and
discrepancy presents
given month.
folder. The folder
the necessary
The naming
reproduction of some
rest are small ones.
root
budgeting,
envelope with all
tried to
the
in the
without
works on an average of
publications, in any
and
efficiently
images,
access.
these high-resolution assets.
The in-house design team
including
freelancers low-resolution
for using low-resolution images is that
get permission
the use
these
have high-speed Internet
high-resolution images before the
freelance designers
other reason
give
work with
Additional
to be
become involved
worked on simultaneously.
system could
be based
problems persist
from freelancers, the designer keeps the
108
have been inconsistent. This
Before
on either a project's
because,
name
with a
after
that the
a
subject,
receiving design
freelancer
gave
it,
unless
she
does
a major revision on
between the designer
convention
of all
they
these different
can
the design. This is
rely
file-naming
and
issue because there is
an
freelancer. Furthermore, there is
aliases.
However,
on each other when one of
them does
since
no
both designers
not understand
no
naming
existing
work side
record
by
side
the naming
convention.
To
was used
have to
search
for
for existing assets, the head designer the project was created. If
and when
flip through a collection of the physical
must
know
she cannot
assets of
any
the
which project
remember, then
given year
asset
she will
to find
a
particular project.
Most
of
that the designers
of the projects
the problems that plagues
older
files
were created
InDesign. In the
convention
made
to
QuarkXPress,
strictly
is
while
and
InDesign, both because
QuarkXPress
working
and
because
on are
later
projects were
reconcile all
InDesign.
the
publications.
Many
mostly
the font
Eventually,
the department has
most of
book
software compatibility.
the head designer had to
issues between QuarkXPress
use
version of
publication projects
using
beginning,
are
printers she works with
do
in
naming
the decision
not upgraded
of the
created
and
One
was
to the new
not support
QuarkXPress files.
Frequently,
multiple
often collaborate with
quality
previews of
Then the designer
designers
freelancers. In this
the images
will
work on
and send
have the
chosen
the
instance,
same project
the
because the designers
head designer
will
them to the freelance designer to
images photographically
109
take low-
pick
reproduced.
from.
The
workflow goes one
files back from the designer. The designer
never gets
submitting the the
designer
freelancers also
way, from the freelancers to the designer. The freelancer
keeps
project
gives
to
them,
will never
all
file
for print. The freelancers
makes
can either make changes on proofs
or revise parts of the project
have
a
copy
versions sent
of
the final adjustments before
for
that
Thus,
resubmission.
the print-ready files. In her workflow, the designer
by the freelancer and dates
them to indicate the
most
current one.
The
publisher
has
high
never received a
number of reprint requests.
four years, the designers have only had to handle five didn't been
request
given.
that the
Instead,
There is
once
every
printer print
the head designer
no scheduled
quarter.
external
files to
hard drive
desktop to
then access the
four different
external
other
copies of
hard drive,
any
and one on
the hard drive because it has
of the
publishing
In
In every
resubmitted
a
full
the 180GB
external
hard drive
asset: one
copy in
each
the CD. The designers
not yet reached capacity.
operation.
110
CDs.
the
and
the CD
desktop can
keep
Their
CDs.
copy
backup
archive.
up their
Currently
computer,
a
least
designer's
one of the
backup
at
both designers copy
Previously they backed
something happened to computer or
on
is done
backup
a sufficient amount of work,
designer's
instance, they
the files in PDF format
in this operation, but
case
past
from the digital files that they had originally
was purchased six months ago.
each other's computers.
she could
are
backup
Whenever there is
their files from their local
The
directly
reprints.
For the
of
goes
one
files,
there
in the
every file
on
back to the
start
The head designer
better
system
division with
and
in the
they
realizes
that their system
beginning because
are not
working
on
is too informal. She did
there are only two
very many
projects.
designers working in She
started
to
total projects, the
all
year, but this
more
year
designers to
designers had to
they have 14. This work on an
problem could
cannot
file naming
find it. On
had been
created
department
started.
that
was no
She
system.
The
educational
publisher
longer
important
use
better naming
wishes
project
which are quite
designer
would
even
file exists, but
re-compile
for
not
all, assets
images. However,
she still
she
had to
had
she
that
a project
related
the digital assets from
Fortunately,
due to
aspect of her
before the publishing
is
to that
an older storage
access
to the
re-shoot some of the
not
a more organized system
in the upcoming
in the in-house division's immediate plan, she
with
finding
digital
assets.
asset management software
111
use
Mac OS
Nevertheless,
that
year.
she can
thinks that she should
in her files. The designers currently
helpful
like to have
to have
for the future. At the very least,
conventions
features,
a
of certain assets
the layout file.
asset reorganization
as an
publications a
the operation hires
received a reprint request
part of their system.
The head designer
it
loses track
knows that
inherited some, but
The designer had to
photographs and recreate
see
sometimes
institute
media and could retrieve most of the
Although
sometimes
occasion, the designer
by the
particular project.
media
one
escalate as
the
Formerly,
only two to three
easily
a
increasing number of projects.
In her workflow, the head designer the inconsistent
work with
up
see a problem
their asset management system as their project workload increased.
among
not set
allows
her to
search
the head
search
for
both
assets
by
file
storage system
not
have
because they
a good
updates, along
Subject IX:
names and groups of
will
first impression
of
on
medium, of
two
CantoCumulus,
worked
20
and
are named
system.
Freelancers
given
she
did
its
consider
month.
These
years.
There
are
testing
uses
on
staff,
be divided into 5% large, 20%
the MAC
when
purposes,
designers
The company is currently
and photography.
projects can
two
files
system
are
projects with
the
for design work,
help PC
and
transferred to other PC users.
computers'
IT
consultant
to
maintain
technical aspects and
the
asset management system.
the job
number.
their naming
to the
willing to
still
The two designers lead the firm's design
and
an outside
assigns
inside
this
small.
for accounting
Jobs
out
freelancers for design
freelance designers. The firm
to build their
stored
Although
February 2, 2005)
in the design field for 29
projects
75%
The firm hires
ensure
is
she
a centralized
with other available asset management software.
also uses
other
systems
the need for
Two-person, 29-year-old firm
This firm has
working
also sees
run out of storage space.
eventually
Anonymous (personal communication,
but the firm
file types. She
a
based
Any
job number, client,
new project will
are given a
naming
guide
be
and
given
Files
by the preflight
sent
within
to the
the
in the form
project
printer are
then
the
conventions are synchronized with
working folder
printer.
on
folder,
labeled
software.
112
project name.
FilemakerPro
next number available on
of a
Quark file in
order
to
the design firm's. All files
except
"final"
or
for final
files,
identified
by
the
are
which go
a cursive
"f
'
One designer primarily
manages
this task in addition to her design
Retrospect
software.
Retrospect
system.
However,
further back to before the company
when
it
she
is
difficulty during the
importance
ascribing
During everything is work
the
to
metadata
archived.
work
When
prevent
the company switched to
from that
the
to her
and so she
process.
redundancy
archive goes
not work at
doesn't know
The designer does
the
whether
not see
the
asset management system.
designers
during
away from the office, they
work on
the design
must
bring
keep,
since not
the same project, freelancers
process.
a
files to
the
she must pick and choose
multiple
in the
point on exist
Retrospect-based
installed. This designer did
switching
the archiving process,
in-house to
choose
not sure whether
Retrospect system,
there was any
of
years ago
realizes that all assets
system was
changed to the
About five
work.
The designer
the firm's digital assets. She is responsible for
copy
When the freelancers
of their
finished
sections
to
main office.
Files
server.
are
Backup
Retrospect
available,
available on each
only
is done
software.
one on
by
the
When
system
a.project
the tape drive
and
completed, it is deleted from the
copy is
stored
organized
project
in
locally
which
and
the
the
designer's local drive. There is
automatically every
is in progress, there
the
other on
the
local
computer and archived
other
project was
is kept in
storage.
night on
are
never
had to
113
tape drives
copies of
computer.
to two
use
project
is
in tape drives. One
archives are
an additional
these
by
the file
Once the
copies
The tape drive
done. Although there is
in the storage, the designer has
two
no centralized
copy
extra copies.
of each
There is
has
no
archiving
extra time or when the
archived, the
firm's
Freelancers
Once
systems.
firm
on a
have
never
CD. As
of
this
failed the
are responsible
date,
the asset
was used.
the
picture
designer does
CDs. On the
for
freelancer
by
simple
itself. The designer
For example, if she
not see
the importance
directly
to
receive
files in
busy
they usually do clients so
time, however, the firm is client will receive
needs
under
of
the finished
because Retrospect file based
that
native
to
are
their own
within
project
to the
media;
can
responsible
the final format
to find
an
they
The
system
the
image,
assets
to
only
by
print
are given
get a
projects
design.
114
for
which
Currently,
to the firm
using CDs
or an
PDF file if they will
additional service.
the
not allow a
the
description.
be
Some files
printer.
on
FTP
request
revised
themselves. Most
for turning in the file to the
of the
does
she must remember which
any final changes, files
for this
Once the job
specific project
clients and printers
They
has cataloging
number.
that corresponding job folder.
form.
then
software
job
on
freelance designers
make
not charge
they
asset.
searching for
are transferred
it. When the design firm is too the printers, and
backups
a reliable storage
must remember
photographers and
side, files
Printers usually
own
will give
have been
a particular
belongs to, then look
output
Before files
out of space.
for making their
the tape drives
will search
Assets from both
given
a
for files is relatively
searchable
projects when she
that each folder is numbered according to the
is specified, it is relatively easy to locate the
file to be
site.
is running
finished
company's asset management system.
features. The designer
client
computer
is completed,
a project
Searching
number
local
software will make sure
system.
the designer archives
schedule
by
are
of
the
In this case, the
Ever major
any
since
issues
the firm implemented Retrospect
with
its digital
rare
In this case, the designer
occasions,
order.
Once the designer figures The designer
wishes
feels that the less time automates
designer
the
backup
must go
particular
for
out
its system, it has
never
was created
in
the file using the
a project
folder
a system
system and not
that
will
help
each project
folder
an older software
current software.
the
keep
and which
her
spend
process.
and clean out
archived
management
relies on
its
to delete. The designer
files from the local
less time
archiving.
current system
During
system; he
outside
IT
Subject X: One-man
or she
does
consultant
not
to give
unnecessary files. She feels
This firm in the design field has been working in the company, to do his
projects.
projects, of which
must also make sure
with
the archiving
advice on
only
that she
necessary
process
which
deletes
all
asset
itself. The firm
software purchases.
operation
Anonymous (personal communication,
system
help
She
archiving, the
The IT technician only builds the
computer.
On
it.
that this process cannot be automated because someone has to manually decide
files to
had
loses files. Sometimes
correct
the process, the better. The
the archiving
never
was stored out of alphabetical
the mistake, she can easily
she spends on
through
file
must recreate
because
problems occur
The firm
asset management.
the need to recreate files occurs if a
version.
as part of
75%
and
he
In any
February 18, 2005) for three
open
never uses
given
are small and
years.
any freelance help. The designer
month, the firm
25%
The designer is the only
works on
are medium-sized.
115
uses a
one
MAC
between three to five
The designer keeps his design jobs in his local hard drive. Most not require
the use
of
experience, he does
quality
large
not
and
only recently became
in the hard drive
hard drive
or on
CDs,
assets will always
He
be
assigns a
projects are
acronym,
from the
which
so
metadata to
He
never uses
folder for
space.
each client at
then organized
is followed
its three
Digital
by
will
a
be
years of
drives fill up, the designer
happens, he
three digit job
referred
based
utilizes
on relevant
to
job
The designer keeps
on
his
the
only
all of his
filled, he
stored
in
transfers
either
the
the assumption that his digital
to as
will go
the
search
numbers
number.
client
need
system
assets.
sufficient
folders
and so on.
extra
to its
hard
Once the local hard transfer some of them to
basis.
projects.
However,
through the OS. He
does
when
not use
The designer feels that searching for files
in his
116
project
by adding an
assets and
each
assigned a two-letter
made minor changes
to access old
available
is
For example,
simultaneously.
his digital
function
his digital
is
his
process on a regular
the
his hard drive. Within
DC001, DC002,
upgraded
through
encounters
search
Each
of
operation, the firm has only
do the archiving
specialized software
assets would enhance
assets are
the root level
by job numbers.
The designer
The designer rarely this
Based
small.
the metadata input option from
works under
drive. Now he is working from two hard drives
not
his
relatively
does
retrievable.
asset management system.
CDs. He does
are
there is space. Once the hard drive is
as
both. The designer
not
his files
aware of this option.
CDs to free up
Disney Channel
During
long
as
some of the assets onto
folder,
feel that attaching
of his asset management system.
Photoshop, assets
Photoshop files,
of his work
workflow.
This is the
case
because he
does few
not
have many
projects.
find the
With his existing system,
and
maintains a regular
printer or gives
Once
relationship
concerned with
his
PDF formats
printer
and
only
can
easily
is, he
with one particular printer.
any
contract.
reprints
The designer is
a
He
sends
use
from his
printer.
printer
directly
to the
PDF format. Two-thirds
files. The designer is
keeps his
not aware of
not
not put
assets on
the printing
the duration because he has
The designer has
reliability issues
noticed
not
that
have to
them for his
he does
recreate
FTP site,
an
with storage
not
any
of
have thess
own portfolio and not
improving his
asset management system
in
trouble because of corrupt
of an
prefers a
rest prefer native
He knows that his
aware of the
files. Nevertheless, he did
trouble
himself, improving
issue, he
considers possible
experienced
usually
the file
and
he
uses
it
clients or printers.
to longevity. He has
only trying to
either sends
capability to modify the design because he does
for transferring files to his
themselves
the
database. However, the designer is
never requested
hears
the client
who
with
clients'
ownership rights in his company's
is finished, he
a project
the file to the client. His
of his clients also prefer
was
he knows
clients, each
two-color projects to this printer, and only shops around for other, more
demanding print jobs.
relation
once
of
particular asset.
The designer
one-
Instead, he has lots
projects per client.
because many
access
of his older
particular assets
for
a client.
since
asset management
is
solutions, but he has
117
to a few
because he
He has
of his colleagues
files. However,
them.
media, especially in
considered
have found
the designer has
not a priority.
never
never
Whenever he
followed through
on
This designer system,
not
because
admits
of
time constraints, but
financial limitations: he design not see
software than
he keeps postponing
that
because
it
on a
the urgency to improve his
better
of
asset management
his laziness. There
asset management system.
asset management system
in his
designer working In
spite of all
workflow.
his digital files
this, the designer is
system will
help
The designer
He
nightly.
wishes
asset management
system,
design division
yet
designers working there,
they
and
to
obtain
a
occasionally
images.
not
to
better
back up
asset management
not
do
enough
in trouble for
recommends
do it for his
that
own
business.
not
having
other
a
firms
firm.
hospital
February 12, 2005)
operated
are overloaded with work.
photographers
he does
operates as a part of the
The in-house design division has
when
a
never gotten
He finds it ironic that he
Anonymous (personal communication,
graphic
than
asset
an automatic system
feel that
not
himself lucky because he has
Subject XI: An in-house design division in
This
were more
considering putting money into
that he could invest in
Nevertheless, he does
proper asset management system.
improve their
still
increase the firm's bottom line because he does
counts
He feels
the firm.
at
management software.
computer or
The designer does
that a better asset management system would be more important if there
one
are also
his money upgrading his
would much rather spend
investing
improving his
for the
they
past
one of
118
three
years.
collaborate with
Additionally,
Currently
marketing department in There
a
hospital.
are two
local freelance designers
the department hires two freelance
the designers is working on
a web
design project,
division's
and
for this
main projects
is collaborating
work she
involve
The
with an outside web vendor.
promotional materials
for physicians
or groups
in the
hospital. Both designers
work on
PC
systems.
They upload
and
download files from the
central server
designated solely for the design division. Files in the
automatically
by
the system created
in local drives. When
recently to this
server.
to
upgraded
a
Between the two
designers usually day. The
need
usually
Adobe Illustrator. However, spend a
lot
of
time
on
any
small-
since
she often
retrieve old
project.
files
has to
refer
and update
Once they
all
the files
files,
work on
project requests
to
are so
not
keep files
other can
server.
access
projects per month.
one-page
They
been transferred the older
Both
to divide between them in any
medium-scale
there
files have
the designers have to
up to 50
not
kept in the
are
backed up
EPS files
many projects, the designers
given
in
created
can never
one project.
The lead designer feels the
because
older
they
up to five
because
and some of the older
these
of them,
receive
projects are
own computer
larger server,
If they
new server.
IT department. The designers do
by the
the designers cannot show up for work, the
one of
to work from her
continue
server are
need
back to
them.
are set on a
to
keep
older
files. For
that
keep
will revise over
the project, the designers
version.
119
folder nesting
and
ads
The designers rarely
design, they
people request an older version of
naming
run
monthly,
different
the
easily
she
has to
versions of
current
can
consistent
file. Then
recreate
the
when
the
older
The
root
folders
hospital. Each folder is divided into etc.
Files
are separated
folder keeps
the designers
Additionally, for
include
keep
Generally, because the
system
extra copies on
archive of
the
is
Zip discs because
CDs from the
image
projects which
chosen
Not
server
for the
all of the
because
copied
to the
system
not
have to do
by project
types.
which are used
assets,
An
organize
were
additional work
to
IT department. On occasion,
to
work
backups
she will
keep
They
are
an
from the marketing
this archive. The CDs
taken for.
create
from home. The department keeps
additional person
are categorized
labeled
with
the
into
particular
limitation;
To look for
system
photographers'
CDs
other
has
are
only the images actually
images,
worked
a contact sheet on each
used
so
for the
show
projects are
read each
far because they
the lead designer
CD to
120
transferred to the central
the designer has to
adequately
by particular project. However,
by including
separate
the designers carelessly download digital
by the
photographer.
images. on the
Adobe Photoshop. The
down the CDs
store
to
project.
of space
server.
projects
TIFF files from this folder. A
image folder to
she needs
the photos
flyer, billboard,
ad,
which are organized
in the
of rushing.
maintained
department helps the designers to
different
projects,
lead designer does
fully
or physicians
image folders. When sending
original
a separate
images into the wrong folder because
by divisions
of projects: newspaper
and
arise when
but
clients
variety
all sporadic
Problems
multiple projects.
a
further into layout
the printer, the designers always
miscellaneous
by
are separated not
wishes
disc using
can narrow
to improve the
its images. Currently, the
designer does
not see
simply browse
the
to
use
through her folder
The department
both black-and-white
with
need
uses
and
For less
because the hospital has
them for
because
designer
other
prints
physicians
never requests
because there
are
a
can
the designer
uses
for
the
workflow with
The hospital
owns
short runs or projects
outside print vendors.
EPS files. Files
are transferred
good
Internet
system.
Larger files
in their
original
formats
as
well, in
are
case
for
promotional
usually
a
few
print
minor
directly
than
she orders more copies
request additional copies
that printers
usually
material,
later. For reprints, the
from the files that they already
but important
changes
to the file
such as
have,
date
and
information.
efficient
There
files. She
older version of the project.
sends native
very
are also sent
Although both designers have to
is
old
production.
When ordering needed
PDF
vendors, the designer
transferred using CDs. Images
printers need
uses a
locate
to
and outside print vendors.
and color printers which
updated print
through email
locate the
both in-house
time constraints. She usually
software
proprietary
because they only have to focus
are other people
designer feels her
changes
work with a
involved in the design
system
in it. The only
on
is
sufficient
area she
now
high
designing
projects
she
does
feels the department
consistency.
121
to
number of projects,
and not on
help
not
managing
system
projects.
the designers. The lead
foresee the
could
the
need
for drastic
improve is its folder nesting
Subject XII: Somewhat larger firm
Anonymous (personal
with six
February 2, 2005)
communication,
This design firm has been operating for 25
designers,
different
projects.
medium,
and
30%
photographers,
close
In any
On average, 20% small.
All design
with an outside
To
system.
Therefore,
network.
one
designer
The firm
The firm CDs
are used
amount of
files than
of
uses email
only
when
the
files to the
tech support to
usually
projects are printed
A third-party FTP
maintains a
fix
in
files
are
automatically
an active-file partition
designer's
or upgrade
to
drop
its
to the
and
be transferred
for
between
box through the
computer system.
printer
in
native
email.
FTP
site
There is
a
high
larger
works more on
format. However, 15%
for these projects, files
are sent
in
high-
to transfer finished projects.
to transfer assets, but
122
by
because the firm
used a client's
provider was also used
active
several
with printers or clients as much as possible.
big
sent
Each designer has
projects are switched
other
operation
digitally,
PDF. In the past, the firm
must work
When
up.
to transfer assets
are
large, 50%
technical aspects, the firm
with
designers
CD trafficking in the firm's
the firm's
help
the file size is too
Files
six
the firm will hire freelance programmers,
Partitions designated for
transfer
uses outside
small ones.
resolution
can
30
tech consultant.
the projects to be automatically backed
designers,
full-time
works on an average of
stations are connected through a network.
night.
six
currently
the projects would be classified as
of
Occasionally,
in the operating
backed up every
are
month, each designer is responsible for up to
or writers as needed.
relationship
partitions
given
There
years.
director. The firm
one writer and one account
projects per month.
full-time designers
now
freelancers
can
directly
upload projects to the
an outside programmer.
layout,
and
then sends
Naming
his
or
her
named
by
a
kept only
designers
The
keep different
different purposes, The
backup
print
acts
both
responsible
as a
archiving
for archiving
When
an active
Although
all
file
and as
all
each
partition
system was
the
is to
go
their archiving
through their
because
the projects.
developed
clients
duties, because
individual
this
his
explains
to create archives.
123
may
schedule
request them
designer has
support.
for
was
or
her
that
thing they
or
her
archives
job:
was
own archives.
the projects.
the archiving time frame
own archive
most
a unique
too much time from
taking
location,
between the
In the past, he
for creating his
central
the last
according
fonts folders. The
as a collaboration
particular
However,
creates
the
to save money.
responsible
designer
and not on
and
begins to fill up, the designer then
each
system
or
hire
the client's name, and the project
firm's internal tech
designer is
hierarchy
layouts, images
designers. This
time available. The tech /designer further
fulfilling
the
these archives are stored in one
lacks consistency because
folder
folder is divided into print, estimate,
stores
will
the project to the programmer.
the same, each designer names files
to maintain the look
designer
his design duties. Now
the
versions of the projects
either
and
on
stays
main
folder
outside tech support and one of the
he
design projects, the firm
works as much as possible on
five-digit job number,
Each
own preference.
and miscellaneous.
web
a prototype or shallow version of
Although the nesting generally
name.
For
website.
In this case, the designer
conventions are
files. The folder is
to
firm's
designers
want to
do
only
when
there is
procrastinate
during down
time
Files
One disc is switched
are archived
stored
one
is in
from using CDs to DVDs
Some designers labeled
locally,
into three different discs,
by
the
listed
automatic
rewritten with
backup
backup
goes
is
partitions.
The firm designers
receives a
frequently
maintained
by
are not
need
backed
high
to
since
the tech/designer. The
designers do
designers have
had to completely
firm may
resort
are
because lot
when a
of
time
the
designer
doing
so.
backup
system.
to
retrieve
needs
Additionally, files the active-file
up.
files
list is
will show
of on
redo a project.
an
Discs
not.
document.
sometimes must work outside
existing
by browsing
searchable
basis,
by job
old projects
If
a problem
all attempts
similar
file
124
to
list,
which
is
number or client name.
project.
may be
the central archive system.
had
Therefore,
through the master
the disc that stores the
that they've never
to revising
do
increasing.
archived, the disc's label
projects are
writer also oversees
must spend a
not archive on a regular
reported
while others
number of reprint and revision requests.
designer's local hard drive instead
never
The firm's
access old
Once the file is located, the list
master
project sizes are
back two days. After two days the tape is
backed up because designers
Those files
because
to archiving,
not versatile
files from the tape, the tech/designer are often not
media
list. Once
Quark
cycle.
system
prior
master
only
up
backup
as
on a searchable
the next back
At this time, the
the
different locations.
safe, and the director keeps the last copy. The firm
a
folders
to clean
next number on
and content are
The
choose
which are stored at
Unfortunately,
stored on one
However,
finding files,
and
the
thus
retrieve an old project
or request a
copy
of
the
have
fail,
the
files from the
printer.
Some
printers provide
design firm's relationship
with
this
service
the
printer.
for free,
The tech/designer thinks that the firm's
the archiving process
of
hours
system.
order
a
day. She
The firm's
for the
instructions for the
be
reluctant
wishes
to
too cumbersome.
to
that the archive system
work
properly,
each
user.
invest in
If the
could
is only
designer
files from tapes takes too
system needs
a new system unless
much
to
depending
be
is
be
as automatic as
as good as
must
the
the
a couple
backup
its least diligent
follow
on
a result of
takes the designer up to
user.
In
procedures perfectly.
time because there are no detailed
upgraded
the designers
125
charge,
asset management problem
Archiving
asset management system
system
Retrieving backup
being
while others
in the
manage
future, to
the director
justify the need.
will
