It's a Digital World (2,835 words)
Just as critical to setting up a good content database as the input of files, extraction of the images requires some planning, too.
As the process is called digital content management, you need to decide who will retain responsibility for the database and which groups will be given what kind of access to the images. Most companies appoint a sort of gatekeeper, says Rietti, who may impose strict extraction procedures, such as only the most current images are to be used for future projects.
According to Cascade's Keizer, the same rules apply to a digital content database that go with feeding and caring for your operations databases: garbage in, equals garbage out. If you don't pay attention to workflow and ensure the images are created and injected into the database in a controlled, thoughtful manner, you may end up with a handful of bad files, corrupting other items, or you will wind up with many similar but not identical images that serve to confuse other database users.
For example, the last thing you want your creative team doing the day your catalog or mailing goes to press is looking for the correct version of a product image.
To get the maximum impact from your digital database, it helps to integrate your various systems, department-to-department and office-to-office, so you can share data seamlessly, advises Leibly. The effortless transmission of data between teams is one of the major reasons to convert to a digital workflow.
Backing It Up
Most companies do have some sort of back-up system protecting their operations databases in case of emergency. The same principle applies to your digital content database.
Your firm's IS department plays a starring role in creating the initial system, but it should also help you develop a back-up plan so the company is not crippled in the case of crashes.