Protect your content whilst maintaining availability – P. 2

This week we continue to discuss how you can protect your content. We’ll firstly continue to discuss how you can ensure your organisation has copyright protection and GDPR compliance. Then we’ll discuss what is available in the market to further help you to protect your content. PDSA recently implemented such copyright protections and reviewed their GDPR policies. The outcome, they protected theirs, as you can also protect your content, in an automated fashion. 

What can you do to secure that the system is GDPR Compliant? 

Last week, we discussed how copyright protection and GDPR compliance is vital to your organisation. As such, it should be a key mechanism in any system you choose to store your content in. Part of the system should also make available to you the ability to manage user permissions. Typically, most systems in the marketplace today can deliver one or two of these features. All with a differing degree of quality which you’ll have to look out for.

Some system providers ensure that the system is GDPR compliant when being implemented. However, take care to check that updates will occur regularly. The law can change as often as governments and policy makers, and you’ll need to trust that the provider will be monitoring regulations.  Many system providers offer the ability to manage user levels. Again however check how often the provider updates your systems permissions. Also, challenge them as regards to how ‘well thought through’ their tiered systems are in practice.

What can you do to ensure your systems have copyright protection? 

Many system providers value and appreciate how important copyright protection is. Such as this importance that most systems will have some form of support contained in the system for key users.  Take care to understand how this protection remains in place when large numbers of users begin interacting with your content though. How are they sending and submitting files to one another? Is the system providing automated checks on content as it is being uploaded and downloaded. 

This is particularly important, as copyright protection is far more likely if all your content is being screened initially. Delivered by the system checking copyright, permissions and restrictions on all your content before it enters the digital library. Thus, and in time, giving you most of the peace of mind you are going to need in any system you implement within the organisation. 

Other considerations, as advised by CMS Wire

Ralph Windsor’s in 2013 for CMS Wire, provides come very valuable other considerations for you.  Regardless of whether you have a DAM solution in place, you also need to have a handle of the various risks considered.  Consider how staff will be trained and supported to use the system? How are you and your team backing up and storing data in other areas of the organisation?  Operationally, how will management of the system be delivered? 

Risks particularly witness in corporate environments 

Having worked in the corporate environment we can appreciate these risks intimately, which is why we advise and honour the following steps:

• Staying aware of latest regulations, incorporating these into our system. We communicate to each team as we implement a system change. 

• Plan and deliver various training sessions. Ensure materials are made available, as changes occur, virtually and in hard copy where needed. 

• Ingest assets together into the system in batches. Monitor positive and negative trends in content delivery. Provide best practice to the teams and feedback so that they can ensure their content is more copyright compliant. 

Why use a DAM to protect your content? 

Why give a DAM? So that you and your team members can put an end to lengthy searches for missing assets. The systems first came into being some 30 years ago as a technical library. it was created to help automate the ingestion of files, and saving users time. This was achieved firstly by having all of your assets including images, videos, documents, templates and logos in one area. In modern times, you can now also create your own company related search terms and tagging. We refer to this activity as TrueTagging™ Technology.

What can ‘True Tagging’ technology achieve? 

The technology is designed to help you to achieve more accurate search results than typical DAM systems. One such innovation is funnel Cataloguing. Current most uploading work and searching depends on keywords and metadata. Now it is possible that when  your team is ingesting content that it is categorized using ‘nodes.’

Nodes act as menu options which you can click and assign to the content you are uploading. There is one decisive key difference though. The node names are specific to your organization. This means that your content is categorized using a language your many users are going to understand. Naturally, with the nodes active and the language tailored, searches occur much more quickly.

What are the PDSA using our DAM system for? 

The PDSA is ‘The UK’s leading veterinary charity’, which has for over 100 years helped and treated sick and injured animals was seeking this peace of mind. With over 48 pet hospitals to manage they needed our help to manage a central digital library (DAM). This now enables their team members to remotely use the library whenever they need it. This includes accessing content, data and check copyright protections. 

The team took on the iMediaflow DAM Solution which achieves all of the needs the team had. it also helps key users to manage users, using a User Access Level feature.This features really helps the team as they can rank types of content and ensure it is only made available to defined groups of stakeholders. For PDSA managers this means they can access the important and sensitive files they need. In turn, only trained and authorized staff at each of the PDSA hospital sites are using the system.

Another happy customer in the form of the PDSA

We are pleased to say that PDSA are now a much more comforted and happier team. The features and solution we were able to help them with giving them the peace of mind they wanted. We worked with the team to mitigate the risks, helping team members to have clear communication on projects. We wanted to give key users an easy way to ingest of assets, without much training needed on the system. And above all, we want the team to be GDPR compliant at the time of the legislation’s implementation in 2018.

Want to consider iMediaflow for your organisation? 

Do you wish to discuss these technologies and other innovations? Perhaps you think that these might help you and your team in terms of time or improvements to your existing systems. If so,  please feel free to get in touch. To discover more our funnel cataloguing feature take a look in the innovations area. Or for further information on GDPR compliance, read our white paper.