Metadata is data about data and generally speaking more is better. Configuring the metadata for a DAM system starts with understanding the relevant workflows and determining the information that users will enter in order to find and re-purpose assets stored in the DAM. Ideally the process of associating metadata with assets is fully automated, but in practice the task of entering DAM metadata is often a tedious manual process requiring administrative oversight. This is largely because most DAM vendors have approached workflow as an add-on service to one DAM” as opposed to designing a configurable workflow system where each job, collaboration, and case file has its own DAM.
Until recently, BPM systems were too expensive for all but the larger companies, but that has changed and there are many solutions available for local and cloud-based implementation. The benefits of using a BPM are well established. Integrating DAM services with a BPM system makes it much easier to automate the association of taxonomies and metadata with every uploaded asset. The DAM enablement of the BPM system is runtime specific. Each workflow instance is enabled by a uniquely configured DAM service. The table below illustrates typical BPM taxonomies and metadata for running projects / jobs and case files through a pre-defined workflow.
Automating the association of BPM metadata with assets during import saves time, reduces errors, and assures the integrity of the archive. By providing full featured DAM services to every job running through a selected workflow most of the metadata needed for asset search is automated. When manual data entry is required it is performed at designated tasks in the workflow. Subsequent metadata is a three step process: of search, select all, apply property. Access to assets can be based on the user role as well as the status of the “job(s)” that the asset is associated with. This architecture deploys faster and scales better than the traditional model where the workflows are about managing the DAM.