IN-house INtelligence: Chart 24 – The evidence is damning…

In-house INtelligence provides an overview of the in-house community in the form of a series of charts based on data retrieved from an AIGA survey to which over 1,100 in-house designers responded. Special thanks to Randy Johnson, a practicing in-house designer, for the chart designs.

9 thoughts on “IN-house INtelligence: Chart 24 – The evidence is damning…

  1. Sydney

    If you are one of those 22% – I’d like to hear from you…
    Do you use software, a solely-to-that-purpose employee or other? Do share with the 78% of us who are pulling out our hair…. 🙂

  2. Jim L-G

    We use Extensis Portfolio 8.5 [Mac] at Penn State Multimedia & Print Center. It makes cataloging and then later locating digital files that we have archived [on DVDs] a snap to retrieve. One key to this is [re]naming the digital file to begin with, otherwise it makes it difficult when the search results for locating “logo”, “image”, or “photo” pop-up. The thumbnail previews are a nice touch as well when viewing the search results.

  3. Jon H.

    After applying all of the metadata to our images and files, we archive them to a “holding drive.” From there they are burned on DVDs and then cataloged into “CD Finder” by West-Forest Systems . It pulls all metadata for searching and takes snapshots of ALL files on your disc.

    But all good DAM systems require that you have your naming system in place: files, DVDs, XMP, and controlled vocabulary for any it work correctly. It’s a living project.

  4. James Quigley

    Jon H–

    I would be very interested to know how you set up your naming conventions. We have had a very rocky start (and many stops) as we’ve attempted to develop a coherent DAM system, and one of the principal obstacles has been creating a naming system that works across the board.

  5. Charlie Banachoski

    We use a company out of Cleveland that handles asset our management and has been for 12 years. It’s a web-based system that all assets are uploaded to. They provide a total service asset management, prepress, retouching, color correcting, proofing solution. It’s a great way to manage and traffic everything as we work with many printers and agencies and consistency is a top priority. The name of the company is REMay. They bring a lot of value to the table and I couldn’t live without them.

  6. Megan

    I’ve been using a system that seems to work really well. We used it in an ad agency, and tracked all jobs using a naming convention like so:

    So, if you’re in-house, the first three letters refer to which department the project originated from. So, if a job comes from the marketing department, the first three letters are ‘MKT’, then, we have a list of all jobs with a sequential numbering system. So, the job then gets a unique # – MKT-A123. If the next project comes from the sales department (SAL), then, the job # would look something like this: SAL-A124. And so on…

    So, if you work in an agency, it would be similar only the three letter prefixes would be named for each client. For example, Joe’s Landscaping, prefix JOE, job #’s would look something like this, JOE-A111. THis makes segmentation of archived jobs by client in sequential order down the road very, very easy. You can search the archive for just ‘JOE’ jobs.

    All job #’s are originated from a master list spreadsheet with the following fields: Date, Job #, Project Manager and short Description. If one needs to search for ‘That Joe job x years ago’ you can just search the master spreadsheet list, hopefully the ‘description’ is telling enough, or if you’re client saved an email or file, and the job ID is part of the filename, you can locate old files within minutes. All source files, emails are tagged with this unique #. Making all email searchable pertaining to that certain job.

  7. Megan

    Ok – there’s more…

    After a job is complete, they go into the archive. I have a local archive, and once I’ve reached a certain quota, I burn those files to DVD and index the files using a free cataloging/indexing program.

    The index files are in .txt format, and named pertaining to which DVD they’re from. So, DVD_1, DVD_2, DVD_20, DVD_130, etc. I can search the contents of each index file to find exactly the source files I need down the road.

    I’ve looked into the ‘latest and greatest’ project management and content management tools out there, and I haven’t found a decent solution. Most management tools are cluttered and messy and are missing integral, simple tracking and archiving tools, not to mention a solid production order. I find that most focus on a ‘social media’ based model of random commenting and clutter. They really need to limit functionality to avoid lost communication and files.

    There really aren’t any great automated systems out there, Adobe is still struggling to create a system that really works well, they’ve abandoned attempts (Version Cue being one). So if you take a little time up-front, it’s going to save a gillion hours down the road, and clients. The reality is, you don’t have to pay for some cluttered system that isn’t quite fitting to your needs.

  8. Colin

    In our office we use the program DiskTracker to track archived jobs. It does exactly what we need.

    Once a job has been sent to print and, all proofs have been signed off, the job folder on the server is labeled as being ready to archive.

    One employee has taken the responsibility upon themselves to keep an eye on the labeled jobs. When there is a DVD’s worth they’re burned twice, for the archive and a back-up.

    When the DVD is burned its just a drag-and-drop into DiskTracker and the catalog is updated with the new disk. It maintains the directory tree as it appeared in Finder so navigation is easy.

    Each job has a job number that starts with the year, each piece of artwork is given a control number and a brief description of the content and artwork type (ie. 12-3456-RefridgeratorPoster.indd).

    Knowing either the job or control number takes us right to the archive disk. Without that information I have to hope that other designers used a logical file description.

    The system has worked well and easily handles the 900+ CDs and DVDs that have been archived since ’97 when we started.

    Like Megan, we too have the Excel spreadsheets with job numbers, client names, print buyer etc.

    Copies of PDFs are left on the server, sorted by job number, for quick reference.

    Our library of photography & logos is handled by an external company through another creative department within the company. They have excellent naming conventions established so that is a load off our minds.