The Urgent Need for Multimedia Asset Management
by: Paul Gerbino
While attending the Charleston Conference, you may remember it used to be called The Charleston Library Conference, I was chatting with a multimedia platform vendor about the state of managing multimedia assets at colleges and universities. In our discussion we surmised that many of these institutions haven’t utilized the latest technology to archive, search and audit their multimedia assets. We also discussed the value of multimedia for a content licensing business. This discussion motivated me to write this article.
The Digital Dilemma
Colleges and universities, the hallowed halls of knowledge, and once bastions of physical knowledge, are now increasingly becoming digital hubs. From online lectures to research presentations, video and other multimedia formats have become indispensable tools. Yet, a silent crisis lurks beneath this digital revolution: the chaotic state of academic multimedia asset management. Now, I am not claiming that all colleges and universities’ multimedia assets are in a state of chaos. I am asking the question, “how many of these fine institutions do not have a handle on all their multimedia assets?”
A Vast, Unorganized Library
Imagine a vast digital library, overflowing with invaluable research, thought-provoking lectures, and inspiring student projects. This is the reality of many universities. But unlike a traditional library, this digital repository is often disorganized, inaccessible, and at risk of being lost.
For instance, a history department might have a collection of oral history interviews, but without a proper system to organize and preserve them, these valuable primary sources could be stored on individual computers, risking loss with a single device failure. Similarly, a science department might produce countless lab demonstrations and research presentations, but if these multimedia files are scattered across various hard drives and cloud storage services, they become difficult to find and share.
The Challenge of Scale and Diversity
The problem isn’t a lack of multimedia content; in fact, it’s quite the opposite. Universities are producing more multimedia content than ever before. The issue lies in the absence of a systematic approach to manage and preserve this valuable resource.
Decentralized creation, diverse file formats, and limited resources often hinder effective multimedia asset management. For example, a professor might record a lecture using a smartphone, while a student might create a multimedia project using professional editing software. This diversity of tools and formats can make it challenging to organize and play back the multimedia files.
The Consequences of Neglect
The consequences of this neglect are far-reaching. Valuable research may be lost, historical records may vanish, and future generations of scholars may be deprived of essential resources. Moreover, the lack of organized multimedia content can hinder collaboration, innovation, and the dissemination of knowledge.
A Path Forward: Prioritizing Video Asset Management
To address this pressing issue, universities must prioritize multimedia asset management. Investing in robust multimedia platforms and content management systems is crucial. These platforms can help organize, categorize, and preserve multimedia content, ensuring its accessibility and longevity.
I’ve witnessed firsthand the transformative power of creating a repository of multimedia files. The Endocrine Society, a client of Creative Licensing International, built a digital multimedia library, Endocrine Discover, to search recorded conference sessions, podcasts, and other multimedia formats. This platform, built on the Cadmore Media technology, provides a valuable resource for healthcare professionals, researchers, and educators worldwide. It places the entire corpus of recorded content in the hands of a researcher or potential licensee.
For content licensing, this presents a significant opportunity. Well-organized and accessible multimedia content can be licensed for various purposes, generating revenue and expanding the reach of academic research.
Tracking Rights and Permissions with Platform Solutions
Effective multimedia asset management platforms can significantly streamline the process of tracking rights and permissions for multimedia assets. By storing all multimedia assets in a centralized repository, platforms make it easier to locate and manage them. Detailed metadata, including copyright information, licensing details, and permissions granted, can be tagged to each asset. Workflows for obtaining and tracking permissions can be automated, ensuring that all necessary approvals are in place. Platforms can also set up alerts to remind you when permissions are about to expire, allowing you to renew or replace content as needed. Additionally, rights management tools can be implemented to control access to copyrighted content, preventing unauthorized use and protecting your institution’s interests.
By leveraging these features, you can ensure that your institution is always compliant with copyright laws and that your valuable multimedia assets are protected.
University Libraries and Presses: Key Players in Multimedia Asset Management
University libraries and presses can play a pivotal role in managing multimedia assets. They can provide technical expertise, curate collections, and ensure long-term preservation. By working closely with faculty and students, libraries can help establish best practices for creating, storing, and sharing multimedia content.
Additionally, university presses can take on the role of publishing and disseminating scholarly multimedia works, ensuring their visibility and impact.
The Future of Academic Media: A Call to Action
Institutions should establish clear guidelines and standards for multimedia production and storage. By fostering a culture of digital literacy and encouraging best practices, universities can create a more efficient and sustainable multimedia ecosystem.
The future of education and research is increasingly intertwined with digital technologies. By taking proactive steps to manage and preserve video and other multimedia assets, universities can unlock the full potential of this powerful medium and ensure that the fruits of academic labor are not lost to the sands of time.
Paul Gerbino, President of Creative Licensing International, brings decades of experience in content strategy, licensing, and product development to his analysis of the publishing industry. He advises B2B, B2C, STM, and academic publishers on navigating the complexities of digital media, drawing on his unique perspective of guiding publishers in developing innovative digital products and advertising programs. Paul is passionate about helping publishers thrive in the digital age.
