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3 Successful Methods to Organize Your Video Library

In recent years, the use of video in the web has multiplied tenfold. Brands are more pressured than ever to have some marketing strategy. At this point, it should be at the core of your company’s marketing strategy.

As the number of videos, you produce, one crucial detail that’s never mentioned is how difficult scaling an extensive video library is. It needs to remain as accessible as a small library, but some new unique challenges arise: it should now be indexed, searchable and as accessible to reach the far corners of the video as possible. You are at a significant advantage if you take note of this from the very beginning.

Various steps are usually taken by the more experienced to keep the video library as possible: some people prefer to get a sophisticated video content management system, others prefer, and others would rather leave them grouped according to the date and lexicographically. Imagine your video library like a normal public library.

Everything is well-organized into suitable categories – whether by an author, year, genre, type…etc. – and cataloged for easy reference. It doesn’t have to take as much manual labor or time, though, since there are lots of digital asset management software that automate the whole process.

Here are three simple tricks to keeping your library organized.

  1. Making sure the library is easy to navigate

Use labels

Once the video is uploaded, add labels to make them easy to filter. Depending on your preference for complexity, labels can be as specific or as general as you like. The primary purpose of having them is to make your library easy to sift through using some selection criteria.

For instance, say you have around fifty different labels, but only want the ones with ‘to do,’ ‘client’ and ‘unpaid.’ A list of videos with those specific keys should be returned.

Use metadata

Metadata is a bit different from labels (otherwise referred to as ‘tags.’) Metadata refers to more specific details like the type of video, date, captions, speakers in the video, creators, team and the editors.

Metadata is usually stored together with the video in a database to make it easier to search. Think of search as a more refined way of filtering. In complex systems, the video has captions added automatically and can be traversed when searching. For which reason, when thinking about what metadata to include, use keys that you think will be necessary to search through in future.

Use a conventional naming system

Most video formats allow for the user to enter their custom titles for the video, aside from the name the video file itself has. Data entry experts usually encourage the use of the six-digit number system devised by IBM known as YRMODA. This stands for ‘year-month-day.’ If you prefer the American format, ‘month-day-year’ should be more to your liking.

On the other hand, if you don’t produce a ton of videos every month, you’ll be okay using the four-digit convention instead (YRMO.) This naming convention best works for those who remember videos in terms of the period within which they were shot. For instance, if you had a new year promotional shoot, it could merely be remembered as ‘180101’ by the system.

If this is too complex to remember, you could always talk to a data entry expert to figure out what file naming convention works best for you. They could even help you come up with one of your own.

  1. Update or archive content

The future has always been incredibly difficult to predict – making future-proofing all the more difficult. As time goes by and your old content becomes irrelevant, it’s time to either update the video content or, if that’s not possible, replace or archive it.

The most video content management software will arrange your videos by the date uploaded, by default, so finding which content is out of date shouldn’t be difficult. If you used a naming convention that is based on the date of upload, it would be even easier to arrange them using their dates. This way, newer, more relevant videos can always be available at hand for when they need to be released to the public.

  1. Use a quality digital assets management system

The usefulness of a quality video management system cannot be overstated. Aside from taking care of a lot of the prerequisites mentioned beforehand on this list, they come with a whole hoard of other perks. Least of which isn’t automation of the file naming process, categorization and permission-based access to each of the files.

Make sure every file has relevant permissions attached

Every company – large and small – have different corporate levels. Along the same lines, different people should have access to different videos while other should not. For example, the business team and the design team have their unique requirements from the system.

They should not be able to interfere with each other’s resources. Normally, the system is set up such that each unit in the business has their account where they post their videos, which should be inaccessible to the other.

Rather than piling more work onto the development team, adopting a quality system with a permission system built into it will make your life easier. It should take care of making sure the public cannot access certain videos on your server while maintaining a proper hierarchy within the organization. For instance, only watermarked videos could be made available on the internet, while more precious brand assets and such are kept away from the prying eye.

A well-designed system makes search easier

Search is the backbone of a well-organized video library and well-organized data system is the key here. Advanced systems can make the process so streamlined you will never need to enter tags, for instance manually. Such systems work on complex algorithms that allow them to accurately caption every single video you upload and analyze that text.

The words are then indexed in an internal database and used to make searching for a specific video easier. Some of these systems are so efficient that many times, you won’t need to tag the videos manually.

Other systems learn from the kind of tagging and categories you use on your videos, but these work best for people with large video library collections. Overall, they do make life a lot less complicated.

Scaling should be easy

One of the most significant problems you’re likely to face when it comes to dealing with video is size. High definition video can span to several gigabytes. This may seem reasonable for people who don’t regularly work with servers, but uploading such large files places a considerable load on the machine. There are quite a few ways to deal with this, but it takes quite a bit of time and effort to get done.

Most digital asset management systems (DAM) have some way of dealing with such files inbuilt into them. There’s no need to mess with server-side scripts on your own when it’s already been done tons of times. What’s more, with experience, newer ways of dealing with them are devised by these companies. This includes caching them in CDNs and on-the-fly compression algorithms to maximize deliverability.

Written by Simi
The Blog