UN Women Multimedia Collective Digital Asset Management System (DAMS) Upload and Catalog Guide for Video and Audio Assets (Field Offices)

Last revision 2012-08-02 digital.assets@unwomen.org Communications, UN Women

TABLE OF CONTENTS 1.  Introduction 2.  Upload Permissions 3.  Pre-Upload Checklist 4.  Upload Asset(s)

Using Upload Wizard Categorize Your Asset Add Metadata (Cataloging) Required Metadata Recommended Metadata Other Metadata Select Uploader Method Upload Progress

5.  Review Upload Review/Edit Metadata

6.  Final Steps

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Introduction

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This guide provides the essential step-by-step instructions on how to properly upload and catalog video and audio assets into the UN Women Digital Asset Management System (DAMS).

For help and information on using the DAMS, please refer to the General User Guide, available for download on the Dashboard.

There is a separate Upload and Catalog Guide for Photography (coming soon).

If you have questions, please contact digital.assets@unwomen.org.

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Upload Permissions

 In order to upload assets, your field office must first receive permission from a DAMS Administrator.

 Please contact an Administrator at digital.assets@unwomen.org to request permission to upload.

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Pre-Upload Checklist   Video and audio assets for the DAMS must be produced, co-produced, or funded by UN Women

due to copyright issues. Rare exceptions to this policy may be made with permission.

  Choose the highest resolution file format, as close to the original format and resolution as possible. For raw, unedited footage, it’s best to submit the native files from the camera. Do not submit low-resolution copies made for the web!

Video •  Preferred deliverable file formats include: .mov, .mp4, .mpg, .avi, .m4v •  Preferred encoding formats (codecs) include: H.264, AVC, MPEG-2, MPEG-4, DV •  Windows Media Video (.wmv) and files encoded with Apple ProRes will be accepted

although they are highly discouraged as a submission format due to their proprietary nature.

Audio •  Preferred deliverable file formats include: .aiff, .wav, .mp3, .m4a, .flac •  Preferred encoding formats (codecs) include: PCM, mp3, AAC •  Windows Media Audio (.wma) files are strongly discouraged as a submission format due to

the proprietary nature of the format.

Note: These deliverables are subject to change as standards change over time. If you have any other formats or questions about your video or audio formats please contact an Administrator at digital.assets@unwomen.org 5

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Checklist cont’d.   Video and audio file names must adhere to the File Naming Convention outlined

in the DAMS Upload Policies and Checklist for Video and Audio Assets (available for download from the DAMS under Guidelines on the left-hand navigation panel).

  Do you want to restrict permissions for your asset? Assets can be in one of two asset groups:

•  Approved – All DAMS users can view and download the asset •  Limited Access – UN Women staff can view the asset, but cannot

download it NOTE: An asset will be assumed to be Approved unless noted as Limited Access with restrictions described in the “Additional Usage Information” metadata field. See page 18.

  DVDs should be converted to a high resolution format before upload. If you would like to convert a DVD, please contact digital.assets@unwomen.org for guidance.

  If you would like to convert analog video to digital, please email an Administrator.

  If you have extremely large files of b-roll or footage (larger than 4GB), please make a shorter cut of selects for the DAMS or contact an Administrator.

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Checklist cont’d.   What is the size of your file? Is it more than 2GB?

  If No, continue on to Upload Asset(s) on page 10.   If Yes, you must use the MassTransit uploader instead of the regular asset uploader

instructions. Follow the steps outlined below carefully. You may choose either MassTransit Web Access (this page) or MassTransit FTP Access (page 9).

MassTransit Web Access: 1.  Go to http://mtweb.widencollective.com. *See below for list of supported browsers. 2.  Log into the site with the username: unwomen-video and password: password$4 3.  Download the plug-in for the browser. You will need administrative rights to load

applications onto your machine to do this. If you do not have administrative rights to load things on your computer, please contact your IT group for assistance.

4.  Quit the browser. The browser needs to be restarted to properly install the plug-in. 5.  Open the browser and go back to http://mtweb.widencollective.com; log in using the

same credentials as above.

*Here is the link for the most current supported browsers: http://www.grouplogic.com/enterprise-file-sharing/managed-file-transfer/features/sys-reqs.html

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6.  Choose the "Send files" tab and then the "Browse" button. You can then select the file you want to upload. If you want to send/select more than one file, click the "Switch to use MassTransit Plug-In" link (located under the tabs) if not already active. This will switch the screen to a drag and drop area where you can place multiple files. If you are sending more than 2GB of data, you must use the plug-in.

7.  Click send. Stay connected to the internet during the entire transfer. If the connection is interrupted, the upload will stop and resume from where it left off once connectivity returns.

8.  You must notify an Administrator at digital.assets@unwomen.org to let her/him know to expect your uploaded asset(s). Within 24-48 hours, you will receive an e-mail notification confirming your upload and reminding you to enter metadata for your asset.

NOTE: If you use MassTransit, you will not be able to view your asset and enter metadata until you contact an administrator!

Checklist cont’d.

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Send Files

Click here to switch between HTTP and the MassTransit Plug-in. You must use the plug-in for files over 2GB.

Checklist cont’d. MassTransit FTP Access: "

Widen requires use of an FTP application or client such as Filezilla or Fetch (there are others as well, such as Cyberduck for Mac OS). They do not allow FTP access via a web browser. After opening your preferred FTP client, follow the steps below:"

1.  To connect, input the following:"Host: masstransit.widencollective.com"Username: unwomen-video"Password: password$4"Transfer Settings: Passive

3.  Once connected, open the “drop_off” folder and drop your files to transfer there. The files will begin to upload and transfer to the DAMS.

5.  Stay connected to the internet during the entire transfer. If the connection is interrupted, the upload will stop and resume from where it left off once connectivity returns.

7.  When finished, please notify an Administrator at digital.assets@unwomen.org to let her/him know to expect your uploaded asset. Within 24-48 hours, you will receive an e-mail notification confirming your upload and reminding you to enter metadata for your asset.

NOTE: If you use MassTransit, you will not be able to view your asset and enter metadata until you contact an administrator!

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Upload Asset(s)

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Click on the Upload tab from the Dashboard

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Reminder: For files over 2GB, go to p. 7-9 for separate upload instructions.

Upload Asset cont’d.

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Selecting an accurate upload profile assigns an asset to the right metadata and category.

First, Click on Upload

Then, Choose an Upload Profile

For Video and Audio Assets, Choose AV Uploads

Using Upload Wizard

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Click on Use Upload Wizard which will walk you through the Upload steps

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Categorize Your Asset Skip Add to Collection unless the asset should be part of a Collection. For more on Collections, see p. 37-41 in the General User Guide.

Expand and Collapse to view the categories and sub-categories

1.  SKIP Stationery 2.  SKIP Logos 3.  Audio-Visual – Check the box for either video or audio 4.  SKIP Photographs 5.  SKIP Print 6.  Language – Check the box for a language that is

spoken/represented in the asset. More than one language may be selected.

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Categorize Your Asset cont’d.

7.  Geographic Coverage – If applicable, select the geographic region associated with the asset.

8.  People – Select the name of an official from the Directorate, a goodwill ambassador, or other official if (s)he appears in the content. Multiple names may be selected.

9.  Thematic Areas – If applicable, select a UN Women thematic area represented by the asset.

14.  Trust Funds – If applicable, select a trust fund associated with the asset. (e.g. UNTF or Fund for Gender Equality)

15.  Campaigns & Initiatives – If applicable, select a global campaign or initiative associated with the asset. (e.g. Say No-UNiTE)

16.  Key Events – If applicable, select a key event associated with the asset. (e.g. UN Women Launch or CSW)

17.  SKIP Guidelines  

When  you  are  finished,  click  on  NEXT  

If  the  categories  do  not  apply  to  your  digital  asset  or  you  do  not  know  what  to  fill  in,  do  not  check  the  category  box!  

Add Metadata (Cataloging)

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Read the Metadata Tips!

If you are uploading a batch of files, metadata entered here will be applied to all files. You should only enter metadata that applies to the entire batch. To enter metadata for individual files, upload assets separately or enter metadata on the asset details page (see p. 26).

•  Title – e.g. Michelle Bachelet International Women’s Day 2012 Message.

•  Date – Click on the calendar icon to select a date.

•  Description – e.g. On International Women's Day, 8 March 2012, UN Women Executive Director Michelle Bachelet called for women's equal participation in all spheres of life as fundamental to democracy and justice.

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Required Metadata At a minimum, we need this information about your asset

Fill in the Metadata as completely as possible, including ALL REQUIRED FIELDS with an Asterisk*

•  Usage – e.g. Cleared for online use (web, mobile), Cleared for offline use (events, presentations), and Cleared for television broadcast. If you have other rights concerns, include them in the Additional Usage Information field.

•  Producer – Producer will be UN Women in most cases. Specify regional office, if applicable. If UN Women is not the producer, please explain the UN Women connection. e.g. UNTV for UN Women, or Leo Burnett for UN Women. 17

Required Metadata cont’d.

Click on + buttons to select usage rights

Recommended Metadata "This information would be helpful to have, but it is not required"

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•  Additional Usage Information – Note any specific usage or rights information. If you would like to restrict downloads, note that the asset should be Limited Access.

•  Notes – Put any other relevant information about the asset into this field.

•  Country – Choose a country from the palette if the content is associated with/represents a specific country. Multiple countries or Global may be selected.

•  Keywords – List keywords that will help facilitate user searches. May include abbreviations commonly used within UN Women, e.g. IWD or UNTF.

•  Officials and Goodwill Ambassadors – Select the name of an official or goodwill ambassador from the palette if (s)he appears in the content. Multiple names may be selected.

•  Spoken Language – Use the palette to choose language(s) spoken/represented in the content. If a language is not listed here, make a note to the Administrator in the Notes field.

•  Subtitle Language – If subtitles are used, indicate the subtitle language using the drop-down list. If a language is not listed here, make a note to the Administrator in the Notes field.

Recommended Metadata cont’d.

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Recommended Metadata cont’d. "This information would be helpful to have, but it is not required"

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•  Featured People – List the names of other people featured in the content particularly if it may help facilitate searching. e.g. Hillary Clinton.

•  Event, Campaign, or Initiative – If the content is associated with a global event, campaign, or initiative, choose it from the drop-down list. e.g. UN Women Launch or International Women’s Day.

•  Related Links – List web pages (both UN Women and external) associated with the content. e.g. http://youtu.be/ntyywhVPth0

•  Produced at Headquarters? – Was this content produced at/for UN Women HQ in New York? Choose Yes or No.

Other Metadata This information would be helpful to have, but it is also not required.

•  Series – If the video is from a series, choose the series from the drop-down list, e.g. Women on the Frontline. If your series is not listed, make a note to the Administrator in the Notes field.

•  Subject Area – Use the palette to choose UN Women subject areas relating to the content, e.g. Conferences and Meetings or Gender Equality. Multiple subjects may be selected.

•  AudioVisual Category – Check the box for the type of audiovisual category the content is best described as. Multiple boxes may be checked.

When  you  are  finished  entering  metadata,  click  on  NEXT   21

Select Uploader Method

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1st Method – Upload Tool: Drag and drop file(s) into the Java Upload Applet. Click on the Green arrow to upload.

Multiple files may be uploaded at the same time but the metadata you enter will be the same for all files. Upload one at a time if you have different metadata!

There are 2 ways to upload

Select Uploader Method cont’d.

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2nd Method -Alternate Upload Tool

Drag and Drop files into the box

OR click on Add Files to

select files from your computer

A progress bar lets you know the status of your upload

Upload Progress

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Red button indicates upload is happening

When your upload is complete, a pop-up box will appear. Click on Review Uploads to check the status of your asset. Or click on Start Over to upload more assets.

Review Upload

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Click on the Filename (in blue) to view the asset record and review/edit Metadata and Asset Categories

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To delete an upload, check the box to the left of the filename and click on the Delete button

An asset has been successfully uploaded when the status is complete

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EDIT ALL

Review/Edit Metadata

Click on the ? for HELP TEXT on how to fill out fields correctly.

See pages 16-21 for more information on metadata fields

Final Steps

•  In order for your asset to be findable and usable in the DAMS, metadata must be supplied. Be sure to provide, at a minimum, the required metadata by inputting descriptive information about your video or audio asset.

•  If you use MassTransit to upload, you will not be able to view your asset and enter metadata until you contact an administrator.

•  Please allow for ample processing time before your asset is released. An Administrator must rename the file, assure the quality of the audio or video, and verify the metadata and categories.

•  Contact digital.assets@unwomen.org if you are in a rush to release an asset or have questions.

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