User access to the MediaLibrary is simplified by assigning different role names for groups of users. An administrator creates a role name defining a set of functions and permissions allowed within the library. Access may vary from casual users with read only rights to privileged users who download media files and share certain administrative tasks. The role based user management feature saves administration time as the number of MediaLibrary users increase.

Staff access the MediaLibrary across their organisation intranet. Integration with Microsoft Active Directory allows simple mapping of domain user groups to a MediaLibrary role providing ‘Single Sign-on’. MediaLibrary user access by Active Directory is effortless and maintains security without a user name and password to log in.

Alternative access is across the internet through OpenID. Users insert a single identity for all web applications including MediaLibrary. Access by OpenID is equally easy and secure.

A simple way to locate media files is through keyword search. Keywords are generated automatically from title or description text to identify a media file before uploading into the library. Predefining keywords to tag media files manually is unnecessary. The automatic keyword generation feature has labour saving administration benefits.

MediaLibrary holds different file sizes and appropriate photo resolutions to use for presentations, the web or print. Media files are found instantly using advanced search, browsing areas, categories, projects and light boxes. The image management software automatically generates a thumbnail, preview and low resolution format when a high resolution photograph is uploaded. Additional security levels allow privileged users to download high resolution photographs. Casual users, including external agencies with read only rights, press a request media hyperlink to send an email to the administrator. For approved requests, an email with the requested media URL is returned to the user and a download media hyperlink appears on the users’ browse requested screen. The requested media feature streamlines administration of ad hoc requests from staff and external organisations.

Some media files require conditions of use or permission from the owner, copyright or data protection holder. Owner information is recorded with a media file and an expiry date reminds the administrator to renew consent or permission. Hard linking of documents to media files alert the user to comply with conditions of use. The hard linking feature ensures media files are used legally and protects owner material.

Project folders group together digital assets associated with an event, activity, campaign or publication. Administrators create projects for user groups to propose ideas, view media files and record comments. The projects feature is an efficient way to share, discuss and approve preferred media files outside a meeting.

When an image file is displayed on the search screen, other related media containing similar key words are displayed automatically in order of relevancy. The related media feature presents an alternative group of files without the user entering additional search text.

The fastest and most efficient way to populate the MediaLibrary is by batch file upload with common information. Media files uploaded by external agencies may be quarantined for administrator approval before appearing in the MediaLibrary. Mandatory fields force a user to supply essential information and index media files. The batch upload with common information feature ensures media files are tagged efficiently and instantly searchable.

Separate areas within the library hold exclusive or contentious media files accessible by specific login. The areas feature allows parts of the media library to remain private and accessible only to nominated users.

“Our latest product is an ASP.NET web server application that utilises AJAX technology to give a better user experience from within a web browser. Basing our product on Microsoft’s .NET framework has provided a rich environment for adding new functionality, allowing us to react quickly to customer requirements,” says Martin Webster, technical consultant.

The management of digital assets, in a simple and disciplined way, is important to any corporate organisation. Media asset management software like MediaLibrary brings together collections scattered across an organisation, avoids duplication and frees administrator time as users search for images themselves. MediaLibrary software installed in-house or externally hosted is robust and secure. Aimed at non technical administrators and users, training is unnecessary. The fastest and easiest way to set up a MediaLibrary and avoid IT involvement is to host on LogicMighty servers. Alternatively, the software is available to install on an in-house server. LogicMighty provide technical help for hosted customers to transfer their media files and database to an in-house server.

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