Best practices for asset(s)

Every image, document, or pdf is stored in the Digital Asset Management (DAM). With a large number of assets in the DAM, things can get messy quickly. We recommend the following to keep your DAM folder organized:

  • Create subfolders (or even subfolder of a subfolder) as needed within the existing folders (/images, /documents, /images/events/20500101, /documents/conference2050/pdf, etc.) in your DAM.

  • Create subfolders based on the semester such as Fall/Spring YEAR (/fall2020, /spring2021, etc.)

  • Rename all assets prior to the upload to lessen the workload afterward. Make sure you remove the spaces and special characters in the filename so the system can reference the file correctly.

  • Carefully name the asset prior to the upload so it can be found quickly with the Search function in AEM, for example:
    • Image:
      • Event photo. DO NOT leave your image with its default camera filename such as IMG_0001.JPG, IMG_0002.JPG, etc. Try to make them easier to find and sort by using the event name as the prefix (EVENTNAME_IMG_0002.JPG).
      • Faculty photo. AVOID naming the faculty photo with a generic filename such as profile.jpg. Make sure you add the faculty's first name and last name in the filename (doe-john.jpg). 
      • Faculty book cover.  AVOID naming the faculty book cover image with a generic filename such as book001.jpg, book002.jpg, etc. You should include the publication name to make it easier to find in the future.
      • Any other photo. AVOID naming the image with a generic filename such as webphoto.jpg, profile_web.jpg, etc. 
    • Document:
      • AVOID naming all event schedule PDFs as event-schedule.pdf

     

  • DO name your asset with a meaningful name so that you or your colleagues will be able to locate the asset quickly in the future, such as holiday-party-fall2017-group.JPG, 2016-brownbag-series-20160925.JPG, or event20161015-poster.JPG.

  • DO rename all faculty-related assets prior to the profile creation. Faculty photo should follow Lastname-Firstname.jpg (eg. doe-john.jpg) naming format while non-photo-related faculty asset(s) should follow Lastname-Firstname-Asset-Name.jpg (eg. Doe-John-CV.pdf, Doe-John-Book-Name.jpg, Doe-John-Paper-Name.jpg) format.