PUBLIC ACTORS

Empowerment of image requesters and rights management: Ephoto Dam supports French regions

Following the latest territorial organization and the merger of a large number of French Regions, the DAM projects of the new Regions are organized around media centralization with the dual objective of broad distribution and strict respect for image rights and rights of use.

The first challenge of a merger involving several entities for a DAM project manifests in collecting all media, centralizing them, and standardizing their descriptions. For our Regions, this obviously involves merging the collections of several former regions into a single tool. This step of data migration first involves establishing a controlled indexing language that takes into account the specificities of each entity, ultimately defining a common language. Then, based on this framework, it’s necessary to find integration pathways for the various collections to form just one.

Experts in multi-source and multi-format data migration, the Ephoto Dam team has implemented effective data processing processes from both a hardware, intellectual, and indexing perspective.

Once the collections are integrated, proper rights management is essential and becomes strategic, particularly for media distribution. Ephoto Dam already integrates tools that allow for the reporting of specific usage conditions, managing differentiated access and download rights, adding withdrawal or expiration dates with alerts to concerned individuals, or even attaching a signed PDF authorization to an image for distribution.

Deployment of the Grand Est media library

In the case of the Grand Est Region, particular attention was given to the Ephoto Dam ordering function, renamed for the occasion as the "loan function." Indeed, to control the image checkouts and downloads, the best method for this Region is to ensure that each document with specific rights is subject to a download request validated by managers.

To facilitate this process and allow for control, the "order" in Ephoto Dam was organized as follows:

Media subject to an order are placed in a dedicated collection,
A dedicated order button appears for these media, along with an order form if they are selected by the requesting user,
The media order triggers an automated process, simplifying the work of the managers,
A confirmation email is sent to the requester to confirm their request,
The manager receives an email informing them of the user's request, the reason, and the files involved,
From the Ephoto Dam interface, the manager can validate all or part of the order, choose the download validity period, select the resolution of the ordered files, and annotate the order by batch or file to warn the user of any special usage,
The user receives the download link along with annotations,
Finally, a PDF slip is generated, detailing all the information related to the order to serve as proof in case of a dispute or improper media use.

Front office interface for the Grand Est region

Unite teams through media promotion across the entire territory via a responsive and personalized portal

With data migration, indexing language, and rights management in place, media distribution can be carried out under the best conditions through an intuitive, ergonomic Front Office, specially designed to convey the territory’s image and brand. Many challenges related to the image and promotion of a territory are associated with a DAM project in a Region. The unifying dimension is also particularly strategic in this project, bringing together all the agents of a "recomposed" territory around a common image and a single tool that highlights the strengths and activities of the entire new Region.

The interface, ergonomics, and graphic identity are therefore extremely important elements for the Front Office, as they crystallize all the material, indexing, and legal setup of the DAM project. The Front Office naturally includes the loan function to enable users to be autonomous in their content media searches and orders. The interface also integrates the Region’s directory, ensuring transparency in the tool’s integration while maintaining user habits.

Optimize daily use of the online media library

The effectiveness of promotion through the Front Office is measured by the "Matomo" tool, integrated into all of Ephoto Dam's Front Offices. This tool helps to provide the necessary tracking indicators for steering committees and decision-making regarding the DAM and its directions. It tracks connections, unique visits, actions performed, average visit times, average page load times, browsers used, and more.

Project management, the monitoring of a Quality Assurance Plan (PAQ), VA, MOM, VSR processes, testing, and validation of developments are all steps completely mastered by the Ephoto Dam team, with more than 350 DAM projects under its belt.

Request a demo