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Canadian Olympic Committee

Canadian Olympic Committee Modernizes Rich Media Management Using WebDAM

“It has saved me enough time that I’ve made more progress in a month than in four months with our old system.”

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Background

As the vehicle for the Olympic movement in Canada, it’s an understatement to say that the Canadian Olympic Committee is in charge of a lot of digital assets. The organization manages thousands of creative files — photos, videos, logos and other materials — that needed to be cataloged and protected, yet easily accessible.

The assets, especially photos, are heavily used when responding to media inquiries and deployed in marketing promotions and other communications. The COC also facilitates sponsorships for athletes, adding to the large amount of digital assets the organization maintains.

Without WebDAM, the overwhelming amount of digital assets that needed to be properly stored and managed created a significant challenge for the organization’s marketing and brand management team, especially with the fast approaching 2014 Winter Olympic Games in Sochi, Russia.

The Problem

The Canadian Olympic Committee team was overwhelmed with a huge amount of media assets that needed to be archived and cataloged properly, because it was all sitting on physical hard drives. This made the process of manually sorting and organizing photos and other materials very time and labor intensive, especially because nothing was tagged with any keywords, metadata or other identifiers.

The COC team was working with another asset management service, but found that it couldn’t automatically ingest and support metadata. This made the COC embark on a search for a new DAM provider. Winston Chow, who manages digital media for the COC, found two potential cloud-based vendors, one being WebDAM and the second being a vendor in Wisconsin.

Chow said he ultimately chose WebDAM because of superior customer service.

“When I was trying to find a service to go with, I wanted to get a hands-on experience with a trial,” Chow said. “With WebDAM, all I had to do was ask and a trial was in my hands within 24 hours to play around with. The other vendor had poor customer service and response rates. In addition, they pushed for a significant amount of information and made it difficult to get a complete sandbox environment to thoroughly test.” caseStudy_COC-body-image

The Solution

After using a trial of WebDAM, Chow was quickly able to learn the ins and outs of the DAM software. He pointed to the powerful search function, customer service and intuitive design as reasons for immediately selecting WebDAM.

“We spent about a week with a WebDAM trial, and it was sufficient for getting us on board. We didn’t like being forced to wait by the other vendor. That was a red flag,” Chow explained. “We needed a great solution fast. With WebDAM, we had a really smooth transition and were able to quickly roll it out within our entire organization.”

Today, the COC primarily uses WebDAM to store and organize its vast troves of rich media files. With WebDAM, the organization was able to implement its own internal taxonomy system for metadata, a process that has largely been automated.

“With our old system, I had to copy and paste every single caption and cutline for individual photos,” Chow said. “WebDAM automatically ingests all of the author information, accurately giving credit to the artist. It takes a lot of manual labor out of the process.”

Chow explained that WebDAM has been deployed internally for the COC to facilitate image requests, saving him valuable time that was previously spent manually addressing each request individually.

“It has saved me enough time that I’ve made more progress in a month than in four months with our old system,” Chow stated.

By creating a pre-curated set of media assets, WebDAM has helped the COC boost efficiency and promote smoother communications within the organization.

“We know these are the images we want to use,” Chow said. “We haven’t run into any difficulty because the system is so intuitive. Even less tech savvy people at the COC have been able to pick it up.”

Analysis & Results

Following the COC’s implementation of WebDAM, the organization has a cost-effective and time-saving system in place. Now the COC can effortlessly store and manage its large volume of valuable rich media assets.

“It’s so simple for me to organize and store our media files because it’s so easy t just upload and categorize in WebDAM,” Chow said. “I just do a once over in terms of making sure the metadata is correct, and it automatically does the rest.”

The WebDAM platform was successfully deployed within the COC’s internal departments, which Chow explained has cut down on photo requests and saved him time and energy. The jump in efficiency and productivity is an added bonus for the COC as the beginning of the 2014 Winter Olympic Games in Sochi, Russia, draw closer.

Chow said that his team at the COC is working around the clock to coordinate different media materials and other digital assets for the Games, and the organization is working on providing access to its WebDAM platform for several media organizations.

“The plan is to set up about half a dozen to a dozen pre-approved media organizations with WebDAM accounts,” Chow said, explaining it will free up much-needed time to address other critical communications and marketing needs for the Games.”

Conclusion

Prior to using WebDAM, the Canadian Olympic Committee was bogged down with an online media sharing solution that was unintuitive and created more work for the organization rather than increasing productivity.

The COC chose WebDAM over competitors because of excellent customer service, intuitively designed features and the ability to quickly test out the complete DAM system in a sandbox environment.

WebDAM has reinstated control of the COC’s valuable digital media back to the COC marketing department, saving the team an exponential amount of time and effort to fulfill important routine image and media requests.

Furthermore, WebDAM will allow the Canadian Olympic Committee to be more productive and agile during the 2014 Winter Olympic Games by Ggranting access to media outlets for the duration of the events.

All in all, WebDAMhas helped the COC streamline its digital asset management needs while saving the organization time and driving productivity during the critically important period before the upcoming Olympic Games.

Highlights

  • Standardizes workflows
  • Improves asset management
  • Streamlines image requests

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