Manningham Council improves digital media management in OpenText Content Manager
Faced with more than 1.5 million media files stored across network drives and other devices, Manningham Council implemented FYB Mediazel to make digital media easier to capture, find, govern and reuse through OpenText Content Manager.
At a glance
Customer: Manningham Council
Sector: Local government
Technology: OpenText Content Manager
FYB solution: FYB Mediazel
Starting point: More than 1.5 million media files on network drives
Key outcome: Centralised, governed and more accessible digital media management
About Manningham Council
Manningham Council serves a diverse municipality located approximately 12 kilometres east of Melbourne's central business district, encompassing established urban areas, rural properties and significant natural environments.
The challenge
Manningham Council's digital media was stored across network drives, portable hard drives, cameras and mobile devices.
At the beginning of its Records Management Transformation project, the Council had more than 1.5 million media files stored on network drives alone.
This decentralised approach created several information management challenges:
Digital media was stored across uncontrolled locations
File naming was inconsistent
Evidentiary images could be difficult to find
Media records were not always captured promptly
GPS coordinates recorded by cameras and mobile devices could not be easily used
Retention and disposal requirements were difficult to apply consistently
Valuable images were not readily accessible to other Council teams
The Council needed a user-friendly digital media management solution that would improve access to its media while retaining OpenText Content Manager as the authoritative recordkeeping system.
The solution
Manningham Council selected FYB Mediazel after a Council user group reviewed demonstrations of several digital media management solutions.
Mediazel was the solution most widely accepted by the group for its ability to meet the Council's business and functional requirements.
The online interface enabled staff to upload, search, manage and share photographs, illustrations, audio and video stored in Content Manager.
Mediazel also provided the Council with a practical way to:
Assess and bulk migrate digital media from network drives
Capture new media from mobile devices at or soon after creation
Use metadata and GPS coordinates captured by cameras and devices
Browse media through visual search results
Apply retention and disposal requirements
Make media easier for authorised teams to find and reuse
FYB worked with the Council throughout planning, testing and deployment and considered enhancement requests identified during implementation.
The outcomes
The implementation provided Manningham Council with:
More accessible digital media
Staff could browse and search media through an intuitive visual interface rather than relying on filenames and network drive structures.
Timelier records capture
Images and other media could be uploaded from mobile devices when they were created or soon afterwards.
Better search and retrieval
Improved metadata and access to GPS information made operational and evidentiary images easier to locate when required.
Governed media storage
Digital media required for ongoing business or regulatory purposes could be managed in Content Manager using established retention and disposal controls.
Support for responsible disposal
The transformation project enabled the Council to assess existing media, retain required records and dispose of content that was no longer required.
Greater reuse of valuable images
Media became more accessible to teams across the Council. For example, photographs documenting the construction of infrastructure could be found and reused by the teams responsible for maintaining that infrastructure.
Increased use of Content Manager
The user-friendly interface made it easier for staff to work with media held in Content Manager without needing to navigate the traditional Content Manager interface.
"FYB was responsive and flexible in the planning, testing and deployment of Mediazel, and open to enhancement requests identified during the implementation phase." ? Rebecca Burns, Information Management Coordinator, Manningham Council
Digital asset management for Content Manager
FYB Mediazel provides a visual, online interface for managing photographs, illustrations, audio and video stored in OpenText Content Manager.
It helps organisations centralise digital media, improve search and retrieval, capture media from mobile devices and apply consistent information governance controls.
Make your digital media easier to find and govern
Centralise photographs, video and audio in OpenText Content Manager while giving users an intuitive way to upload, search and reuse media. Contact FYB to discuss digital media management with Mediazel.
Frequently asked questions
How can OpenText Content Manager be used for digital media management?
Media files can be stored and governed as records in Content Manager. FYB Mediazel provides a visual interface that makes these files easier to upload, browse, search, share and reuse.
What types of digital media can Mediazel manage?
Mediazel supports photographs, illustrations, audio and video stored within OpenText Content Manager.
How many media files did Manningham Council need to assess?
The Council's Records Management Transformation project began with more than 1.5 million media files stored on network drives.
Can users upload images from mobile devices?
Yes. Mediazel enables users to upload media from mobile devices, supporting capture at the time an image is created or soon afterwards.
Can Mediazel use GPS information from images?
Yes. Mediazel can capture GPS coordinates and other EXIF metadata from media files, helping users locate and search for images based on where they were created.
How does Mediazel support retention and disposal?
Digital media stored in Content Manager can be managed using the organisation's established retention and disposal controls. This helps retain required records and dispose of content that has reached the end of its approved retention period.
