This is a recommended guideline on job allocations for both System Management Roles and Canto Management Roles. This information is Collected from years of Canto management experience and client data.
Written by Brayden, 23/05/2023
Disclaimer: This is a recommended guideline on Roles for Canto Management from years of experience and collected data and is not specific to any one organisation structure. Usually, we at databasics collect extensive information during our Onboarding sessions with clients to provide the perfect role allocation for you and your team. Please only use this information as a standard practice guide and contact us at helpdesk@databasics.com.au for additional guidance for optimum Role Organisation.
Why is this Important? - Task allocation
Canto being the completely customisable DAM that it is, with its editable layout, multiple sharing platforms, countless integrations that are ever expanding and in-built features that can be tailored to your company’s preference. It would be understandable that it requires extensive management to maintain an organised structure with Robust Taxonomy. Content users may learn to locate assets after continuous usage of the system, but that isn’t a solution to provide easy file location overall.
Not to mention while there are Power User admins set up initially in Canto with the same role and privileges, those staff members can have vastly differing skillsets. In turn certain users are better suited to managing content library’s and filing systems; while others are better with labelling, creating, and organising the content. Effective metadata listing details and organising Portals would be their specialty as they are more hands on with the content and can present it with more visual stimuli to encourage user browsing.
Clarity in Responsibilities
Along with this knowledge, databasics has been working as DAM implementation professionals for over 20 years and have found that clear separation of these roles to be most effective for reduced confusion. To ensure that the system runs smoothly and efficiently, there are two key roles involved: a system admin and a content admin.
System managers are responsible for:
- User, and Group Settings – the allocation of roles (Admin, Consumer, Contributors) for each user to then be able to access the content that is relevant to their field. Removing all unnecessary content to reduce clutter.
- Style Guides – Setup of Company colours, its Hex code and RGB for reference to all users.
- security/privilege allocation for public and private user consumption and overall policies/digital rights management
- Reporting, metadata import/export – System Admins will be responsible for content reports, metadata reports in turn will be simply exported and the data analysed by the System Admins for key contributing factors/trends. From there improvements will be made.
- Maintenance - This includes performing regular system updates, monitoring system performance, and troubleshooting any issues that arise and communication with databasics in the event of this occurring.
While Content management is responsible for:
- Organisation of file structure – Root folders and Albums, expiration dates to be listed and updated for content use.
- Labelling of content – Effective Tagging of metadata details to make assets easily locatable in Canto and easily filtered with search phrases used.
- Company branding – Content will be shown in an effective structure once the initial setup is completed, alongside this the Main library and Portals need to reflect the company brand. Content admins will be required to design the colours and layout of these platforms to reflect company logos and colour branding.
- Metadata display Settings – metadata best practices are to have your key searched terms located near the top of your metadata listing for quick asset recovery.
- Portal platform management – content to be organised and shared by canto to either private or public portals, we will need to have a design that is appealing to all consumers of the material. Content Admins would be responsible for each of the displayed thumbnails and viewed content.