The Library requires the following descriptive information about all digital assets uploaded to the DAM
Field Name | Definition |
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Contains Patient Health Information (PHI)? | Identification if an asset contains patient health information |
Departmental Owner | Name of overseeing user group a specific digital asset's permissions |
Departmental Review | A date identifying when a digital assets needs to be reviewed for removal from the DAM. The Library requires all digital files to have a 5 year review. If digital assets contain patient health information then the review should be set to the agreement's expiration date. |
Keywords | A tag used to categorize digital assets by people, place, things, activities, and expressions |
Project/Collection Title | Title of the original project, event, or grouping designated with specific digital assets |
Usage Rights | Identification of usage rights associated with the digital assets, e.g. Restricted, All-OHSU Use OK |
Using respectful, identity-affirming language is key to creating a welcoming environment that is anti-racist and embraces diversity as a whole. The OHSU Inclusive Language Guide is a dynamic resource designed to assist OHSU staff in understanding and utilizing inclusive language in institutional communications:
What are controlled tags?
Controlled tags are a set of designated words and phrases for you to you whenever describing digital assets uploaded or modified in DAM.
Is there a list of controlled tags?
Yes, the list is maintained and distributed by the Library. It will be continuously developed as digital media is contributed to the system.
What categories are covered in the DAM controlled tags list?
Categories include, but not limited to:
Is there a controlled tags taxonomy?
Not yet. Before you can make a taxonomy you first need terminology and digital assets in the system. Stay tuned for updates.
How often is this list updated?
The Library will upload this controlled tags list twice a year. The last version is found on this reference guide in an Excel format and available for direct download.
How do I add tags to this list?
You are free to describe digital assets with any terminology you deem appropriate in the Keywords field. The Library's metadata specialists are monitoring and analyzing terms contributed. However, it is highly encouraged for you to reference and select from the controlled tags list.
Captions give photos context, telling viewers what’s going on in a photo so they don’t have to guess or jump to conclusions. Best practice is to follow the Associated Presses style guidelines for writing captions.
Remember the following when writing captions:
Example
"OHSU School of Medicine student Mollie Marr, helps organize a letter-writing campaign for students to share personal stories about the impact of losing a proposed tax waiver for tuition for graduate students, December 1, 2017. Marr is pursuing her M.D. and her Ph.D. in behavioral neuroscience in the OHSU School of Medicine, and losing the tax waiver could mean dropping out of OHSU. (OHSU/Kristyna Wentz-Graff)"
The Library recommends using these file formats when creating and uploading digital assets to the system. If digital assets are not in a recommended file format, then the Library cannot guarantee future usability and accessibility.
Media |
High Confidence Level |
Medium Confidence Level |
Low Confidence Level` |
Photo |
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Video |
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Text |
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Audio |
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Design & Illustration |
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Presentations |
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The DAM does not require a specific naming convention to keep files organized, but it is digital assets management best practice to do so before uploading.
Content providers, etc. depositing digital assets into the DAM are advised to name the files by following the guidelines below. If your department already has a file name convention that's great! Keep using it!
Here are suggestions:
File Name Convention Suggestion:
YYYYMMDD-[author/creator initials]-[descriptive slug(s)]-[four-digit series number]
Examples:
20161105-jp-chemistry-lab-0001.jpg
20151101-db-campus-fall-0123.mov
The DAM is intended for actively used assets that comply with OHSU’s records management policy as well as departmental practices.
The Library requires all digital assets residing in the DAM to be review 5 years after uploading to the system. If you need assistance then the Library can help evaluate and apply best practices for digital assets management.
The following policies directly relate to digital assets managed by DAM repository community members. For additional University policies, please visit OHSU’s Policy Manual.
Confidentiality of Health Information Policy No. 01-05-012
Intellectual Property and Royalty Distribution Policy No. 04-50-001.
OHSU Marketing and Communications Department HIPAA & Media Release Procedures
Records Retention and Destruction Policy No. 07-90-010
Student Records - Confidential Records - Restrictions on Release Policy No. 02-20-025
The DAM is intended for actively used assets that comply with OHSU’s records management policy as well as departmental practices. The Library can help evaluate and apply best practices for digital assets management.
However, all digital assets residing in the DAM must be reviewed within 5 years from the date of upload or when an agreement expires.
DAM user groups refer to a grouping of DAM users. User groups are formed when large departments and/or multiple departments agree to upload and share digital assets within their grouping.
Things to know about user groups
Users can be assigned different access privilege profiles in the DAM. These profiles control what kind of actions you can perform in the system. For example, if you can upload digital assets.
There are 3 different user access privilege profiles. They can do the following within the DAM once assigned an access profile:
Users with the privilege to share digital assets with other user groups have the ability to grant sharing privileges in the following ways.
To request approval to use an image within the DAM, users should do the following:
DAM community members can donate their digital assets to the Library’s Historical Collections & Archives to be available through Digital Collections at their discretion once assets are no longer intended for active use. Please reach out to the University Archivist for consultation, review the University’s Historical Records Policy, and discuss if your digital assets are appropriate for Digital Commons. For more information, contact: hcaref@ohsu.edu.