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Higher Education Multimedia Team Producing Internal and External Video
Company Situation
The company is a higher education institution with a dedicated multimedia team responsible for producing and managing video content for both internal and external marketing and communications. The team includes a Director of Multimedia and an Executive Director of Creative Services overseeing creative operations. Their multimedia efforts support a broad range of university initiatives, including events, executive communications, and promotional campaigns. The team is growing, producing an increasing volume of video content that requires efficient management and distribution.
Existing Workflow
Currently, the multimedia team relies heavily on an on-premises server to store and manage their video assets. Team members access this server both on-site and remotely via VPN. For sharing finished videos with media outlets and stakeholders, they use Vimeo links for edited content and Axle AI as a digital asset management (DAM) tool to share raw footage. Their organizational system includes manual folder structures on the server combined with tagging within Axle AI to facilitate searching by event or production type.
Issues with the Existing Workflow
The main pain points stem from rapidly filling server storage capacity, creating urgency to find a scalable storage solution. Remote access via VPN introduces workflow bottlenecks, particularly when sharing content with external partners. Vimeo’s processing time creates delays in delivering curated videos, while using multiple platforms (server, Axle AI, Vimeo) adds complexity and manual effort to manage and locate assets. The current system’s reliance on manual tagging and folder hierarchies limits efficient search and retrieval, increasing time spent on asset management. Additionally, the team anticipates challenges navigating procurement, security, and accessibility assessments typical in the higher education environment, which could delay adopting a new solution.
How Shade Would Change Their Workflow
Shade offers a centralized, cloud-based media management platform designed to simplify storage, collaboration, and distribution workflows. By replacing the fragmented system with Shade, the team can consolidate their video storage and asset management into a single platform accessible both on-premises and remotely without VPN constraints. Shade’s advanced metadata tagging and search capabilities would enhance the team’s ability to quickly locate raw and edited footage. The platform also streamlines sharing with external media outlets and campus partners via secure, customizable access links, eliminating delays associated with Vimeo processing. Shade’s scalable storage solution addresses the urgent need to expand capacity as the multimedia library grows, while its integrated tools reduce manual workload and improve overall efficiency.
Benefits
- Scalable cloud storage to accommodate growing video libraries without server limitations
- Simplified remote access for team members working offsite, eliminating VPN bottlenecks
- Enhanced metadata-driven search functionality for faster asset retrieval
- Streamlined sharing workflows with external partners via secure, direct links
- Consolidation of multiple tools (server, DAM, video sharing) into a unified platform
- Potential cost savings by reducing reliance on multiple third-party services
- Support for compliance with security, accessibility, and procurement requirements in higher education
Technologies Used
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