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Video Production Agency Streamlining Collaboration with Page Proof and Slack
Company Situation
The company is a full-service marketing agency specializing primarily in video production. Their creative team includes video editors, creative directors, and graphic designers who manage a large volume of video and image assets accumulated over many years. The agency supports a variety of companies, including automotive dealerships, and handles diverse content types such as raw footage, finished ads, and promotional imagery. Their team operates mainly from an in-office setup and manages significant amounts of data stored on-premises.
Existing Workflow
Currently, the agency relies on two on-premises servers: one for archival storage and another high-performance solid-state server for active projects. They manage roughly 80 terabytes of footage, adding between 8 to 15 terabytes annually, much of which is raw footage. Media is organized primarily by project or ad campaign names rather than by specific searchable metadata, such as featured car models or event types. Review and approval processes utilize a tool called Page Proof, but content must first be downloaded from the servers and then uploaded to the review platform. Communication and collaboration also take place through Slack.
Issues with the Existing Workflow
The heavy reliance on file names and folder structures for organization limits findability, especially for newer team members who lack historical project knowledge.
Searching for specific clips or images (e.g., “ribbon cutting footage” or “staff portraits”) is time-consuming and often involves manually digging through archives.
The volume and quality of footage have prevented a move to cloud-based storage or asset management due to cost and bandwidth concerns.
The review and approval process is disconnected from the storage system, requiring multiple downloads and uploads, which adds inefficiency.
Institutional knowledge gaps pose risks if experienced staff leave, as metadata and tagging are inconsistent or absent.
How Shade Would Change Their Workflow
Shade’s AI-powered media management platform would enable the agency to automatically tag and index years of archived footage and images, allowing the creative team to search using natural language queries rather than relying on file paths or project names. Shade’s solution is designed to handle large volumes of high-quality content efficiently, addressing the company’s concerns about cloud scalability and cost. By integrating search, tagging, and review workflows into a unified platform, Shade would streamline asset discovery, enable faster repurposing of existing content, and simplify collaboration both internally and with external stakeholders.
Benefits
- Drastically improved searchability through AI-generated metadata and natural language queries.
- Reduced time spent manually locating footage and images across vast archives.
- Lower risk of lost knowledge due to automated tagging rather than dependence on institutional memory.
- Streamlined review and approval workflows integrated directly with asset management.
- Scalable cloud or hybrid solution that handles large data volumes without prohibitive costs.
- Enhanced creative productivity by enabling faster content reuse and reducing administrative overhead.
Technologies Used
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