Organizing your Video Library? Follow these 10 best techniques

What is the secret to running a successful Video Library? The organization must be ruthless.

If you're not well-organized and organized, this connectivity could come with drawbacks...because there's no reason to search through a file of video to take an hour. This isn't a good utilization of time (or company dime). And since every company's goals or workflows, as well as internal structure are completely different, there is no universally-compatible setup.

Ready?

The 10 most effective ways to manage your business's Video Library

•    1. Know your responsibilities
•    2. Make folder structures simpler for speedier navigation
•    3. You can customize who is able to see what information, safely
•    4. Organize the way your company decides to think
•    5. Give specific folders a job
•    6. Add colorful flair to your folders
•    7. Tag your videos in order to bring them up on more relevant content
•    8. Make sure that the most important content is front and center
•    9. Automate regulatory and legal compliance
•    10. Search titles, tags as well as talking points
•    The whole thing

1. Know the roles you play

It is easy to separate the members of your team into distinct duties, for example:

• Contributors are the ones who produce content
• Viewers can watch and read video and other content

Understanding roles within Your Video Library easier to use and add a protection. You can, for instance, make recordings of Town Halls open to the public, and keep the internal folders of your project only accessible to specific groups of contributors.

Being aware of the specifics of the content that will be stored in your library helps you set up subfolders and folders that are easy for you and your staff.

When you're making your folders create a table or spreadsheet to record the various types of content you'll create. You'll outline what groups or stakeholder are accountable to create the content, who the contributors are, who needs access, and how content relates to one another. Let's look at an example.

2. Simpler folder structure for faster navigation

How to structure the contents of your Video Library is up to the individual.

Be aware that the content is what makes members come to the library. As working memory for the majority of individuals can store anywhere between three to four pieces of data at any time You must make sure your library isn't overwhelming and assets are easy to locate.

The best rule of thumb? Make sure to keep the top folders in order and the subfolders to nine or less.

3. Customize who sees what, securely

Using Single Sign-On (SSO) helps you log into faster and safer. Identity of users is centralized in the cloud hosted by your business' Identity Provider (IdP), like Azure as well as Okta.

SCIM (System for Cross-domain Identity Management) adds the ability to provision and eliminate users based on their departure or joining the business, which means that your the seats in your team are up to the current status of your employees.

Furthermore, SCIM lets you send groups to each other and update them automatically to share the same content to 35 people separately, you can distribute it to all members of the "Marketing" group in all at once.

4. Organise your business in the same way it is thinking

When it comes down the process of creating your own folder structure, you'll probably choose between two alternatives: (1) organize by the department of your organization (2) or by the initiatives the teams are working on. It's all based on your preference but doesn't need to exclusively be one or one of the two.

 by Team

The structure of your folders by teams is an easy step, especially for brands focused in selling products. Here's an example of how you can structure the structure of your Video Library by team:

 By Topic

A different method of organizing your folder structure is by topic area, which is popular with service-based businesses or institutions like those in health care, non-profits, institutions of worship, schools or financial institutions. Here's what that could be:

5. Create specific folders to be used for the job.

Once top-level folders are set The task of determining subfolders must be the responsibility of a person who is closest to the content who will be able to see all possible cases for the subfolders.

A person working within marketing may decide to create subfolders for marketing, however person should be aware of the whole department. Administrator privileges for specific Folders are available to contributors. This will allow them to create subfolders within the designated folder. This frees account administrators of having to manage the library.

6. Include a splash of color in your folders

Even if you're proficient at organizing your top-level folders, odds are you'll still end up with a hefty library of files to navigate.

The assigning of colors to folders will help in analyzing libraries considerably more simple. Settings for folders let you give folders in your library colors that you can use to coordinate them based on department or subject. As an example, the published videos may be blue as well as works-in-progress that are in the process of being red. The result is a vast library more easily understood at a glance.

7. Tag your videos in order to bring them up on your videos with the correct content quicker.

Sorting out videos by similarities sounds simple however, different video types are often in different categories. Metadata tags may make similar content easier to locate, without duplicating the videos into different folders.

While every video that you upload to the library has an online transcription that can be searched hashtags (tags, for short) can add to discoverability through the assignment of specific words not covered in the transcriptions. In order to organize the process make a manual that people can use as they're taggin.

While adding tags, think about the following three categories:

1. Descriptive tagsare the most common since they describe the video's contents. The individuals in the video, the location of recording and the rights to use are typical descriptive tags.
2. Structural tags are the terms used to explain how the video is organised. It is usually used to identify Chapter markers that identify sections of a video.

There are a few good examples of tags which aren't usually part of transcriptions are:

• Video types (Social advertisement, meeting, Internal Comms, Interview how to)
• Client's name
• Name of the department
• The work order
• Name of the product
• Location
• Version

8. Make sure that the most important content is at the top of your list

 Featured videos

The top part of the Video Library homepage is the featured video area, where you can present the video content that you wish everyone in your team to see.

 Pro tip: Team owners as well as administrators are able to set the video that is featured on the Video Library homepage by clicking the button that says Featured Content at the lower right-hand part of the area with featured videos.

 Live events

Owners, Administrators as well as Contributor Plus members can organize live events into Video Library folders, (instead of putting them on the live events section) so you can find the live broadcasts more easily.

It allows you to stream events and automatically save their recordings to folders where they will be easier to find by all your team members or only the contributors and Viewers that have folder access.

9. Automate legal and regulatory compliance

Save time and energy worrying about compliance to the law with the Video Library's data retention tool.

Perhaps you have video recordings from daily executive meetings that you want to be deleted within a month. Perhaps there are old corporate video clips that should never be deleted.

Instead of manually manipulating every asset by hand, Admins can set lifecycle policies for the content. This is often done to comply with regulatory or lawful rulings, as well as general media management.

The policies can be set per folder, and if you accidentally delete a file the history log will let users recover the videos for up to 30 days after they're deleted.

10. Search titles, tags and talk points

Search is a crucial part of any Video Library. You already know how you can look up tags in your videos But let's face the fact that we're all busy, and sometimes tags do not get added. (We highlyrecommend it, though! The extra time is a few minutes of work per video for long term organization payoff. )

Searching is simple:

1. Type in the word or phrase you're looking for
2. Open the video at the exact time stamp where the word is spoken
3. Click or go to "Results" page. There, you'll be able filter your results using the date, the video's title and even the individual who uploaded the video

 Connecting it all

Okay, now it's your turn! Select a handful of these ten and try these out.

You'll see how an organized Video Library will improve team efficiency, as well as tenfold the value everyone will get from the video content you have.