Organizing your Video Library? Use these best practices

What is the secret to running a successful Video Library? Ruthless organization.

If you're not organized, all this interconnectivity can come with drawbacks...because no one wants to search for a video file for an hour. It's not a great utilization of time (or money from the company). Since every business's objectives, workflow, and internal structure are completely distinct, there's not a standard-fit-all solution.

Ready?

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

•    1. Learn your responsibilities
•    2. Simpler folder structure for faster navigation
•    3. Change who can see what securely
•    4. Organize the way your company decides to think
•    5. Create specific folders to be used for the job.
•    6. Include a splash of color in your folders
•    7. Tag your video to show more relevant content
•    8. Put high-priority content in the front of the pack
•    9. Automate compliance with legal and regulatory requirements
•    10. Titles and tags for search, and talking points
•    Connecting it all

1. Learn your roles

It is easy to separate the members of your team into distinct tasks, such as:

• Contributors are the ones who produce the content
• Viewers will watch and review content

Knowing the roles of each member the Video Library easier to use and add a layer of security. In particular, you could make recordings of Town Halls available to everyone and keep the internal folders of your project limited to specific groups or contributors.

Knowing precisely the type of content you want to keep in your library can help you set up folders and subfolders that are simple for the team.

When you're making your folders create a table or spreadsheet for the different types of content you'll create. You'll outline what team members or other stakeholders are accountable for the content and who contributes and who has access to the content, and the relationship between content and each other. This is an example of this:

2. Simpler folder structure for faster navigation

How you should structure the content in your Video Library is entirely up to the individual.

Keep in mind that content is the reason members come to the library. As working memory for the majority of users can contain up to three and four items of data in any given moment You must ensure that your library isn't too large and that the resources are simple to find.

A good general rule? Keep the top-level folders as well as the subfolders to nine or less.

3. Change who can see what safely

Utilizing Single Sign-On (SSO) makes logging into easier and secure. User identities are centralized in the cloud hosted by your business' identity Provider (IdP) such as Azure and Okta.

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

Plus, SCIM lets you send over groups and automatically update the group, meaning instead of sharing the same content to 35 people in a single session, you could share it with all members of the "Marketing" group at one go.

4. Organize the way your company decides to think

If it's time to creating your folder layout, you're likely to be between two choices: (1) organize by the department of your organization (2) or through the tasks the teams are working on. This decision is purely based on your preference however it does not have to be one way or the other.

 by Team

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

 by Topic

Another method to arrange the folder structure is through subject area. This is popular among service-based companies or other institutions such as the fields of healthcare, non-profits and institutions of worship, schools or financial institutions. What could that look like:

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

When top-level folders are established and subfolders are defined, the task of determining them should be the sole responsibility of a person who is closest to the content who will be able to see all possible scenarios for subfolders.

In the case of marketing, for instance, a person from marketing could decide on the subfolders of marketing. However, that person should be aware of the whole department. The privileges of a Folder Administrator can be assigned to contributors. This will allow them to make subfolders in a designated folder. This can free account admins from having to micromanage the library.

6. Bring some color to your folders

Even if you're proficient at organizing your top-level folders it's likely that you'll be left with an enormous collection to manage.

The assigning of colors to folders will help in analyzing the library much more simple. Folder settings allow you to provide your library's folders with colours that you could later coordinate according to the department or the topic. For instance, all published videos might be blue, while works-in-progress could be red. The result is a vast library easier to comprehend 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 the same characteristics sounds straightforward enough, but different videos are often in different kinds of. Metadata tags help similar videos to locate without having to split content into different folders.

Although every video you add to the library includes a searchable transcription hashtags (tags, for short) are a way to increase the searchability through the assignment of specific words that are not included in the transcriptions. In order to organize the process, create a guide that users can refer to when tagging.

If you are adding tags, be thinking about the following three kinds:

1. Description tagsare the most common because they simply describe the video's contents. The people who are in the video, their locations of recording, as well as rights of use are all common descriptive tags.
2. Structural tags are the terms used to explain how the video is organised. It is usually used to identify Chapter markers, which identify different parts of a video.

Some examples of good tags not usually included in transcriptions include:

• Video types (Social Ad, Meeting, Internal Comms., Interview, What to)
• Client's name
• Department name
• Work order
• Product name
• Location
• Version

8. Put high-priority content front and center

 Videos with featured content

At the top of the Video Library homepage is the featured video area, that allows you to present the content you want for your entire staff to view.

 The team's owners and admins can set the featured video on the Video Library homepage by clicking the button for Featured Content in the lower right area of the area with featured videos.

 Live events

Owners, administrators, and Contributor Plus members can arrange live events into Video Library folders, (instead of keeping them in the live events page) so you can find the live broadcasts more easily.

This lets you stream events and archive the recorded events to folders that will make them easier to find by your entire team or only the contributors and Viewers that have folder access.

9. Automate compliance with legal and regulatory requirements

Reduce time and stress about compliance to the law with the Video Library's data retention tool.

Maybe you have videos from daily executive meetings which you would like to deleted after one month. Or, maybe there are historical company videos that ought to never be deleted.

Instead of making manual adjustments to each asset, Admins are able to set policies for lifecycle for the content. It's usually in order to conform with regulations or legal rulings and general media management.

You can set the policies for each folder. If you accidentally delete a file The history log allows you recover videos up to 30 days after the date they were deleted.

10. Search titles, tags, and talking points

Search is an essential component of every Video Library. We all know that you can find tags on your video content however, let's face it: we are always busy and there are times when tags do not get included. (We highlyrecommend it, though! The extra time is a few minutes of work per video, but it's a long-term strategy for financial rewards for the organization. )

It's easy to search:

1. Enter the phrase/term you're searching for.
2. Start the video by clicking the exact time stamp where the word was said.
3. Or, click the "Results" page, where you'll be able filter your results using the date, the video's title or the user who posted the video

 Connecting it all

Okay, now it's your turn! Pick a few of them and test the recipes.

Then you'll be able to see how having a properly organized Video Library will improve team productivity, and tenfold the value everyone will get out of your video assets.