Organizing your Video Library? Use these best techniques

The trick to a successful Video Library? The organization must be ruthless.

If you're not organized and organized, this connectivity can be a source of drawbacks...because there's no reason to dig to find a video for the duration of a quarter hour. This isn't a good utilization of time (or the company's dime). And since every company's goals as well as workflow and structure are completely differing, there's no one-size-fits-all setup.

Ready?

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

•    1. Be aware of your responsibilities
•    2. Make folder structures simpler for speedier navigation
•    3. Customize who sees what, in a secure way
•    4. Organize the way your company decides to think
•    5. Make specific folders for a particular job
•    6. Include a splash of color in your folders
•    7. Tag your videos in order to bring them up on more relevant content
•    8. Put high-priority content front and center
•    9. Automate regulatory and legal compliance
•    10. Search titles, tags as well as talking points
•    Putting it all together

1. Learn the roles you play

You are able to easily divide your team members into specific duties, for example:

• Contributors can produce web-based content
• Viewers will watch and review video and other content

Being aware of roles in your library will make your Video Library easier to use and add a protection. You can, for instance, create recorded Town Halls available to everyone but keep internal folders for projects only accessible to specific groups of contributors.

Understanding exactly what content will live in your library can help to create folders and subfolders that will be simple for the team.

Before making your folders, create a table or spreadsheet for each type of content that you'll be creating. It will outline which groups or stakeholder are accountable for content and who contributes and who has access to the content, and the relationship between content and each other. Let's look at an example.

2. Simplify folder structures for quicker navigation

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

Remember: content is why patrons visit the library. As working memory for the majority of individuals can store between three to four pieces of data at any one time, you need to make sure your library isn't overloaded and the materials are easy to access.

An excellent general rule? Keep the top-level folders and subfolders to 9 or less.

3. Change who can see what in a secure way

Utilizing the Single Sign On (SSO) allows you to log in faster and safer. The user's identities are centralized in your cloud-hosted identity Provider (IdP) such as Azure and Okta.

SCIM (System for Cross-domain Identity Management) allows you to automatically provision and deport users according to their departure or joining the company, so the seats in your team are up to date with your current employees.

Furthermore, SCIM lets you send groups to each other and update them automatically, so instead of sharing content with 35 members in a single session, you can share with the whole "Marketing" group at one shot.

4. Create a system that reflects the way your company thinks

When it comes the process of creating your own folder layout, you're likely to have two options: (1) organize by the department of your organization (2) or through the tasks that your team members work on. It's all determined by your preferences however it does not have to be exclusively one or one of the two.

 by Team

Setting your folder structure by group is a simple step particularly for companies that are focused on selling their products. Below is an example on how to organize you Video Library by team:

 by Topic

Another method to arrange your folder structure is by the topic, which is popular with service-based businesses or other institutions such as the fields of healthcare, non-profits and churches, schools as well as financial establishments. Here's what that could appear like:

5. Give specific folders a job

Once top-level folders are set, determining the subfolders should be the job of the person who is close to the content, who can foresee alllllllll the use cases for the subfolders.

For instance, someone from marketing could decide on marketing subfolders, but that one should know the entirety of the department. Special Folder admin privileges may be granted to contributors. They can then be granted permission to create subfolders inside the designated folder. This frees account administrators from having to micromanage the library.

6. Add colorful flair to your folders

Even if you're a pro at organizing your top-level folders it's likely that you'll be left with an enormous library to navigate.

The assigning of colors to folders will make parsing libraries significantly simpler. The settings for folders allow you to assign folders to your library colours that you could use to coordinate them based on department or subject. In this case, for instance, all released 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 more relevant content

The idea of organizing videos according to similarity sounds easy however, different video types are often in different categories. Metadata tags may aid similar content to find without duplicating files into multiple folders.

Although every video you add to your library comes with an online transcription that can be searched hashtags (tags, for short) are a way to increase the searchability by assigning types of words not covered in the transcriptions. To make the process more organized, create a guide that members can reference as they're tagging.

When adding tags, think about the following three types:

1. Descriptive tagsare typically used because they simply describe the video's content. The individuals on the screen, the recording location, and the rights to use are typical descriptive tags.
2. Structural tags are the terms used to describe how the video is structured. The majority of the time, this is used to identify Chapter markers to identify the segments of the video.

Some examples of good tags which aren't usually part of transcriptions:

• Type of video (Social Ad, Meeting Internal Comms., Interview, What to)
• Name of the client
• Name of the department
• Work order
• The product's name
• Location
• Version

8. Make sure that the most important content is front and center

 Featured videos

On the upper left at the top of the Video Library homepage is the featured video area, where you can present videos you would like everyone in your team to see.

 The team's owners and administrators can choose the video that is featured on the Video Library homepage by clicking the button for Featured Content in the lower right-hand area of the video featured area.

 Live events

Owners, Admins as well as Contributor Plus members are able to organize live events in Video Library folders, (instead of putting them on the live events page) so you can find the live broadcasts more easily.

This lets you stream events and save the recordings in folders where they will be easier to find by your entire team or even just your Contributors and Viewers who have folder access.

9. Automate legal and regulatory compliance

Spend less time worrying about the legal requirements with Video Library's tool for data retention.

You may have recordings of daily executive meetings that you want to be removed after a month. Perhaps there are old corporate videos that should not be deleted.

Instead of manually manipulating each asset, Admins are able to set policies for lifecycle on content. This is often done to ensure compliance with legal or regulatory legal rulings and general media management.

You can set the policies per folder, and if you accidentally delete a file, the history log lets you recover videos up to 30 days after the date they were deleted.

10. Tags, search titles as well as talking points

Search is an essential component of any Video Library. You already know how you can search for tags in your videos however, let's face it: we are all busy, and sometimes tags don't get added. (We highlyrecommend it but it's not a necessity! The extra time is a few minutes of work per video for long term organizational payoff. )

Searching is simple:

1. Enter the phrase/term you're searching for.
2. Start the video by clicking exactly the time at which the word is spoken
3. Click or go to "Results" page, where you can filter your findings using the date, the video's title and even the individual who uploaded the video

 Putting it all together

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

You'll see how an organized Video Library will improve team productivity, and tenfold the benefit everyone gets from your video resources.