Organizing your Video Library? Use these best practices

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

If you're not organized, all this interconnectivity can come with drawbacks...because no one wants to search to find a video for the duration of a quarter hour. It's not a great utilization of time (or the company's dime). Because every company's mission, workflow, and internal organization are drastically distinct, there's not a standard-fit-all solution.

Ready?

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

•    1. Be aware of the roles you play
•    2. Make folder structures simpler for speedier navigation
•    3. Customize who sees what, safely
•    4. Organize the way your company thinks
•    5. Make specific folders for a particular job
•    6. Add colorful flair to your folders
•    7. Tag your video to show the right content faster
•    8. Put high-priority content in the front of the pack
•    9. Automate compliance with legal and regulatory requirements
•    10. Search titles, tags and talk points
•    Connecting it all

1. Know your responsibilities

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

• Contributors will produce the content
• Viewers are able to watch and evaluate the content

Being aware of roles in your library will make your Video Library easier to use as well as provide an additional layer of security. For instance, you can allow recordings of Town Halls open to the public, but keep internal folders for projects limited to specific groups or contributors.

Being aware of exactly the type of content you want to keep in your library helps in creating folders and subfolders that are easy for you and your staff.

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

2. Simpler folder structure for faster navigation

How to structure the video library's content Video Library is up to the individual.

Remember: content is why people visit libraries. Since working memory for most people can hold between three to four pieces of data at any time, you need to ensure that your library isn't too large and that the resources are simple to locate.

The best guideline? Maintain the folders at the top as well as the subfolders to nine or less.

3. Customize who sees what, safely

Utilizing Single Sign-On (SSO) helps you log into faster and safer. The user's identities are centralized in your company's cloud-hosted identity Provider (IdP), like Azure and Okta.

SCIM (System for Cross-domain Identity Management) allows you to automatically provision and remove users in accordance with the date they leave or join the organization, ensuring that teams seats are always up-to date with your current employees.

Furthermore, SCIM lets you send groups of people and then automatically update to share information with each member individually; you can distribute it to all members of the "Marketing" group in all at once.

4. Organize the way your company thinks

When it comes the process of creating your own folder structure, you'll probably choose between two alternatives: (1) organize by the departments of your business (2) or through the tasks that your team members work on. This decision is purely determined by your preferences however it does not have to be one way or either.

 by Team

Setting your folder structure by team is an intuitive call, especially for brands focused on selling products. Below is an example on how to structure you Video Library by team:

 By Topic

Another way to organize the folder structure is through the topic, which is popular for service-based firms or organizations such as those that deal with healthcare, non-profits, schools, places of worship or financial institutions. This is what it could appear 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 user close to the content, who will be able to see all possible cases for the subfolders.

For instance, someone within marketing may decide to create subfolders for marketing, however one should know the entirety of the department. Administrator privileges for specific Folders are available to contributors, allowing them to create subfolders inside the designated folder. This will free up account admins from having to micromanage the library.

6. Include a splash of color in your folders

If you're an expert at organizing your top-level folders, odds are you'll still end up with a hefty collection to manage.

Colors assigned to folders could make parsing libraries considerably more simple. Settings for folders let you give folders in your library color choices that you later coordinate according to the department or the topic. As an example, the published videos might be blue, and works in progress could be red. The result is a vast library more easily understood at a glance.

7. Tag your videos in order to bring them up on the right content faster

Sorting out videos by similarities sounds simple enough, but different videos are often in different kinds of. Metadata tags may help similar videos to locate without having to split files into multiple folders.

Although every video you add to the library includes the ability to search for the transcription hashtags (tags, for short) could enhance the discoverability by identifying different terms that aren't covered by the transcriptions. In order to organize the process you should create a reference guide people can use as they're creating hashtags.

If you are adding tags, be thinking of these three primary categories:

1. Descriptive tagsare the most popular since they describe the video content. People in the video, locations of recording, as well as rights of use are all common descriptive tags.
2. Structural tags are the names used to explain how the video is structured. In , it is typically done using Chapter markers, which identify different segments of the video.

A few examples of tags that are good which aren't usually part of transcriptions are:

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

8. Make sure that the most important content is in the front of the pack

 Videos with featured content

On the upper left of the Video Library homepage is the section titled Featured Videos in which you can show videos you would like your entire team to watch.

 The team's owners as well as administrators are able to set the featured video on the Video Library homepage by clicking the Featured Content button in the lower right corner of the featured video area.

 Live events

Owners, Admins and Contributor Plus Members can arrange live events into Video Library folders, (instead of keeping them within the Live Events page) so you can find the live broadcasts more easily.

This allows you to stream events and automatically archive the recorded events to folders that will make them much easier to locate by your entire team or only the contributors and Viewers who have folder access.

9. Automate compliance with legal and regulatory requirements

Reduce time and stress about the legal requirements with Video Library's data retention tool.

Maybe you have videos from weekly executive office hours that you wish to have removed after a month. Or, maybe you have old company video clips that should not be deleted.

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

You can set the policies for each folder. If a video gets deleted accidentally, the history log lets you retrieve videos for as long as 30 days after deletion.

10. Tags, search titles as well as talking points

Search is a crucial part of every Video Library. You already know how 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 but it's not a necessity! There's only a couple of hours of work for each video, but it's a long-term strategy for organizational payoff. )

The search is easy:

1. Type in the word or phrase you're looking for.
2. Start the video by clicking the exact time stamp where the word was spoken.
3. You can also click on the "Results" page. There, you'll be able to filter your results according to date, title of video, or even the person who uploaded the video

 The whole thing

Now, it's your turn! Pick a few of them and test them out.

You'll see how an organized Video Library will improve team efficiency, as well as tenfold the value everyone will get out of your video assets.