Stone and clay tablets had been used as containers of valuable documents and information by ancient people, but today, millions of news, photos and films are produced and transmitted all over the world, every second. In the information and communication age that the world has become like a village, data and information are considered as worthful assets and the importance of utilizing digital resources and documents are remarkably increasing.
Nowadays, in most organizations, a center or office is formed as the archive of files, correspondences and equipment classification and it is used to computerize administrative works. But an archive of audio-visual objects is totally different from its traditional form, and today having a digital archive is necessary for every organization, government institution, office, private company and even for families.
If a proper planning is not considered for handling and management of media files, there will numerous problems in accessing a wished object within large amounts of information. In an archive application, when a movie, photo, text or sound is opened, the system automatically shows some information that will be useful beside the information that user inserts. The more detailed and complete information for each content, the richer archive and more efficient access to resources will be obtained.
Software applications that are structured to be a media archive include complete descriptive and administrative metadata and it enhances the archive efficiency. During recent years media engineering companies have developed different solutions using new digital equipments. By comparing these various solutions and considering their advantages and disadvantages, you can achieve the proper solution.
Suitable storages should be provided for every organization, office or person according to their needs and requirements. Among different hardware storages to keep archived materials and information in, users can select any storage from a usual computer hard disk to high-capacity storages with even capacity of tens of Terabytes containing thousands of hours of videos.
Mass magnetic storages, which are used in data warehouses to keep large amounts of resources, are of particular importance and getting more and more common day by day. Magnetic tapes and automatic libraries of digital magnetic tapes have obtained a high importance for resources sharing purpose in large companies and organizations, but usual storages will response the needs in small companies and organizations.
In resource management systems, handling and access to resources follows a workflow based on the policies of the concerned organization. It is possible to define and run a workflow for archive resources; hence as soon as resources are inserted to the system, processing starts and resources will be put to use based on the defined steps. Steps and their relations and involved process in each stage are all definable according to the organization’s demanded pattern.
Creating an occasional calendar for automatic retrieve of archived subjects in some special times besides the simultaneous access to archive for many users and access level defining are some advanced features of a digital archive that facilitates the content management.
Management tools make it possible to reduce the amount of required hardware with no reduction in the system efficiency. In this case a storage management application transfers contents between different storages based on their usage at the time so that contents will be available for users at the least time while all resources are not stored on fast and expensive storages. Resource transportation is arranged based on the organization policy and a proper schedule will result in a remarkable reduction in the amount of hardware equipments and a lower cost.