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Marketing Agency Migrating from On-Premises to Cloud
Company Situation
This company operates within the marketing and creative services sector, managing a sizable volume of digital assets such as videos, images, and design files. Their team recently shifted from primarily internal marketing staff to a hybrid model that incorporates remote contractors and external agencies, including a fractional CMO and an external video editing company. The team handles diverse creative workflows that require seamless collaboration both internally and with outside partners.
Existing Workflow
Currently, all digital assets—spanning video editing projects, graphic design files, and marketing collateral—are stored on an on-premises network share totaling roughly 7.5 terabytes. The storage is poorly organized, with marketing team members creating personal folder structures that overlap and lack consistency. Team members often must download large files locally to work on them, especially when accessing the storage remotely via VPN. Sharing assets with external agencies requires cumbersome workarounds, such as copying files to SharePoint or Dropbox, which adds complexity and redundancy.
Issues with the Existing Workflow
Inefficient Remote Access: VPN connections are slow and unreliable, making remote work difficult, especially for contractors and external agencies who require frequent access.
Disorganized Storage: The lack of a standardized folder structure results in difficulty locating assets, reducing productivity.
Cumbersome Sharing: Sharing files outside the company requires manual copying to other platforms, increasing the risk of version conflicts and data sprawl.
Limited Integration: Current setup does not support seamless editing of large files directly within Adobe or Final Cut tools without local downloads.
Resource Constraints: The team’s partial reliance on remote contractors and agencies has intensified the need for a more flexible and accessible digital asset management system.
How Shade Would Change Their Workflow
Shade offers a unified digital asset management platform designed to address these challenges by providing:
- Centralized Access: A single-pane-of-glass solution that consolidates search, archive, access, and sharing capabilities into one system, eliminating the need to juggle multiple tools.
- Cloud-Enabled Collaboration: Enables remote users and external agencies to access large files directly without VPN, reducing latency and simplifying workflows.
- Advanced Search Functionality: Facilitates powerful content search across unstructured and disorganized assets, helping teams find what they need quickly despite inconsistent file organization.
- Seamless Integration: Works directly with creative editing tools like Adobe Premiere Pro and Final Cut, allowing users to edit files without downloading them locally.
- Efficient Sharing: Simplifies secure external sharing of specific asset subsets without duplicating files or relying on secondary platforms.
Benefits
- Improved remote and external agency collaboration without VPN bottlenecks
- Increased productivity through faster search and access to assets
- Reduced data duplication and version control issues via centralized sharing
- Streamlined creative workflows with direct editing capabilities
- Scalable infrastructure that supports changing team models and headcount reductions
- Cost-effective solution aligned with evolving marketing and operational needs
Technologies Used
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