axomic

Jestico & Whiles

Jestico & Whiles is one of the UKs leading architectural practices, and as such they were well aware of the importance of photographic assets. Graphics were taking on a more important role for the practice, in business development, project reports, and for referencing. Before OpenAsset was introduced Jestico & Whiles felt they were wasting a lot of time searching for, and re-sizing images. There was no central tool to give users easy access to the image resources of the practice. Partners felt they had lost track of the images available to them on the network. The volume of image files was escalating and the partners felt something had to be done to solve these issues.

OpenAsset from Axomic had been developed a number of years earlier with leading architectural practices in the UK. Before inviting Axomic to demo the software, Jestico & Whiles contacted other practices they knew and trusted to hear about successful implementations of OpenAsset.

Jestico & Whiles were grappling with how to tackle the practices wider information management needs. Should they go for a wider document management system, or use rules to encourage greater discipline internally? OpenAsset was chosen because the IT team believed it would be a 'quick win'. Implementing a web based solution would be a sound way of learning more about how to successfully manage and use web based applications, seen as the future of IT strategy. When it came to the final selection process, Jestico & Whiles were clear which solution was right.

Jestico & Whiles were able to install OpenAsset just 3 weeks after giving Axomic the go-ahead. A key factor in the success of the implementation was appointing key stakeholders to oversee the process. This group was made up of members from Jestico & Whiles business groups (and IT), and gave Axomic clear communication channels whilst performing different parts of the project.

Possibly the biggest challenge on implementing an image library is how to move the bulk of existing images into the system. With the help of Axomic Jestico & Whiles were able to achieve this with the minimum of fuss. Once the system was installed a limited number of people were given access to the database. Jestico & Whiles then appointed the experienced Axomic team to help them with this task.

Jestico & Whiles stored their images in a reasonably well organised folder structure. Axomic were able to liaise with the graphics people and automatically move all of these images into OpenAsset easily and simply. This job was performed remotely, reducing the need for costly on-site visits and consultations.The perception amongst the management at Jestico & Whiles was that if the practice had taken this task on alone they would not have got the job done. After moving the images the next task was for Jestico & Whiles to spend some time tagging images with keywords. Emphasis was on tagging files with general keywords,

Axomic then conducted training sessions to educate users about the new tool they had for image management. These sessions were targeted at certain types of users, for example the intensive user group were given in-depth coaching, whilst the practice as a whole were given general group sessions. These were held on lunchtime and counted as CPD sessions. Staff reported that the training went well, and were not confused by the implementation of a new piece of software.

The directors of Jestico & Whiles report they have re-discovered images because they now have a simple tool to search for images in a single location on the desk top. They have also seen an improvement in the creation of presentation and submission documents. At some point most people become involved in business development, searching for images for submissions, pitches and presentations. For the graphic designers who use OpenAsset all the time it is fundamental to their job, whether creating brochures for print, or preparing boards for events, OpenAsset has made their lives easier. The IT manager is also happier as OpenAsset improves the efficiency of image use, therefore saving server space and reducing the problems created with huge files moving round the practice.