{"id":2917,"date":"2025-06-12T14:22:25","date_gmt":"2025-06-12T11:22:25","guid":{"rendered":"https:\/\/www.collectionpro.fi\/ohjeet\/managing-a-material-bank\/"},"modified":"2025-06-17T14:46:37","modified_gmt":"2025-06-17T11:46:37","slug":"managing-a-material-bank","status":"publish","type":"ht_kb","link":"https:\/\/www.collectionpro.fi\/en\/help\/managing-a-material-bank\/","title":{"rendered":"Managing a material bank"},"content":{"rendered":"\n<p>A material bank is a digital system in which an organisation can manage, share and utilise its files in a centralised manner. A well-designed material bank saves time, improves the findability of information and supports brand management. <\/p>\n\n<p>This guide discusses:<\/p>\n\n<ol class=\"wp-block-list\">\n<li>What is an efficient and easy-to-use data bank like?<\/li>\n\n\n\n<li>How to create a material bank<\/li>\n\n\n\n<li>How to use the material bank<\/li>\n<\/ol>\n\n<h2 class=\"wp-block-heading\">1. What is a good material bank like?<\/h2>\n\n<p>An effective material bank is:<\/p>\n\n<ul class=\"wp-block-list\">\n<li><strong>User-friendly<\/strong> \u2013 Clear interface, easy navigation, and quick searches.<\/li>\n\n\n\n<li><strong>Searchable<\/strong> \u2013 Files are equipped with metadata that allows for efficient searching.<\/li>\n\n\n\n<li><strong>Structured<\/strong> \u2013 Files are logically organized into categories, tags, or folders, for example.<\/li>\n\n\n\n<li><strong>Permission-managed<\/strong> &#8211; Users have role-based permissions to view, edit, and share.<\/li>\n\n\n\n<li><strong>Scalable<\/strong> \u2013 Supports large file volumes and different file types (images, videos, documents).<\/li>\n\n\n\n<li><strong>Integrated<\/strong> \u2013 Compatible with other systems (e.g. websites, publishing software).<\/li>\n<\/ul>\n\n<h2 class=\"wp-block-heading\">2. How to create a material bank?<\/h2>\n\n<h3 class=\"wp-block-heading\">Design phase:<\/h3>\n\n<ul class=\"wp-block-list\">\n<li><strong>Define users and roles<\/strong> \u2013 Who uses the material bank and for what purpose?<\/li>\n\n\n\n<li><strong>Build a data model<\/strong> \u2013 What metadata is collected from the files (e.g. title, description, keywords, permissions)?<\/li>\n\n\n\n<li><strong>Design the structure<\/strong> \u2013 Will categories, tags, or a folder structure be used?<\/li>\n<\/ul>\n\n<h3 class=\"wp-block-heading\">Implementation phase:<\/h3>\n\n<ul class=\"wp-block-list\">\n<li><strong>Create user groups and permissions<\/strong><\/li>\n\n\n\n<li><strong>Configure metadata fields and views<\/strong><\/li>\n\n\n\n<li><strong>Upload the materials and add metadata<\/strong><\/li>\n\n\n\n<li><strong>Test the user interface and search functions<\/strong><\/li>\n\n\n\n<li><strong>Train your users<\/strong><\/li>\n<\/ul>\n\n<h2 class=\"wp-block-heading\">3. How should I use the material bank?<\/h2>\n\n<ul class=\"wp-block-list\">\n<li><strong>Keep the metadata up to date<\/strong> \u2013 Well-described material is easier to find.<\/li>\n\n\n\n<li><strong>Take advantage of the search capabilities<\/strong> \u2013 Use keywords, filters, and advanced search.<\/li>\n\n\n\n<li><strong>Use previews and versions<\/strong> \u2013 Makes it easier to select the right file.<\/li>\n\n\n\n<li><strong>Share assets in a controlled manner<\/strong> \u2013 Use sharing links, watermarks, and usage restrictions.<\/li>\n\n\n\n<li><strong>Monitor usage and collect feedback<\/strong> \u2013 Develop the material bank according to the needs of the users.<\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>A material bank is a digital system in which an organisation can manage, share and utilise its files in a centralised manner. A well-designed material bank saves time, improves the findability of information and supports brand management. This guide discusses: 1. What is a good material bank like? An effective material bank is: 2. How&#8230;<\/p>\n","protected":false},"author":2,"comment_status":"open","ping_status":"closed","template":"","format":"standard","meta":{"footnotes":""},"ht-kb-category":[78],"ht-kb-tag":[],"class_list":["post-2917","ht_kb","type-ht_kb","status-publish","format-standard","hentry","ht_kb_category-tutorials"],"_links":{"self":[{"href":"https:\/\/www.collectionpro.fi\/en\/wp-json\/wp\/v2\/ht-kb\/2917"}],"collection":[{"href":"https:\/\/www.collectionpro.fi\/en\/wp-json\/wp\/v2\/ht-kb"}],"about":[{"href":"https:\/\/www.collectionpro.fi\/en\/wp-json\/wp\/v2\/types\/ht_kb"}],"author":[{"embeddable":true,"href":"https:\/\/www.collectionpro.fi\/en\/wp-json\/wp\/v2\/users\/2"}],"replies":[{"embeddable":true,"href":"https:\/\/www.collectionpro.fi\/en\/wp-json\/wp\/v2\/comments?post=2917"}],"version-history":[{"count":3,"href":"https:\/\/www.collectionpro.fi\/en\/wp-json\/wp\/v2\/ht-kb\/2917\/revisions"}],"predecessor-version":[{"id":2922,"href":"https:\/\/www.collectionpro.fi\/en\/wp-json\/wp\/v2\/ht-kb\/2917\/revisions\/2922"}],"wp:attachment":[{"href":"https:\/\/www.collectionpro.fi\/en\/wp-json\/wp\/v2\/media?parent=2917"}],"wp:term":[{"taxonomy":"ht_kb_category","embeddable":true,"href":"https:\/\/www.collectionpro.fi\/en\/wp-json\/wp\/v2\/ht-kb-category?post=2917"},{"taxonomy":"ht_kb_tag","embeddable":true,"href":"https:\/\/www.collectionpro.fi\/en\/wp-json\/wp\/v2\/ht-kb-tag?post=2917"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}