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Creative agency finds a CD management solution that really works
It’s a fact of life that advertising agencies and creative studios have hundreds of CDs or DVDs that need to be managed. And as new work is produced, the number of discs continues to grow.
Most companies have a basic system of filing and management: one that usually involves storing CDs in their jewel cases or in wallets, sometimes in date order, sometimes filed by client name.
Melbourne creative agency Gill&Cetti had a reasonable system in place, although it was time consuming and they occasionally experienced lost and damaged discs.
“CDs are a vital part of our business as all our work is stored on disc,” said the firm’s creative director, Paul Giorgilli. “It’s the standard on which information is delivered and supplied and we also use CDs and DVDs for back ups.”
Gill&Cetti was established in 1996 and has many long-term clients. “Previous jobs are often referred to and image libraries are required on a regular basis, so we need a total management system, not just a place to store CDs,” he said.
The company was always on the look-out for something that could do the job properly without costing them thousands of dollars.
“We recently installed a couple of Imation Disc Stakkas and they are already providing the business with considerable benefits. The Disc Stakka with the OpdiTracker software saves us around ten minutes every time we want to find a previous job or a photo CD,” said Mr Giorgilli.
“And unlike our former system, we instantly get the CD we want in seconds, without leaving the workstation.”
The Disc Stakka is an automated carousel that holds up to one hundred 12 cm discs and is linked to a PC or Mac computer via a single USB connection supplying both power and data. Units can be stacked up to five high to create a tower that holds 500 discs without needing additional cables or desk space. The system can be expanded so that 50,000 discs are managed from the one computer.
Gill&Cetti’s previous disc management system comprised a stand-alone Mac with a utility that ran a search program, which gave each CD a reference number. The CDs were stored in jewel cases with the reference on the outside of the case.
“Downstairs in a specially built cupboard were stored more than 300 CDs and anyone looking for a disc would physically have to go and look for the CD with the right reference number,” he said.
“This search and retrieval process took 10 to 15 minutes if the CD was where it should be. If not, it could take much longer.
“Now, using the Disc Stakka system, when we search for a previous job it only takes a few seconds for the CD on which that job is stored to be ejected from the unit. We use a centralised Mac, but because the OpdiTracker software knows which CD has what jobs on it and knows where the CD is stored in any of our units, we don’t have to physically leave the workstation.
“And when we replace the CD, it doesn’t have to go back into the same slot in the carousel, the software keeps track of this. This content management facility is like having online access to our entire library of projects and images, easily controlled by a few keystrokes.
“Not only is it saving us time in retrieving and replacing CDs, it is more efficient when storing and cataloguing them in the Disc Stakka initially. Plus, they are stored securely in a vertical position so are less prone to damage.”
South Melbourne-based Gill&Cetti is a creative agency that specialises in brand management and integrated communication solutions, including packaging and TVCs, working throughout Asia Pacific with brands such as Parker Pens, Aquilla, Heat Beads, Levi’s and Antler Luggage.
The agency uses Mac OSX on G4s and G5s and runs the Adobe creative suite, comprising Indesign, Photoshop, Illustrator, Acrobat Professional with Suitcase for font management and Microsoft OSX Office for administration.
“The combination of hardware and software with the Disc Stakka system is really clever, and the fact that it runs off the USB for power is brilliant. We use one of our older technology machines to run it and with a price point of less than $200 for each Disc Stakka it is really cost effective.
“Knowing that we’ve effectively eliminated lost discs in the future is very reassuring. Plus we’ve reclaimed valuable cupboard space that we can use for job bags,” he added.
The Imation Disc Stakka is available now from your favourite IT retailer.