The term “asset management” has many negative connotations. Asset management is perceived as expensive and difficult to implement, and the people who would deal with such a system on a day-to-day basis would have tremendous difficulty getting used to working with it.

These are all myths. In reality, the ability to track and manage assets within a facility reduces costs, provides instant access to information about and direct control over assets, and generally creates a less stressful work environment. Most asset management systems are set up to mimic Windows-based applications, so it's relatively simple to train people to use them.

From a financial standpoint, asset management systems pay for themselves because they give a facility a competitive edge. Facilities with asset management systems can deliver their products to clients faster than non-computerized companies because of the workflow efficiencies and time savings created by the systems.

In considering an asset management system, the first thing to think about is the actual definition of the word “asset.” Generally, in broadcast and video production environments, assets are physical or digital media stored, created in, or delivered to a facility. For example, a VHS tape delivered for editing to a facility is an asset.

The second thing to think about is the kinds of systems currently on the market. Here is what is generally available:

• A computerized calendar board that allows staff to quickly review what assets are booked and what time slots are available for new video production. The system should allow users to drag and drop bookings onto a calendar. Staff should be able to schedule any combination of facility assets and automate resource selection for common tasks.
• A module that allows users to join individual bookings into a single, larger project or reporting unit. This lets facilities discount prices or override standard mark-ups for some or all usage of resources or assets. It also allows key information from multiple production jobs to be grouped together for more effective project booking and management.
• A library module that can store and create detailed records of assets. The system should have user-definable fields that accommodate indexing needs, allowing for rapid searches based on single or multiple search criteria. It should also provide for the creation of custom labels for media, generation of packing slips, and historical-usage reporting.
• A module that allows tracking of bookings, with screens providing dynamic information, including asset availability, job pricing, and booking status.

Choosing which of these modules to purchase, as well as the most effective combination to use, depends on budget as well as the facility's setup. Not every module will work for every facility. A good asset management provider will work with you to create a customized system that meets both workflow and budgetary needs.