Can SharePoint be leveraged as a Digital Asset Library?

With SharePoint being a content management solution and therefor an effective platform for the delivery of communications  (internally), a lot of my client engagements have heavily involved internal comms or marketing departments. And, one of the feature requests that has popped up on more than one occasion (and just so happens has just done so again) is leveraging SharePoint for digital asset management (video and image libraries). I’ve had many discussions with colleagues as to whether or not SharePoint is a good fit for this requirement. Here are my thoughts;

Unless you are leveraging RBS (Remote Blob storage solutions such as StorSimple / Metalogix StoragePoint / AvePoint Storage Manager then the answer s simple, no, SharePoint is not a good fit for the following reasons;

  • Item limitation (SP2010/SP2013)
    SharePoint’s item limit of 2GB restricts the ability to store large HD or UHD video file formats
  • Expensive storage
    SQL is not cheap to own and not cheap to maintain, Storing large video files in SQL is impractical and expensive.
  • Site Collection size limitations (SP2010/SP2013)
    A 200GB content database may sound adequate when working with standard office documents, but when most of your video files are 1GB+ in size this fills up within minutes.
With the introduction of the O365 Video Portal, yes.
  • Item Limits
    As of today, yes it IS the same (2GB), but this is about to change to a 10GB/item limit see
  • Cheap Storage
  • Site Collection size limits
    As of today 1TB which will increase dramatically going forward (as we have witnessed with SPO over the last few years)
Note in bandwidth starved countries, O365 may not be an option due to the high cost and low availability of bandwidth, so when architecting your digital asset management solution. always keep this constraint in mind.

The importance of Analytics

​The last few weeks I’ve been on site with a client architecting search for their 130, 000 seat global intranet.

The client has a GSA implemented (Google Search Appliance) and (fortunately) uses Google Analytics extensively.

The anlytics provded have proven to be a god send! 

For one, Top search terms have assisted in determining what promoted links as well as identifying a few more result sources outside of the content types identified during IA definition. 

The analytics further illustrated trends by region/location and gave us an indication of how staff members tend to search allowing us to tailor SharePoint search (with little configuration) to their needs.

When implementing SharePoint solutions I urge you to implement analytic, not only for use for future upgrades but to continually improve on your service offering, business can use the analytics to continuously fine-tune the live solution. 

To me the industry leader in analytics is Webtrends but I have recently seen Bing analytics​ becoming more popular as well

Over the next few weeks I plan on posting short blogs giving an overview of common search topics such as;

> Authoritative Pages
> Result Sources
> Query Rules

Where possible I’ll provide some sample PowerShell I have used to automate addition of Promoted Links​​​ and Result Sources ​reducing the admin overhead of performing these tasks.

SharePoint 2013 How to ensure the ribbon is visible for Visitors

I’ve recently been butting my head against the wall with this: Site Visitors have been unable to show the ribbon, ​which allows them all those nice little bits ‘n pieces that users love (Alerts, etc).

Enabling the “Show Ribbon” check box in navigation didn’t help. However what DID work was making a small adjustment to the READ permission level.

Simply enable “Manage Personal Views  –  Create, change, and delete personal views of lists”​ and then choose the “Show Ribbon” option from the settings menu.

Hope this helps.