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Case Study: Embry-Riddle’s User Friendly Media Library with Single Sign-On

Case Study: Embry-Riddle's User Friendly Media Library with Single Sign On

Visual communication is crucial in higher education, and Embry-Riddle Aeronautical University has no shortage of photo ops. Whether they are shooting photos of students testing unmanned aeronautical vehicles or taking snapshots of planes taking off during the annual Air Race Classic, Embry-Riddle’s multimedia team is constantly capturing what’s going on at the university.

“We often have to turn things around very quickly,” says Daryl Labello, Embry-Riddle’s Multimedia Producer, adding that his stakeholders at the university typically need images within 24 hours. “Of course, Libris helps us do that.”

Daryl and his team depend on digital asset management (DAM) to deliver visual assets to partners across the university. In the past 90 days, the team saw just under 40,000 downloads from their visual media library. That means a huge number of people need access to the university’s photos for a wide range of purposes on a regular basis.

“We need to have some way for marketing people to search and find photos for the web,” says Daryl. “A DAM is the best way to do that – we put all the images in one place, tag them, and make them easy to search.”

2016 Women's Air Race Classic "start" events in Prescott. Photo by Jason Kadah, Embry-Riddle Aeronautical University, Prescott.

2016 Women’s Air Race Classic “start” events in Prescott. Photo by Jason Kadah, Embry-Riddle Aeronautical University, Prescott.

Fast Migration and Integration

The Embry-Riddle team used another DAM system for several years before switching to Libris.

“We wanted something that would be a little more robust, easier to use, and faster,” says Daryl.

As Daryl and his team searched for a new system, they looked for a solution that not only fit their distribution needs but also integrated with their single sign-on (SSO) system. They expected the migration and the integration to be long, challenging processes, but were pleasantly surprised to find that the move to Libris was fast and easy.

Dave Barrera, an Embry-Riddle developer in the integration group explains that the fact that Libris allows for industry standard (SAML) SSO integration was key to a fast integration.

“That cuts down the integration from weeks or months down to hours,” says Dave.

For Daryl, the migration from one system to another was also easier than expected.

“It was really quick for me to get this up and running,” he says. “I had planned on a six month migration from one system to a new system, and I did the bulk of the migration from WebDAM to Libris in a week. I moved almost 40,000 images in a week to get the system up and running.”

Embry-Riddle Aircraft Accident Forensics Lab, Daytona Beach Campus. Photo by David Massey, Embry-Riddle Aeronautical University.

Embry-Riddle Aircraft Accident Forensics Lab, Daytona Beach Campus. Photo by David Massey, Embry-Riddle Aeronautical University.

Easy Stakeholder Experience

Now, Embry-Riddle staff members can easily access the visual media library through their single university login and find exactly what they need.

“That’s kind of the goal: to get people who need images to be self service to find them,” says Daryl, adding that the easy stakeholder experience also allows his team to focus on creating the images, rather than filling image requests.

The fact that stakeholders can access the library via SSO is also a huge factor in creating a streamlined user experience.

“With single sign-on, you can log in once and be signed in to hundreds of applications,” says Dave. “Otherwise they would spend all day logging in to this application and logging out.”

Daryl adds that the new system eliminates a confusing login process.

“One of the best things about it is, in the old system, there were two logins right on the page,” says Daryl. “In the Libris login, the university login is right there, you don’t see any other login screen.”

Students cheeking in on move in day. Photo by Chi-Valry Wu, Embry-Riddle Aeronautical University.

Students checking in on move in day. Photo by Chi-Valry Wu, Embry-Riddle Aeronautical University.

Tight Security

Single sign-on is essential for universities not only for a simpler user experience but also for security.

“We can’t ask our users to remember all these different logins and user names and ask them to regularly change their passwords,” says Dave. “There has to be an automatic way to create that account, an automatic way to update the password.”

He adds that using the standard industry integration, SAML, for each application keeps the whole system secure and reduces the risk of holes in the gate.

Plus, SSO allows for a fast and secure onboarding and exit process. The university’s IT team can quickly grant or deny someone access to every application across the university.

“We have over 40,000 different accounts and let’s say someone leaves the university, you immediately have to turn off their account and their account has to be turned off across hundreds of systems,” says Dave. “It needs to be done in an automated way.”

A team of faculty from the Worldwide campus tests UAV's, in partnership with Nevada Institute for  Autonomous Systems,  NIAS, at a property in New Smyrna Beach for a UAV user's guide. Photo by David Massey Embry-Riddle Aeronautical University.

A team of faculty from the Worldwide campus tests UAV’s, in partnership with Nevada Institute for Autonomous Systems, NIAS, at a property in New Smyrna Beach for a UAV user’s guide. Photo by David Massey Embry-Riddle Aeronautical University.

The Bottom Line

Now, the Embry-Riddle multimedia team can deliver photos and videos to countless partners across the university quickly and easily. Stakeholders can effortlessly browse and search the media library to find what they need, without having to turn to Daryl and his team for help. And, because the library is accessible through SSO, using the library is simple and secure.

SSO integration is an add-on feature to Libris. Contact Client Services to add SSO integration to your Libris account.

Cover photo by Daryl LaBello, Embry-Riddle Aeronautical University.

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