Managed Collections

At Capture we like to think differently – and our Managed Collections division is an example of that.

Capture provides services to manage collections on behalf of clients – in other words, you can outsource your work to Capture whenever you need. We believe in the spirit of collaboration and parties helping each other to become successful – and that can mean anything from an outstretched hand during a difficult period through to ramping up resources to meet the challenges of growth.

The Capture team consists of dedicated individuals with invaluable skills and experience, and includes experts in keywording and metadata, digital workflow, image production, digital asset management and of course software development. In addition to this, the Capture team includes two trained accountants who provide invaluable advice and support. We regularly collaborate with a network of consultants and industry experts to keep in-line with industry standards, enhance our products and find smart ways of working.

Any level of service can be provided, from helping with various tasks as and when required – through to taking the management of your archive completely off your hands for a set monthly Managed Collection fee. We can also help strategically if required – for instance by sitting down and helping you brainstorm how to deal with a financial crunch period, or how to run a better and more efficient business.

We are able to offer this service because all our systems are completely web-based, allowing staff to work from anywhere – and we also have a wise team with an exceptional standard, and wide range, of expertise.

The underlying concept is that, if everyone plays to their strengths, return per effort is improved – saving you time and money by using resources where they yield the best return.

Broadly, we are able to take over any activities that could be comfortably outsourced – leaving behind the areas that you do best.

We can either carry out work on a per unit basis, or you can pre-buy a package of time. Call or email us for more information or a personal quote that will take into account the task ahead, your budget as well as all your support, maintenance and hosting requirements.

Listed below are the broad areas of agency management.

Product Sourcing/Brand Building

Sourcing contributors/content & contributor contract negotiation, submission editing, contributor liaison, Contributor Account Set-up and Management

Product Preparation

Uploading, keywording (simple, specific or advanced to Getty standard), use of Rapid Editing Module to handle submissions and quality checking, Asset Categorisation, Submission checking, retouching, commissioning shoots and editing images. Scanning original artwork.

Direct Sales

Administration, lead generation, account management, client development, Marketing, e-newsletters, picture research

Distribution Sales

Setting Up Distribution Network, Distributor Contract Negotiation, Distributor Account Set-up and Management, Marketing (distributors), Agent Statement standard set-up (one-off), Agent Statement Processing (ongoing), Metadata Preparation, Distributing Assets and Metadata, Rota-calling agents to follow up after distribution.

Rights Management

Release forms for property and models, US copyright – registering assets, Managing and Clearing Rights (direct sales), Managing and Clearing Rights (agent sales), Contractual matters

Front-end Management

Publishing Assets, Website Maintenance, Periodic Revamps and Redesigns, SEO work – keeping sites at the top of the search rankings, Testing/User Acceptance Testing, search assistance for users.

Back-office Management

Building and Maintaining PLUS Pricebook, Building Keyword Tree, Importing/Exporting Data, DVD Burning/Download to Removable Drives

Finance – contributors

Sending out commission statements

Finance – general

Customer invoicing, Supplier invoicing, Accounts Payable, Accounts Receivable, Credit Control, Management Accounts (P&L, Balance Sheet, Trial Balance), VAT Returns, Bank Reconciliation, General Finance Administration, Reporting

Business Management

HR (staff contracts/holidays/sick leave etc), Payroll , Inter-office communications (for a virtual office) – teleconferencing/electronic bulletin board, Project Management, Office Management (ordering supplies etc), Training, Virtual Reception, Secretarial/PA Activites, General admin work, dealing with support and enquiries, Helping apply for Heritage Lottery Funding, liaison with professional bodies.

IT Services

Workflow Systems Management, Sourcing Hardware (for client’s office), General Systems Management, Hosting/Cloud Management

Contact us to discuss your requirements and find out more.

Click here to download a PDF overview of our Managed Collections services.