Managed Collections

Capture provides creative and administrative 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.

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 offer this service because all our systems are completely web-based, with the advantage of allowing anyone to work from anywhere. We have a dedicated in-house team with extremely high standards and a wide range of collection skills. Make you digital assets available to a wider audience with our 24/7 monitoring through this specialised service.

We can either carry out work on a per unit basis, or you can pre-buy a package of time. Call or e-mail 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 our managed solutions:

Product sourcing and brand building

Sourcing contributors and content, contributor contract negotiation, submission editing, contributor liaison, contributor account set-up and management

Product preparation

Uploading content, mapping metadata, keywording (simple, specific or advanced to commercial or Getty standards), use of capture SUBMISSIONS 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.

Website 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 price book (which can be built on the PLUS usage matrix), building keyword trees (controlled vocabularies and taxonomies), importing and exporting data, DVD burning and download to removable drives.

Finance -Contributors

Sending out and management of 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 Activities, 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 and cloud management.

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