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What we have learned about media archives

Not a product blog. What we keep running into during rollouts: metadata nobody maintains, image rights nobody knows about, and search results nobody trusts.

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Abstract illustration of secure file sharing: folders and documents connected by lines around a padlock, in dark blue and turquoise
  • Data security
  • System updates

PHP vulnerability: VAULO is not affected

Two serious PHP vulnerabilities, known as PHP2Shell, affect many websites. VAULO is not affected. Here's how you keep sharing files with your agency, the press and partners.

VAULOEditorial Staff
3 min read
On the left, a cluttered desk with files such as Preisliste_2026_final.pdf, Preisliste_2026_final_NEU.pdf and Preisliste_2026_final_wirklich.pdf; on the right, a tidy workspace with an organised media library in VAULO
  • Workflow
  • DAM basics

Document versioning: how to get multiple file versions under control

Several file versions in circulation and nobody knows which one applies? This is how automatic versioning in digital asset management software ends version chaos in your company.

Marc ConzelmannManaging Director
8 min read

More articles

AI-generated still life on a light table: on the left a loose pile of photo prints and notes, on the right the same prints neatly sorted into an archive grid with tabs and colored markers
  • DAM basics

What is a DAM? Digital asset management explained simply

A DAM system is the central software that companies use to organize, find, share and securely manage images, videos, logos and documents — instead of losing them in folders, emails and clouds.

Marc ConzelmannManaging Director
11 min read
A workshop photograph on a light table, marked with colored dots and a magnifying glass
  • Artificial intelligence
  • Metadata

AI keywording: what it takes over and where you have to look

Automatic image recognition opens up legacy archives in hours instead of months. It also invents things that are not in the picture. A sober assessment.

Marc ConzelmannManaging Director
4 min read
Two trays on a light table — eight neat index cards on the left, an overflowing stack on the right
  • Metadata
  • DAM basics

Metadata that pays off: eight fields instead of eighty

The most common way a DAM rollout fails is a metadata model that is too good. How to find the fields that actually get maintained — and leave out the rest.

Marc ConzelmannManaging Director
3 min read
Four folders holding the same architectural prints, stacked messily on a light table
  • DAM basics
  • Workflow

A shared cloud folder is not a media archive

SharePoint, Dropbox and the network drive solve storing files. They do not solve finding them again. How to recognise the point where a folder stops carrying the weight.

Sebastian KüstersManaging Director
4 min read
Official VAULO iPhone app
  • System updates

Update from 30 August 2024

Brand new: the VAULO iPhone app is now available in the official Apple App Store!

VAULOEditorial Staff
1 min read
Customising the VAULO grid view
  • System updates

Update from 30 July 2024

Completely new ways to customise the design of VAULO are available now! Design your grid …

VAULOEditorial Staff
1 min read
A small seedling next to memory cards and a hard drive on a light table
  • Sustainability
  • DAM basics

The climate footprint of your media archive: cloud vs. server room

Growing media archives consume power — the question is how much, and from where. Why VAULO runs on Microsoft Azure data centres in Germany, and what that means for energy and CO₂ according to Microsoft's own study.

Marc ConzelmannManaging Director
2 min read
Two trays on a light table — one holding a web page proof, one holding a stack of prints
  • DAM basics
  • Workflow

Why a DAM when you already have a CMS?

WordPress, TYPO3 or Drupal manage the website — but not the media library behind it. Where the line between CMS and DAM runs, and why combining the two is the actual answer.

Marc ConzelmannManaging Director
2 min read
A calculator and a stopwatch next to a stack of prints on a light table
  • DAM basics
  • Workflow

What does searching cost? An honest DAM savings calculation

Knowledge workers spend around 1.8 hours a day searching for information, according to McKinsey. What that costs per head and year — and what a DAM realistically changes. With the maths laid open.

Marc ConzelmannManaging Director
2 min read
A telephoto camera and sports prints with marker flags on a light table
  • Events
  • Artificial intelligence
  • Workflow

Pictures in seconds, not minutes: DAM at the sports event

From the camera chip straight into the system, automatically keyworded, instantly findable: how LiveUpload, VisionAI and VisionFace turn event media work from a bottleneck into a strength.

Marc ConzelmannManaging Director
2 min read
VAULO on a mobile phone
  • DAM basics

The best DAM system in 2023

Today, every company, every club and every other organisation has a large amount of digital content to manage. To give you …

VAULOEditorial Staff
4 min read
Analogue camera: Fujifilm X-T3. Photo: Giddon Wessner
  • Photography

System camera or DSLR?

If you want to know which type of camera suits you, our blog post gives you a few quick facts that …

VAULOEditorial Staff
3 min read
Portrait with fairy lights. Photo: Allef Viniciu
  • Photography

Portraits with fairy lights

For some time now, you have been seeing more and more pictures with fairy lights on social media. All those little lights conjure up …

VAULOEditorial Staff
2 min read
Calculating revenue. Photo: Scott Graham
  • Photography
  • Workflow

Cutting unnecessary fixed costs as a freelancer

We all know it: the bane of every self-employed person – fixed costs. Especially in times of crisis, you think about …

VAULOEditorial Staff
3 min read

See VAULO against an archive of your own

Thirty days, your own files, no credit card. After that you will know whether the search holds up to what this article promises.