Key Features to Look for in a Video Content Management System
Share on Social
Video content has become a cornerstone for communication, training, and engagement across industries. Organizations increasingly rely on video to share information, connect teams, and enhance collaboration.
However, effectively managing large volumes of video content can be a challenge without the right tools. Video content management systems (VCMSs) provide the necessary infrastructure to store, organize, and manage videos efficiently while ensuring proper security protocols are in place.
Vbrick, a leading VCMS provider, offers a robust suite of tools tailored to meet organizations’ unique needs, focusing on role-based permissions, content organization, and automation. Let’s explore the key features organizations should prioritize to optimize their video content management strategies.
Role-Based Permissions: Tailoring Access To Ensure Security
Managing access to video content is critical for maintaining security and ensuring the right individuals have the correct permission levels. Vbrick excels in this area, offering 18 distinct user roles and continuously evolving new roles for future updates. These roles are designed to accommodate various access levels, from basic media viewers to full account administrators.
The flexibility of Vbrick’s system allows organizations to stack roles, giving users the ability to take on multiple responsibilities, such as being a media contributor while also analyzing event performance as a live event analyst. The granular control of permissions ensures that each user has only the access they need. For example, a media contributor may upload content but lack the ability to record videos, while a media admin can manage all users’ content within the system.
Seamless integration with Active Directory further enhances role management by automating the syncing of permissions across large organizations. Managers can assign permissions based on organizational hierarchy, ensuring that only authorized personnel can access sensitive content. This granular approach ensures that video content is securely managed, especially in regulated industries like finance and healthcare.
Effective and Permission-Based Content Organization
Beyond roles and permissions, organizing video content is essential for easy access and retrieval. Vbrick offers two primary ways to structure video libraries: channels and categories. Both have distinct functions, with channels focusing on permission-based access and categories serving as organizational tools. This dual approach ensures that organizations can both protect sensitive information and keep content organized for easy discovery.
Channels act as invite-only spaces within the platform, where specific individuals are granted access based on their roles. Unlike platforms like YouTube, where anyone can subscribe to a channel, Vbrick requires users to be invited, making channels an ideal solution for sharing confidential or sensitive content.
Industry Use Cases for Channels
- Financial services: Regulatory updates and audit reports can be shared via secure channels that are accessible only to compliance officers and key executives. These channels ensure that sensitive data remains protected while still being accessible to relevant parties.
- Life sciences: Research teams working on clinical trials can create channels to store and share trial results. Access can be restricted to researchers and regulatory authorities, ensuring compliance with data protection laws.
- Government: Secure channels can be set up for internal departments handling classified information, such as defense or infrastructure projects, allowing only authorized personnel to access and upload sensitive video content.
- Healthcare: Medical professionals can use channels to share patient case studies or confidential medical procedures with specific teams, ensuring that sensitive health information remains protected.
While channels manage access, categories help organize video content by type or function, acting like a folder structure. Categories can be particularly useful for sorting different kinds of content, such as training videos, product demos, or internal communications.
Subcategories allow for further refinement. For instance, a general “Training” category might be divided into subcategories for “Onboarding” and “Advanced Skills.” This organizational approach simplifies content discovery and makes it easier for teams to find the exact videos they need without searching through an unstructured library.
Industry Use Cases for Categories
- Financial services: Categories can be used to sort video content by service type, such as “Investment Advice” or “Risk Management,” helping teams quickly locate training videos related to specific products or services.
- Life sciences: Research institutions can organize video content into categories based on medical fields, such as “Pharmaceutical Studies” or “Clinical Procedures,” making it easier for researchers to find the relevant content within a vast library of recorded research.
- Government: Departments can categorize content by public service areas, such as “Infrastructure Projects” or “Legislative Sessions,” ensuring that public or internal content is easily accessible to the relevant stakeholders.
- Healthcare: Hospitals or other healthcare providers can organize training videos by specialty (e.g., “Surgery,” “Pediatrics”), allowing medical professionals to easily find tutorials or recorded seminars that apply to their fields.
By combining the permission-based control of channels with the organizational efficiency of categories, Vbrick enables organizations to manage video content in a secure, streamlined way. This ensures that sensitive information is only accessed by authorized personnel while keeping libraries well-organized and easily navigable.
Automated Workflows and Video Templates for Efficiency
In fast-paced business environments, efficiency is key. Vbrick addresses this need with its video templates, which automate repetitive tasks associated with video management. Templates allow users to save predefined attributes, such as access controls, categories, tags, and transcriptions, ensuring that each video follows the same consistent settings. This is especially helpful for recurring content like recordings of weekly meetings.
For example, an organization that records a sensitive internal meeting every Thursday could use a “Thursday Meeting Template” to streamline the upload process. Once the template is created, it automatically applies the necessary attributes — such as access permissions and categorization — every time the video is uploaded. This automation reduces human error and saves time, especially for organizations managing hundreds of videos each week.
Templates also ensure consistency in applying security settings, such as watermarks and transcriptions, across all videos, contributing to both workflow efficiency and security compliance.
Enhancing Searchability With AI-Powered Metadata and Transcriptions
As organizations scale their video content libraries, finding specific videos can become challenging. Vbrick addresses this problem through its AI-powered metadata generation and transcription features. The platform’s AI can automatically generate searchable metadata, including video descriptions, tags, and transcripts, making it easier for users to find relevant content quickly.
The Rev IQ User role within Vbrick’s platform is key to leveraging Vbrick’s AI capabilities. This role grants users the ability to run AI tools that generate metadata, ensuring that videos are searchable by key terms or specific phrases. For example, if someone is looking for a CEO speech within hundreds of uploaded videos, the AI-generated transcript will allow the user to search for the CEO’s name or keywords mentioned in the video, quickly pinpointing the exact content they need.
This enhanced searchability not only improves user experience but also increases productivity, as employees can find relevant content without sifting through large volumes of videos manually.
Expiration Rules and Content Lifecycle Management
As video libraries grow, organizations must consider how to manage the lifecycle of their content. Vbrick’s expiration rules offer flexible options for handling video retention, ensuring compliance with internal policies and external regulations like GDPR and CCPA.
Organizations can set rules to automatically delete or archive content after a set period, such as 365 days. Vbrick’s expiration rules can also be more dynamic, offering conditions like making content inactive if it doesn’t reach a certain number of views. This is particularly useful for keeping video libraries relevant without losing valuable content that may be needed later.
For industries with strict regulatory requirements, such as financial services, Vbrick can retain video content for extended periods — often up to seven years — while keeping it accessible for audits or legal reviews. Once the retention period is over, videos can be made inactive but still retrievable upon request, ensuring compliance without cluttering the active video library.
Streamline Your Video Content Management Now
Vbrick offers a comprehensive solution for managing video content efficiently and securely. From role-based permissions and content organization to AI-powered metadata and dynamic expiration rules, Vbrick provides the tools necessary for organizations to streamline their video content management processes.
Interested in learning more about how Vbrick can help your organization? Book a demo today to explore how these key features can transform your video content management strategy.
