Choosing the right Digital Asset Management (DAM) system is crucial for streamlining operations, enhancing collaboration, and protecting content. Traditionally, on-premise hosting was the standard practice, with large corporations allocating whole teams and significant office space to oversee their IT infrastructure.
However, with the rise of “the cloud” and as the volume and value of digital assets continue to grow, the flexibility and scalability of a cloud-based DAM when compared to on-premise solutions become unmatched. But what makes a cloud DAM system stand out when compared to an on-premise DAM tool?
In this blog, we’ll explore the advantages of cloud-based digital asset management, delve into its essential functionalities, and examine how it stacks up against on-premise digital asset storage solutions. By the end of this blog, you’ll be equipped with the knowledge to make an informed decision on choosing the DAM solution that best aligns with your organization’s objectives, size, and workflow.
What Is Cloud Digital Asset Management (DAM)?
Cloud Digital Asset Management (DAM) is a cloud-based solution designed to store, organize, manage, access, and distribute digital assets from a centralized repository. Digital assets include various file types such as photos, videos, audio files, documents, and more.
The “cloud” aspect means that these assets are stored on servers accessible over the internet. This offers advantages in terms of scalability, flexibility, and accessibility. Cloud DAM systems run on remote servers and can be accessed through a web browser, allowing teams to work from anywhere on any device.
In fact, more than 94% of organizations with more than 1,000 employees have a lot of their workloads in the cloud.
| From the Experts: “With the cloud, individuals and small businesses can snap their fingers and instantly set up enterprise-class services.” —Roy Stephan |
Cloud vs. On-Premise DAM
Both cloud-based DAM and on-premise DAM solutions offer organizations a centralized repository for the storage, organization, and management of digital assets. However, the primary distinction between these two types of platforms lies in their hosting environments.
Similar to various software options, DAM systems are set up locally (on-premise) or used over the web (cloud).
In the on-premise scenario, the responsibility for hosting and storing both the software and data falls on your company’s own servers.
However, in the web-based model, companies leverage the DAM provider’s IT infrastructure, where the provider operates the DAM on their servers, allowing companies to access the application through the internet.
Each choice offers distinct advantages to your business, which should be carefully evaluated and tested against your business model and existing organizational structure.
For example, while an on-premise DAM system may provide greater control, it might come with higher initial expenses and ongoing maintenance requirements. On the other hand, with digital asset management in the cloud, you can benefit from flexibility, scalability, and simplified remote collaboration. It all depends on your business needs and priorities.
Let’s take a look at each in more detail:
Cloud Digital Asset Management
50% of data will be stored in the cloud by 2025— up from 25% in 2015. Cloud DAM software operates as an online solution for managing digital assets. Through these internet-based systems, users can manage a company’s digital files and have access to the entire collection of the company’s assets online.
With cloud DAM, organizations can easily scale their digital asset management cloud storage needs up or down based on demand, without the need for significant upfront investment in physical infrastructure. This model provides the flexibility to access and manage digital assets from any location, at any time, ensuring that team members can collaborate and share resources efficiently regardless of their geographical location.
Moreover, you can cancel anytime without worrying about leftover hardware or unused software licenses. This flexibility makes cloud-based solutions more accessible, cost-effective, and adaptable to changing business needs.
| From the Experts: “Line-of-business leaders everywhere are bypassing IT departments to get applications from the cloud (also known as software as a service, or SaaS) and paying for them like they would a magazine subscription. And when the service is no longer required, they can cancel that subscription with no equipment left unused in the corner.” —Daryl Plummer, Analyst, Gartner |
A cloud-based approach also enhances data security and disaster recovery capabilities, as it allows for automatic backups and secure data transmission across the network.
Moreover, cloud DAM implementation is relatively quick, often only requiring a few weeks to a couple of months. The speed is due to the pre-existing infrastructure on the cloud provider’s side, which only needs configuration to match the organization’s requirements.
All of this means that cloud-based services for DAM prove to be more economical and efficient in terms of resources compared to maintaining an in-house digital asset management platform.
On-Premise Digital Asset Management
An on-premise DAM system is hosted on a company’s own servers, usually requiring a connection to a local area network (LAN) for employees to store, organize, share, edit, and distribute digital assets.
These systems demand lots of involvement from the company’s IT department and can strain resources. However, platforms hosted internally offer unmatched security, total control, and clear visibility into the lifecycle of digital content.
Moreover, the implementation of an on-premise DAM system is generally slower and can take several months to over a year. This timeline is longer due to the need for physical infrastructure setup, software installation, and comprehensive testing.
Benefits of Digital Asset Management in the Cloud
Today, almost every business leverages cloud-based technology. However, some organizations still haven’t harnessed one of the most powerful cloud-based systems available: Digital Asset Management (DAM). Here’s why you should consider cloud DAM to manage your digital assets:
1. No Need to Manage Licensing
Since everything runs in the cloud, there’s no need for hardware or juggling software licenses. The pricing model follows a subscription structure, which can be paid in regular monthly payments.
This reduces admin work and eliminates the hassle and cost of tracking licenses, staying compliant, and managing renewals. Moreover, Cloud DAM always provides the latest version, eliminating the hassle of software licensing and updates.
2. Faster Deployment and Upgrades for Less IT Work
In contrast to the traditional on-premise setups, cloud DAM eliminates the need for physical installations or integration with the current IT landscape. The cloud setup is quick and easy, letting teams start managing assets right away—perfect for fast deployment.
Typically, a dedicated operations team handles hardware and network management, freeing IT from daily maintenance tasks. This frees up IT teams to focus on bigger priorities instead of routine maintenance, making cloud DAM a great solution for teams with limited IT resources or those too busy for extra projects.
Moreover, with cloud-based digital asset management solutions, the service provider is responsible for updates, issues, and ongoing maintenance. They take care of all the technical operations behind the scenes to ensure the platform operates seamlessly and efficiently. Users always get the latest features, improvements, and security updates—no downtime or manual work needed.
In fact, according to OpsRamp, 84% of IT executives plan to migrate more workloads to the cloud within the next 24 months, with 62% citing flexibility and scalability as the main reasons.
4. Cost-Effective Scalable Solution
A significant drawback of on-premise DAM is their difficulty to scale. Growing system resources such as storage space and user licenses requires manual intervention and time, often involving technical staff. Starting with a configuration that includes large storage or numerous licenses isn’t realistic due to the substantial initial investment required. This scenario can be particularly challenging for startups operating on tight budgets.
However, on the other hand, with cloud DAM, you don’t have to buy expensive hardware. Since everything is online, users can access the platform without installing software or needing special hardware. Just pay for what you use, and scale up when needed.
With the AEC sector experiencing a 31.2% compound growth rate in data storage since 2017, scalable storage matters now more than ever.
With cloud digital asset management, scaling from 2,000 to 200,000 assets is possible and effortless, eliminating scalability concerns. This is ideal for content-heavy organizations, allowing them to scale up quickly without the delays of traditional expansions.
For example, if the quantity of digital assets significantly increases over time, the system effortlessly accommodates this growth without hitting capacity constraints. Additional storage can be acquired as needed, providing financial flexibility without requiring a large initial investment.
| From the Experts: “Probably the most surprising finding was the rate of storage growth of our customers over the four years. While this is in line with other industry reports, the fact that, on average, our customers have nearly quadrupled their data storage – from 0.9 TB in 2017 to 3.5 TB in 2021 – is a rather striking indication of how AEC firms have become data companies.” —Ronen Vengosh, Vice President of AEC, Egnyte |
This makes a cloud digital asset management system a cost-effective and scalable solution, charging only for the resources used, all the while delivering advanced DAM features.
5. Robust Data Security
Cloud DAM systems raise concerns about their security, leading to a misconception that on-premise solutions are inherently more secure. However, cloud DAM systems implement advanced security protocols that often exceed those of on-premise solutions. In fact, 94% of businesses report that their security improved after switching to the cloud.
| From the Experts: “Cloud computing is often far more secure than traditional computing.” —Vivek Kundra, former federal CIO of the United States |
Cloud-based DAM providers typically invest heavily in security, offering advanced measures like encryption, multi-factor authentication, and regular security audits that might be beyond the reach of individual organizations. They often adhere to strict international security and privacy standards (e.g., GDPR, HIPAA), ensuring data is secure.
Moreover, cloud services usually include robust data backup and recovery processes. Cloud DAM provides effective data recovery strategies to protect against data loss due to hardware failure or natural disasters.
Additionally, cloud DAM allows for the customization of access and user roles, similar to on-premise systems. This ensures that digital assets are accessible only to relevant team members.
A robust DAM system may further bolster security and organization by incorporating permission groups. This feature gives precise control over asset access, adding an extra layer of security to your digital content management.
6. Improved Asset Organization for Enhanced Efficiency
As your volume of digital assets grows, the necessity for asset organization intensifies.
Implementing cloud digital asset management solutions can boost a company’s operational efficiencies while maintaining brand uniformity and fostering enhanced collaboration through organization.
For example, the integration of artificial intelligence (AI) and comprehensive digital asset management features helps marketers efficiently and securely store, find, use, and share digital assets.
Organizing assets in folders by team, project, or purpose minimizes disorder and facilitates seamless cooperation among diverse teams. This organization leads to increased asset visibility, enabling teams to achieve higher productivity with less effort.
Moreover, cloud DAM’s advanced search features, like image similarity and flexible taxonomy, make finding assets faster and easier. This facilitates the rapid and efficient identification of the ideal digital assets for any project, presentation, or proposal.
Additionally, customization of image tagging keywords is available to align more closely with your team’s specific needs.
A robust DAM should enable the incorporation of detailed descriptors beyond basic attributes like color or location, including client names, internal project identifiers, and other custom details. Tags related to specific projects can be applied automatically to all associated files, ensuring cohesive asset organization.
Furthermore, image tagging facilitates the categorization of images, simplifying the search process. Users have the flexibility to adjust image tags, tailoring the search function to display specific image categories based on keywords.
This improves search efficiency, making it easier and faster to find images for campaigns or projects.
7. Simplified Sharing for Improved Collaboration
Cloud DAM streamlines the secure distribution of digital assets to the appropriate parties precisely when needed. For example, OpenAsset’s Portal feature is a game-changing innovation designed specifically for AEC firms looking to enhance their digital asset management and sharing processes. This new tool allows a highly customizable and centralized approach to sharing digital assets directly from the DAM system.
These DAM integrations merge smoothly into existing workflows, reducing interruptions and maximizing the effectiveness of current technology investments, thus significantly elevating productivity levels.
Moreover, Cloud DAM allows you to manage access rights for both internal and external users, therefore enhancing your brand’s integrity.
With a cloud-based digital asset management system, concerns about file duplication or incorrect file naming conventions disappear. Cloud DAM enables the efficient sharing of assets via links. This allows different team members to access the asset from any device. It’s not necessary to upload the image another time and create duplicates.
This unified system simplifies workflow processes and enhances communication and teamwork among team members. Cloud-based digital asset management enables teams, whether remote teams or teams spread across various locations, to effortlessly access files from anywhere globally and collaborate instantly.
Updates can be made in one place, eliminating multiple attachments and keeping asset management seamless and organized.
Additionally, every asset shared is safeguarded within the DAM environment, offering more than just secure sharing. The system tracks asset interactions, showing who accessed or modified files, ensuring security and transparency.
8. Seamless Integration With Existing Workflows
Cloud DAM systems offer the ability to effortlessly integrate with a diverse range of platforms and tools, from CRMs and content creation tools to marketing platforms. This creates a seamless workflow, reducing data silos and ensuring assets are easily accessible across teams and systems.
Poor integration between DAM and other software can create data bottlenecks, causing more disruption than efficiency.
The adaptability of a DAM system in the cloud through various integrations means it’s customizable to meet the specific requirements of any organization.
For example, OpenAsset, specifically designed for AEC professionals, provides smooth integration with the essential tools and software common in these industries, including direct links to CRM and ERP systems that are fundamental to AEC operations.
Moreover, a DAM system increases document creation by linking with vital tools such as InDesign, allowing for direct access to your asset library.
This integration streamlines the design process, enabling users to drag and drop images directly from the DAM software into InDesign or PowerPoint presentations, eliminating broken image links and automating the preservation of image links for documents that incorporate cloud-stored images.
If a needed integration isn’t available, a strong DAM system should provide a REST API for custom solutions. This enables organizations to develop tailored solutions or integrations that perfectly align with their specific operational needs and processes.
| BONUS CLOUD DAM BENEFIT: Learn how a cloud-based DAM solution can help you Select the Best Employees for Your RFP Responses and Create Employee Resumes in Seconds. Read about The Employee Module now. |
Who Benefits From Cloud-Based Digital Asset Management?
If you’re still not sure if a cloud-based digital asset management solution is right for you, here are some diverse roles and industries cloud DAM caters to and can make a significant impact in:
Roles That Use Cloud-Based DAM Systems
Let’s start by taking a look at some roles that find cloud DAM not only useful but necessary in their day-to-day responsibilities:
Marketers
Marketing teams typically lead the charge in utilizing assets. They leverage cloud digital asset management to streamline their workflows, ensuring that campaigns will launch efficiently and on schedule.
A centralized asset library helps marketing teams stay consistent, collaborate better, and track performance to refine campaigns.
Proposal Writers
For proposal writers, cloud DAM designed for AEC firms is invaluable for accessing the latest company assets, ensuring that every project proposal is accurate, up-to-date, and aligned with the brand’s identity. This type of DAM will also have advanced features tailored to the AEC industry and offer industry-specific integration to improve workflows.
These capabilities and top features speed up the proposal creation process and enhance the quality of submissions, resulting in firms winning more business.
Designers
Designers rely on cloud-based media asset management for its ability to offer instant access to a variety of assets, enabling creative freedom while adhering to brand guidelines. It simplifies the search for specific assets and collaboration with other team members, making it easier to create compelling visual content.
Contractors and Freelancers
Contractors and freelancers find cloud DAM systems especially beneficial for their flexibility and ease of access to necessary assets without being tied to a specific location. This capability allows them to work more efficiently with various clients, ensuring they use the correct, approved assets for each project.
Industries That Use Cloud Digital Asset Management
Now, let’s take a look at some industries that rely on cloud DAM:
Architecture
Cloud DAM for Architecture supports the organization and sharing of complex project files, designs, and images among team members and clients. In fact, teams that use software have an average 45% proposal win rate. Cloud-based digital asset management enables architecture firms to fully leverage their investment in photography by facilitating the reuse and repurposing of their images.
It streamlines the collaborative process, ensuring that all stakeholders have access to the most current project assets, facilitating a more integrated approach to design and project management.
Moreover, with the capabilities of a cloud DAM solution, architecture firms can create higher-quality proposals faster than ever.
| TIP: Looking for more ways to ensure you’re creating winning architecture proposals every time? Get your Architecture Proposal Template now. |
Engineering
Engineers leverage cloud DAM to manage a large amount of technical documents, CAD files, and project plans. It streamlines collaboration across engineering teams and locations, improving workflow efficiency and keeping all project assets in one place.
Construction
Cloud DAM for the construction industry is beneficial because it allows construction firms to have centralized access to project blueprints, schedules, contracts, and site photos. Easy access keeps contractors, clients, and project managers aligned with the latest documents, reducing costly errors.
Moreover, with industry-specific integrations, such as CPM integrations that enable image sharing between Construction Management and Marketing teams, workflows become more streamlined.
Agencies
A cloud-based DAM lets agencies share assets for approval, collaborate efficiently, and maintain brand consistency, improving client satisfaction and turnaround times.
| TIP: Not working in any of the industries mentioned above? For a DAM system in other industries, read our blog on The Best Non-AEC DAM Providers now. |
How to Start With a Cloud DAM System
Leveraging a cloud DAM system offers significant advantages for brands, yet achieving these benefits depends on proper setup and implementation. This may include:
- Education
- Migration
- Configuration
- Adoption
- Launching
- Training
- Ongoing technical support
The purpose of each stage is to ensure your team is fully prepared and equipped. Here’s what you can expect dueing each stage when implementing a cloud-based DAM:
Step 1: Set Objectives and Timeline
The first step in implementing a cloud DAM system is setting realistic objectives and timelines for integration. This phase includes an introduction to the platform’s key features, benefits, and common workflows.
Training sessions will provide a deeper understanding of how the system functions while also reviewing current project and digital asset management workflows. By the end of this stage, a well-structured migration strategy will be in place to ensure a smooth transition of all content into the new DAM system.
Step 2: Prepare Content for Upload
The migration phase is often the most labor-intensive part of the process. During this stage, the primary focus is preparing content for upload, with most of the work happening outside the system.
Many firms choose a Data Migration Service to streamline the transfer of files—including images, videos, PDFs, and documents—from existing storage solutions, whether another DAM system, local or network servers, or shared drives. This service simplifies the upload process, requiring minimal effort from the team while the migration is handled by support specialists.
Once all essential content is successfully transferred, the next step is learning how to maximize its value within the system. These discussions help set the stage for long-term success and efficient digital asset management.
Step 3: Tailor DAM System to Specific Needs
The configuration phase is all about tailoring the system to fit specific needs. This stage ensures the platform is optimized for efficiency and remains intuitive for new users.
Once content is successfully uploaded, the focus shifts to training and familiarization. Clear instructions on standard workflows help teams navigate the system with confidence, making it easier to integrate into daily operations. The goal is to ensure users feel comfortable and proficient, setting the foundation for long-term success.
Step 4: Integrate the DAM System into Daily Operations
With the configuration phase complete, the final step of onboarding begins. Any outstanding tasks or issues are addressed before moving into the ‘Adoption’ phase.
At this stage, the Implementation Manager transitions into a support role, connecting the team with the Customer Success team.
During adoption, the focus shifts to integrating the system into daily operations. By this step, the DAM system will be fully functional and ready for broader use. While teams may still refine file organization—such as adding keywords or uploading new projects—the platform will already serve as a valuable resource.
To ensure a smooth rollout, a structured training plan and deployment strategy are put in place. Workflows are fine-tuned to align with specific objectives, ensuring the system is fully optimized for long-term success.
Step 5: Prepare for Launch
To ensure a smooth introduction to your DAM system, your DAM provider should arrange a series of training and preparatory sessions for your team. These sessions can cover essential topics such as:
- A follow-up discussion after training
- Managing workflows
- A meeting to regroup with key stakeholders
- A review session with executives to assess business implications
Following the initial DAM launch session(s), your DAM provider may commit to conducting monthly check-ins to ensure your team remains aligned and on course.
Start With a Robust Cloud-Based DAM: OpenAsset
Cloud DAM is a strategic investment for teams that need agility and remote access. However, if you’re not sure which DAM is right for you, and you’re an AEC professional, OpenAsset is the #1 choice.
Embracing a robust cloud-based Digital Asset Management (DAM) system like OpenAsset can revolutionize the way AEC industries and professionals manage, share, and utilize their digital assets.
As a DAM solution designed for the built world, OpenAsset offers tailored solutions that streamline workflows, enhance collaboration, and maintain brand consistency across all AEC projects.
OpenAsset’s Digital Asset Management platform makes AEC proposals simpler, faster, and more successful. That’s why 99% of customers renew. Start your journey with OpenAsset and unlock the full potential of your digital assets. Ready to stand out and pave the way for success in an increasingly competitive industry?
