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Digital Asset Management System: How Software Creates Efficiencies

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Openasset

Published on 17th August 2021

You’ve probably heard of a Digital Asset Management system. But how does it work, how can it make your workday easier and how can it benefit your business?

What is a Digital Asset Management system?

A Digital Asset Management system is a tool that enables you to manage all your organization’s digital assets in a centralized, secure location.

However, it’s more than just a storage solution. You’ll also be able to find, use and share assets seamlessly, saving you time and money.

Most are cloud-based, so you can access your assets from anywhere, at any time.

What problems does a Digital Asset Management system solve?

Creates centralized storage

Lost any digital assets lately or spent hours searching for the right file? A Digital Asset Management system can cure your headache by providing a central repository for all your assets. You’ll no longer have to search multiple locations across multiple platforms. All assets will be in one place, ready when you need them.

Makes finding assets easier

Finding assets by commonly used terminology across an organization can be difficult, if not impossible. Often, assets exist in multiple locations, and teams don’t know where to start looking.

Finding content in a Digital Asset Management system is simple, and much less of a headache than searching through network drives. Tagging assets with common keywords makes it easy for employees to find the right information.

What’s more, content can’t be lost in a DAM, meaning you’ll never have to worry about the cost of recreating lost assets.

Improves workflows 

You’ll be able to automate workflows to make sure projects keep moving. Users can be alerted when new assets are uploaded so they stay on target and meet their deadlines.

When all teams have access to content, working together and collaborating is much more efficient.

Increases brand consistency

Your marketing teams can ensure that everyone has the most up-to-date, approved versions of logos and content and that off-brand or out of date assets are archived. Not only will you stay on brand but you’ll reduce your organization’s risk and liability.

What types of Digital Asset Management systems are there?

There are two primary types of DAM systems: project, and product or brand-based.

A project-based DAM connects digital assets to specific projects. This can be helpful for companies, like AEC firms, that need to search for assets by location, project lead or project number.

In contrast, a product or brand-based system centralizes assets around brands or products.

What files can I store on a Digital Asset Management system?

Almost any file that company users might need access to can be made available on your DAM. For example:

  • Photos
  • Videos
  • Design files
  • Word documents
  • PDFs
  • Company brand items
  • Presentations
  • Marketing content and collateral

What are the challenges of a Digital Asset Management system?

While there are numerous benefits, there can also be some challenges.

Ownership and adoption

To maximize the ROI of a new system, the whole organization needs to embrace it. Before you purchase, ask stakeholders if it fits their needs. Once the system is in place, all users need to be trained, and this will be easier if everyone already sees the benefits.

There will also need to be a DAM ‘owner’ within the business, someone responsible for managing the DAM daily. Without ownership, user buy-in, and a proper roll out to the business, you risk implementing a system that isn’t used to its full potential.

Integration

Make sure the system you’re evaluating integrates with your other systems and applications.

A DAM system also needs an API, meaning it can ‘talk’ to, and transfer data between systems. Without an API, you will need to transfer data manually; transferring files manually is a time and money consideration, particularly as your digital asset library grows.

Metadata

Tagging your files with metadata in a Digital Asset Management system allows you to quickly and easily search through thousands of files.

However, if you don’t invest the time upfront planning your keywords, this will be difficult.

Next steps

If you’re interested in learning more about Digital Asset Management systems, you can learn more here or you can get a quick overview from one of our solution experts.