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Graduating from File Share to Digital Asset Management

Graduating from File Share to Digital Asset Management

Content helps drive business in the modern world, and whether it’s a concept for a new marketing campaign, product catalogue or a simple blog post, your business has a lot of photos, videos, graphics and other marketing assets to store, protect, repurpose, and share. Here we look at the reasons why companies can no longer settle with a simple file share service and graduate to the next level with a cloud-based digital asset management system.

Honestly, What’s the Difference?

We’re glad you asked. File management software or services manage data files on a singular computer, business network or cloud platform. Such services are primarily aimed at individuals or teams and are limited to storing, managing, and sharing documents and records.

Digital asset management software (DAM), on the other hand, is a more robust system focused on managing media assets such as photos, videos, animations, graphics and audio files. DAM provide organizations with an effective way to store, organize, search, retrieve, render, and share media assets. A DAM has traditionally been tailored to meet the needs of an individual company while cloud-based file sharing services like Box and DropBox have provided a similar service (interface and group of features) to everyone. This has changed with the advent of cloud-based DAM.

Today, DAM look very different than they did a decade ago. Cloud-based DAMs now offer similar features to file sharing services plus provide marketing teams with robust management capabilities such as rendering-on-the-fly, rights management, version control, folder and event level group permissions, and corporate level taxonomies. DAM systems, such as MediaValet, are meeting the digital asset management needs of marketing, sales, communications, engineering, design, and training departments alike. Whether a company has one local office or dozens of international ones, a couple of users or tens of thousands, a few hundred GBs of assets or hundreds of TBs, a cloud-based DAM helps maximize the investments into digital assets and extend their use.

Why Individuals, Teams and Businesses Initially Choose File Sharing

Most choose an in-house or online file sharing service for convenience and cost considerations. File sharing services like Box, DropBox, and others offer free accounts (or low-fee access) that promise to make it easier for companies to upload files to a centralized location, collaborate with co-workers and clients across great distances, and save those files in a safe location.

The problem is that most file sharing services fail to live up to the expectations of users. For starters, those working in industries where sensitive data needs to be secured cannot trust the level of security from a simple, online, hosted or on-premises file sharing service.

Secondly, and just as concerning, file sharing sites don’t always do a reliable job of storing your files. Users frequently complain about certain file share programs deleting files on their own, especially if storage caps are surpassed. What good is cloud storage and file share if you have to make a backup for your backup?

Thirdly, but not last is user error that contributes to file loss on file share systems. When systems  have no defined admin roles or specific activity permissions defined and controlled by the organization, there can be severe consequences. One of the worst cases we learned happened when a single member of a company’s IT team accidentally deleted hundreds of GBs of high valued marketing assets not just once – but three times. And they had no backup – even the third time.

Step Up Your Game with a Cloud-based Digital Asset Management System

A cloud-based DAM is a robust enterprise solution for your business that includes file sharing as one of many features it provides. A DAM enables your entire organization to maximize the digital assets that you’ve spent tens of thousands creating. Your team will be able to leverage these assets in new ways simply because they’ll be able to simply and quickly access, render and share them any of them when and where they need them.

When you compare cloud-based DAM to cloud-based file sharing services, five benefits of cloud-based DAM stand out the most:

  • Control: DAM systems provide organizations with ultimate and top down control of how their digital assets are organized, who can access them, and what they can do with them.
  • Rendering: DAMs enables users to choose the format and size of each asset when they download or share them. Users no longer need photo or video editing software, or help of your design team, they simply need permission to use the rendering feature.
  • Sharing: Not only can users share all popular formats and sizes of files, but a DAM allows them to instantly send files up to 200 GBs (with MediaValet) to anyone anywhere in the world – no matter what operating system or browser they’re using. Firewalls aren’t an issue as no attachments, only links, are used during the process.
  • Searching: DAM systems (at least MediaValet) allow users to search all meta data associated with assets, including embedded meta data IPTC, XIF, and XMP) as well attributes, asset keywords and category keywords. Users no longer have to settle with just searching file names. A DAM also enable filtering by star and approval rating, asset type, and various related dates such as upload, approval, share, and download dates.
  • Cost: Most importantly, DAM systems offer robust, enterprise-level, software without the enterprise-level costs and headache. DAMs are quick, easy, and cost effective to both setup and maintain over long periods of time. There are no hardware costs, upgrades or maintenance costs, and unlimited support is just a phone call a way.

It’s hard to beat this argument. Cloud-based DAM systems combines the best that a traditional DAM, the cloud, and SaaS have to offer.

If this sounds pretty DAM impressive to you, you’re DAM right! Sorry for the puns, we couldn’t resist.

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