What is a Digital Asset Management System?
With the majority of personal and business communications taking place online, creating original content has become a key way for brands to stand out and engage with their audiences. This flux in original content has shaped an exponential increase in asset creation and highlighted digital asset management as a must-have for marketing teams across the globe.
Features of a Digital Asset Management System
- Ingest digital assets individually and in sets, and allow for actions, such as sharing and downloading, to be performed to the assets on-mass or individually.
- Offer asset security, with defining controls and permissions for access and use of the system.
- Store assets as multiple file types, with customizable metadata fields attached to each asset.
- Render and transform assets into other forms, such as different file types or sizes.
- Enrich assets with metadata and metrics over the course of the asset’s lifecycle.
- Track and relate asset versions, that connect variants to the original asset.
- Regulate a structured process for managing, creating and reviewing assets with workflow tools to improve collaboration.
- Find and discover assets with comprehensive searches using metadata, keywords and categories, based on an access and permission structure.
- Preview assets before downloading, to reduce time spent searching for a correct asset.
- Produce and publish content via sharing, linking or otherwise distributing outside the system.
Examples of Digital Asset Management Systems
Also frequently referred to as a SaaS model, a cloud-based DAM is a software-based system that requires no hardware or servers to maintain. Hosted entirely on the cloud, this type of DAM offers a cost-efficient and scalable option for companies looking to securely store their assets, without the added costs of upkeep, upgrades and maintenance. Cloud-based DAM systems are often selected by companies that require user access from multiple (often worldwide) locations, access to upgrades and the latest features, and reduced total-cost-of-ownership.
An on-premise DAM is one that’s hosted on the buyer’s own internal servers, and requires additional storage space, back up/recovery processes, and IT support. This type of DAM is usually selected by companies who have requirements to keep their assets within their own data center, and have a large IT department that can support any maintenance and upgrades needed for the DAM. On-premise DAM systems have high up-front costs due to the hardware required, in addition to the ongoing upgrade & maintenance expenses, which often makes it more expensive than its cloud-based counterpart.
Digital Asset Management ROI
ROI on a digital asset management system can be complex to calculate, as it changes with each company’s use-case. To understand the value of a digital asset management system, you need to consider these three factors:
- Strategic Benefits: The impact a DAM has on company-wide projects and initiatives, such as rebranding and mergers.
- Tactical Benefits: Improvements to each DAM user’s productivity and efficiency.
- Quantifiable Returns: Money or hours saved with a DAM.
For an in-depth, step-by-step guide on justifying the value of a DAM initiative, take a look at How to Prove the ROI of Digital Asset Management.
How to Start a Digital Asset Management Project
Every digital asset management initiative is going to take a different path to their goals, but all successful DAM projects started with these three steps:
Audit your existing assets and pains
Before looking at any DAM vendors, it’s important to understand how your company is currently operating. Look at where your assets are stored (on hard-drives, personal storage, legacy systems, etc.), the sizes, formats and volumes of your assets, and any processes that are in need of improvement. This step is key in understanding the scope of your project, and how much storage you actually need. In addition to analyzing your current needs, also consider any potential growth in the near future that needs to be accounted for.
Map out your needed structure
After understanding how you currently operate, it’s important to map out how you’ll need your DAM platform to function. Plan which divisions, departments and users will benefit from accessing the DAM, and consider the level of access they will require, and any integrations they could benefit from (such as Adobe Creative Suite or Office365). During this stage, also consider the onboarding and support needed for each team, to ensure your vendor can meet your unique requirements.
This is also the best time to think through the taxonomy you’ll use for organizing your assets inside the DAM, as well as understand best practices around searching, tagging and sharing assets.
Create a project roadmap
Most successful DAM projects have a roadmap with multiple short and long-term milestones. These milestones usually include vendor demos, creating a vendor shortlist, starting legal reviews, and onboarding. Develop a plan with realistic dates and stick to them to keep your DAM project moving along smoothly, and avoid any potential bottlenecks.
This is just the first few steps towards successfully implementing a digital asset management system. For a step-by-step guide to selecting a DAM vendor, check out our eBook: The DAM Buyer’s Guidebook.