How to Choose a Digital Asset Management (DAM) System
Data is a critical component in any function — be it marketing, sales, operations, or finance — and a lot of it is being created each day. We create roughly 2.5 quintillion bytes of data daily, and in the next three years, there will be 175 zettabytes of data.
Having data helps fuel the foundation of intelligence for vital business decisions. However, the problem with too much data and digital content is managing and sharing it among teams.
Businesses must have their own system in place to store all the digital assets such as presentations, images, documents, videos, audio, and other creative files and ensure their employees always have access to the right data and content for decision-making.
That is where investing in a digital asset management (DAM) system that improves visibility, reliability, and security makes sense.
What is DAM?
Simply put, it is a comprehensive platform for managing and distributing content. DAM helps make things easier by providing access to content across the organization via various features, such as easy search, flexible permission structures, license management, and version control.
DAM systems offer an incredible way to store, share and analyze all types of data and content from multiple sources and users. Besides, they come in all shapes and sizes based on the needs and specific use cases of the organization.
For instance, a retail company may use a DAM system for managing product imagery shared by photography vendors. In contrast, a not-for-profit charity may leverage the DAM technology for storing and sharing up-to-date documents with its workforce internally.
So, you see, businesses can use DAM systems for both internal and external purposes. DAM helps you overcome the challenges of asset management by offering the following advantages:
Maintains brand consistency
Eliminates duplication of data
Gives a detailed insight into asset use
Supports an omnichannel marketing strategy
Reduces instances of misplacement of assets
Saves time spent in searching for digital assets
Minimizes wastage, misuse, or unintended access of digital assets
Who uses a DAM system and how?
The DAM industry is thriving with many use cases that span many industries. From marketing and advertising to retail and even government, the potential of DAM is being leveraged by all.
And contrary to popular belief, DAM isn’t just for marketing departments.
Here are a few real-life examples:
It helps maintain global brand consistency for the entertainment, sports, and media industries. Everyone across geographies has access to the same assets and data.
Institutions can use DAM to create targeted and customized student communications easily. DAM assists in repurposing assets and allows recreating them in native languages.
DAM's capabilities allow publishers to accelerate proofing and approval. They can also convert the assets into multiple formats for quicker publishing.
Marketing agencies can use the DAM software to automate production tasks. It allows them to easily and safely share creative assets with clients.
Create more targeted communications to improve customer engagement. Retail businesses can use DAM to create better product pages, optimize images and create a better online experience.
Lastly, tech companies can utilize DAM to organize, store, and retrieve rich media and manage user rights and permissions.
How do DAM systems work?
DAM platforms have become a vital part of the digital asset organization process.
They help end-users locate their desired digital assets and aid teams to collaborate while publishing materials in various file formats.
Sharing the data with key stakeholders is also easy while complying with permission guidelines.
Deploying workflow integration with campaigns and tasks allows employees to keep track of asset creation and repurpose existing files, thus being more efficient at work.
Signs your business needs a DAM solution
Struggling with content management challenges?
Here are 5 signs that hint at a business need for a DAM solution:
Remote access to your digital assets is not feasible.
Your workforce is spending too much time finding the right assets.
Working and collaborating on an asset file has become a tedious process.
Your digital assets are not organized in a central location, and your teams are spending hours finding relevant material.
The access to your digital assets is not limited to specific internal and external stakeholders. If access is limited, then sharing it with others is very time-consuming.
3 Types of DAM Platforms
The three most popular configurations for DAM systems are cloud-based, on-premises, or hybrid.
You must also consider things like headless DAM and paid versus open-source software when selecting the most suitable option for your business. Let us study them in brief:
Cloud-based DAM systems are hosted on the web and are highly cost-effective and efficient.
An on-premises DAM platform offers extensive features allowing custom functionality based on organizational needs. Though their downtime is less, system backup and security updates require in-house IT support.
In the hybrid model, you get to benefit from a blend of cloud and on-premises systems. The option is both cost-effective and efficient.
5 Core features of a best of breed DAM platform
DAM platforms provide capabilities that help you deploy a successful workflow or process that supports your needs today and beyond.
Here are the general functions you will find within a DAM solution:
1. FILE MANAGEMENT
Share your digital assets with internal and external users.
Store and manage creative assets such as images, videos, and audio.
Improve searchability by automating the process of tagging the assets using AI.
Add description, metadata, and title to the assets to make them easily searchable.
Offer dynamic URLs to end-users and provide fast CDN delivery and image manipulation.
Add an active URL link in the email or website instead of sharing asset files for uploading to a website.
2. AUTOMATED WORKFLOW
Streamline the creation and production of assets.
Ease tracking the stages of a project and its completion.
Enable the creation and production of content in various formats.
Optimize marketing activities to include strategic planning and analytics.
Help in quicker publishing through content management systems using file type, creation date, ownership, and access rights.
3. REMOTE PROOFING AND APPROVALS
Allow remote workers to collaborate with on-site teams.
Save time from sending revisions back and forth by email or in-person.
Assets can be edited, reviewed, and approved from anywhere with the click of a button.
4. SECURITY AND AUTHENTICATED USER ACCESS
Avoid misuse of digital assets.
Protect assets within the DAM system from external attacks.
Set up user authentication based on their role, location, and department.
5. BETTER COLLABORATION AND BRAND MANAGEMENT
Enable teams to create real-time projects.
Improve capability of businesses to obtain investments
Empower user groups to collaborate on asset development and drive efficiency.
Maintain consistent brand voice, message, and tone across all delivery platforms.
How to decide which DAM platform is right for your business?
Taking that decision can be a challenging process.
Here are a few guidelines you can follow upfront to help make an informed choice:
- A content audit should be your first step here. You can perform one by identifying ways to reuse and repurpose high-value data and remove underperforming or irrelevant assets from the system.
- Determine which type of DAM fits your business model, your current infrastructure, and your end-users (could be both employees and external stakeholders).
- Identify the challenges you face and ensure the system you choose — whether cloud, on-premises, or hybrid — is scalable.
Conclusion
DAM is the future of marketing and business intelligence.
A robust platform offers excellent alignment on product roadmaps as well as easy access to data and assets. It helps you create a more productive work environment by automating key business processes.
So, choose a DAM platform after doing thorough research and pick one that best suits your business needs. It is a worthy investment if you take the right decision.
Wan to learn more about Digizuite DAM?
Book a 30-minute call with one of our experts to see how DAM can improve your business.
