Mastering Version Control: 5 Best Practices for Streamlined Digital Asset Management
In the dynamic world of manufacturing, precision and timeliness are non-negotiable.
Sales and marketing teams are constantly tasked with the challenge of effectively distributing digital assets, including vital marketing collateral.
That's where Digital Asset Management (DAM) steps in, offering a lifeline to streamline the processes: As a “single source of truth” for all your digital assets, taming your content chaos.
But here's the catch: While DAM gets the spotlight, the need for impeccable version control often lingers in the background.
What we mean by this is: You can’t have a great DAM system without great version control.
So that’s why in this article, we’ll discuss 5 version control best practices when it comes to your DAM.
Plus, we’ll tell you why industries like manufacturing need to prioritize better version control in 2024.
Table of contents:
What is version control, and why do you need it?
5 best practices for version control in DAM systems
Why manufacturers need strict version control
Conclusion
What is version control, and why is it crucial for enterprises?
DAM systems are indispensable in the world of enterprise.
They help industries like retail, manufacturing, and life sciences in managing a wealth (hundreds, thousands, maybe even millions) of digital assets, safely and securely.
Version control emerges as a crucial feature.
Think of version control as a precise curator for digital assets: Overseeing versions and revisions all while safeguarding historical records.
It offers a structured approach to digital asset management, ensuring that the most up-to-date information is readily accessible to all teams.
In heavily regulated sectors like manufacturing and the life sciences, version control takes center stage due to its critical role in maintaining brand compliance.
It ensures that digital assets align with regulations, which helps prevent expensive fines, false claims and off-label marketing, etc.
Similarly, in the retail industry, version control upholds brand consistency across various platforms, which helps instill customer trust.
5 best practices for version control in DAM systems
From establishing a clear version naming convention to using the right metadata, here are 5 best practices for version control in DAM.
Clear version naming conventions
Streamlining version control starts with straightforward naming conventions.
For instance, adopting a format like "YYYYMMDD_Version1.1" integrates the date and version number for easy tracking.
It's crucial to document these conventions comprehensively and enforce consistent usage across all users.
Why?
Because not only do you minimize potential confusion, but you also ensure a smooth digital asset management process. Helping everyone (both your external and internal teams) find the right assets effortlessly.
Specific metadata
Another best practice is to incorporate version-specific details into metadata.
This could include version numbers, release dates, change logs, and notes explaining major updates.
Users should have the flexibility to input and modify this version-related information.
The reason is that it provides the needed and valuable context, plus a history of changes for each asset version.
Not only does this simplify asset management all around, but it also ensures a comprehensive record of the evolution of digital assets, making it easier to track and understand their history.
AKA, boosting the content lifecycle from start to finish.
Automatic version tracking
A third best practice is to implement automated version tracking, which greatly enhances efficiency.
Here, the DAM system takes charge: Creating and recording new versions whenever changes happen to an asset.
Which means that nothing gets overlooked, and users can effortlessly explore the entire history of an asset's versions.
Each version is time-stamped, and all changes are meticulously tracked.
This DAM capability not only simplifies record-keeping but also provides crystal-clear visibility into how an asset has evolved over time.
Access controls and permissions
Next, a good idea is to implement strict access controls and user permissions in order to protect your digital assets. That way you avoid the risk of assets falling into the wrong hands, causing potential disruptions, legal issues, etc.
Imagine a scenario where a contractor with high-level access leaks confidential product launch info months before the event—long hours of hard work for nothing.
In order to enhance security and uphold brand consistency, Digizuite DAM empowers you to establish precise permissions and access controls for every user role, including sales and creative teams.
Archiving and deletion
Last but not least, it's essential to set up automatic archiving and deletion rules to handle older or unnecessary versions.
These rules allow you to decide how long you keep different versions, aligning them with your business and compliance needs.
Archived versions stay available for reference, keeping your history intact and your system well-organized.
Moreover, the best DAM systems today offer the option to set expiration dates for assets.
What's convenient is that the system alerts you when an asset is nearing its expiry date.
This ensures that your content stays relevant and compliant, helping you avoid using outdated materials and keeping your assets in line with regulatory requirements.
Why manufacturers need strict version control
Version control is a big deal in manufacturing, especially when you're working with tons of external teams, and stakeholders, and sharing important assets like product catalogs.
In this industry, accuracy is crucial.
So, it's recommended to use clear version numbers like "V1," "V2," or "final" for catalog files. It's not just for show – it's really important.
Think of it like naming a catalog file "ProductCatalog_V2.pdf" – it makes it clear that you’re dealing with the second version.
This kind of clarity prevents costly mistakes: You don't want to accidentally share outdated or wrong product info; it can lead to production errors, supply chain issues, or harm your reputation.
And there's another layer to this.
Manufacturing companies often deal with sensitive information like super-secret designs, confidential processes, and supplier data.
With strong version control, you keep this info safe, tracking changes, and only letting the right people access it.
Aka making sure everyone – whether they're on your team or partners – always works with the latest info.
Conclusion
In this article, we discussed five best practices for version control in DAM systems:
Clear version naming conventions: Start with straightforward naming conventions to minimize confusion and ensure a smooth asset management process.
Metadata: Incorporate version-specific details into metadata for valuable context and a history of changes.
Automatic version tracking: Implement automated version tracking for efficiency, ensuring nothing gets overlooked, and providing visibility into asset evolution.
Access controls and permissions: Strict access controls and permissions safeguard digital assets, preventing unauthorized access or modifications.
Archiving and deletion: Set up automated archiving and deletion policies, including asset expiration dates, to keep content relevant and compliant.
