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How often do you have to search for documents, images or presentations on work issues, intensely remembering where they are on the computer? And also to review folders on the Google cloud drive or Dropbox in the hope that a year-old file pops up? Creating assets is easier than managing them. But taking into account the forecasts of Statista, which talks about a threefold increase in the volume of world data by 2025, it becomes more difficult to do this. Therefore, more relevant than ever in UK Digital Asset Management Systems, streamlining the conduct of business. Let’s look at the features of working in this software and digital asset management system features that simplify the lives of employees.

What the DAM software is designed for: not only for storage, but also for easy navigation through the content

Digital asset management system is a software that operates on the principle of a library. This application collects and stores all the digital assets of the enterprise: documents, images, audio and video files. If an employee needs to use one of these assets, he/she finds it through an advanced search system with metadata.

In order for an employee to extract a media file and use it for their own purposes, the asset is stored in the system as a whole “content+metadata”. Metadata can be represented as a record of the creation date and the author name. Or they may have a more complex structure in which the rights to the content are specified or the transcription of the video is contained.

Storing, classifying and searching digital files is impossible without metadata. This is a mandatory part of the DAM. For example, if a picture with the caption “A young worker at a tobacco factory, photo of Kevin Adamson, January 14, 2016” is stored on the PC, it will be suitable for DAM. This snapshot contains the context by which you can search for the file and work with it (determine usage rights, cost, and so on).

Summarizing, we can say that DAM solution is a secure repository that facilitates working with digital assets:

• creating;
• classifying;
• organizing;
• storing;
• distributing;
• monetizing.

DAM also includes special tools for data manipulation that can be used by designers, architects, marketers, journalists and any specialists working with data.

CMS vs DAM: what is the difference between applications

CMS provides work with site content – landing and product pages. This software solution allows you to post, edit and delete information on the site: from text to video.

DAM provides more global capabilities: asset management of the entire company to optimize work and automate manual processes. DAM performs the function of centralizing and storing content so that firms can effectively use it for business purposes.

Often organizations integrate CMS and DAM to combine the advantages of both under one roof, to strengthen their capabilities. For example, centrally manage asset versions, work from a single user interface, automatically synchronize all systems or scale operations.

Better still, IT asset management software can also be integrated with CMS and DAM solutions to provide organizations with a comprehensive toolset for managing their digital assets. This integration allows companies to track and manage their software and hardware assets in addition to their digital content, ensuring compliance and reducing the risk of security breaches, thus streamlining their operations and improving overall efficiency.

7 digital asset management system features, without which the software would be useless

Of course, there are no absolutely identical organizations with duplicate business processes, and each may require a unique DAM solution. But there are basic options for all systems, without which the DAM System will be incomplete and imperfect.

#1. Digital content search

To find content in a regular cloud storage or on a computer, you need to know its exact name. If there are thousands of such files and they have a random name like “12345.png”, the search is impossible.

DAM is designed so that a person does not manually browse shared disks, but automatically finds the requested file using tags and filters. For example, if a user needs to find a picture with a flower, it is enough to enter the keyword “Flower” in the search bar.

To detail the question, you can add information about the creation date, the author name or the file name. The system will display all the saved images with plants, in which it is easier to find the target file.

#2. Content download function

In order for digital content to be stored in the system and available to the team, it must be uploaded to the repository. For example, when a user starts uploading a file, he/she needs to specify the name, description, tags, folder, category and other metadata in the form.

Such clarifying details are important in order to organize the content into a clear and concise category structure in which it is convenient to find the desired file. Some DAM systems allow users to convert the format or size of a resource during the download process. This is a useful option for teams that face file conversion issues.

#3. Downloading files for further work with them

DAM should provide users with the ability to use digital assets. To work, they must be downloaded to the device. A well-designed Digital Asset Management System offers possible options for downloading with a choice of file format and data size.

In the case of images, the application can offer ready-made sizes for social networks, so the user does not need to do it manually. When the company, such as Andersen, uses custom sizes of graphic files, they can be configured in the admin panel.

#4. File sharing with partners/employees

Assets uploaded to DAM are used by a large number of people. To facilitate communication and teamwork consistency, the application should have a file sharing function. As a rule, this can be implemented via:

• a link with shared access to the content;
• email integrated with DAM;
• invitation to join a file collection;
• setting up a public portal with search capabilities, but without permission to edit.

#5. Different levels of file access

Different users interact with the content in different ways. Some need to edit it, others just need to view it. Therefore, it is not necessary to grant participants the same right to content. DAM has an access control function to oversee the issue of data manipulation. And also to ensure that the content will be available to authorized users.

#6. Content versioning

Documents, images, and video files are often modified. In order for employees to use the latest version of content in the future and not mistakenly distribute old versions, it is useful to implement a version tracking and management function in the Digital Asset Management System.

After downloading a new file, it automatically replaces the old one, and other users receive a notification of a successful update. Each participant can view the history of content changes, the author of edits, comments and actions. Therefore, upon request, it is easy to track who and when worked with the file and what manipulations were carried out with it. And, if necessary, restore the previous version.

#7. Integration with third-party tools

Teams with extensive experience have a set of favorite tools where they create digital content. For designers, these are Figma and Sketch. For marketers – Canva or Placeit. For any commands – Slack and Gmail. So that employees do not have to upload data for each individual case and then upload it to the DAM, integration tools with priority services should be configured. This way it will be convenient for users to send the necessary information to colleagues directly from the DAM or upload it to the system.

ConclusionThanks to the listed seven functions, the business will be able to optimize its work, streamline asset management and save money. Focus on this set of options when you choose a ready-made DAM software solution or plan your own digital asset management system development, which will support the entire lifecycle of content (from creation to distribution).