Digital assets are an indispensable element of any successful brand, helping increase online presence, expand visibility and boost sales opportunities.
Even with automations, conventions, and workflows in place, mistakes can still happen in a DAM system - especially with assets that are accessed by multiple people at the same time.
An effective way to avoid such errors is through creating a standard naming convention for digital assets, making them easier to locate and retrieve when necessary.
1. Keep it simple
Just like a filing cabinet, Digital Asset Management can work wonders for your business if properly maintained and managed. But if you neglect taking steps to keep things in order, your Digital Asset Management system could quickly go haywire.
Establishing an effective folder hierarchy is crucial for keeping files and folders organized, and creating an enforceable file naming convention will increase searchability and allow users to quickly locate what they need.
One important consideration for digital asset managers is ensuring their assets are accessible to team members who require them, whether that is designers, sales and marketing teams or client services teams. Digital Asset Managers allow administrators to set permissions and user roles so that only certain people are permitted to upload, edit or use certain digital assets.
2. Keep it organized
Digital assets are indispensable to marketing teams for branding, campaign development and sales enablement. But they can quickly become overwhelming without an organized approach to media management.
Digital Asset Management tools enable teams to quickly find assets when needed, cutting down time spent searching and speeding up workflow.
DAM features like version tracking ensure team members are working on the latest iteration of assets, mitigating risks associated with outdated ones and avoiding miscommunication and costly mistakes. Furthermore, version tracking gives businesses operating under stringent regulatory codes greater transparency and accountability.
3. Keep it current
As marketing teams produce content at an ever-increasing rate - including designs, documents, photography and videos - managing the influx of files manually or through cloud storage tools can quickly become unwieldy, unorganized and overwhelming. A DAM system with established workflows and smart search capabilities simplifies administration of large digital asset libraries.
Taxonomies provide organizations with an effective means of organizing assets by capturing essential details about them, such as creative and copyright rights, file size, resolution, color profile and so forth. By adopting a standardized naming convention it makes finding what you need quicker for all team members.
Staying current and relevant in digital asset management is vital to its success. Monitoring DAM practices regularly, as well as installing upgrades whenever they become available, ensures that it remains useful and accessible for everyone on your marketing team.
4. Keep it relevant
An effective DAM system enables administrators to set user permissions that limit access only to authorized individuals, helping prevent files from being duplicated, mislabeled or otherwise altered without consent from their original creators. Furthermore, when assets change hands they will use only the most recent version of that file - another benefit.
Digital assets should be updated as your business and campaigns develop and go live, so having a powerful DAM system allows for regular assessments of assets as well as automated notifications to keep things fresh and relevant.
Nothing beats hearing someone ask across your company "Where can I find [insert name of needed file here]?" A good DAM system will eliminate such frustrations with a central location that makes finding what you need easier for all involved.
5. Keep it fresh
Digital Asset Management systems (DAMs) can be invaluable tools for organizations of any industry. A DAM solution provides an organized hub to organize and manage all marketing tools, platforms, and technologies utilized by your organization - as well as offering structure, process and control that enable marketers and creative teams to work faster.
Digital assets, including product images, logos, brand guidelines, 360deg photography and more are incredibly crucial in maintaining consistency across channels for brands that must maintain consistent branding and messaging across them all. By centralizing assets into one repository ensuring they're always easily available - with regular assessments, automated notifications and version control helping teams weed out outdated assets while keeping only up-to-date ones available to all users - asset archiving helps teams stay current while giving everyone access to current assets when needed.
6. Keep it safe
Digital assets of any business that serve to promote products or services require digital asset management systems (DAM). Otherwise, files could get misplaced or lost, with key personnel not having access to them.
Tagging digital assets with relevant metadata makes locating files much simpler, while version control tools ensure that anyone using one receives the latest version.
Businesses dealing with large volumes of files, regularly collaborate or operate under stringent compliance regulations are ideal candidates for adopting a DAM system. With its dynamic platform, these businesses can maximize productivity while eliminating the hassle of searching and accessing digital assets.
7. Keep it accessible
DAM systems allow administrators to grant file access based on roles and users who require it, ensuring digital assets only reach those intended to use them and that those needing to update files can do so easily without jeopardizing brand consistency and compliance.
DAM solutions also give teams a central hub to track all digital marketing materials related to a particular product or brand, making reusing existing media for creative projects simpler than ever before.
DAM platforms with text-to-speech technology, for instance, can automatically convert Word or PDF documents to accessible audio files for screen readers - an excellent way of providing accessibility and making sure all stakeholders can read your documentation and printed material.
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