10 tips on how to create an efficient and dynamic Digital Asset Management system

Posted: 14 October 2013
In our blog article for this week we have 10 bite size tips to further enable the team to make full use of a dynamic Digital Asset Management system.

search_2Once a Digital Asset Management system is up and running, the hard work truly begins! Tailor a DAM system so that it is intuitive for users by following these 10 bite size tips:

1. De-clutter steps & processes

One of the biggest challenge is to get the team to fully engross the system into their daily routine. The aim is to replace any time-consuming procedures and de-clutter the steps it takes to request and approve brand assets for marketing campaigns or other collateral.

2. Identify the main user group

Establish the main user groups that will mostly be engaging with the Digital Asset Management system. Research and understand fully how they will use the system what their main needs and requirements are. That way a more tailored system suits the needs of the team will be in place.

3. Group all brand assets into well-defined catalogues

Strategically place branded assets in group specific catalogues for example by subject (seasonal marketing campaign), process (archiving), and file type (TIFF) or security (password protected assets). A well-defined process will help maximise efficiency. point_3

4. It’s all about Metadata

Data about data is highly important. Metadata will govern the DAM system and describe the association of brand assets more accurately. Users can easily locate the brand assets required. A DAM system is only as good as its metadata.

5. Ensure that all brand assets have keywords

When brand assets have keyword associations they are much more accessible and easy to find. Keywords enable users to search and locate files swiftly. Keywords are assigned to an asset by linking the most common words that describe a specific asset, so users can search in organised categories for efficient collaboration.

6. Establish a clear naming structure

When uploading, migrating or renaming brand assets, ensure that there is a file naming convention to all the assets. Avoid any abbreviations and ensure that file name rules are cross compatible between operating systems i.e. Mac and Windows etc.

7. Ensure that frequently utilised assets are easily accessible

It's also good to offer direct page links to the most commonly accessed sub-categories. For example if the 'Materials' category has a sub-category called 'typeface', some users might be jumping straight into these sub-categories. So have a prominent column on the welcome page to give users immediate access to what is most important to them.

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8. Searchable folder names

Naming folders accurately will further support users to engage and adapt to the DAM system. When brand assets become easy to locate, the DAM system is more intuitive. This will ensure an organised Digital Asset Management system that users are willing to engage with and generates a smooth workflow.

9. Avoid excessive classifications

Try to avoid users searching deep for assets as this could decrease productivity. The aim should be to have a simple and user-friendly DAM system from the get-go.

10. Backup the DAM system

Unfortunately accidents do happen. Network and storage server failure at the most inappropriate moment, are common occurrences. This is why a regular integrated backup strategy is essential.

We hope these tips offer some guidance in implementing a dynamic Digital Asset Management system. If you would like to see how effective a Brand Centre solution can be for your brand, please get in touch to arrange a demo.

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