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How to choose a digital asset management system

Digital asset management is an integral part of any business strategy. It can help streamline processes and improve the efficiency of your content management system. A digital asset management platform simplifies the content creation process by providing a central source of truth. It can help you improve collaboration and asset searching.

Digital asset management

Deciding on the right digital asset management system can be overwhelming. There are so many factors to consider when choosing a vendor. This guide will help you shop confidently and choose a digital asset management system that is suitable for your business model.

What should you consider when you choose a digital asset management system?

How to choose a digital asset management system

There are many factors to consider when comparing various digital asset management solutions. Before you start talking to potential partners, it is important to create a list of your digital asset management functional requirements and discuss the various features and functionalities that are available from each vendor.

  • User Interface: The UI is the part of the software that matters most to people. It should be designed to reflect the brand and should be easy to use.
  • User Experience: The user experience (UX) of the software is something that affects how people use it. This is the area where we look for feedback about the product’s features and how they make the system work.
  • What file types do the system support?  Does it allow you to store design files that are still in production such as TIFF or PSD files?
  • The flexibility to accommodate different types of users and keep up with the demands of your business. Are there are various types of storage options and how they can fit within your budget?
  • The ability to customize your metadata and import existing metadata within the DAM solution
  • Latest changes and future guide for building a digital asset management system: While it’s important to buy a solution that is already built-in, it’s also useful to know what elements and capabilities it has already delivered and the course it’s going. You can ask the vendor to provide a detailed road map.
  • Client support: What preparation, backing, and assets does the merchant give? Do they have a client local area? Will you have a devoted contact?
  • Vendor dependability: Stability is also important, as it can be volatile and can affect the development and operations of a company. The innovation area can be unpredictable, and the DAM system is no exemption. How long has the organization existed? Did they develop the product or did they obtain it?

Mistakes to Avoid and points to consider When Choosing a DAM System

How to choose a digital asset management system
  1. Identify your stakeholders first: Your stakeholders are the people who will be affected by the implementation of the system. It is important to know what they will be impacted by so that you can work with them to get them on board early on. Before you can implement a digital asset management system solution, make sure that everyone involved is fully aware of its benefits.

Getting buy-in early on is a key component of asset management success. This is because if people are using the system incorrectly, then it will not be great.

  1. Determine what you need and what you don’t need: Once you have a clear idea of who the users are going to be, it’s time to start thinking about the various needs that each group has. One of the great advantages of a digital asset management system is the ability to divide users and groups into various permission groups so they can dictate what they can do.

However, this approach doesn’t take into account the full control of digital asset management systems. For example, imagine that you want your marketing agency to have access to some of your brand logos and stock imagery, but that they would be very harmful to them if they also had access to other assets.

  1. Do you want to integrate existing tools into the system? When trying to get buy-in from your stakeholder, it’s important to consider the systems that your team already uses. There are many systems that can help you get the buy-in from your users.

Ideally, you should leverage existing systems such as your social media team’s existing platform. Can your team improve the efficiency of their creative processes through  an API integration? API allows developers to connect to the DAM’s endpoints and create custom integrations that take advantage of your existing system’s ( social media, design software, etc.) features.

  1. Put together a practical timeline: It can be hard to set a realistic timeline for a project like this, especially when you have multiple teams that all want the same thing. Take the time to make sure that everything is in place correctly.

Separating the phases into manageable steps can help minimize some of the pressure on the project team. It allows them to see the project moving along nicely, instead of just worrying about the end of the project.

  1. Pick a partner, not just a seller: As you narrow down the list of potential vendors, it is important to consider them as a whole, not just a product. This step will help you identify which vendor fits well with your goals and needs. How is their onboarding support for example, are they available 24/7? Are they willing to pay attention to the development of new features that are critical to you?

It’s important that the relationship is going to last for a long time. You should also consider the people component as well.

For more advice on asset management system deployment get in touch with Picvario. Picvario has a ready-to-use system suitable for any organization. The Picvario digital asset management platform is built to meet the needs of your team, so it can adapt to meet those needs as they change. 

Get real-time visibility into work and collaborate with your team through predefined reports and dashboards. When teams have clear communication around the work getting done, they can do more with less.

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