Managing Digital Assets Successfully: Four Essential Steps
There are surveys that reveal only half of the Digital Assets Management (DAM) programs get implemented successfully. At the same time, a successful DAM can help you save a lot of time and streamline your workflow. Let us take a peek at four vital points that will aid you and your business in implementing DAM successfully.
You need to analyze your workflow to figure out the areas of concerned and the issues that lead to them. Identifying the basic of your DAM requirement is important. It can be creation of archives, localizing work and data, compliance, collaboration, or publishing. It can also be a combination of all of these or some. Sometimes, you may need a DAM for content collaboration. There may be requirements based on manual image outputting in various formats. DAM can also address the need to provide rights to access for people within your organization or external partners of yours. You need to locate the manual work that your business is taking up and establish whether or not they can be automated. Then there is the need to identify if your DAM installation is cloud-based and departmental, or it comprises of a much larger group who will use the system in store.
You will need to mark down all of the above points. Get the views of the people who produce content and those who consume content on how they would ideally like to share or find the digital assets. In essence, zero-in on what exactly you want from your DAM. Every usage has requirements of its own. Create a map of all the possibilities a system can offer which will help you to find the most suitable vendor for your business.
Your business nomenclature
If the best of your assets are not tagged appropriately with metadata, the chances of locating the asset consistently for reuse are absolutely none. DAM searches content on the basis of its respective tagging. And, metadata or tags are business or company specific. Thus, you need to have a metadata strategy in case you do not have an existing one.
Utilizing your DAM system to locate content based on keyword calls for the identification of tags that sync with your content. These tags can be an amalgamation of terms that are particular to your company and the common terminology that pertains to the industry. Though some metadata is populated automatically, metadata of higher value has to be generated manually by users.
It is of utmost importance that all the metadata and tagging work is carried out before you implement the DAM system. If you do it after DAM installation, you are bound to invite more trouble.
This is an area which needs your maximum attention and contribution. Every piece of content in your system has to be tagged. While assigning a tag and metadata to the new content is simple, addition of metadata to your existing content is where the challenge truly lies. Some DAM software have system integration in place to help you overcome this challenge. If not, then resources and a coordinator have to be assigned for the same. Depending on the amount of assets that have to be ingested, DAM installations can take two or three months for smaller departments, and up to ten months or more when the setup is larger.
It changes how you worked in the past. It is not easy to take it forward and its complexity should never be overlooked.
Training is essential
As any DAM implementation changes your work structure, your workforce must be trained for these changes. Assign a caretaker of your DAM and also find someone adept, who can conduct the training. For this, you can opt from someone within your organization or choose an external vendor. Either of them have some advantages for you.
When carried out internally, it provides you a person or a team who are absolute masters of the DAM system. When you take the help of an external vendor, you save time as the process speeds up.
Irrespective of what steps you take, the primary reason for failure of a DAM system is that your work process undergoes a change, and change is not always rapid. The idea is to make your users remember how they can use the DAM system and not fall back on local storage of assets. When that happens, the whole DAM system goes for a toss and you are practically back to where you were, and that means you do not know where your assets are located.
Source: MarTech Advisor