Digital Asset Management - Do you really need it?

Are you interested in Digital Asset Management (DAM) or maybe considering to implement a DAM system at your company? If the answer is yes, you are well on your way to make your organisation more dynamic and efficient. With the help of a professional solution you can streamline and accomplish your brand identity, break up data silos and develop your full potential for digitisation. Read on to learn how.

In this day and age, digital content such as images, videos, audio or text is at the heart of the communication activities of every successful brand. It is the strategic priority of large companies holding vast amounts of digital content to use their valuable assets efficiently and at the highest possible standards. This requirement creates various challenges for the decision makers which must be met reliably and efficiently in order to reach, keep or even surpass the high quality needed for a successful brand positioning.

The key issues are:

How do I deal with different channels?

Nowadays, content has to be available in different forms, for example optimised for use on laptops, desktops, tablets and smartphones. In the course of digitisation, technologies such as e-commerce platforms, chatbots, interactive voice response systems, kiosks or augmented reality devices are gaining in importance.

The consumers of content however look for a consistently positive experience across all channels. They expect the content to be available at any time and everywhere, at a high quality, in a context-specific and customised manner.

How do I get rid of my data silos?

As a result of the large amounts of content and their many types and formats, the data silos that are building up over the years are becoming highly unmanageable. These complex storage and solution structures are spread across different locations and technologies. Digital content is for example distributed and elaborately structured according to file size, type of media, quality or other criteria.

Sometimes, businesses opt for an “interim solution” to this problem by misappropriating a small-scale document management system to store their vast collections of image and video material. Since images and videos often have large file sizes and are difficult to process, these systems tend to collapse from the high workload. In the worst case this happens right at the time when the assets are needed most urgently.

How can I avoid mistakes and a loss of control?

It has never been easier to create, edit and publish content. Marketers, PR professionals, graphic artists and designers as well as partners and external collaborators are willing and able to work with a high level of autonomy and flexibility. However, this easily leads to mistakes and may well result in a loss of control over the use of digital content.

Implementing standardised processes and workflows such as reviews, approvals or releases of modifications therefore becomes a necessity. Handling these processes manually or via email typically results in significant inefficiencies. Automation is a way to avoid this type of mistake – but only on condition that the right tools are in place to make use of the potential for improvement.

Can Digital Asset Management software help?

Digital Asset Management solutions are nowadays clever, dynamic and collaborative platforms that go far beyond the scope of purely storing data. A professional Enterprise DAM system has everything you need to consolidate your digital media on a central, user-friendly, continually available and secure platform. As a result you will find your image, video and audio files as well as your documents quickly, you can use them consistently, manage and edit them easily and release or share them comfortably.

Different departments such as Marketing, Sales, IT, Brand Management and Design can collaborate quickly and easily across the individual units: DAM describes and controls the rules, processes and workflows that are needed to do so.

Example: Fabasoft DAM is a central collaboration platform

Digital assets can be automatically customised for various purposes and target formats. Making them available for employees, partners, customers or other IT systems that are integrated with the DAM is easy, quick and scalable.

The benefits of using a Digital Asset Management solution are obvious: Duplicates, inconsistencies in brand identity, chaotic data, unnecessarily occupied disk storage, loss of control and problems of availability belong to the past. Automation is finally possible.

What is the added value for my company?

From the viewpoint of competitiveness, companies of all industries and sizes should aim at handling their business processes as effectively as possible. With a Digital Asset Management system, the content owned by a company can be exploited efficiently to create added value for the organisation. Sophisticated DAM solutions make it easy to use expensive content in several ways.

For example, intelligent keywords and metadata definitions can be used to search for the required file with precision. Finding a needle in the haystack turns into a matter of seconds. As a consequence, companies are saving the only irreplaceable resource: Time.

Conclusion – Do I need Digital Asset Management?

As long as you work with a very small team or use digital content very rarely you will not need a DAM system yet. The same is true if a simple file-based storage system is adequate for your company and its content activities.

In all other cases, the answers to the following fifteen questions will help you with your decision:





1 Is it a high priority to your organization to provide a consistent brand experience to your customers?  


2 Do you use your digital assets such as image, video, audio or text on a daily basis?  


3 Does your company have different IT systems that need to access content?  


4 Do different users need to access content, maybe even across departments?  


5 Do you often need to share your content with external people?  


6 Is content delivered to you by external persons (e.g. by photographers)?  


7 Does your company use high-resolution images and videos?    
8 Do you want to search for and find content faster?    
9 Have your colleagues ever felt frustrated because they couldn’t find important files?    
10 Do you want to use specific metadata fields or efficient keywords?    
11 Do you want to define and use workflows for content?    
12 Is your company operating on a global level, and do you therefore have to scale your content?    
13 Do you want to avoid legal problems regarding licence and usage rights?    
14 Do you spend more time on sorting data than on your core activities?    
15 Does your company manage more than 20,000 content files in total?    



If you have answered three or more questions with “Yes”, it is time for you to request a professional DAM solution.

Fabasoft DAM is THE powerful and easy-to-use Enterprise Digital Asset Management solution in the Cloud!


If you still need to convince the stakeholders of your company to use Digital Asset Management, my blog post about the 25 top benefits of a DAM system may help you with your arguments: The 25 top benefits of Digital Asset Management

Lots of businesses are moving their enterprise solutions to the Cloud. There is things to consider. Read my previous blog post about security and trust in the Cloud and why an integrated view on information security is of vital importance to the providers of Cloud-based solutions: Security in the Cloud — Is that possible at all?