Incorporating a digital asset management (DAM) system into your business's repertoire of invaluable technological resources is a decision that will have a significant impact on marketing strategies. A DAM platform is the central source of truth for content that can help you improve cross-functional collaboration, automate manual tasks, simplify asset searching, and deliver a consistent brand across all channels.
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With so much at stake and so many vendors selling DAM systems, it's important to carefully consider your business priorities.
Questions for choosing the best DAM software
To prepare for your DAM decision, work with your marketing technology team to identify what you really need from a DAM system and vendor. You'll need to answer many questions, including what do you want to accomplish, what types of assets do you have, and what your plan is for metadata, and more.
What does the company want to accomplish with DAM?
Don't assume everyone at your organization has the same vision for a DAM system. Talk to your teams and leadership to clarify your shared goals. And don't forget to write them down. These discussions may bring forward multiple opportunities and pain points. If they all need to be addressed, try prioritizing them.
How many and what types of digital assets does the company have?
It's important to know how many assets you have to understand the scale of your implementation and ongoing maintenance. Your company probably has more digital assets than you realize. This is often the case without a central system that brings transparency to what content is out there.
Before you reach for the panic button, know that you don't need to solve this challenge just yet. You're not the first or last company to wonder how you're going to get your 10,000, 100,000, or one million assets organized. Use this info to help select your DAM system and provider, and ask vendors about how they've helped other organizations with similar situations.
You'll also want to know what types of digital assets your company has. Many companies start their search for a DAM solution because they need to get their photographs and other graphics files in order. But a DAM platform also supports video files, audio files, 360º images, Word and Excel documents, PDFs, presentations, and much more.
Knowing how many and what types of digital assets you have will help your team identify what key functionalities and integrations to look for in a DAM solution.
Will the DAM system replace an existing platform?
If your company is already using some form of DAM software, investigate how to migrate those assets in a new system. If you replace multiple systems or make-shift repositories, you'll need to get numerous parties on board and engaged with the new DAM solution to maximize its value.
Have you considered a plan for metadata?
Metadata is the information associated with digital assets that is used to catalog, manage, and search for assets. Strong and relevant metadata is vital because it determines how easily assets can be searched for and found.
Metadata development depends upon the context in which the assets will be used as well as the users themselves. Try to build a metadata structure that captures enough information to power a useful and effective search, but is also easy to maintain over time.
How will new digital asset management tools be used with current and changing workflows?
Centralization of assets in a DAM solution can provide increased efficiency and collaboration and should make working with digital assets a smooth and easy process. To ensure that this is the case, every company evaluating DAM software should determine how the new system will complement existing workflows.
Mapping your marketing technology is a helpful exercise to get your team thinking about your choices about technology, people, and processes.
Areas of focus when talking to DAM vendors
There are many things to think about as you compare different DAM solutions, and it can be confusing when some vendors seem to offer similar feature sets.
Here are the primary areas to focus on when you create your list of solution requirements and start talking to DAM providers.
The user interface (UI)
. How is the software designed? Do you want to be able to configure the UI to reflect your brand? Is neutral styling that's optimized for usability important?
The user experience (UX)
. Does the software make it easy for your teams to accomplish their work? Are actions intuitive? Does the software offer a familiar and useful search experience?
File types supported
. Does the system support the file types you need? What file types have image previews? Can you preview audio and video files in the system?
Users, licenses, and storage
. Do you have flexibility in the number and types of users? Will storage capacity scale with your business growth?
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. How does the system support metadata? Can you customize your metadata and, if so, how? What types of metadata fields are available? Can you import existing metadata? Does metadata travel with the file as it leaves the system?
Recent changes and future roadmap
. While you shouldn't purchase a DAM system based on what they plan to do, it is helpful to know what features and functionality they've recently released and the direction the software is heading.
Customer service
. What training, support, and resources does the vendor provide? Do they have a user community? Will you have a dedicated contact?
Company stability
. The technology sector can be a volatile place, and DAM is no exception. How long has the company been around? Did they build the software or did they acquire it?
Choosing and implementing a DAM system is a big ' and important ' investment for any organization. It will take a lot of planning and work, but know that you'll gain so much in return ' just like the businesses that have done it before you.
To understand more about what to look for and to start your search, download our DAM Evaluation Toolkit. This step-by-step guide is filled with key questions to consider and exercises to help you find the right DAM solution for your business. And if you're interested in seeing Acquia DAM (Widen) in action, request, watch, or click through a demo today.
Note: This article was originally published on Widen.com.
Do you need a digital asset management (DAM) solution for your AEC firm? With so many DAM software options available, selecting the most suitable one can feel overwhelming. That's why, as leaders in the DAM space, we've crafted this comprehensive buyer's guide and buyer's checklist to help you navigate the complexities of DAM software selection.
In this guide, we'll walk you through what you need to look for when comparing DAM software solutions. We'll take a look at key features, such as functionality, performance, compatibility, cost, and more. By the end of this guide, you'll have a solid understanding of what to look for and how to make an informed decision based on your needs.
How to Compare Digital Asset Management Software
Navigating the DAM software market as a first-time buyer can be a difficult task. With many solutions available, each with its own set of features, it's easy to feel lost. Exploring common features will help you manage the buying process.
Capabilities
Your DAM serves as a central repository for all your digital assets, making it easy for your team and stakeholders to access them. It's important to make sure that the DAM you choose fits well with your existing workflows because each business has different needs and structures for managing files and assets. When comparing DAM software, verify that the platform and its features fully support your current workflow and meet your requirements.
Functionality
When searching for the right DAM system, ensure it offers the necessary features to meet your needs. Paying for unnecessary features is not only a waste of resources but can also complicate the user experience. Therefore, understanding how your team needs to use the DAM will make selecting the right one easier.
An effective DAM tool should provide robust file management capabilities, including features like:
Additionally, some systems offer metadata options, allowing businesses to describe and identify files with relevant information.
Integration with your favorite tools is another important factor to consider when searching for a DAM. Your DAM software should seamlessly integrate with other systems used by your organization. Integrations simplify how you manage digital assets across your programs and make it easier to create a process that saves your team time.
Ease of Use
The ease of use of the DAM system should also be taken into account. An intuitive interface is helpful for user adoption and productivity as it provides easy navigation and efficient asset management without needing lots of training. Besides, spending hours trying to figure out how to use the software can become counterproductive and frustrating.
Choosing DAM software that is user-friendly allows you to navigate and use the system effortlessly. It streamlines asset management operations by giving users easy access to features like:
The ease of use provided by such a system streamlines workflows reduces frustration, and minimizes the learning curve, ultimately facilitating smoother adaptation and integration into existing workflows.
Performance
Performance is another important factor. It directly impacts the satisfaction of end users, administrators, and consumers. This means that the solution should be thoughtfully designed with performance criteria in mind from the start, considering factors such as speed, responsiveness, scalability, and efficiency.
Although many elements impact performance, some key factors that affect performance include:
By selecting the right solution, you can effectively address your DAM requirements and design it in a way that achieves your desired level of performance.
Compatibility
Some DAM platforms are optimized for specific hardware or software types. When choosing a DAM tool, it's important to evaluate its compatibility with your existing hardware, software, and devices. This may include:
Failing to do so could result in costly upgrades or limitations in accessing important files.
Moreover, some DAM solutions also offer aec-specific integrations with other systems that help you get the most out of the software. Therefore, thoroughly checking system compatibility is necessary before making a purchase decision to ensure the tool truly works in a way that's aligned to how your team functions.
Getting in touch with a DAM expert can be helpful to verify that the system you are considering can seamlessly integrate with your current infrastructure. This will help ensure that the software you choose aligns with your needs.
Support
How is the DAM provider supporting you before, during, and after onboarding? As you conduct your search for potential DAM vendors that meet your functional requirements, an important factor to look at is customer support. You'll want a provider that offers high-quality customer support that is responsive when you need assistance. Their ability to promptly address software-related issues will help you avoid unexpected roadblocks.
A reputable DAM provider should offer a range of services, including implementation, consulting, training, and ongoing support. Their Customer Success Team is responsible for assisting you with the software and setting up initial configurations. Prioritizing a vendor with a robust support system ensures a smooth onboarding process and ongoing help as you maximize the value of the DAM software.
Security
Safeguarding private information and brand materials from unauthorized access is very important when looking for a DAM system. Considering the value of your digital assets, it is a must to store them in a secure and protected DAM system.
When selecting a DAM solution, choose products that offer robust security features. This may include:
Additionally, DAM features with security as a top focus should include:
Access control features are essential if you prefer to have greater control over security. You and other authorized users should have the ability to determine the visibility of assets'whether they are public, private, or accessible through invitation-only access.
By leveraging these smart security features, DAM software helps organizations maintain strict access control and protect sensitive information.
Customization
Every company has unique requirements, making it unlikely for any DAM platform to be configured for your business out of the box. Therefore, choose a DAM system that offers easy customization options to tailor it to your business. The ability to customize your DAM system ensures that it aligns with your operations, making it easy to use.
Some customizable elements to look out for include:
Customizable templates let users make edits to the text, individual contact information, layout, images, and more, even if they have very little design experience. Additionally, the ability to customize assets lets you optimize searchability within your DAM tool. This entails customizable tags, naming, and metadata to ensure assets are easily discoverable and effectively organized within the system.
Lastly, customizable integrations through an API allow your DAM system to seamlessly communicate with other systems. By using integrations that fit your requirements, you can create a connected digital ecosystem that brings together your various tools, analytics, and users in a single platform.
Customizing important elements in your DAM platform, like keywords and fields, based on your company's needs, improves asset accessibility and usage across different applications. By adapting these elements to your processes, users can easily find and use assets, leading to smoother workflows and increased productivity.
Cost
The pricing of DAM software can vary significantly, ranging from under $350 to over $250,000 per year. However, the actual DAM cost depends on several factors, such as:
The functional differences among these factors can result in a wide range of pricing options that might come as a surprise.
In recent years, there has been an upward trend in pricing due to the growing recognition of the value DAM software brings to businesses. This increased demand may continue to drive overall prices higher. However, specific price quotes can be influenced by various factors unique to each software provider.
Therefore, when exploring pricing options, it is important to examine these factors carefully and evaluate the features and services included in each package to determine the best fit for your organization's needs and budget.
Find more information on DAM software costs by getting a quote to find the most accurate price for your company.
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Selecting the right DAM software may pose a challenge, but the effort invested is worthwhile. A top DAM tool has the potential to not only enhance productivity but also drive growth to new heights. DAM solutions with advanced capabilities, such as the high-quality features OpenAsset offers, can revolutionize creative work, making it easier, more efficient, and ultimately more effective.
OpenAsset, the industry-leading DAM designed specifically for AEC and real estate professionals, combines all the necessary features and functionalities of a DAM within a single platform. To gain valuable insights and expert guidance tailored to your team's requirements, review our DAM Buyer's Guide Checklist and then reach out to our asset management experts to schedule a demo. Experience for yourself how a DAM tool can elevate your creative workflow and unlock new possibilities.
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