How To Effectively Utilize Digital Asset Management Software?

Digital asset management software allows business owners to store, share and manage their digital content from a centralized location. Digital content may include videos, photos, graphics, and audio files.

Using this software can help organizations to sort and organize their assets in multiple ways with an internet connection. This tool also enhances the security of your assets because it has additional security features.

This article explores the best practices for using digital asset management software for your business.

Conduct An Asset Audit

Enrolling your existing assets is essential in implementing digital asset management software. The audit will help you understand your assets, their type, and their use in the business.

An asset audit will help you design your objectives which helps determine which asset management tool best meets your business needs.

Conducting an asset audit is an important step, even if you have a digital asset management system already in place. An audit will guide you toward understanding the potential challenges with digital asset management systems and help you stay equipped with strategies to fix them.

Embrace Automation To Eliminate Errors

Most digital asset management software challenges arise from human errors. It only takes a single employee to misplace a file, and the system might begin to fall apart. Unfortunately, mistakes happen as it’s easy to forget to add particular metadata when uploading files to the system.

Fortunately, most human errors are solvable with technology and automation. You can automate your digital asset management and reduce the potential for human errors. Artificial Intelligence helps business owners eliminate problems like file duplication, similar assets, and auto-tag assets so that system users easily find them.

Collaborate On Files Within Your Digital Asset Management Software

This software comes with the ability to collaborate in context. Instead of relying on endless streams of emails which can be tiring. Take advantage of your digital asset management software’s inbuilt collaboration tools to enhance real-time asset communication.

You can use various online proofing software to collect feedback for effective digital asset management.

Collaborating with your files will come with myriad benefits, including the ability to deliver projects faster, reducing the number of mistakes made by team members, increasing the consistency of your output, and transparency since everyone within the organization understands their responsibilities.

Take Advantage Of Roles And Permissions For An Extra Layer Of Security

Roles and permissions can be beneficial if your organization has many departments and roles. These have various benefits for your business operations, including making it easier to use your digital asset management and providing an added layer of security.

For instance, with roles and permissions, you can limit team-specific assets so that they are not accessible by non-team members.

Use Automated Workflows To Save Time

Everyone is always talking about automation in business; if you have yet to adopt automation, you are being left out. You can automate tedious business processes with the right digital asset management software.

For instance, automating tasks like image conversion to different formats can help to save your team more time to carry out other productive business tasks.

If your assets are well delivered into the system, system changes can be made from a central location, and these changes will automatically reflect on apps and websites.

Conduct Periodic Asset Audits

Let’s face the reality that mistakes continue to happen even if you implement the smartest AI, as it might not catch every mistake. This is because this software is a live system that continues to grow with the growing needs of the business.

But it is possible to identify any mistakes and eliminate any errors associated with duplication, file names, and permissions within the system.

Manage Copyrights

Business owners do not need to license all their assets. However, there is a possibility that you will use some visuals that require licensing. Your business might face potential legal issues if the copyrights are not adequately managed.

You can choose from online digital asset management platforms that allow you to manage copyrights directly from the system. For example, good digital asset management software can help you set license expiration dates to ensure that assets are used appropriately.

Sound digital asset management software contains alert capabilities that can help alert team members of any close license expiration.

Set Up Naming Conventions

Another aspect of digital asset management is an appropriate file naming system. A single mistake in the name of a file could hurt the system despite automation.

Keeping your naming conventions structured will help your team as members will quickly locate the company’s assets. If you leave names to everyone, the system will experience chaos as everyone has a different thought pattern.

But setting up a naming convention should not be difficult as it should be based on the company’s workflows. Ensure that file names are easily understood and related to the asset.

Leverage Analytics

Organizations benefit significantly from adopting this software that provides analytics. This kind of software simplifies the process of finding required assets whenever needed.

This software also informs the business owner of the condition of an asset, including when it was last used, by whom, and for what purpose.

Make sure your organization uses these analytics positively to improve asset performance. For instance, if the analytics reveal that an asset hasn’t used over a certain period, it would be possible to use data to determine the reason and make the necessary modifications.

Reporting features vary from one digital asset management system to another, but your team can enjoy this data while making decisions on content creation.

Final Thoughts

With most companies adopting technology, digital asset management software is necessary. A digital asset management system is crucial for business performance since it helps store, retrieve, and organize files, making it easier for employees to find them.

But following best practices makes using your digital asset management software easier as it gives you control over your company’s resources. There are a variety of companies offering digital asset management software with different capabilities.

However, before selecting any asset management software for your business, you must set clear objectives on what your business needs to achieve, making it easier to identify your business needs.

Since a one size fits all digital asset management software that can work for your organization doesn’t exist. The total value of such software can only be realized if configurations align with the company’s goals.