Digital Asset Management

Digital asset management software allows organizations to store and manage all digital content in one central location. In particular, media files such as images, videos, music and text files as well as other digital documents can be better organized, more quickly retrieved and distributed to other users and systems in a digital asset management system.

One central database for all media files provides employees with access to the files that are relevant to them across locations. Likewise, external partners, clients, freelancers, and agencies can have controlled access to the system and the files that are relevant to them.

DAM software can be used as a pure image database or archive. However, extensive interfaces to other systems advance the digital asset management system to the central content hub across different departments in the company. Automated workflows simplify the tedious maintenance of images, videos and other creative content in the various systems such as PIM, ERP or CMS: for uniform brand management, efficient e-commerce, easy creation of advertising materials and more.

Our digital asset management definition sees the Cavok DAM as collaboration software and integration platform and central exchange point of all digital assets.

Digital assets are understood to be all digital files. For example, classic media assets are photos, graphics, videos or audio files, but also text files, PowerPoint presentations, layouts and PDF documents. Digital asset management software can handle a variety of content and file formats. A big advantage of the Cavok DAM solution: not every user needs the appropriate program license of e.g. Adobe InDesign or Photoshop to be able to preview and comment on the creative media asset.

In a DAM system, you can map the complete life cycle of an asset. From content creation, through the correction and approval loops, to publishing, subsequent archiving, and the reuse of content later.

Metadata is additional information about an asset. Simple metadata that users of a classic folder structure are familiar with include the file name, format, size of the file, and last modified date. DAM software stores additional metadata on individual assets and their versions. By using metadata, users can get away from a classic hierarchical folder structure and significantly speed up the search for files and creative assets.

This can include classic metadata standards such as IPTC, XMP or Exif, which provide technical information about an image file: Who took the picture? With what equipment? At what location was the photo shot? What are the aperture, exposure time or ISO settings? The Cavok DAM can also include individual metadata fields customized to the company, such as the keywords (tags) describing the content of the picture, the item number of the product pictured and other product information or the usage rights for the file.

DAM or MAM - the two terms are largely used interchangeably. Both systems ensure that users can easily find and access images, videos, and other assets. Media asset management specializes primarily in media content such as video, pictures, and audio assets. Digital asset management, on the other hand, can store and better organize any digital file format, not just pure media files.

Image database software, as the name suggests, is designed for organizing and managing images and photos. Digital Asset Management offers more features, such as storing more file formats and the integration with other systems. However, you can also use a slim DAM system as pure image database or archiving software and add additional features as needed.

Digital asset management software is used in different organizations across all industries that need to manage many digital assets. It does not matter if a single department, a small to medium sized business or a large corporation uses Digital Asset Management. Regardless of the size, there is a suitable DAM solution for every company. Marketing and PR departments benefit just as much as agencies and the advertising industry from a DAM solution for managing digital assets. But also, the printing industry, publishing houses or online store operators are predestined industries for the use of classic DAM software functions.

View reference reports from various industries

The introduction of DAM software is particularly worthwhile for any company that needs to manage and organize many digital assets. Due to the increasing number of channels through which one's own target group can be addressed, the number of required assets increases, especially in marketing. Even a good website is indispensable for almost every company nowadays and needs images and other visual elements to convince visitors. In addition to internal employees from various departments, freelancers, agencies or partners are also needed to access the digital assets. DAM software helps to keep track of all digital assets, to make them available to the relevant people securely and regardless of location, and especially to find them faster. This saves employees valuable time in managing the files, which they can put to good use elsewhere.

1. Central storage and management of all digital assets in one place. Especially with large amounts of data that many different people work with, a DAM platform makes it easier to keep track of everything.
2. By using metadata and clever search and filter functions, users can find images, videos and other digital documents quickly and easily.
3. Other systems, such as the PIM, ERP or website can be easily connected via interfaces. With automated workflows, companies can thus save a lot of time and reduce sources of error.
4. Correction loops and approval processes can be organized more efficiently through defined workflows and working on one and the same file.
5. Changes are made only to the original file and are automatically propagated to other systems. This avoids countless file duplicates.
6. Fewer duplicates on the server save storage space.
7. When image rights expire, a DAM system can alert users and prevent expensive licensing errors.
8. Extensive access and usage rights ensure that users can only view and access assets that are relevant to them.
9. Files can be shared securely, quickly, and easily with multiple users via links - without cluttering mailboxes with attachments or using file hosting services like WeTransfer.
10. Digital asset management automatically handles the conversion to the desired format without the need for the appropriate, for example, Adobe program license

Digital Asset Management is available as an on-premise or SaaS solution. DAM on-premise means that the data is stored on the company's own servers. This storage option has many advantages, but your organization must have the necessary server hardware. For smaller companies, NAS systems, for example, offer a cost-effective option here. Companies that have an unstable Internet connection also benefit from an on-premise solution.

SaaS means that the DAM provider takes care of hosting the data. Your company does not have to take care of its own hardware, but hands over the responsibility to the provider. If the assets are thereby stored in the cloud of the hyperscalers AWS, Google or Micorsoft Azure - i.e. on US servers - this can collide with your company's IT policy and cause problems in terms of data protection and security. Alternatively, you should make sure that the data is stored on servers in Germany or the EU.

When choosing the right digital asset management software for your organization, you should first identify and prioritize the requirements you have for a DAM system. To do this, identify the key users within your organization and discuss what features and workflows would make their day-to-day work easier. With this list of desired features, you can start talking to different DAM vendors and evaluate how the system fits your needs. Testing different demo versions will also help you compare them directly and see if you like the look and feel of the software. For more tips to help you compare digital asset management, see our article "How to choose the right DAM system? ".

Good DAM software is not free. While there are some free open source DAM systems available on the market, you have to factor in your own resources and the time of your staff for setup and support during operation as hidden costs. Between commercial DAM systems, there are large differences in price. A platform that may seem inexpensive at first glance may not offer all the desired functions, or they may cost a lot more. So when choosing the right DAM system, you should get an overview of the different offers and pay attention to what they include when comparing prices.