When it comes to running a business, you’ll soon discover that many aspects require special attention and analysis. Digital asset management refers to the process of organizing a company’s digital possessions. This includes the logo, images, whitepapers, case studies, and several other types of content. Since they are valuable to a business, it becomes super essential to store and supervise them. This is why we’re going to introduce you to some amazing tips on managing digital assets.
1. Build a Library
It can be hard to find important files if you do not have a centralized folder that holds all the necessary data. Additionally, it also increases the chances of misplacing documents that carry essential information. So, brands must build a library and keep everything in one place. However, if you want to make the process even more streamlined, it is best to go with the less is more mantra. This way, you can provide limited data access to different employees.
2. Keep Security on Top of The Checklist
Whether it is a business card or a company’s PDF, every digital asset is equally valuable. Therefore, it is very important to protect them. Ensure you invest a good amount of time into giving password-protected access to your files and folders. Additionally, keep changing the passwords regularly. This ensures that the ex-employees do not have a trace of information regarding your company.
Most often, it becomes time-consuming for employees to navigate through hundreds of files and folders just to find one image. Therefore, to avoid any confusion, ensure that you manage and sort the content most simply.
Without a concrete digital asset management system, your company’s sensitive data can be at stake. Therefore, it becomes important to keep a check on the employees who have access to the files. If you’d like to manage your brand assets, then the best way to do so is by investing in software that makes the process much easier to navigate. You’ll find that there are credible options online that you must look into.
This includes adding dates, tags, keywords and having an optimal folder hierarchy that makes it easy to personalize the content. This can later be utilized by the other members of the team as well.
4. Use Company-Approved Templates
Whether it is a PowerPoint presentation or a Word document, each business or company has a strict structure that needs to be followed. The best thing about these structures is that they are pre-built, and thus your employees won’t have to rework them time and again. It also keeps them away from committing major blunders.
Despite having a company-approved template, there is always room to add a little twist and personalize the presentations or documents.
5. Get Rid of Old Content
It is essential to update the current assets and keep them readily available. However, many companies do not feel the need to get rid of outdated information. They overload the systems, which ultimately hits the productivity of their employees.
The main aim of a digital asset management system is to help your team find data quickly. But when the system is overloaded with unwanted data, it can turn out to be a huge barrier when it comes to meeting deadlines and task completion. Additionally, it also takes up a lot of space which further slows down the search effectiveness.
6. Consult Your Team
Before launching a DAM system for your organization, it is better to talk to your employees about it. This will clarify their doubts, and they will have a better insight into how it works. Additionally, walk them through any guideline which will encourage them to work smartly while using shared folders. Give them a brief on who all can access different files and folders to avoid any confusion.
7. Maintenance is The Key
Once your digital asset management system is all set to work, you need to keep it maintained. It helps with the detection of minor problems and prevents them from turning into a huge mess. Since digital assets will never stop growing, it is also advised to remain updated with technology and possible threats.
A digital asset management system helps organizations take control over important data in real-time. It enables delivering the right content to the right people. Additionally, the employees can easily track and check if the system is working efficiently. If you are thinking of integrating it into your organization, take help from the steps mentioned above.