5 Best Practices for Setting Up and Maintaining a DAM System

In the world of digital asset management (DAM), there are general best practices recommended for setting up and maintaining a DAM system. Following these lessons from those who've done this before can help avoid the struggles they have faced. Here are five best practices to be aware of.

1. Audit your assets
Auditing your assets before and after implementing a DAM is essential. It gives a complete picture of all file types you have and how they are used, including who creates them, who has access to them and how they are used. It also helps eliminate duplicates and outdated versions before they clutter up the DAM. Regular audits are a fundamental step in maintaining it, and quarterly audits are ideal. During audits, look out for metadata standards, naming conventions, asset locations, sizes, formats and unused or outdated assets. Evaluating your assets by how much value they provide will be an ongoing activity for the life of your DAM.

2. Standardize naming conventions
Standardized naming conventions are key for searchability. Focus on ensuring that file names are easy to understand and indicate the nature of the asset. However, don't try to fit all the most important metadata into the file name as this can be confusing. Be as concise as possible while still giving users visibility to the content. Be mindful of how the user interface of your DAM may truncate file names on varying screen sizes.

3. Define user roles
Using role-based permissioning helps maintain control and order. Setting permissions at the individual user level can get out of control quickly. Basic role sets typically include administrators, DAM Managers/Librarians, creators, consumers and viewers. Restrict user access by factors such as geographic regions, departments and product lines. Audit roles occasionally and see if any can be consolidated.

4. Train new and experienced users
Training is always prioritized when a new DAM is launched. It must be tailored to each type of user role to make sure they only have to learn what's useful for their needs and access level. It's essential to avoid overwhelming people with details they don't need to know. Depending on resource availability, consider a “train the trainer” model. User training isn't complete once your DAM is up and running. Provide refresher training regularly and update documentation as needed. At a minimum, users should always know who to contact with questions and how to reach them.

5. Analytics and people
Regularly using the analytics available to monitor your DAM will ensure you're getting the maximum value from it. Get insight into usage, downloads, search terms, and more. Don't only rely on analytics. Talk to your users regularly and have a platform for feedback. Take action on the feedback whenever possible, and follow up with those who provided it.

The DAM is a living system, constantly evolving, and it needs continuous care. There's a theme of regular audits and communication in these best practices. Being diligent about scheduling audits and having frequent communication with users will get you back on track.

Originally reported by Martech: https://martech.org/the-5-best-practices-of-digital-asset-management/
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