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Q: The Ultimate Guide to Enterprise Digital Asset Management

A:

In today’s workplace, digital content reigns king. Photographers, videographers, and designers are no longer the only professions where the creation, exchange and sharing of digital assets is a necessity. Modern enterprises across the world need reliable digital systems to keep up with the ever-increasing volume, diversity and strategic importance of digital assets in today’s business landscape. Introducing: Digital Asset Management. 

Digital Asset Management (DAM) is the process of storing, organizing and accessing content effortlessly. DAM software can help enterprises upload and store photos, videos and other creative assets in one easy-access digital space to ensure everyone can source content when they need it, wherever they need it. Additionally, DAM software systems provide businesses with platforms to manage digital assets throughout their entire lifecycle, from creation to distribution to archiving. 

DAM systems empower enterprises to organize, store, search, retrieve and share assets, enabling organizational collaboration, brand consistency, brand management and efficient workflows. 

However, not all DAM software is created equal, and finding a partner in a DAM provider will take some time and research. Whether you’re completely new to DAM or a seasoned professional who is in the market to transform your team’s content workflow by partnering with a new DAM software provider, PhotoShelter is here to help. We know that finding the right DAM system is imperative to ensuring your enterprise is equipped to manage and maximize its digital assets to stay ahead – and stay competitive. 

Read on for our ultimate guide to Enterprise Digital Asset Management. 

What’s Enterprise Digital Asset Management? 

Enterprise DAM platforms are comprehensive solutions designed to organize, store, retrieve, and distribute digital assets within a large-scale organizational framework. Digital assets include a large range of media files, like images, video, audio clips, documents, and other multimedia content that’s crucial for creative organizations. DAM software is the best solution to store, organize, and share content effortlessly and at scale. PhotoShelter’s Digital Asset Management system options can help support modern creative enterprises as they navigate the ever-evolving digital landscape. 

How can a Digital Asset Management system benefit enterprise workflows? 

As organizations grow, so do their business needs – alongside the large volume of digital assets multiplying exponentially – making it essential to have robust DAM software to rely on. And critical components for larger enterprises like high-functioning data safety and security features, are baked into Enterprise DAM systems; whereas they may not be for individual digital asset management platforms. DAM systems can help enterprises: 

  • Manage large volumes of digital assets 
    • The right DAM system can empower organizations to efficiently manage large volumes of digital assets. With key features like advanced metadata tagging, and categorization and automated workflows, DAM systems help streamline asset management per brand guidelines, allowing for seamless collaboration and optimized productivity. 
  • Save time and improve productivity with consistent brand management 
    • Streamline the creative process and ensure consistent brand appearance: Leveraging a DAM system can empower you and your team to streamline the creative process, expedite content creation, abide by brand guidelines and increase speed to market. 
      • For instance, PhotoShelter provides Custom Design Templates, making it easy for anyone to build on-brand graphics and ensure brand consistency without stealing time from in-house designers. 
      • With a variety of integrations, your DAM can seamlessly fit into your team’s existing tech stack, ensuring that your team’s productivity isn’t wasted moving assets in and out of different programs. DAMs typically integrate with many programs, like design tools, CSMs platforms, project management platforms, and more. 
    • Simplify collaboration: DAM systems make it easier for creative teams to collaborate in real-time, helping enterprises maintain version control to ensure consistency across creations. 
      • PhotoShelter’s Workspaces feature allows creative teams to group, share, comment on, approve and download assets for creative projects in real-time without ever leaving the platform. 
  • Easy and fast asset retrieval 

DAM users can tag files with relevant keywords, descriptions and categories, allowing for efficient categorization and indexing. DAM’s search functionality enables users to quickly locate specific assets using various parameters such as keywords, dates or file types. DAM systems optimize the retrieval process by providing a user-friendly interface, advanced search capabilities and structured organization. 

  • Effortless sharing

DAM systems empower teams to share photos and videos with peers, clients and stakeholders through log-ins, passwords or a single click through Single Sign-On (SSO). With a well-integrated DAM system, enterprises can curate a self-service library, allowing authenticated users to access and unlock the possibilities of their digital media assets. 

  • Data security and compliance – infrastructure 

Different DAM systems offer different levels of security. A robust DAM system should provide a secure infrastructure with encryption protocols, access controls and regular security audits, and include key features like advanced permissions, SSO and rights management features. 

Cost Factors In Buying a DAM

The varying factors influencing DAM costs include the number of: 

  • Digital files and assets
  • Users
  • Integration needs
  • Custom services
  • Features

We have highlighted key DAM cost factors and shopping tips below: 

  • Cost Factors
    • Amount of storage and users: The more storage and users, the higher the fee for DAM systems. But some DAM systems, like PhotoShelter, allow you to invite users to access content without charging you extra for it.
    • Integration of external tools: Integration with external tools (more information below) can incur additional costs. 
    • Customer services including onboarding and user training, may contribute to the total price.
    • Feature-rich systems with advanced tools, analytics, editing capabilities, workflow support, machine learning, and integrations are typically pricier.
  • DAM Shopping Tips
    • Understand your company’s challenges and define necessary features.
    • Set a budget to narrow down options.
    • Articulate your issues to identify suitable DAM features.
    • Determine a budget to speed up the selection process. 
      • Vendors willing to offer price ranges early on demonstrate transparency and commitment.
    • Identify your enterprise’s actual needs and align them with various DAM providers. 
    • Maintain an open mindset throughout the selection process.

Not sure where to get started? Download the DAM Buyer’s guide.

What key features should I look for to identify the right DAM system for me? 

Here are a few key features to keep in mind when selecting the right DAM system for your enterprise. 

  • Evaluate DAM Solution Features and Requirements

List the features that are essential for your organization. Different DAM software systems offer various functionalities, and the pricing may vary based on the key features you need. Consider factors such as storage capacity, user access, collaboration tools and integrations with other software.

  • Subscription Models

DAM systems often offer subscription-based pricing models. Compare subscription plans, including monthly or annual fees. Some providers may offer tiered plans with different levels of features and storage.

  • Storage Costs

Assess the storage requirements for your digital files and assets. Some DAM systems charge based on the amount of storage space used. 

  • User Licensing and Permissions

Evaluate how user licensing is structured. Some DAM systems charge per user, while others may have a flat fee for a certain number of users. Determine the number of users who will need access to the DAM system to estimate costs accurately.

  • Additional Costs

Check for any additional costs, such as implementation fees, training costs, or charges for technical support. These can significantly impact the overall cost of implementing and maintaining the DAM system.

  • Scalability 

Consider the scalability of the DAM system. If your organization is expected to grow, assess how pricing scales with increased usage and storage requirements.

  • Contract Terms

Examine the contract terms, including contract duration and any penalties for early termination. Some providers may offer discounts for longer-term commitments.

  • Free Trials and Demos

Take advantage of free trials or demonstrations offered by DAM platform providers before implementing one. This allows you to test the system’s functionality and assess whether it meets your organization’s needs before committing to a purchase.

What’s different about PhotoShelter’s DAM system? 

PhotoShelter can help you take the hard work out of consistent content creation. PhotoShelter’s DAM platform makes it easy to boost team members’ productivity, drive revenue growth, ensure brand management and strengthen brand trust — from draft to delivery. With PhotoShelter, you can: 

  • Implement automation to ensure consistency with Integrated Accounts  
  • PhotoShelter’s Integrated Accounts feature gives users an easy way to share files with other teams or divisions of their organization by linking two or more PhotoShelter for Brands accounts together. With Integrated Accounts, PhotoShelter users can: 
        • Share content with other member accounts 
        • Browse, download and copy content shared by other member accounts 
        • Search for files shared by other member accounts 
        • And more!
  • Easily implement and integrate PhotoShelter’s DAM with other platforms, like Asana, Microsoft Teams, Drupal, Canva, and more to ensure version control and brand consistency
      • PhotoShelter allows users to integrate our software with existing applications like: 
        • Asana: PhotoShelter’s Asana integration helps streamline your workflows by automatically pushing assets into PhotoShelter once they receive final approval in Asana. This ensures the most up-to-date assets are immediately available in your Library throughout their entire lifecycle, and removes the step for team members to add finished assets to PhotoShelter when they are approved.  
        • Microsoft Teams: The Microsoft Teams integration enables members of your organization to subscribe to real-time Gallery and Workspace notifications via MS Teams, and allows your team to search for and share public content in your PhotoShelter Library directly within your MS Teams workspace.  
        • Drupal: PhotoShelter’s Drupal Integration enables you and your team to easily browse and search for files located in your PhotoShelter Library and import those files into your Drupal file library. Only Library Staff (Admins, Editors) can authenticate within the module.  
        • Canva: The Canva integration allows Library Staff and Invited Users of Brands to use PhotoShelter Brand image assets directly in Canva projects. Library Staff and Invited Users can easily browse and search your PhotoShelter Library and import supported media files to the Canva Library or directly into a Canva project without having to download it locally first. 
  • Track how your digital assets are being accessed and used
    • PhotoShelter Analytics is an in-product dashboard that gives authenticated users access to important metrics about their account. Through the Analytics dashboard, users can access six different data visualizations, including: 
      • Daily Uploads
      • Most Popular Images Downloaded
      • Daily Downloads
      • Top 5 Search Terms
      • Search Activity
      • Downloads by File Type
      • And more
    • Additionally, PhotoShelter allows you to leverage third-party analytics tools like Google Analytics to track web traffic across your portal website. Measuring how many viewers your portal website has over time, tracing what their flow is across your website (where they click), and tracking what search terms they use can help you with activities like proving the ROI of your digital media assets and better-tagging files with metadata management. For more information PhotoShelter’s Google Analytics integration, click here. 

Why should I use PhotoShelter’s DAM software? 

PhotoShelter’s DAM system empowers enterprises to effectively streamline their approach to store, organize and share creative assets – from anywhere and at any time on one centralized platform. Read on for DAM features unique to PhotoShelter. 

  • Sleek Branded Portal

Customize your Library staff’s experience by showcasing and sharing your enterprise’s photos and videos through a portal with your branding – not ours. Check out some examples of our customers’ portals:

  • Search without Metadata – AI-Powered Visual Search Capabilities 

PhotoShelter’s signature AI visual search features give you the ability to instantly search for digital files without any metadata tags. This feature allows users to search their library to uncover untagged assets that your team can repurpose to maximize the ROI of your library. 

  • AI Tagging 

PhotoShelter’s AI tools also automatically add metadata tags to people, brands or objects. These tags can be used for setting up automated workflows, like creating smart galleries or distributing content with a content distribution tool.

  • PeopleID: To help your team save time finding and sharing images of your organization’s friendliest faces, we added PeopleID to our Artificial Intelligence product suite so any company who needs to consistently and constantly identify the same people in images can do so instantly.
  • ObjectID: PhotoShelter’s ObjectID recognizes objects, meaning anything that can be classified as a noun, in images. It’s the most basic level of keyword tagging that any organization needs in order to search and find images for instant organizing and sharing.
  • BrandID: With BrandID, employ automation to identify logos in your images. BrandID works to help brands of every kind establish asset ROI for any image where a logo is present, be it yours or a partner’s. BrandID makes tracking sponsorship ROI into a simple image search during a single event or throughout an entire sponsorship.
  • RosterID: PhotoShelter’s AI-powered RosterID uses automation to identify and tag your full lineup of athletes in real time with facial and jersey recognition. This automated feature can also be synced up with your brand’s entire roster ahead of time to accelerate the tagging process. 
  • Automatic and easy asset upload

PhotoShelter’s DAM users can connect their camera or mobile device directly to the DAM to easily and instantly upload assets in various file formats or file types to your third-party software integrations of choice, including platforms like Lightroom, Box, DropBox, Google Drive, and more. 

PhotoShelter’s DAM solution enables real-time workflow, a dynamic and instantaneous process for managing, organizing, and accessing digital assets. This workflow minimizes delays between actions, allowing users to swiftly upload, edit, collaborate, and retrieve assets as needed. An effective real-time workflow is especially important for those crucial moments when you need to get brand assets directly from the camera to social media and other stakeholders. 

  • For instance, PhotoShelter’s DAM solution enables you to connect your camera directly to our software via File Transfer Protocol, or FTP. FTP is a great method for uploading photos to your PhotoShelter account in bulk, as it will allow you to upload multiple folders from your computer at once.
    • Once your brand’s assets are uploaded, you can leverage our AI tools to identify, organize, and share your files on social media distribution sites like Socialie; or share with influencers or stakeholders for publication on their social media platforms. 
      • Alternatively, distribute the content to your in-house social media team using tools like Hootsuite or other integrations to facilitate posting across various social media channels.
  • PhotoShelter knows speed is critical to engaging your audience, whether you’re trying to catch their attention. When your brand is trending, sharing a photo tomorrow – or even an hour from now – is too late. To learn more about how we’re enabling customers to create real-time workflows, click here. 
  • Advanced Permissions and Controls 

In PhotoShelter, permissions are the settings that determine who has access to your files and what they can—or can’t—do with them.

    • Advanced Permissions: Control is key in enterprise environments. Custom permissions enhance control by enabling administrators to define access levels for different use cases, users or departments, ensuring that sensitive assets and digital content are only accessible to authorized personnel.
    • SSO and custom permissions: PhotoShelter allows you to integrate your media asset library with your company’s single sign­-on (SSO) system for seamless addition of employees to your Invited User list. This makes it so employees can easily log in to view and download from your PhotoShelter Public Portal. With SSO, it becomes possible to distribute your important files and digital content company­-wide, without manually adding employees to an address book and without asking them to create a new password for their login. 
    • Rights Management: Avoiding legal complications is paramount when using digital assets. Licensing rights management features within a DAM system help track and manage usage rights for each asset, preventing unauthorized access and minimizing the risk of legal action. PhotoShelter allows you to track usage rights automatically, add license expiration dates to digital assets and get notifications about expiring image licenses. 
    • Permission Levels 
  • Public: You can set assets so they can be viewed and/or downloaded by anyone who visits your portal. Invited Users: Invited users can view (and potentially download) files from their admin or editor’s portal using their own login. 
  • Editors: An editor is a trusted user of the system who has access to your entire asset library just like the administrator. Editors have full control over all the files in the library, can add contributors, and can customize the portal website. Editors cannot add other editors or taggers, change the administrator assigned to the account, cannot edit license alert settings, remove a contributor, nor change billing and payment settings.
  • Administrators: Administrators set up and own PhotoShelter accounts and have full access to everything in the library, in addition to being able to add and remove users and more. 
  • Version Control: PhotoShelter’s version control features ensure users access the latest iterations of their brand assets. 
  • Round-the-Clock Support

Access a dedicated customer support team and a customer success manager to guide you through onboarding and provide ongoing assistance on best practices and system optimization.

  • A Legacy of Success

Leverage the extensive experience, remarkable 20-year history and flawless 100% object durability record of PhotoShelter. 

PhotoShelter helps creative people unlock the power of their visual media – easily, instantly and without compromises. Our tools transform the way you work, allowing you to move creative files effortlessly and engage audiences instantly — all while maintaining the integrity of your content. We were built by and for creative people, and we’re committed to celebrating and supporting your creative work. Have questions? Click here to get in touch with us and speak to a member of our sales team. 

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