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10 benefits of digital asset management

by Canto  |  February 2, 2022

7 min. read
Basketball action shots in a Canto digital asset management library.

The constantly evolving digital media landscape is putting organizations under a great deal of pressure to produce content that builds their brand identity and brings them closer to their customers. With content demands growing, it’s becoming increasingly difficult for them to manage the digital assets necessary to create all that content. That’s why many organizations have already discovered the benefits of digital asset management (DAM) platforms capable of creating a single source of truth for their growing content libraries.

10 ways a digital asset management platform helps your business

Although companies often try to get by with existing tools and software they already have in place, there are several benefits of a digital asset management system that make it a worthwhile technology investment.

1. Fewer lost assets

Over time, organizations can go through multiple storage options for their digital assets. In addition to cloud-based storage, they may even have content saved on physical drives that are not easily accessible. This not only makes it hard to find assets when they’re needed, but also increases the likelihood that important files will be lost in the shuffle. A DAM system stores and organizes all digital assets in a centralized location, so they can be accessed securely from a single platform. Files are far less likely to be misplaced, which eliminates the need to replace lost content.

2. Streamlined collaboration

Today’s creative teams frequently work across multiple departments within an organization or with external collaborators to produce content. Without a centralized system in place for managing digital assets, they can encounter difficulties getting the right materials uploaded and making sure they’re all working from the same version of those files. A good DAM system makes it easy for multiple contributors to quickly share assets using upload links and dedicated portals rather than passing content between several different storage locations and delivery methods that can slow down collaboration and create confusion. By setting up linear workflows, organizations can ensure that each task has everything it needs for success, from easily providing access to the correct file to identifying everyone who should be working on the task from start to finish.

3. Better brand consistency

Building and maintaining a consistent brand identity can be a major challenge for an organization, especially when employees are engaging with customers and the public across multiple media channels. All it takes is a single low-resolution graphic or an out-of-date image posted online to undermine trust in that brand. By consolidating approved brand assets within a central DAM portal, organizations can ensure that all public facing content meets the exacting standards established by its brand messaging team. Making that portal broadly available to people throughout the organization also provides the added benefit of turning everyone into a potential brand advocate, which helps to further establish brand identity in the market.

Stylized photo of a basketball player with digital rights management and approval settings.

4. Enhanced access control

Managing who has access to digital assets can quickly become a hassle when files are scattered in multiple storage locations. Access privileges need to be granted, tracked, and frequently withdrawn, which can be further complicated if the assets reside in systems that contain sensitive content. It may also be necessary to grant limited access to prevent someone from downloading or editing files. Digital asset management systems allow administrators to control access privileges from a single platform, making it much easier to keep digital assets secure and allow people to access only the files they need at any given time.

5. Content insights and usage data

When multiple people are handling digital assets, it’s important to have some transparency into their activities and how content is being used. Tracking those details is often difficult when storage platforms lack the reporting tools to provide specific details on content and user behavior. A DAM system provides a single source of truth for all interactions with digital assets, allowing administrators to see who is interacting with content, determine how they are using it, and conduct audits at the content or user level to gather additional insights.

6. Saved time and money

Organizations waste weeks every year searching for photos, videos, and other digital files. Assuming that the content is still stored somewhere in the system, finding the right version of an asset can be an exercise in frustration if no single source of truth for all content is available. Time lost hunting for the right version of a file can quickly translate into lost money as project deadlines fall behind schedule. With a DAM system in place that makes it easy to locate assets through metadata information, tags, and keywords, organizations can help their teams work more efficiently and effectively, ensuring that more time is spent creating powerful content rather than searching for it.

Basketball magazine cover in digital asset management system with tags, facial recognition and search filter options.

7. Tighter security

After investing in creating digital assets, it’s important to take the right precautions that keep them safe and secure. When files are stored in on-premises drives or scattered across multiple cloud storage services, there’s a greater chance of assets being compromised due to security gaps or human error. Cloud-based digital asset management platforms store those valuable assets in highly secure data centers that are fully SOC 2 compliant and protected by state-of-the-art electronic surveillance and multi-factor access control systems. The files themselves are further protected by SSL encryption and can be distributed to collaborators over secure, private workspaces using time-sensitive share links that expire after the project is completed.

8. Expanded integrations

Creative teams rely upon multiple platforms to generate content. Whether it’s a graphic designer working with images for a Photoshop project or an account manager putting together a project proposal with PowerPoint, having quick and easy access to the right assets can help speed the process along. Digital asset management software integrates with the tools and applications organizations use every day to enhance productivity and avoid vendor lock-in. These integrations can provide access to even more storage, connect DAM assets to CMS tools and creative suites, and even link content in approved DAM portals to social media channels.

9. Improved digital rights management

Most organizations make extensive use of licensed content, usually in the form of stock photos, videos, and icons. It’s easy to make the mistake of thinking that once purchased, those assets can be stored in a folder and used anywhere. Unfortunately, that’s often not the case. Restrictions on the use of copyrighted digital assets can be quite specific, and failing to track how that content is used can place a business in legal jeopardy. Luckily, DAM software makes it easy to monitor the licensing status of all assets in the content library through digital rights management (DRM) tools. This ensures that licensed material will not be deployed improperly and makes it possible to track down how copyrighted, proprietary assets are used and shared across the organization.

10. Expanded sharing options for unique audiences

Although generic cloud storage platforms can share links to content relatively securely, this is hardly the ideal solution for every situation. In some instances, digital assets may need to be shared with a broad audience or made available to specific people for only a short period of time. A DAM platform provides multiple ways of sharing content securely, ranging from something as simple as an expiring link to as robust as a dedicated public facing portal that allows anyone to browse content through their web browser. Entire creative projects can even be managed through customizable portals, with a combination of public and private portals sharing a portion of the larger DAM library with various users, all of whom may have different levels of access.

Discover the benefits of a digital asset management system with Canto

Canto is a powerful DAM solution that helps organizations eliminate troublesome manual processes and streamline digital content creation. Featuring a simple, intuitive user interface and a wide range of sharing, security, and search features, Canto makes it easier than ever to organize sprawling content libraries into a single source of truth that allows creative teams to find the assets they need quickly.

For a first-hand look at how Canto can improve collaboration, reduce costly human error, and eliminate troublesome bottlenecks in your organization, sign up today for a free trial.