Version Control

How Digital Asset Management (DAM) helps you manage digital files

Difficulties of Managing a Local File Server

Managing a local file server for your marketing team is an ongoing battle. Although it’s possible to access a local server from anywhere in the world, storing your important files this way presents logistic and security issues. By using a local file server, you’re complicating the process of storing, retrieving, and protecting your digital files. Here are some of the issues with local file servers that a professional DAM system can solve:

Complicated Workflow and Auditing

Creating branded assets as team is more difficult when using a local file server. You have to add extra steps and processes to track files have been downloaded, renamed, or revised. Local file servers are not designed to handle streamlined workflows.

Limited Sharing Capabilities

When sharing content from a local file server, you sacrifice many of the opportunities that come from sharing with digital asset management. You won’t be able to comment on files or track any changes and usage history without external applications or plugins. On top of that, complying with usage rights can be extremely difficult to manage. When accuracy over usage rights becomes an issue, the consequences may be the type to put your business at risk.

What is Fragmented Content?

Fragmented content builds up in local file servers, especially when there isn’t a process to keep duplicate content in check. Unorganized file structures, incorrect naming of files, and poor version control make it more difficult for your team members to find the correct files.

Benefits of managing your files with DAM

Simplified File Storage

Storing, locating, and sharing content is simple with a DAM system. Canto’s software solutions empower teams to find the right digital assets quickly, even if they search for them without knowing the specific asset name or file location. Your team members will always see the most current version of all files, ensuring they’re working with the latest and most updated content.

Improve Workflow

The workflow features offered in DAM make it easier to collaborate on projects. There are many tools at your disposal, including approval processes, integrations with publishing applications, and options for simple and automated file organization. Every file has a space for your team to leave comments, start discussions, and manage specific versions of your content.

Administrative Control

DAM managers, who act as the administrators of the DAM system, can limit the privileges of other collaborators and give version control only to specific users. Permissions for version control, such as downloading certain versions or uploading newer versions, can be restricted for some users. This allows administrators to control who is trusted with finalizing versions of content, which can be critical when dealing with branded materials or those that feature digital rights management details.

Store and share files securely

With permissions in place, your team members will only see the files that administrators allow. Confidential files and digital assets that aren’t ready for use are kept private. Usage reports and analytics information are available to admins, so there’s always a record of how digital assets are being used. Those insights and permissions can protect your content from ending up in the wrong hands and helps teams to better manage their brand.

Sharing content is much easier with a DAM system. Add features such as copyrights and watermarks to keep your content protected. Then share your content through your marketing channels in just a few clicks. You can even add an expiration date to your content so it expires once it’s no longer necessary or to stay compliant with how your organization shares digital assets.