From Chaos to Clarity: Building a Digital Asset Management Framework for the Modern Era
This article has been contributed as part of our editorial them on DAM Standards by Caroline Donadio, Associate Digital Asset Manager with international architecture, planning and urban strategy consultants Perkins Eastman.
Humans have an innate need to organize. We instinctively categorize items, distinguishing what belongs and what doesn’t. With a quick glance, we identify patterns and spot inconsistencies. We don’t just see a random collection of lines—we see a drawing. We don’t just hear scattered sounds—we recognize words and sentences.
Beyond shapes and language, this instinct extends to every aspect of our lives. We form social groups based on location, appearance, beliefs, and influence. We divide knowledge into academic fields and scientific disciplines. Even in daily routines, we create order—sorting clothing into drawers, arranging food by type on shelves, and categorizing tasks into work, errands, and personal projects. Through these systems of order, both grand and mundane, we create frameworks that make our world more predictable and easier to understand.
Throughout human history, the drive to organize information has become increasingly sophisticated. From ancient Sumerian tablet catalogs to Dewey’s Decimal System, we have continually developed more complex ways to structure and access knowledge. Today, libraries and archives employ structured systems and metadata standards to ensure consistent organization and seamless access to knowledge across institutions.
In the current digital landscape, organizations amass vast collections of digital assets—images, videos, documents, and more—while relying on Digital Asset Management (DAM) systems to organize and manage their content. However, unlike libraries and archives, the DAM community lacks standardized practices. While DAM platforms are abundant, organizations either adopt different metadata standards, such as MODS and XMP, or create custom taxonomies, resulting in inconsistent approaches across industries. This fragmentation creates significant challenges for interoperability, data governance, and compliance. Though some vendors offer best practices, organizations must largely develop their own strategies.
When I transitioned to digital asset management from working in archives and special collections, I encountered DAM systems with their own unique—and often inconsistent—approaches to metadata and taxonomy. This was surprising because, unlike past generations who left behind physical archives of paper records, photographs, and drawings, most organizations’ legacies will exist primarily in digital form. As a professional at an architecture and design firm, where our portfolio is key to attracting new business, our digital assets showcase our past work to potential clients and serve as the foundation for future projects and innovation. I knew that in order to succeed, it was critical to develop a solid digital asset management strategy.
Our strategy is built on three key pillars:
- Metadata: Laying a Strong Foundation
We implemented standardized metadata schemas and adopted a curatorial approach, setting stringent quality standards for every file. This included establishing robust file naming conventions, applying Dublin Core at both project and file levels, and implementing a structured permissions system. Through strategic metadata, we ensured every asset was properly classified, accessible to the right users, and protected by clear copyright documentation.
- Taxonomy: Designing for Usability
A DAM is only as effective as its taxonomy. Even with AI-powered search tools, a well-structured taxonomy is essential. Using a controlled vocabulary that keeps user needs at the forefront, our approach embraces the less is more concept. Rather than using multiple terms for the same concept, we select the most accurate, widely applicable terms to ensure consistency. The assets are grouped hierarchically, creating a logical structure that simplifies how users search, share, and collaborate.
- Policies: Ensuring Long-Term Sustainability
These initiatives are supported by policies and reference materials that outline exactly how and why the system is in place.
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- Governance Policy – Defines roles, responsibilities, and standards for metadata, permissions, and system maintenance.
- Collection Development Guidelines – Clarify what belongs in the DAM and prevent it from becoming a dumping ground.
- Guides & Reference Materials – Support training and provide future administrators with the knowledge to maintain and evolve the system.
Our framework faced a major test when we merged with another large design firm. Integrating thousands of digital assets with inconsistent metadata into our existing DAM system under tight time constraints presented a complex challenge.
Stakeholder engagement from both firms was key to developing a unified approach to metadata and asset categorization. Communication was crucial. Together, we conducted an in-depth analysis of metadata discrepancies and standardized our taxonomy and tagging protocols. This ensured consistency across the board, making all assets easier to search, locate, and use.
The successful integration not only unified our DAM system but also transformed collaboration across the newly merged organization. The impact was immediate: the revamped categorization system reduced search times and accelerated project delivery. More importantly, it ensured our creative assets remained accessible and well-organized, empowering teams to foster creativity while maintaining consistent brand standards.
My goal is to create a comprehensive framework that ensures our creative records remain organized and preserved for decades to come. However, this strategy isn’t about reinventing the wheel—it’s neither unique to our firm nor exclusive to our industry. As I continue working closely with our DAM vendor, we are striving to establish best practices that can be applied across the Architecture, Engineering, and Construction (AEC) community. These insights could also benefit other sectors—whether legal, healthcare, or media—where clear and consistent metadata are essential for efficiency and long-term accessibility. With paper records becoming obsolete and few organizations able to dedicate resources to hire a dedicated librarian or DAM manager, the need for standardized practices has never been more critical.
As professional in this field, we must establish stronger standards. By doing so, we can ensure that information remains structured, accessible, and future-proof—benefiting industries far beyond our own. Just as archivists and librarians before us created enduring frameworks for knowledge organization, we must now build the standards that will preserve our digital legacies for generations to come.
References
Dewey Decimal Classification. Wikipedia, Wikimedia Foundation, en.wikipedia.org/wiki/Dewey_Decimal_Classification.
Drucker, Johanna. “Disrespect des Fonds: Rethinking Arrangement and Description in Born-Digital Archives.” Archive Journal, 18 Oct. 2013, www.archivejournal.net/essays/disrespect-des-fonds-rethinking-arrangement-and-description-in-born-digital-archives/.
Emmanuel, Vivien Oluchi. “History and Development of Libraries.” Anthology in Library and Information Science, ApplauseB Multi-Sectors, June 2020. ResearchGate, www.researchgate.net/publication/371431376_History_and_Development_of_Libraries.
“Metadata Standards.” Digital Collections Metadata, Fordham University Libraries, 2024, fordham.libguides.com/c.php?g=937873&p=6759153.
Mattson, Mark P. “Superior Pattern Processing Is the Essence of the Evolved Human Brain.” Frontiers in Neuroscience, vol. 8, no. 265, Aug. 2014, doi:10.3389/fnins.2014.00265.
About Caroline Donadio
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You can connect with Caroline via her LinkedIn profile.
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