Preparing for your Move to a Digital Asset Management System

This feature article has been contributed by Montala’s James Rein as part of our editorial theme on DAM Migration.

 

Whether you’re moving to a digital asset management (DAM) system for the first time or upgrading your existing DAM to a better one, preparing for this migration can be challenging. However, with careful planning and organisation, this process doesn’t need to be painful at all and once your new system is up and running, with streamlined workflows, accurate metadata and the correct user permissions, I’m sure you’ll wish you’d done it sooner.

Step one: Select the right DAM system

Choosing the right DAM system is critical. No one wants to go through this process every year or two so assume you’ll have this system for at least the next five years – it’s definitely worth choosing wisely.

Consider the following points and avoid common mistakes

Make use of free trials
Trying out a DAM system is essential. This hands-on experience reveals practical advantages and potential drawbacks that might not be apparent in sales demos. Make sure the trial period is long enough to evaluate the system’s functionality and how it will handle your existing workflows.

Don’t confuse file storage for Digital Asset Management
File storage solutions like Google Drive or Dropbox lack advanced features – there’s no metadata or automated workflows – and limited control over user permissions, access and versions. Of course, there’s no consent management, image editing or integrations either. A DAM provides a structured environment for comprehensive asset management so your digital assets are accessible, secure, and well-organised.

On-Premise vs. Cloud-Based DAM
Everyone always thinks on-premise systems offer greater control and security – but this is hardly ever right. The security processes in place for a single organisation are generally inferior to those of a DAM supplier that’s hosting data for hundreds of different organisations. Not only will the data storage be superior but there will be secure backups – online and offline, onsite and offsite – as well as better disaster recovery plans and server monitoring. On-premise setups also require a lot of internal IT resources for maintenance and upgrades – all of which are taken care of by the supplier with a cloud based system. Cloud-based options are popular due to their ease of access, scalability, and lower upfront costs too.

Open Source vs. Proprietary Software
Open source DAMs offer flexibility and avoid vendor lock-in – the software itself is free, it’ll just be the setup and support that you’ll pay for. Proprietary software comes with a licence fee and is likely to tie you to a specific vendor.

Questions to ask a potential DAM provider

How scalable is the platform?
Make sure the DAM can grow with your organisation in terms of asset storage and user numbers. What will the cost look like as the system grows?

What security measures are in place?
Check the security features like single sign-on support, data encryption, and compliance with industry standards like GDPR and ISO.

Do you have experience in my industry?
Ask for case studies or testimonials from clients in your sector to gauge the supplier’s experience and success with clients whose needs are similar to yours.

What’s involved in the onboarding process?
Assess the support and training provided during the initial setup and for as long as you’re using the system. Find out exactly what the onboarding will look like and what you can expect at the end of it.

What does ongoing support look like?
Consider the post-onboarding support. Will you have a dedicated DAM Consultant assigned to you? What sort of response times can you expect? Is there a limit on the amount of support you’re entitled to?

What future updates are planned for the system?
Ensure the DAM vendor has a roadmap for future developments and regular updates – and find out how you’ll get these.

Common mistakes when choosing a DAM

Not conducting an audit ahead of implementation
Start with a comprehensive audit of your current digital assets and management processes to identify gaps and requirements. Whether you’re getting your first DAM, or moving to a different system, this is the perfect opportunity to get everything in good shape so you’re not taking a load of driftwood with you.

Not shopping around
Compare multiple vendors to find the best fit for your needs. Some systems will click perfectly and with others it’ll feel like the supplier is having to force the system to do something it doesn’t really want to do – look out for that.

Underestimating the importance of metadata
Proper metadata is crucial for efficient asset management. Develop a comprehensive metadata schema that supports your workflows. Think about all the different information that your users might want to rely on when searching for files.

Misunderstanding the total costs involved
Make sure the supplier is absolutely clear on all potential costs including additional users, storage, installation, integrations and maintenance.

Not securing buy-in from DAM users
Involve the wider team in the decision-making process so everyone is invested and enthusiastic from the start. Once you’ve got your new system, it’s important to provide comprehensive training to ensure successful adoption too.

Step two: identify and organise your files

Compile a comprehensive list of all storage locations within your business, including desktops, shared drives, external hard drives, and other platforms. Talk to various departments to ensure no files are overlooked. If you’re migrating from an existing DAM system then, you’d hope, that’s where all the files would be – but not necessarily if people have got into bad habits.

Step three: filter and sort files according to your business needs

Categorise your digital assets based on what’s most relevant to your organisation. Evaluate your existing file formats, sizes, and versions. Get rid of anything you don’t need any more. Establish criteria for what should be retained or discarded, considering both current needs and potential future uses.

Step four: input tags and metadata

If you’re moving to your first DAM you can decide when you’d like to assign metadata to your files. This can be done before they’re uploaded, using a CSV, or via the front end, on upload (you could do this in batches), or retrospectively, once they’re all in the system, using batch editing functionality.  Whichever way you choose this step is crucial for future efficiency, making it easier to maintain your DAM once the initial setup is complete.

Migrating Your DAM System

Migrating from one DAM to another can be daunting and I’m sure many organisations stick with a system they’re not really happy with just to avoid having to go through it. But if your current system has run its course and isn’t doing what you need it to do any more then moving to a new system is definitely worthwhile – and the migration, if organised properly, doesn’t need to be stressful at all.

Timeframes

Getting a new DAM system to the point where files can be uploaded and assigned metadata is generally straightforward and can progress quickly – that’s great because, ideally, this needs to happen before any files can be migrated. The more subtle aspects of system configuration can take longer and so can the migration itself – so give yourself plenty of time – months, rather than weeks, if possible, depending on the amount of content to migrate, of course.

Data cleansing

If you’ve spent the last couple of years making mental notes about changes you’d like to make to your metadata schema, new values you’d like to introduce or outdated terms that have served their purpose, then moving to a new DAM system is an excellent opportunity to do just that. Changes to your metadata schema, adding new values, or removing outdated terms can be done as part of the migration or once everything is in the new system. The functionality for making these sorts of changes should be better in the new system so this will make the process easier and help you get used to the new system.

Methods for migration

CSV
Generally speaking, it’s safe to assume that most DAM systems have the functionality to export metadata into a CSV file. This can be used to import that data into your new system to create file-less records, with metadata, including, crucially, a unique identifier – often the original filename. Then it’s possible to upload the files themselves and have the new system match the file with the record containing that unique identifier, in the new system.The first part of this process is to actually download all the files you want to migrate. You’ll need them stored locally in order to be able to upload them to your new system. Depending on the size of your system this can take time – and, of course, you need to make sure you have enough storage available to accommodate them all.One other point to remember is that DAM systems can often make changes to the original filename when a file is downloaded. If you’re going to be relying on the original filename as the unique identifier, then it’s important to check the configuration of your current system to make sure no changes are made to the filename on download.The CSV file itself also gives you the flexibility to alter any values that have been exported from the old system that you don’t want to use any more. This is particularly useful for fixed list field values where you can do a find and replace in your CSV file, have the new value set up in the new system, and then everything that was tagged with the old value will be tagged with the new once the migration is finished.

Embed Metadata
Most DAM systems have the functionality to read embedded metadata and some have the functionality to write it as well so that when you download a file, any metadata that you’ve added manually, becomes embedded. This is great for the next system because it means you can ease the pressure on the CSV process by embedding as much metadata in the files themselves as possible. In the new system mappings can be set so that the embedded values are imported into a designated field automatically on upload. This can take a lot of the work off the CSV method. You probably won’t be able to embed everything you need – but anything that can’t be embedded can be mopped up by the CSV.

API
For more complex systems, using an API can allow for the migration of information not captured by CSV or embedded metadata, such as records of changes, alternative versions, or associated information like consent records. This method requires technical resources but can create a custom migration plan tailored to your specific needs.

Setting up and configuring your new DAM

Proper setup and configuration will make your processes more dynamic and coordinated. Understand team interaction and permissions, and tailor the DAM to meet the specific needs of your business.

Access Control
Determine who needs access to which files and set permissions accordingly.

User Training
Ensure your administrators are well-trained and confident in managing the core functions of your DAM – and confident enough to train the general users as well.

By following these steps, you’ll be perfectly positioned to leverage a highly efficient DAM that meets your organisation’s unique needs. This comprehensive approach will ensure a smooth transition, so you can reap the benefits of your new Digital Asset Management system.

 

About James Rein

James is the Chief Customer Officer and Communications Manager at Montala Limited, the company behind DAM platform ResourceSpace.  He has a long and successful track record in customer relations, account management, stakeholder engagement, and writing editorial for a broad range of technical, consumer and business management topics.

You can connect with James via his LinkedIn profile.

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