Digital Asset Management Software: What It Is and Why Do You Need It
A Digital Asset Management Software Can Boost Productivity and Compliance. Learn How to Choose the Best Digital Asset Management Solution!
Organization is essential for any company that wants to keep productivity levels up and meet all the necessary compliance standards. Read on to find out how digital asset management software can help you achieve all these goals!
Digital Asset Management Software: Definition
A digital asset can refer to “photography, videos, branding assets, ebooks, logos, illustrations, animations, presentations, spreadsheets, word documents, emails—it could be anything that’s digital and that has metadata.”
A digital asset management software can “make the process of storing, sharing, and tracking digital assets much easier” by providing “a centralized library to store and share digital assets, and allows people to access the files they need no matter where they are in the world—without being connected to an onsite server.”
Digital Asset Management Software: Importance
A digital asset management software will streamline the organization of any company because all the assets will be stored in a single library, protected, and available anytime, from anywhere. Such advantages are especially relevant in today’s context, when many companies (still) rely on remote work.
Digital Asset Management Software: Benefits
I’ve already mentioned that a digital asset management software can boost a company’s productivity level and help it achieve compliance. Let us now have a look at some other major benefits that digital asset management solutions bring:
Reduces Work Loss
If your company needs to periodically reuse or modify digital assets, a digital asset management software will provide the perfect environment for you to safely store them. Your digital assets will always be there when you need them and no work will be lost.
Facilitates Asset Distribution
As I’ve noted above, with digital asset management software your assets will always be there when you need them and, moreover, it will be very easy for you to distribute them to whoever needs to use them. Plus: it will “give insight into product development to the stakeholders or other relevant participants in the process.”
Reduces Workflow Downtime
Since every participant of the production process will have instantaneous access to what he or she needs, the digital asset management software you use will also “eliminate miscommunication and enhance collaboration”.
This benefit is related to concepts like access management, the zero-trust model, or the principle of least privilege. Consequently, a digital asset management software allows you to control who has access to your company’s digital assets.
Digital Asset Management Software: Examples
When it comes to digital asset management software examples, Trello and Google Drive are my personal favorites. They can be used for free, have a multitude of useful functionalities available, and, much to my delight, they can be used for both professional and personal purposes.
Trello allows you to organize your activity using boards that can be customized as you please, from choosing the background image to adding tasks, checklists, deadlines, members, comments, labels, and, of course, attachments.
Google Drive offers 15GB free and is excellent when it comes to organizing your files, keeping your files private, or sharing them with whoever needs them.
OneDrive is another popular choice among companies. Just like Google Drive, Microsoft’s OneDrive allows you to have access to your files anytime and from anywhere, while safely storing them in a cloud.
Monday is also a highly appreciated digital asset management software. This easy-to-use tool with its intuitive interface and attractive design will keep your digital assets safe and help you organize projects by assigning tasks and keeping track of them.
Digital Asset Management Software: Selection Criteria
I’ve mentioned my favorites and some other examples, but you might still be wondering what to choose. Here’s what you should look for when choosing your company’s digital asset management software:
- an up-to-date, synchronized, and highly searchable repository for your digital assets.
- an intuitive dashboard and access control.
- tagging, metadata and categorization features.
- intelligent search & filter features that can take advantage of the provided metadata.
- a dashboard that promotes creative workflows (collaboration, editing, approval of tasks).
To choose the best solution,
- identify who will be the key users of the solution and talk to them about the features and functionalities they need / would expect from a digital asset management software.
- make a list of these essential features and functionalities.
- decide if you want a cloud-based solution or an installed on-premise one.
- consider “important factors like security, cloud architecture, integrations, implementation process, professional services, customer experience, and user adoption”.
- try demos of different digital asset management solutions.
Digital Asset Management Software: Digital Asset Threats
I could not have ended this article without making sure that you know exactly what are the risks you assume if you do not store and protect your digital assets properly. Here are a few examples:
If your digital assets are not stored correctly and anyone can have access to them, they might fall into wrong hands.
Employee Data Theft
As Forbes notes,
When companies consider their cybersecurity risks, malicious outsiders are typically top of mind. Indeed, cyber criminals play a prominent role in some data heists, but company employees promulgate many others. Verizon’s 2019 Insider Threat Report found that 57% of database breaches include insider threats and the majority, 61%, of those employees are not in leadership positions when they compromise customer data.
Accidental sharing might be a consequence of untended access to digital assets. Your data could get into cybercriminals’ hands without any bad intention on the part of your employees.
Digital Asset Management Software: Final Thoughts
A digital asset management software is a great addition to any company, boosting productivity, compliance, data management and time management. All you have to do is pay a little attention when choosing the best one for your business and then you can enjoy its benefits.
However you choose to proceed, please remember that Heimdal™ Security always has your back and that our team is here to help you protect your home and your company and to create a cybersecurity culture to the benefit of anyone who wants to learn more about it.
Drop a line below if you have any comments, questions, or suggestions related to the topic of digital asset management software – we are all ears and can’t wait to hear your opinion!