As with most solutions, the real work for a system implementation is in the preparation.

To prepare for using a DAM successfully, you need to conduct an Asset Audit. The harder this is to complete, the more validated you are in needing a DAM solution! Going through this process will help you identify most of the key information you will need to configure your solution during your set up.

You will likely need to assign a project owner to conducting the audit and continuing into the set up of your DAM. This could range from a full-time owner or team in a complex, global organization to a partial allocation for a less complex environment.

Step 1:

Create an itemized listing of all your digital assets. (DYNO Mapper or for some specific SEO and site audits applications, Moz)
This should include listing of web pages, images, pdfs, videos. Also consider other places that your content is used by second or third parties. What content is being used in pitches/proposals/RFP responses? What content is being used on partner websites? Where are all the places your content is being distributed?

Then, assign priority to the content so that your most highly used and relevant content is migrated in quickly so that you can show faster results from deploying a DAM solution. Here is a helpful link from CMS Newswire to a checklist of questions you’ll want to consider.

Step 2:

Build out your audit. There is a lot of additional information about your assets that will be important to phasing migration and tagging. These tracking facets should be adjusted for your organization. Additional items to track include:

  • Content Author
  • Source
  • Creation Date
  • Customizable Y/N
  • Size
  • Formats (links)
  • Used by (team/asset/channel)
  • Used where (locations/channel)
  • Expiration Date

Use the opportunity as you are building out your audit to develop your searching/metadata/tagging strategy – this will be one of the most important elements of your DAM set up. Want to learn more about metadata and tagging? We are fans of Digital Clarity Group and they published a great article on the topic.

 

Step 3:

Document Workflows and Security. As you are completing your audit, you will naturally be working with other stakeholders within the organization. Take the opportunity to document all the information you hear related to workflow, access, and authoring/editing needs. A successful implementation will integrate into the way the team works. You can identify areas to increase efficiency and you can guarantee time savings from not hunting down content. Implementing a new system is not the time to also overhaul the entire process completely. Take advantage of built in workflow structures to create audit trails and ensure adherence to best practices but take a phased approach as you implement new processes. Ensure the first phase of change has been well adopted before moving into the next. Creating strong documentation will highlight your biggest opportunities to streamline efficiencies and help users visualize the process as supporting vs ‘new’.


I’d love to connect and talk-through implementation of a DAM system for your organization. Contact us to schedule some time to chat or go straight to our calendar and book a spot.
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