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Top 5 DAM Best Practices – Guide 2022

Digital asset management (DAM) is software for storing, managing, editing, retrieving, and sharing digital assets. A team (also departments) or person can use this smart centralized library that makes workflow with assets available to employees, contractors, shareholders, and clients. 

Type of digital assets

Image-Based AssetsIllustrations, photos, artwork, charts, logosFile FormatsPNG, JPEG, InDesign, Photoshop, Illustrator
Rich Media AssetsAudio, video, animation, 360-degree imagesFile FormatsMP4, MPEG, WAV, CAD 
Document-Based AssetsBrochures, ebooks, documents, forms, spreadsheetsFile FormatsMicrosoft Office, PDF, HTML, OpenOffice

How does a DAM System Work?

Before diving into the details of DAMS best practices, let’s first describe the process of the DAM system working. The digital asset management process begins with creating digital content (table with types of digital assets) in digital format.

It is then digitally encoded using image or text scanning, or digital audio recording techniques. Once encoded, the assets are indexed to identify the files in the asset inventory uniquely.

Smart search in digital asset management software

The indexing process is usually done with metadata tags that provide additional information, details, or description about an asset. Metadata can also capture a digital asset’s rights, permissions, and prices. Properly indexing assets with metadata is critical because it makes assets discoverable, retrievable, usable, and manageable.

Once an asset is indexed, it becomes an integral part of the business processes for performing tasks that DAM can track how, when, where, and what assets were accessed, modified, and applied.

Metadata in a DAM system

DAM best practices guide

So you just got your very first DAM system, but you are not sure where to start? Or have you been using the DAM system for a while now and looking for some time-saving tips?

Or maybe it is still unclear what the advantages of the DAM system could be for your daily work compared to file folders? No matter who you are and at what stage of exploring DAM systems you are right now, this guide to DAM best practices will help you on your way.

DAM practices

So let’s have a look at some of the essential practices.

Use automation where possible

Automatic processes and workflow can save time and minimize your daily routine. There are many ways to benefit from automation in DAM systems. For example, Daminion offers automatic tagging – use this feature in general situations when it is easy for AI to designate digital assets with different content instead of doing it manually.

Quick search + Filter by Dominant color

Audit and revise your digital assets

Digital assets tend to accumulate rapidly, and from time to time, it is essential to sort things out in your media archive. Perform an audit of all your digital assets from time to time to ensure that you only have relevant and necessary data-consuming space on your cloud or server.

DAM systems will be of great help for you in this sense, as many offer potent tools to review and organize your media library properly.

Visualise hundreds of different media types by thumbnails

Work together with your team

One of the best things that a DAM system can offer you is collaborating with your colleagues within the same ecosystem.

Hence, that’s an excellent solution for those who are tired of sending hundreds of emails with numerous attachments on every occasion. Now you can share all necessary digital content by sharing a link.

Set access rights for your media library

Having a big team that works with digital assets but different grading or areas requires different levels of access? Not a problem at all if you are using a DAM system.

Easily set and manage assets rights within the ecosystem of DAM to ensure that the right people have the proper access to the right digital assets.

Geo-tagging in Daminion DAM system

Control your licensing rights

Are you having lots of stock images and photos, but you are unsure whether the license rights have already expired? This could be easily fixed with a DAM system.

Set the correct timing of your license when adding a digital asset to your media library, and it will be automatically blocked for users once the term of the license is expired.

set the correct timing of your license

What Are the Benefits of DAM?

Each company and team can find their specific benefits of using digital asset management software. Therefore, we found that:

  • Maximizes ROI – decreases the gap between creative and marketing teams by making content more accessible. Easy access reduces redundant work and effort spent searching for resources and increases productivity.
  • Follow brandbook—provide your team only with actual assets, archive inappropriate versions of working materials (also video) and forget about brand disorder. 
  • Content backups— access for editing history and easy recovery from changes and archiving.
Shared collections


DAM software is today a must-have for all industries. So, you can choose a user-friendly solution and better control your digital resources using our free trial version. Daminion is your first assistant in the world of managing digital assets.

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