Digital Asset Management System [The Complete Guide]

In this age, various digital media and assets have become an inseparable part of our lives.  Let’s check it out for a moment: how many photos are we viewing each day? How many music files? Videos? Games? And so on. Today all online businesses aim to increase digital assets. Thus it is important to know what is Digital Asset Management.

Managing all these digital assets creates a challenge for both enterprises and users. The users demand a better way to organize these digital media assets. While the enterprises must find a better way to manage these assets. Thus ensuring security and quality for the business data.


What Is Digital Asset Management?

Digital Asset Management is a software that streamlines control. It generates a report on digital assets. While digital assets, are those files that have an intrinsic value with their existence.

digital asset management system
digital asset management system
The Digital Asset Management is about delivering the right content to the right people. In addition to providing the ability to track who has access to the digital asset. Furthermore it monitors the performance as well. 
Digital Asset Management also manages the asset’s metadata. Since it has to track the performance of the asset. The metadata can be the name of the creator of the asset. Yet it also contains sensitive information about rights and fees of the asset. A digital asset is an actual asset when the right metadata is in pair with it. 
In short, the DAM system stores digital content and its metadata in one place.  

How Does the DAM System Work?

Digital Asset Management solution by Approve offers different tools and features for managing and controlling digital assets, so for the sake of this, we’ll use Aproove Asset Browser as an example.

Aproove digital asset management software
Aproove digital asset management software
Aproove is an all-in-one work management solution. It has built-in DAM capabilities. Within its Asset Browser feature the user gets a holistic view of the data. Its key features are:
  • Navigating the files (file tree), Moving and also creating files/folders
  • Search through all the files stored on the Aproove Drive (based on user’s permissions).
  • Reveal an asset folder location or open the project.
  • Collection (“add to basket” function).
  • Distribute (asset share functions).
  • Kick-off project (use collected files to create a new project in Aproove).
  • Kick-off tasks based on the selected/collected assets.
  • Full asset previews (including multi-page documents).
  • Direct Online Proofing access as an asset and as proof in the DAM.

See Also: 4 Ways to Highly Compress Files [130 GB to 70 KB]

features of DAM
features of DAM
The key role of DAM solution is to manage storage. Also share digital assets so businesses can focus on creating content. They can build their digital assets without any problems. Be it data asset security, organization, and searchability by:
  • Allowing file sharing and access from any time and anywhere: Authorized people can share files from any device. Thus avoiding file transfer via unsecured email attachments and other risky methods. Asset managers can configure different permissions to ensure  access to the right files.
  • Streamline asset organization: Keeping all your digital content and its metadata in a single and secure platform. You can customize your assets organization in a way that best suits your team. Thus everyone can find the asset they need at any time.
  • Create, share, and manage digital content in one place: A DAM like Aproove, provides a central hub for your team to manage digital content. Be it conception, creation or publication. Content creatiors can share, review, assign, and approve the digital content without emailing.  This will cut the risk of miscommunications. While also improving everyone’s accountability involved with the digital asset. As a result, you will always deliver digital content that is consistent.
  • Find files easy and quick: A key advantage of using a DAM system is to improve all files’ searchability. So you can locate the files you need. A proper DAM will also offer metadata management features like adding tags and keywords to assets. Thus implementing a customized vocabulary to allow efficient browsing.
  • Digital publishing and distribution: to publish digital assets on CMS and social media channels. Also to third-party automation solutions, distribution services, and more.

See Also: Top 5 Photo Management Software for Windows

Who Benefits from DAM?

Any business with digital content will enjoy having a proper DAM in place. Here are some common applications of dam digital asset management:
  • Creative team: The graphic designers and content creators will use DAM to upload new digital assets and new versions of assets. Also have regular access over digital assets to use older files.
  • Marketing: The marketing team needs to access the DAM to upload and access their data.
benefits of digital asset management
benefits of digital asset management
  • Sales: accessing approved promotional files stored in the DAM.
  • IT: monitoring the integrity of the digital asset.
  • Legal: checking the legal aspect of digital assets, such as attaching expiry dates to digital rights, etc.
  • Agencies: third-party marketing agencies may use your DAM to use logos, brand guidelines, etc. They may also upload new assets.

See Also: 6 Free & Paid Best Network Monitoring Software 


Digital Asset Management systems are now a basic need for all companies. The number of digital content is growing in recent years. With a proper DAM solution in place, stakeholders can upload and check digital assets. Thus this helps to streamline the whole digital asset management workflow.

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