There is a lot of noise around DAM at the moment, however a lot of what is being touted is myth. We asked IntelligenceBank to set the record straight.
Myth #1: Dropbox (News - Alert), Google and other Cloud Services Can Handle Everything
This is one of the most widespread misconceptions about Digital Asset Management; that the same advantages and benefits can be found in services like Box (News - Alert), Google Drive or Dropbox. There are many ways that these services are highly useful. We ourselves apply the versatility of Google (News - Alert) Drive when collaborating on projects and performing other digital tasks. But, as anyone who has used these services extensively can tell you, after a certain point these tools present some major usability issues.
For example, it can be virtually impossible to locate specific files and documents once a large collection of digital assets has been collected in one of these services.
DAM systems are designed to store large amounts of information as well. But, they have the added advantage of a structured organizational plan of folders, metadata and templates. This type of organizational structure makes it easier to understand what is in each file, who created it and what the restrictions and other management protocols apply to its usage and distribution.
You may have a large company that generates hundreds of thousands of such files in a month and still the proper metadata, keywords and folders will allow you to find exactly what you need. This is not something you will not find in most cloud storage options and you can spend a lot of time searching for important information in vain. If you can’t remember the file name, the search will be longer and harder – not what we expect from digital efficiency.
Another important aspect of DAM is the level of control you can have over the access your users have to files and documents. A free Cloud management system is basically a free for all where everyone can access what they like and do with the file as they will. New folders can be created, files can be relocated and the potential for innocent human error increases astronomically. DAM allows you to grant permissions and you can choose who has access to what
Myth #2: DAM Software is Too Expensive
The prices for an Effective DAM system can be anywhere from $90/a month to over $90,000/. This is because different DAM providers offer different services, tools and features. For this reason it will be important to find the right DAM solution that fits your price range and gives you exactly what you need. Visit intelligencenbank.com to find out more about their services.
Some of the points that can add figures to the price range can include things like the size of storage space you need. What features you would like to include in terms of metadata and sharing options, the integrations you will need with other programs and software the more. The cost of implementation and future maintenance can also increase the costs.
But, an effective DAM that works for you is not an additional cost to your business. Far from it, a tailor-made DAM service will work to save you time and money. Your users will no longer take long hours searching for the items they need as they will always be organized, accessed and collected with a clear organizational structure.
You will save cash by avoiding human error as well. You will never have to do a task twice because the final product was misplaced the last time.
Of course, it will be an ongoing expense, but in the long run this small price will avoid a greater expenditure of time and effort through an efficient organizational system for digital data. Even medium-sized companies and businesses can save a bundle with a suitably matched DAM system.
Myth #3: DAM Systems Take A Long Time to Implement
There are a number of factors that can affect how long it takes to fully implement a DAM system. The time frame can be anywhere in between two weeks to a full year. The important thing to remember is that the DAM provider implementing your system can go as slow or as fast as you need. If you would like to get something set up within a few weeks with a specific set of files, this can be done very easily. If you would like the process to go a bit slower so you can think long and hard of how best to approach the process, a longer time line may be the best option for you.
There are also many other factors that can affect how long it takes to implement your DAM system. The quantity of files you will be uploading is the first and foremost factor. Some companies that are just starting out will have very few files that need to be uploaded. But, if your company has accumulated much digital information over many years the project can take longer. Those companies that will be using a lot of metadata to organize their files will need a longer time for full implementation. This is something to discuss with your DAM provider during the onboarding process.
If you will be switching from one DAM service to another, the process is also more complex. This will require downloading the information and then uploading it to the new DAM system, while making sure everything is arranged and appointed properly. If you have a person dedicated to this process full time, you will find a quick and easy process.
But, don’t let the implementation time scare you. A proper DAM vendor will be able to work with you and your team to make the best plan for getting your DAM up and implemented in the time frame that suits you.
Myth #4: We Have Too Many Files for a DAM!
No matter how many files you have the DAM system is built to handle the largest of capacities even up to many hundreds of terabytes. Your DAM provider will find the way to properly move all the files you have onto your new system. Once your files have been properly uploaded onto your system, you will be able to access and control these large amounts of information far more effectively. Even the largest collections of datas can be effectivelly organized like this.
Myth #5: Managing a DAM Takes Too Much Time
The fast and efficient modern DAM system makes it easier to manage these extensive databases. Most systems are very self-reliant and need minimal maintenance from a DAM provider to handle the updates, manage infrastructure and perform regular maintenance. There will therefore be very few technical aspects to understand.
The largest and most critical aspect will be the implementation process, but as mentioned this can be handled at your pace according to your needs. After implementation, there will be some other tasks along the way such as uploading new content, attaching and appointing metatags and keeping the system updated. But, if they are handled regularly these are not very time-consuming operations.
The final goal of your DAM system will be to save you time and money, not cost more. Your business associates will never have to go through you to get the files they need as they will all be available in one spot with the correct protocols in place to manage them effectively. Proper organization will allow greater efficacy in accessing and using these files as well. Furthermore, there will be no need to repeat work for items that are lost or misplaced.
