How to Stay Organized and Save Money with Digital Asset Management
“You can have data without information, but you cannot have information without data.” – Daniel Keys Moran, American computer programmer and science fiction writer
It’s astonishing at times just how quickly digital assets—whether they be images or various documents created over time—can become buried under a mountain of other assets. Just take, as a small example, the gallery of photos on your smartphone. There’s that one picture you remember snapping awhile back—the one that didn’t make it onto social media, but it’s one you knew you wanted to keep—and you can’t find it when the moment of recollection hits. You’re with friends, and you scroll and scroll and scroll, telling them you know it’s there. But they’re quickly losing interest and moving on to other topics of conversation. The opportunity to share is lost, and your silly, frantic search ends up a waste of time.
That’s life, right? No big deal. But the consequences of digital disorganization compound in the workplace, where company resources such as brand campaigns, white papers, logos and packaging, contracts and, yes, photography and the like all come into play. As the company and client base grows, so do those assets and the need for adequate space and a program to keep them organized, which is why digital asset management—or DAM—programs are becoming an essential business investment.
What Digital Asset Management Does
On a broad scale, a good, comprehensive digital asset management system can be structured to meet the needs of a company, and help facilitate the processes and protocols required to keep that business running smoothly and efficiently. The company gains the ability to house all of its assets under one library with a system that can also integrate multiple existing CRM programs such as Salesforce or NetSuite. They can even allow team users to customize, download and print assets; ensure coherence to brand standards; streamline and automate budgeting and purchasing; and even centralize print orders across offices.
How DAM Differs from Cloud Storage
Unlike cloud storage, a good digital asset management program can organize everything in a way that makes searching for—and retrieving—a particular digital resource simple and fast, regardless of who’s looking for it, whether it’s the person who created the project file or another team member. You don’t have to remember dates or project names—or even know how someone else on the team may have labeled a file. Think of it as your company’s own digital library, complete with a catalog system to find and access all of the organization’s important resources.
What That Means for Team Players & Brand Governance
For the users, it saves a lot of time and frustration. A person can access files from all offices—a team member doesn’t need to request an “invitation” to access a file or ask someone to send a link to download the assets. This also means fewer team members “going rogue” and creating their own assets when they can’t find the right file. Ease of access means a huge win for efficiency and brand compliance.
How This Saves Company Dollars
While it’s difficult to put a price tag on something as intangible as digital assets, statistics show that business owners and executives equate wasted time with wasted money. And time spent sifting through multiple platforms in search of a file is most certainly a waste of time, especially when there’s a centralized library that allows team members to search and retrieve anything they need by typing a few keywords. Imagine every one of your employees having to sift through dozens—maybe even hundreds—of local network and cloud files at some point throughout the day, hunting for the right logo that was used six months back, or a copy of the original draft outlining an awesome digital campaign used for a client last year, or the series of unused lifestyle images from a photo shoot three years ago that would be a perfect fit for a new client’s ad strategy. It can be a time-consuming endeavor. But it’s time saved by a reliable digital asset management system.
The Sapphire Business Solutions Difference
In addition to typical Digital Asset Management functionality, Sapphire Business Solutions creates custom systems that templatize marketing assets and automate ordering processes. What does that mean in laymen’s terms? Team members can make brand-approved edits without a graphic designer’s help, order printed copies without going through an annoying purchase order process, and centralize print purchases companywide to create economies of scale. Adding those extra perks to the mix, it becomes a bit easier to quantify the ROI on our systems. Our customers have saved more than 291,000 hours on purchase ordering processes and more than $183 million on print and labor. We even have one client that’s able to support 45,000 field operations with just two marketers thanks to our DAM implementation.
Want to snag some of those savings for your company? Get in touch today.
© Copyright Sapphire Business Solutions 2021.