by Jeff Rosen

Data management is becoming increasingly complex. Organizations are dealing with massive amounts of orphaned data while simultaneously being held responsible for providing immediate access to their entire data library to ensure smooth operations, maintain consistent branding, and meet regulatory or compliance requests. Cloud storage and associated energy costs are skyrocketing at a time when ensuring practical, secure storage practices are increasingly essential to business operations. Organizations need an automated and simple way to ingest, categorize, store, and access their entire data library.

This has led to a boom in tools tailored for digital asset management (DAM). The DAM market was valued at $4.9 billion in 2022 and is projected to reach $20.6 billion by 2032. While this rapid growth is certainly needed, it has led to confusion among buyers when determining which DAM tool is best suited for their business.

 

To help companies through the buying process, we’ve put together 5 must-ask questions for buying a DAM tool.

5 Questions to ask when buying a digital asset management (DAM) tool

1. How does the ingestion process work?

If you’re like most organizations we talk to, you likely have data housed in various file types, including images, videos, documents, PDFs, and audio files, to name a few. Make sure the DAM tool allows for automating data capture and processing. This will save valuable team resources by reducing manual efforts and will also eliminate data entry errors.

 

2. Does it integrate with your existing data management tools?

Your DAM tool should simplify your data management process. And that simplification should start with the initial implementation. The last thing you want is to commit to a tool only to learn that the deployment process is cumbersome and not easily integrated with your existing tools.

Consider systems like your CRM, file storage systems, content management systems, and marketing automation software.

 

3. What is the data search and categorization functionality?

Your data is only as good as your ability to access it. A primary advantage of using an advanced DAM tool is its ability to be used across departments in a seamless, secure way. An advanced DAM tool will take your unorganized digital assets and categorize them using rich, contextual metadata. When evaluating tools, make sure you understand how data is organized, categorized, and accessed. Ask what type of permission controls are available. And make sure you understand how data can be shared cross-functionally to make the entire organization more efficient.

The most advanced tools on the market today are using AI to drive even better metadata extraction and enrichment. Your tool should allow you to locate digital assets using advanced AI-powered search capabilities. You need to be able to easily search by keywords, filter by metadata, and use visual recognition to find content.

 

4. Where is the data stored?

There are an abundance of options for where and how to store your data. Hot or cold storage, on-premise or in the cloud. And best practices seem to be changing rapidly. For example, a few years ago it seemed most companies were moving their entire data library to the cloud, only to realize that this led to unpredictable costs and gaps in necessary security protocol. The truth is that each organization’s storage needs are different and likely require a mix of storage types. Your DAM tool should be compatible with a variety of storage types so that it can support your business needs today and evolve as your business evolves.

 

5. Which security guardrails does it have in place?

Your business is likely regulated by industry-specific and geolocation data privacy laws and regulations. Any DAM tool that you implement should simplify compliance requirements.

Additionally, you need to prepare for the possibility of a data breach. Keeping your data protected from bad actors while building business continuity plans in the event of a breach is critical for all types of businesses. Make sure you understand the tool’s control permissions for file access, modification, and collaboration. As well as the available data governance features that ensure data integrity, privacy, security, and compliance.

 

Creating an organized, secure, and efficient data management system should be the top priority for IT teams. If you get it right, it leads to increased productivity, more secure operations, and lowered storage costs.

 

Learn more about Rimage’s new AI-powered global digital asset management tool, SOPHIA

 

Get in touch today to explore how it can support your business.