Best Digital Asset Management Practices for Non-Profit Organizations

Business, contract management software, Non-Profit

Branding is such a powerful strategy that can recreate the success of non-profit organizations, as it assists in creating confidence and credibility among the masses. Fortunately, DAM (Digital Asset Management) system enables such organizations to manage their digital assets while aligning with their brand image.

When it comes to grants, charity, and donations, trust is the quintessential aspect. So, any reputable non-profit organization must share relevant content invariably, such as detailed annual or monthly reports, images, or videos that show their social impact and ensure a positive and transparent public image. If your organization has not started using DAM, let’s explore it together!

What is DAM?

Digital Asset Management (DAM) is one of the advanced tools that keep, organize, edit, manage, index, and recover digital assets. These assets contain a variety of media, such as audio, video, images, graphics, and necessary content like brand guidelines, metadata, and access management.

Why Use DAM?

DAM brings multiple benefits, including contract management software, version control, a centralized media library, cloud storage, user access management, improved asset security, and many more. At this point, NGOs must stick to best DAM practices to optimize their investments and reap productive outcomes.

Best Practices for Digital Asset Management that Maximize ROI

Asset Audits

The goal of an asset audit is to develop an exhaustive inventory of the organization’s digital assets, it may include an evaluation of their existing folder structure, determine pertinent stakeholders, and document systematic workflows for seamless access.

Following are some essential steps of asset audit:

  • Identification of the various types of assets.
  • Compilation of potential users’ lists.
  • Categorization as per assets characteristics.
  • Asset labeling and addition of metadata.

Asset audits enable organizations to determine gaps in their digital assets’ folder structure, asset naming, versions, and other applicable identifiers.

Create a Single Source for Media Library

It is significant for non-profit organizations to understand a few factors before implementing a DAM system. Previously NGOs might be operating shared external devices, email inboxes, or distinct cloud storage systems for accessing and storing digital assets. However, after implementing a DAM system, organizations ensure that the media library connected to the DAM becomes the primary and authoritative source of truth.
At this stage, it is crucial for all stakeholders to get training on how to use the media library exclusively for digital asset storage, access, retrieval, and transformation.

Set up USA (User Access Management)

Setting up user access management in DAM creates a user hierarchy that gives suitable access rights to each stakeholder for modifying, accessing, archiving, or managing digital assets. It provides authorized personnel access to internal and external stakeholders for specific assets. Hierarchal user access restricts asset optimizations and transformations to authorized users only and improves security.
Some of the common DAM user hierarchy includes:

  • Account admin

This will be an individual who has full authority over the DAM system. He/she can remove or add users and handle the pricing plans of the system.

  • Developer

This is a technical expert who looks at all backend activities, such as incorporating the DAM system with PIM, CMS, storage servers, etc. They also maintain the DAM system as per organizations’ requirements.

  • Editor or Viewer – Media Library

Editors will get access to digital assets with the right to edit, however, users with viewer titles can view access only.

Use Asset Nomenclature

Using a predictable and standardized naming convention is essential for efficiently managing digital assets on a large scale. The specific practice minimizes the time and effort spent scouring for existing assets and ensures a methodical process for documenting assets before uploading them into the DAM system.

Establish Workflows for DAM

After setting up the media library and user, the next step is to set up workflows for DAM. It works methodically, for instance, when the designer/s uploads the draft layout to the drive, DAM workflow sent alerts to the concerned authorities about the media asset’s status. DAM workflow shows every stage of the digital asset lifecycle.

Digital Asset Manager

At this stage, allocate a Digital Asset Manager who will look after the following things:

  • Control user access.
  • Ensure uniform asset naming patterns.
  • Create an indexed folder structure.

The digital manager role is similar to the project manager and they facilitate collusion among stakeholders and core users.

Leverage DAM Analytics

DAM systems can furnish detailed insights into engaged users, asset usage, bandwidth consumption, and critical workflows. DAM analytic features can give a comprehensive overview of DAM system usage, enabling organizations to add more value to their digital media.

Final Thoughts

DAM systems offer substantial value to non-profit organizations via contract management software and automation for digital assets media management. NGOs should adopt these best practices to grow technologically and prevent conventional system inefficiencies.

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