A Digital Asset Management System will solve the following issues

In my work with our very own Open Source Digital Asset Management System – Razuna – I come upon the same questions with almost every prospect that take into consideration the use of a Digital Asset Management System. Sometimes the question is phrased differently, but it always burns down to this;

“What solution will your Digital Asset Management offer to solve {the issue}…?”

Since I am facing the same questions (more or less), I thought to address the following in a blog post. May our (potential) customers and others benefit from it.

Issue 1: I have a file server, why should I use a Digital Asset Management System

While the concept of storing and retrieving files in a Digital Asset Management System and a file server are somewhat the same, the similarity stops here. While a file server, is exactly “a file server” and nothing more, that is to *store* files, a Digital Asset Management System brings you some added value like;

• Search & Find. While a file server can be indexed by the local desktop machine who has “Spotlight” (MacOS X) or some Windows tool, the index itself will not be published to others to take advantage of it. Imagine this in a 10, 50 or more employees organization.
• Access control from the Internet. In the case of Razuna, you will have a full featured web server at hand, meaning you can allow your clients to search and find assets in your system. Giving them even access to dedicated “project” folders and collaborate on the assets.
• Collaboration. As mentioned above, giving clients access to projects, is a huge benefit. Instead of sending out a CD/DVD, wasting some valuable time and going back and forth with your client, you can do it right here, right now, with a Digital Asset Management System.
• No more duplicates. While there is literally no control on a file server, you can gain control over your assets with a Digital Asset Management System.

This list is by far not complete, but it should give you a idea, why a Digital Asset Management System can be beneficial.

Issue 2: My assets are duplicated all over. Departments send each other eMails with the assets. How can I control this mess?

You won’t believe me, when I tell you that even big organizations have neglected the use of a control system for their images and print materials. You will even be more surprised, how they handle it. eMail is the number one “asset transfer” mechanism within the company. The use of a file server, is sometimes not even existing. While this “workflow” can work for a small team, where everybody is on the same page (even that is hard in a small team), it creates a big “mess” within a bigger organization.

The root cause, why the use of “sending someone an email within departments” has been widespread, is that people can not find the right asset and the right time. It is *not* that eMail is a bad medium (well, some would argue on this as well), but that your file structure is not organized and that people can not find what they are looking for.

As a example; With the use Razuna, it does not interfere with the current “paradigm” of the current “workflow”, but it will bring you more control over your assets. Organizations that have taken to Razuna, have found that searching and finding the assets is intuitive and easy. Most of the time, assets could be found within seconds. Once found, they simply send an eMail with a link or even the asset itself, right from the system, to their co-workers or clients. Giving them instant access to the asset.

Issue 3: The original asset is lost and we just spent hours to re-do the work. Can your system help?

Your digital assets are a value *asset*. They should be treated as such. Loosing the original work on your valuable, creates a major strain on you and your organization. Apart from any system, you should have a strict backup schedule in place, in case of a hard disk failure or some outside causes, you will want to secure the backup in a remote facility.

That said, the inner working of a Digital Asset Management System, should always leave your original asset “as it is”. In that way, you can create different versions of your asset within the system, but always leaving the original work untouched.

I am sure, there are more issues on the plate. Please feel free to comment on this post. We are more then happy to answer your questions and comments.