Digital Asset Management (DAM) is a tool used by organizations to efficiently store, organize, manage, and share their digital assets. These assets may include images, videos, 3D, documents, etc. The proper use of a DAM system will allow a business to save time, collaborate more efficiently, reduce errors, and guarantee consistency across multiple platforms.
However, to get started with Digital Asset Management, businesses have to migrate their digital assets to a DAM system. And apart from new users, a business may have different reasons for migrating its assets to a new DAM system. One common reason is that the current system in use is now inadequate, resulting in reduced team productivity and efficiency.
Whatever the reason, the migration of assets to a DAM system or from an old system to a new one requires proper planning and execution to make sure that no assets or data are lost. With a well-planned digital asset migration, businesses can significantly increase the scalability and efficiency of their processes.
So in this article, we see a comprehensive walkthrough of the key steps for a successful DAM migration.
Let's get started.
Defining your goals and objectives is crucial to the success of your DAM migration project. It helps you set the direction and tone for the project, keeping everyone on your team on the same page. Having objectives will also help you to measure the success of the project after completion.
Here are some questions to help you define your goals and objectives:
By defining your goals and objectives, you can ensure that your DAM migration project meets the needs of your organizations and delivers long-term value to your business.
Performing an assessment will help you identify the strengths and weaknesses of your current DAM system. When you know this, you can define the key requirements for the new system.
Here are the steps to follow when assessing the current DAM system:
By carrying out a comprehensive review of your current system, you can identify the weaknesses in your process and define the key requirements for a new DAM system.
Now that you've accessed the current DAM system and know the areas you want to improve, the next step will be to evaluate and select a new system. We have written an extensive guide on how to choose the best Digital Asset Management solution for your business.
For efficient organization of your digital assets, you need to determine data structure and mapping. This will ensure that your digital assets are correctly organized, classified, and metadata tagged. It will also reduce the time you will spend retrieving digital assets and also reduce errors.
Here are the steps to follow when determining data structure and mapping:
These steps will allow you to develop a systematic plan for transferring data and files from the old system to the new one.
Running data quality and cleanup checks will save you a lot of time and resources in the long run. If you have a lot of duplicate, inaccurate, or poorly tagged data, migrating it to your new system will slow down your workflow, eat up your database, and make it harder to find the assets you are looking for.
You also want to ensure that your data is consistent across the board. This means that you need to make sure that all of your identifiers, such as metadata and filenames are properly formatted and standardized.
By cleaning up your data before migration, you save on expenses and make asset management more efficient for your organization.
In Digital Asset Management, control is everything. You have to maintain control over who can view, access, and edit your digital data. The best way to control access to your digital assets is by setting up user access and permissions. With this in place, you can ensure that only authorized users are able to view and make changes to your assets.
User access and permissions can also be used for accountability purposes. Audit trails and permission logs can help to check who's accessing what data and when. This can help identify potential shortcomings and manage any risks of unauthorized data access, tampering, or deletion.
Conducting a pilot test will help you identify issues or errors that might occur when you start the main migration process. By testing a sample data set, you will gain better insights into how the migration will affect the rest of your data when you move it over to the new DAM system. This will also give you the opportunity to make necessary changes to your migration plan and avoid issues that might occur if you didn’t run any tests.
If the pilot test reveals issues or errors, you can fix them before the actual migration process, saving you time and effort in trying to fix them later on. This way you'll know whether the migration will be successful rather than discovering the issue after the actual migration, which could be costly.
Before you start the final migration, make sure you have created a backup of the data. This backup ensures you have all the data properly saved in case of errors or malfunctions during the final migration.
After you performed the final migration, these are the tests you should run next to determine the success of the process:
After your final migration, the next step will be to develop a training plan for key members of your team on how to efficiently use the DAM system. Your training sessions should cover the different features of the system, touch on policies that dictate how the DAM system is used, and review common workflows.
You should also set expectations and guidelines that explain why the new system is essential for your organization. Explain how the new system can make asset management more efficient, and how it can save time and resources.
Tip: Also have a thorough onboarding process for external users like distributors that may use your DAM system. Explain how the new system works, its features, and recommendations for use. Consider making onboarding sessions flexible by including a mix of in-person, virtual training sessions, and online learning materials to accommodate all learning styles.
You can also create user manuals covering details about the new system, including its use and policies. Also, update your organization’s knowledge base or intranet with the new system's documentation.
By developing a comprehensive training plan, setting expectations, communicating with users, conducting onboarding, creating user manuals, and offering ongoing support, you can ensure user adoption and the success of the new system.
Do not just migrate and then forget about the DAM system. You need to ensure that the system remains functional and healthy. Here are some tips for ongoing maintenance:
By following these tips, you can guarantee an efficient and organized DAM system that helps everyone on your team work more effectively.
There are many advantages a well-carried-out DAM migration project can provide for an organization. They include but are not limited to enhanced asset organization, streamlined workflows, improved collaboration, better asset security, and enforced brand consistency/standards across departments and channels.
By successfully migrating to a new Digital Asset Management system, organizations can take advantage of these benefits and ultimately improve their productivity. The key steps stated in this article will help you get started.
If you are still in the market for an enterprise Digital Asset Management solution that will help you efficiently manage, customize, and deliver your marketing assets, then check out Wedia.
Wedia is a comprehensive DAM platform that will help you manage a large volume and variety of marketing assets, consistently offer personalized experiences to your customers across channels, and improve collaboration between your teams and external partners. Try out a free personalized demo now.