Digital asset management in the new era of work
by Raymund Taylan, Senior Security Advisor
10 June 2021
Without centralised and secure digital asset management, staff can struggle to locate digital assets while working remotely. Once files are shared via insecure USB drives or over email, organisations become vulnerable to data breaches and costly fines.
Due to the pandemic, the majority of businesses have accelerated their digital initiatives to ensure continuous business operations and support employees working from home. With this sudden shift towards digital transformation, many organisations were caught unprepared and left uncertain on how they should manage digital assets effectively, not to mention securely. Businesses were challenged to maintain a digital production workflow that dealt with hundreds of files, templates, and images for their now home-based staff.
Let’s face the digital asset challenge
When the pandemic started, many employees had to start working remotely and organisations increased their digital engagement with customers. However, this shift was already happening.
According to Gartner, 69% of boards of directors think technology has a transformational role in addressing business priorities. In this transformation, many daily tasks and staff collaboration processes are becoming fully digital, resulting in an increase of digital content and assets.
Two of the major pain points for both businesses and staff whilst completing a digital transformation are ensuring good user experience and providing consistent access to digital assets. This is especially true for the availability of servers that can be reached via VPNs, file naming conventions, and quick file discovery.
Digital asset management is key for every organisation in order to orchestrate efficient file management and collaboration, maintain full visibility and control over hundreds of files, and ultimately, to preserve brand image.
Adapting to a digital asset management (DAM) solution
To maintain high visibility over files, organisations need to make sure that these files or digital assets are searchable and easy to find for anyone who has authorised access. Digital workflows that involve approval and publishing processes must also be considered to gain full control over whether digital assets are being used and shared by the right people. This cannot be achieved by just utilising common cloud storage platforms like Sharepoint, Google Drive, Microsoft’s One Drive or Dropbox.
File management requires a total solution that uses advanced metadata configuration that will treat the contents as assets and keep full visibility and control over your files. Digital asset management requires a full understanding of workflow and the entire ecosystem of digital assets. Once a digital asset management solution is fully implemented, this can address inefficiencies across the business and improve collaboration processes between stakeholders.
Digital assets in the new era of working are becoming more relevant in 2021 while the pandemic is still a major consideration. Having a digital asset management (DAM) solution in place enables organisations to make sound decisions using DAM’s artificial intelligence (AI), machine learning (ML) and automation. This also allows staff who continue to work remotely to focus on their own tasks, helping drive growth and innovation.