DAM software - criteria for the right choice

Are you looking for a digital asset management solution? A structured selection process is crucial to finding the best DAM software for your specific needs. In this blog post, we provide you with valuable tips and eight criteria that will help you in the selection process and ensure that the DAM software of your choice delivers real added value – and will continue to bring you joy in the future.

The most important points summarized

• Clear criteria help in navigating the confusing software market. Considering the large number of DAM providers and solutions available, you should be guided by a catalog of criteria when selecting software. We have identified eight central criteria that are important when making a selection: a practical focus on the specific use cases, innovation capability, integration capability, scalability, security and compliance, user-friendliness, training and reliable support, and a coherent cost-benefit ratio.
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• It’s not the best software solution that counts, but the most suitable one. When selecting a software solution, it isn’t about finding the “best” solution on the market. It is much more important that the DAM software of your choice fits your individual needs. At the same time, however, you need a solid understanding of the current technological possibilities and trends in order to make a future-proof decision.
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• A four-stage selection process has proven its worth. Software implementations are usually large and costly projects and require a strategic and structured approach from the outset. The following procedure has been established for software selection: Research - Selection - Evaluation - Negotiation.

‍DAM software selection: 8 key criteria

1. Use Cases

We recommend that you define specific use cases and check how the solution provider fulfills them instead of relying purely on feature lists, which often say little about the actual performance and practicality of the solution. Focusing on use cases allows you to evaluate the adaptability of the DAM software to your specific requirements.

2. Innovative capacity

The innovative capacity of DAM software is an important indicator of its longevity and relevance. Regular updates with new functions show that the solution provider is continuously investing in further development. Pay attention to whether the DAM software is state-of-the-art and check the release cycles. Integrated AI features and other modern technologies are also a good sign.

3. Scalability

Good DAM software should be able to grow with your company. Make sure that the software can handle an increasing number of users, assets, and workflows. Scalability is crucial to meet future requirements and remain efficient in the long term.

4. Integration capability

The ability of the DAM software to integrate seamlessly into your existing system landscape is immensely important. Make sure that the software works fluidly with, for example, product information systems (PIM), creative software, or project management platforms. Smooth integration significantly improves the efficiency of workflows and collaboration.

5. Security and compliance

Data security and compliance are essential aspects when it comes to digital resources. Ensure that the DAM software you choose offers robust security measures such as access controls and encryption. Compliance with industry regulations, such as ISO 27001 certifications, should also be ensured to protect your valuable digital assets.

6. User-friendliness

The user-friendliness of the DAM software plays a decisive role in its acceptance and use within the company. Evaluate the user interface and user-friendliness for its adoption potential. Intuitive navigation, powerful search functions, and an appealing design play a key role in ensuring that the DAM software is accepted and used efficiently by employees.

7. Customer support and training

Pay attention to the level of customer support and training offered by the DAM provider. To ensure smooth implementation and continued success, comprehensive training programs, ongoing support, and dedicated account management should be offered in your language and time zone. Local presence and regionality of the provider can also be an advantage.

8. Costs and return on investment (ROI)

When selecting DAM software, you should consider the total cost of ownership (TCO), including license fees, implementation costs, and ongoing maintenance costs. Evaluate the ROI potential of the solution in terms of time savings, increased productivity, and revenue growth. A thorough cost-benefit analysis will help you make the most economically sensible decision.

DAM software selection: Process and best practices

As the digital asset management (DAM) software market is large and promotes a wide range of solutions, it is crucial to follow a structured and sound selection process that takes into account the criteria just mentioned. This typically consists of four steps:

Step 1: Research phase

Comprehensive and thorough market research should be the starting point of any selection process. Use market overviews to make the first steps in the research phase easier and draw up a list of no more than ten potential providers. When making this pre-selection, pay particular attention to how each one fits with your own company situation. If the provider can demonstrate industry experience through its customer base or implementation partners and has project experience with companies of your size, this is a good indication that it can meet your requirements. However, it is also important that the provider and its integration partners are within regional reach.

Step 2: Selection phase

In the selection phase, the aim is to reduce the shortlist to a maximum of five providers. We don’t advise relying exclusively on the providers’ feature lists – which actually say little about the practical suitability of a DAM software – but rather that you focus on the relevant use cases and make these the starting point for the selection. Remember that the best solution is not the one with the most functions, but the one that best suits you and your requirements. Document your technical and organizational requirements so that you can compare the providers and solutions identified in the research phase.

Step 3: Evaluation phase

Once you’ve finalized your shortlist, make a concrete evaluation of your selection. Give the providers on your list a specific use case that reflects your most important requirements, together with a test data set, and configure a proof of concept (PoC) – ideally based on a standardized template. A standardized offer template with an integrated calculation grid ensures that functionalities, services, and prices remain comparable and that no relevant aspects are overlooked during the presentations and workshops. However, the final decision should also take into account the participants’ sympathies and gut feeling as well as the providers’ soft skills and additional services.

Step 4: Final negotiations

For the final negotiations, it is of course crucial that you know the TCO of the DAM solutions, including the license fees, implementation costs, and follow-up costs for ongoing maintenance. Weigh up the potential ROI for each DAM software and use a cost-benefit analysis to determine the most economically viable choice. However, when making your final decision, don’t forget that other aspects also play a role. For example, pay attention to the customer support and training offered by the providers and ask for reference customers whom you can ask about the above criteria.

‍DAM software ROI: When is the investment really worthwhile?

Implementing a software solution is usually no small project and involves high investment costs. Accordingly, the decision to bring in DAM software is often delayed. However, with the increasing importance of data and the growing volumes of media content that need to be managed, the use of modern technologies is becoming more and more urgent.

Note: If you recognize yourself in the following statements, it’s time to take a closer look at the topic of DAM and the market for digital asset management software.

Typical pain points in digital asset management without the right DAM software

• Searching for specific files and media content takes an inordinate amount of time as they are located in different departments, systems, and folder structures.
• Expensively acquired or laboriously created media files get “lost” in the inventory and have to be newly acquired or created.
• Again and again, the wrong content gets into circulation because files are saved multiple times and not clearly named, e.g., final_final_new.jpg.
• Accidental violations of image rights and license conditions are increasingly causing additional work and costs.
• Collaboration between departments, colleagues, or external partners often does not run smoothly.
• Employee frustration increases due to workarounds, faltering processes, correction loops, and unnecessary extra work.

DAM software use cases and advantages: In which areas does a DAM system provide support?

Marketing and creative teams are the main beneficiaries of DAM software – especially when it comes to creating, managing, and playing out brand and campaign content. In principle, however, all areas that work with digital assets on a daily basis are dependent on meaningful management of the asset inventory benefit – such as sales and e-commerce teams, product management, or business partners.

‍DAM supports the management of digital content

Marketing alone is generating ever larger volumes of digital content that need to be organized in a meaningful way. While traditional image databases, cloud solutions, and folder structures have long been sufficient for the requirements of digital asset management, these management practices are now reaching their limits at an increasingly early stage. To ensure that you and your employees keep track of your valuable assets and can easily retrieve and monetize them, DAM software brings your asset inventory together on one platform and structures it with the help of metadata. Integrated validation rules ensure that files are archived correctly during import or manual filing and that there is no chaos in the system.

‍DAM supports creative work and content creation

Creative processes related to the creation of product content or marketing campaigns usually involve many manual and repetitive work steps. Modern DAM software can provide support here with AI functions, for example when editing images or maintaining metadata. This speeds up time-to-market and at the same time frees up your marketing teams to focus on more important tasks such as designing new campaigns. With workspaces that can be set up specifically for individual projects or teams using roles and rights, DAM software also supports collaboration and enables the regulated integration of external parties such as photographers.

DAM supports the distribution of digital content

Whether as a manufacturer, retailer, or player in the B2B, B2C or D2C sector, the number of relevant communication channels is growing across the industry. Modern DAM software is therefore designed so that you can integrate all your applications and data recipients and automatically output the content provided – for example in the correct version or in the appropriate file format. In conjunction with brand templates and digital rights management integrations, such automation not only speeds up your communication processes but also ensures that your brand image remains consistent and that license agreements or image rights are adhered to. DAM software of this kind therefore also forms the starting point for omnichannel marketing strategies.

Basic DAM software functions at a glance

• Central asset management: Consolidation of all digital content on a central platform with structured storage using metadata and keywording.
• Metadata management & validation: Automatic assignment of metadata and validation rules for correct archiving and clean data storage with manual filing.
• Workflow automation: Automations, e.g., for image processing, keywording, or versioning to speed up content processes.
• KI-supported search function: Intelligent search with natural language, text recognition (OCR), and image recognition to find assets quickly.
• Omnichannel content distribution: Provision of content in different versions and formats as well as automated playout to all connected channels.
• Brand asset management: Management of brand elements such as logos, templates, and design guidelines in the system to ensure a consistent brand image across all channels.
• Collaboration tools & role management: Workspaces with dedicated role and rights assignment for better collaboration among teams and for the regulated integration of external parties.
• Digital rights management: Central control of usage rights and licenses to ensure legally compliant use of digital content.

Note: You can find more information on the basic functions of modern, powerful DAM systems in this blog post: What characterizes a modern DAM system?

‍Conclusion

Choosing the right DAM software requires a thorough analysis and evaluation of various criteria. By focusing on specific use cases, examining the solution’s ability to innovate, scalability, integration capability, security, and user-friendliness, and evaluating the costs and expected ROI, you can make an informed decision.

A well-thought-out selection process will ensure that the chosen DAM software optimally fulfills your requirements and makes your marketing campaigns more efficient and successful. Do you find other criteria relevant? We look forward to an exchange. Book an appointment