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You're struggling to manage your digital assets. What's the best way to stay organized?

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If you work with digital content, you know how challenging it can be to manage your digital assets. Digital assets are any files that have value for your business, such as images, videos, documents, audio, and more. They can quickly pile up and become hard to find, use, and update. How can you stay organized and optimize your digital content workflow? Here are some tips and tools to help you.

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Niteesh Singh

Product Marketing | Brand Strategy | Employee Engagement | Corporate Communications
Dr. Melinda Charlet

HR Professional | Content Specialist | Software Developer & Tester | Counsellor
Alan Baker

Author & Video producer. Retired, over 70, and enjoying life! Thanks for all the employment contacts (including…

1 Define your goals and needs

Before you start looking for solutions, you need to have a clear idea of what you want to achieve and what problems you want to solve with your digital assets. Do you need to store, share, edit, or distribute them? Do you need to collaborate with others or work across different platforms and devices? Do you need to follow any standards or regulations? Do you need to track and measure the performance of your digital assets? Define your goals and needs and prioritize them according to your budget and timeline.

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Dr. Melinda Charlet

HR Professional | Content Specialist | Software Developer & Tester | Counsellor
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Audit Your Assets: Conduct a thorough audit to identify the types of digital assets you have and their importance. Define Access Levels: Clarify who needs access to what, and establish appropriate permission levels for different stakeholders.

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2 Choose a suitable platform

Once you have your goals and needs defined, you can start looking for a platform that can help you manage your digital assets. There are various types of platforms available, such as cloud storage services, digital asset management (DAM) systems, and content management systems (CMS). Cloud storage services, like Google Drive, Dropbox, and OneDrive, can be easy to use and offer a free or low-cost option; however, they may not have advanced features or integrations for your digital content workflow. DAM systems, like Bynder, Widen, and Adobe Experience Manager, may have more features and integrations than cloud storage services; however, they may be more expensive and complex to set up and use. CMS platforms like WordPress, Drupal, and Squarespace usually have some features and integrations for managing digital assets; yet they may not have the full functionality or flexibility you need for your digital assets.

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Dr. Melinda Charlet

HR Professional | Content Specialist | Software Developer & Tester | Counsellor
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Digital Asset Management (DAM) System: Consider implementing a DAM system tailored to your organization's size and needs. Cloud Storage: Explore cloud storage solutions that offer accessibility, version control, and collaboration features.

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3 Organize your digital assets

Once you have chosen a platform that suits your needs, it's important to organize your digital assets in a way that makes sense for you and your team. This involves creating a structure and system that allows you to find, use, and update digital assets with ease. To do this, use folders and subfolders to group your digital assets by category, project, client, or any other criteria that works for you. Additionally, use consistent and descriptive naming conventions for digital assets, such as including keywords, dates, versions, or formats. To add information and context to your digital assets, use metadata such as title, description, tags, author, source, license, or any other relevant data. Labels, colors, or icons can be used to mark the status, priority, or ownership of digital assets. Lastly, templates, presets, or styles can be used to standardize the look and feel of digital assets such as fonts, colors, sizes or formats.

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Niteesh Singh

Product Marketing | Brand Strategy | Employee Engagement | Corporate Communications
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We've upgraded our SharePoint organization by not just sorting and naming our folders and files, but also by keeping a detailed spreadsheet that outlines our entire folder structure. Think of it as our master blueprint – it's a clear, easy-to-follow map for how everything in SharePoint should be organized and named. This spreadsheet, along with our guides and training, ensures everyone on the team knows exactly how to file things. It's like having a handy reference guide. We're also regularly checking to make sure everyone is sticking to this system, sort of like quality control. With these steps – the organized structure, the spreadsheet, the ongoing training, and monitoring – we've made managing our digital assets a lot smoother.

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Dr. Melinda Charlet

HR Professional | Content Specialist | Software Developer & Tester | Counsellor
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Categorize Effectively: Develop a consistent and intuitive categorization system for your digital assets. Metadata Implementation: Use metadata to provide additional information about each asset, making it easier to search and organize.

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4 Streamline your digital content workflow

Once you have organized your digital assets, streamlining your digital content workflow is essential. This means creating a process and routine that allows you to efficiently and effectively create, edit, share, and distribute your digital assets. Automation can save time and avoid errors, such as using scripts, macros, or plugins to perform repetitive or complex tasks. Collaboration is also important to improve communication and feedback, such as using comments, annotations, or chats to share ideas, suggestions, or revisions. Integrations can connect your platform with other tools and platforms you use, such as using APIs, webhooks, or extensions to sync, transfer, or embed your digital assets. Additionally, analytics can measure and optimize the performance of your digital assets, like using reports, dashboards, or insights to track, monitor, or improve them. Managing digital assets can be a challenge but following these tips and tools can help you stay organized and optimize your content workflow - saving time, money, and resources while enhancing the quality of your digital content.

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Dr. Melinda Charlet

HR Professional | Content Specialist | Software Developer & Tester | Counsellor
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Workflow Automation: Implement automation tools to streamline the creation, approval, and distribution of digital assets. Version Control: Establish a version control system to track changes and updates, avoiding confusion and redundancy.

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5 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Alan Baker

Author & Video producer. Retired, over 70, and enjoying life! Thanks for all the employment contacts (including AI-related), but my time is fully occupied with my projects. Consequently, I'm not seeking employment.
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I'm retired, so I cannot describe any current departmental system. So, I've asked an AI, e.g. Bing, to define a Digital Asset Management system. Now audit what you have, and then compare it with what has been suggested for your system. I asked Bing "How do you manage digital assets?" Bing provided quite a lot of information, by first defining what is Digital Asset Management. I'm not going to type the information provided (too much information) but I'll just include the four top headings that AI Bing provided. It's up to you to select your AI. Here are the headings: 1. What is Digital Asset Management (DAM)? 2. What Does a DAM Solution Do? 3. Benefits of DAM: 4. Who Uses DAM?

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Dr. Melinda Charlet

HR Professional | Content Specialist | Software Developer & Tester | Counsellor
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Scheduled Audits: Plan regular audits to ensure that your digital asset organization remains effective and up-to-date. Training Programs: Provide training for team members on how to effectively use the chosen platform & adhere to the organizational system. Scalability Considerations: Choose a solution that can scale with your organization's growing digital asset needs. Access Controls: Implement robust access controls to protect sensitive digital assets and ensure compliance with data security standards. Collaboration Tools: Select platforms with collaboration features that facilitate seamless teamwork and communication. API Integration: Explore options for integrating your chosen platform with other tools used within your organization

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You're struggling to manage your digital assets. What's the best way to stay organized?

1

2

3

4

5

1 Define your goals and needs

2 Choose a suitable platform

3 Organize your digital assets

4 Streamline your digital content workflow

5 Here’s what else to consider

Content Management

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You're struggling to manage your digital assets. What's the best way to stay organized?

1

2

3

4

5

1 Define your goals and needs

2 Choose a suitable platform

3 Organize your digital assets

4 Streamline your digital content workflow

5 Here’s what else to consider

Content Management

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