Understanding metadata and folder structures

At Stacks, we understand that well-defined standards and procedures are the keys to efficient and effective digital asset management (DAM) systems. Controlled vocabularies, folder structures, metadata taxonomies, and file naming conventions all play a significant role in ensuring that a DAM platform is more than just a storage bin.

They help organizations maximize the value of their content and use it to drive their success. Without them, organizations waste valuable time and money searching for assets they need or recreating assets they already own.

Taking the time to create standards and procedures like the ones mentioned above and others is very beneficial. As we often state, good processes are the key to healthy platforms. Standards prove useless unless you enforce them, review them regularly, and act upon feedback from users.

This process is called governance.

digital asset management governance

WHAT IS GOVERNANCE

Simply put, DAM governance comprises the rules which ensure the proper creation, implementation, maintenance, and management of a DAM system and its workflows. Process creation is the first and most important step in governing a DAM system, but it’s not the only one.

After you establish and document rules, you must implement and enforce them. There must also be ways to solicit feedback from users and make any necessary changes or improvements. New workflows often look great on paper, but if feedback channels and communication doesn’t exist, users disregard them.

Good governance also means adopting a mindset of continuous improvement.

How can a  DAM system that works well for your creative and marketing teams expand?

Is it time to tackle your archived assets now that your day-to-day workflow is getting results?

What kinds of special projects would get even more return on investment (ROI)?

To accurately answer these questions, you must know the overall value of your DAM system to your organization. You must also learn whether or not buy-in exists across the organization.

WHAT DOES GOVERNANCE LOOK LIKE?

To help you better understand what good governance looks like, we’ve outlined some examples of it below.

  • Deciding who manages the day-to-day operations of the DAM system and resolves issues.
  • Enforcing the use of established standards and procedures and helping onboard and train new employees on their use.
  • Regularly auditing the health of the DAM system and adherence by its users to the established standards.
  • Setting up channels for end-users to offer feedback and suggestions for changes and improvements to workflow and processes.
  • Updating leadership on the success of the DAM system, the value it brings to the organization, and potential expansion projects.
  • Identifying gaps in content and areas where workflows could expand to help grow the organization
  • Staying aware of market trends and how they impact the value of creative assets and the systems they live within.

Achieving these goals requires effort, buy-in from all stakeholders, and communication between people across the organization, from leadership to end-users.

Governance is not simply a set of tasks executed by a DAM manager or consultant, but a collaborative effort that enables your organization to get the most out of its assets.

Effective governance ensures your DAM system is more than a piece of software or a set of standards.

Conclusion

Effective standards and processes are the keys to unlocking the potential of your DAM platform, then governance turns the key and opens the door. If you’re unsure where to start, Stacks is happy to assist.

We have helped many brands take back control of their digital assets and the systems they live within. Please read our other blog posts and reach out with any questions you have about getting started on your digital asset management journey!

Posted 
September 16, 2021
 in 
DAM Management
 category

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