5 reasons to move from a directory structure to a modern DAM
As brand owners grow and their digital assets accumulate, they often face a crucial decision: continue to rely on traditional directory structures or switch to a more sophisticated system with filters, such as a modern Digital Asset Management (DAM) platform? For many, the time and energy invested into setting up their current directory structure is more than worth considering. Let’s check out why moving to a modern DAM system can be a wise choice, even for those who fond of their existing setup.
Keeping the familiar structure
A major concern when switching to a new system is often the loss of familiar organisational structure. With a modern DAM platform, however, users have the assurance that some of their existing directory structure can be retained. To ensure a smooth transition, brand owners can set up metadata and a taxonomy to replicate the current folder structure, allowing them to retain their familiar organisation without wasting valuable time reorganising their digital assets. An additional tip is to carefully document guidelines for the new DAM system, as this can further streamline the transition.
Time savings and efficiency
One of the most significant benefits of using filters instead of folders is the improved efficiency and time savings they provide. With advanced search and filtering capabilities, users can quickly and accurately find the specific assets they need, even within a complex structure. This reduces the time spent manually searching through folders.
For new employees it will be easier and quicker become familiar with the structure of the system. The detailed and clear metadata will make it possible to perform targeted searches for the assets they need directly in the search bar, resulting in a significant reduction in familiarisation time.
Flexibility and scalability
An additional advantage of filters is their flexibility and scalability. Unlike static folders, filters can be easily modified and updated to meet changing needs. Filters allow digital assets to be organised in multiple ways without duplication. Brand owners can view and sort assets by different parameters and perspectives, depending on their current needs. This is not feasible with a strict directory structure.
Brand owners with an extensive collection of digital assets will find a filter structure makes it easier to quickly navigate the entire collection. By applying multiple filters, users can achieve the desired results within seconds, saving time and increasing productivity.
Access management and security
A modern DAM system also enhances access management and security. Admins can effortlessly set authorisations and access levels, ensuring that certain users only have access to the assets relevant to them. This approach guarantees more secure and controlled access to sensitive information. It is important to decide in advance who will assume the admin role and define their specific responsibilities.
Artificial intelligence
Modern DAM technology, which combines filters with tags and AI-driven search functionality, offers even much more value when searching for digital assets. Tags ensure that assets can be accurately categorised and filtered based on various criteria, such as file format, author, date, or project. Combined with AI search capabilities, users can take advantage of search results that quickly and efficiently identify relevant assets, even based on content context and similar assets. These advanced technologies not only help you to find what you’re looking for faster, but also to access better-structured and more contextually relevant information, significantly increasing overall efficiency and productivity.
While switching to a filter structure in a modern DAM system may seem daunting at first, it provides significant advantages over traditional directory structures. With appropriate support and guidance, brand owners can harness the benefits of filters and manage, distribute and control their digital assets more effectively.
Still unsure about the choice between folders and filter? Read our blog “The main differences between DAM and SharePoint” for concrete examples.
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