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Summary: SharePoint Server 2013 offers a robust Digital Asset Management (DAM) solution, enhancing digital operations with features like workflows, routing, and policies. This article provides a comprehensive guide on using SharePoint for efficient digital asset management, covering key aspects such as storage, metadata, access control, and user roles.

In the evolving landscape of business, where digital platforms are taking center stage, the significance of digital asset management is on the rise. SharePoint Server 2013 provides a comprehensive solution for Digital Asset Management (DAM) through its advanced assets library. SharePoint enables organizations to securely store and distribute digital resources like images, videos, and documents. Nonetheless, the management of these digital assets can become intricate without a firm grasp of the essential terminology and aspects associated with it. In this article, we will furnish an extensive guide on leveraging SharePoint as your Digital Asset Management system.

Our comprehensive guide spans from fundamental concepts to the more advanced functionalities of the asset library within SharePoint Server 2013. Join our team of experts as they assist you in efficiently and effortlessly organizing your digital media files.

What is a digital asset management system?

A digital asset management system (DAM) efficiently manages and archives a wide array of digital resources on behalf of businesses. These resources encompass a diverse range, including images, videos, audio files, and various document formats, all of which can be employed in the creation of marketing and branding materials. Accessing and sharing digital assets is easy, and even the SharePoint document management becomes secure.

Digital Asset Management systems boost the efficiency of digital operations, enabling quicker content creation and the streamlining of workflows. In essence, they have the potential to elevate the customer experience by ensuring consistent and top-notch digital assets across multiple channels.

Is Microsoft SharePoint suitable for managing digital assets?

In addition to serving as a basic file storage and organizational platform, SharePoint possesses attributes that render it a prime choice for digital asset management. SharePoint Server 2013 boasts several pivotal features that elevate its capabilities in the realm of digital asset management.

  • Workflows: These tools aid individuals in designing a series of actions to streamline a business procedure, encompassing tasks such as content approval, securing approvals, and publishing fresh content.
  • Routing: Users can direct assets to specific individuals or groups by applying criteria such as department or job role. This ensures that the appropriate individuals have access to the relevant assets precisely when they need them.
  • Rules and Policies: SharePoint facilitates the control of digital asset administration by offering features like expiration regulations, content categorization, and auditing to ensure adherence to regulatory requirements.
Digital assets management in SharePoint

Digital assets management systems are valuable resources for organizations. SharePoint Server 2013 provides a digital asset management solution via its asset library, which leads to easy storage, sharing, & restore SharePoint content database within the organization. To effectively manage digital assets, consider the following factors:

  • Storage space & performance requirements
  • Proper metadata for each asset
  • Asset movement within the organization
  • Access control throughout the asset’s life cycle
  • Corporate records & other SharePoint retention policies
  • Asset-related policies for auditing and protection

Taking these factors into account, organizations effectively oversee their precious digital resources through the use of SharePoint’s digital asset management system.

Asset library users

A SharePoint Server 2013 asset library caters to a diverse user base, encompassing asset creators, asset managers, and asset consumers.

  1. Asset creators are individuals who craft various assets, including graphic designs, videos, or marketing copy, and then contribute these creations to the library.
  2. The Asset managers are responsible for managing the assets in the library.
  3. Asset consumers are those who must access the library to locate and use assets.
User Category Role Tasks
Asset creators Content generators Create, edit, format, tag, and submit assets
Asset managers Information custodians Organize, store, secure, version, and monitor assets
Asset consumers End users Search, preview, download, use, and rate assets

Note: In some situations, these categories may overlap despite their distinct roles.

To learn how to plan a digital asset solution with SharePoint Server 2013, read about the Plan digital asset libraries in SharePoint Server 2013.

SharePoint server 2013 asset management

Managing digital assets in SharePoint is simplified with the Asset Library template. This template serves as a repository for organizing a variety of rich media resources, including images, audio files, and videos. Furthermore, it incorporates additional content types like Picture Size, Preview, Date Picture Taken, and more, facilitating efficient asset categorization.

Furthermore, you can access metadata for every asset by utilizing the Asset Library’s preview mode. This mode conveniently showcases a thumbnail and provides essential metadata when you hover your pointer over an asset.

Enhance the discoverability of assets by associating enterprise keywords with them. Additionally, asset creators and managers can efficiently operate within the asset library, facilitating the upload, categorization, and overall management of assets. Moreover, Office applications empower users to seamlessly explore the library and effortlessly incorporate assets into their active applications like Word or PowerPoint.

Winding up

We trust that this guide has proven valuable to you while contemplating the adoption of SharePoint as your digital asset management system. Given its ever-expanding array of features, SharePoint is poised to become an indispensable tool for enhancing communication and organizational efficiency within your organization.

The platform acts as your digital backbone, not only being easy to use, but being a long-term investment as well. In addition, if you have any migration needs, Kernel Migrator for SharePoint can provide a smooth transition from your current system. So why wait? Let’s get going with SharePoint.

Q. Is SharePoint a good Digital Asset Management?

A. SharePoint is an effective digital assets management systems solution for certain organizations. It offers collaborative content creation & management, workflows & customizable metadata. But it may not be the best fit for large organizations with complex asset management needs. 

Q. What is SharePoint asset manager?

A. With the Asset Management online IT management in SharePoint, users can easily find location, cost, usage, life cycle, & renewals in a few clicks along with automating the life cycle of your assets.

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