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9 Best Practices for Digital Asset Management

Written by Naba Cheema
Best Practices for Digital Asset Management

Running an online store can feel like managing a big puzzle with lots of pieces. Imagine you have all these puzzle pieces scattered around, and you need to find the right one quickly. It can be a real challenge, right?

That’s where Digital Asset Management (DAM) comes into play. Think of DAM as your helpful tool for sorting, storing, and finding those puzzle pieces with ease. It’s like having a super-organized puzzle box.

But here’s the twist: Sometimes, even with DAM, things can get messy. Why? Because people don’t set it up properly, or they don’t understand how to use it effectively. So, having DAM is only the beginning; you need to know how to make the most of it.

In this blog, we’ll share the top best practices for digital asset management to help you use DAM like a pro in your online store. 

Let’s dive in!

What is DAM – Digital Asset Management?

Digital Asset Management (DAM) is a system or software solution used by organizations to store, organize, manage, retrieve, and distribute digital assets efficiently. 

Want to explore more in-depth insights? Check out our previous blog: ‘Digital Asset Management (DAM): A Comprehensive Guide for 2023‘ for a detailed dive into DAM essentials.”

Challenges that arise in DAM Implementation 

Setting up a Digital Asset Management (DAM) system can be tricky. Sometimes, things don’t go as smoothly as planned.

Let’s talk about why this happens and why it’s so important to get the setup right and make sure everyone knows how to use it.

DAM Implementation

Why does DAM encounter Challenges?

1. Inadequate Setup

One of the primary reasons DAM implementations don’t work is due to inadequate setup. Some businesses rush into deploying DAM systems without a clear understanding of their unique needs.

This can lead to a mismatch between the DAM solution and the organization’s requirements. Think of it as trying to fit a square peg into a round hole—it just doesn’t work.

2. Resistance to Change

Change can be unsettling, and this holds true for introducing new technologies like DAM.

Resistance to change from employees who are usual to old workflows can step back from the successful integration of DAM into the company’s processes. Without buy-in from the team, even the most sophisticated DAM system can fail.

3. Lack of User Understanding

Sometimes, DAM implementations fail simply because users don’t understand the system’s value or how to use it effectively.

This lack of understanding can result in underutilization or, worse, users bypassing the DAM system altogether.

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Why Setting It Up Right Matters?

1. Aligning with Business Goals

To ensure a successful DAM implementation, it’s essential to align the system with your business goals.

This means carefully assessing your organization’s specific needs, whether it’s streamlining marketing operations, improving collaboration, or enhancing brand consistency.

2. Choosing the Right Solution 

Not all DAM solutions are created equal. Choosing the right one that aligns with your business objectives is critical.

Take time to evaluate different options, considering factors like scalability, integration capabilities, and user-friendliness.

Why Training Users is Important?

1. Bridging the Knowledge Gap

Effective user training is the bridge that closes the gap between a powerful DAM system and users who can leverage it to its full potential.

Training sessions should cover not only the technical aspects of using DAM but also its relevance to daily tasks and workflows.

2. Creating Advocates

Well-trained users are more likely to become advocates for the DAM system.

When employees understand how DAM can make their jobs easier and more efficient, they become champions of its adoption.

9 Best Practices for Digital Asset Management

Digital Asset Management (DAM) can be a game-changer for your ecommerce business, but success depends on following best practices for digital asset management. 

Best practices for Digital Asset Management

Let’s explore the important best practices in detail to enhance your DAM implementation.

1. Know Your Digital Assets

Practice for DAM

I. Conduct Audit

Before anything else, conduct a thorough audit of all your digital assets. It’s like taking stock of everything in your warehouse. This helps you understand what you have, why you have it, and what needs attention.

II. Eliminate Unnecessary Assets

Think of it as decluttering your space. By removing redundant or outdated assets, you simplify management and make it easier to find what truly matters.

III. Identify Gaps

Just like noticing missing puzzle pieces, identifying gaps in your digital assets helps you know what’s missing. It ensures you can fill those gaps to meet your content needs.

2. Define Your Goals

Practices for digital asset management

I. Have Clear Objectives

Imagine you’re planning a road trip. You need to know your destination. Similarly, defining clear objectives helps you choose the right DAM solution. Are you aiming to boost sales, improve branding, or streamline workflows?

II. Influence DAM Selection

Your goals are like the GPS guiding you. For example, if you want to boost sales, you’d look for a DAM solution that excels in sales support. If it’s about collaboration, you’d focus on tools that enhance teamwork.

3. Utilize Metadata

use metadata

I. Improve Searchability

Metadata is like labels on items in a store. It helps users find what they need quickly. Adding keywords related to the asset’s subject, color, product characteristics, and more can significantly enhance searchability.

II. Select Keywords

Think about how you’d search for an asset. What words would you use? These are the keywords you should apply as metadata.

4. Create an Organized Folder Structure

organized structure for DAM

I. Create a Structure

Think of your folder structure as a well-organized library. It makes finding assets a breeze. By creating folders based on categories like product lines, marketing materials, or campaigns, you provide a clear roadmap for asset storage.

II. Categorize

Keep folder names simple and descriptive. Imagine anyone in your team can easily understand and navigate the structure.

5. Establish a System for Asset Versions

system for asset versions

I. Manage Multiple Versions

In the digital world, assets often have different versions for various platforms. Managing these versions can be tricky. It’s like keeping track of different editions of a book.

Use metadata to give context to each version. Link-related assets to make sure everyone knows what’s what. For instance, if you have product images in different sizes or formats, link them together.

6. Assign Team Roles and Permissions

team roles and permissions

I. Importance of Roles

Imagine your team as a sports team. Everyone has a role to play. Define who’s in charge of what. For example, who manages the DAM system, who can view and download assets, who can edit metadata, etc.

How Can PIM-DAM Integration Transform Your Business?

Learn how Apimio’s PIM-DAM capabilities can revolutionize your ecommerce strategy. Get a demo now!

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II. Different Roles

Consider roles like administrators, viewers, creators, and editors, each with their own set of permissions and responsibilities.

7. Regularly Backup Your Assets

backup your assets

I. Do Backup

Just like keeping copies of important documents, backing up your digital assets is crucial. It protects against data loss due to accidents, system failures, or cyberattacks.

II. Automated Backup 

Consider setting up automated backups to ensure your assets are safe at all times.

8. Implement Version Control

version control

I. Version Control

Think of version control as a history log for your digital assets. It allows you to track changes and revisions over time. This is particularly important for assets that undergo updates or edits.

II. Prevent Confusion

Just like in a book where each edition has a different cover, version control ensures that you can easily distinguish between different iterations of an asset. This prevents confusion and ensures you’re using the right version in various contexts.

9. Implement Usage Tracking and Reporting

track and report

I. Track Asset Usage

Understand how your assets are being used. Usage tracking helps identify popular assets and those that need improvement.

II. Make Informed Decisions

Reporting provides insights into asset performance. It’s like having a dashboard for your assets, helping you make informed decisions about which assets to prioritize.

PIM and DAM: The Powerful Duo

Think of PIM and DAM as the dynamic duo of ecommerce management.

Product Information Management is all about handling the vast amount of data related to your products, like descriptions, prices, and specifications.

DAM, as we know, excels at managing your digital assets, from images to videos and more.

What’s remarkable is how PIM and DAM seamlessly integrate. Just like a symphony where each instrument complements the other, PIM and DAM work in harmony.

PIM systems with DAM capabilities allow you to connect product data with the right digital assets effortlessly.

Explore our comprehensive blog, ‘PIM vs. DAM: What’s the Difference?’ for an in-depth analysis of how these two powerful tools differ and when to use each for maximum efficiency in your ecommerce journey.”

Streamline Digital Asset Management with Apimio PIM

Apimio understands the unique challenges of ecommerce, and its PIM-DAM capabilities are designed to address these challenges head-on.


Whether it’s managing product information, images, or videos, Apimio offers tailored solutions that align with your business goals.

Apimio enhances digital assets management in the following ways;

1. Streamlines Content Creation

Imagine you’re launching a new product. With Apimio PIM-DAM integration, you can create product listings and simultaneously associate them with the necessary digital assets.

It’s like assembling a puzzle; the pieces fit perfectly, saving you time and ensuring consistency.

2. Efficient Distribution

Picture this scenario: You’re distributing product information to multiple sales channels, each with its own asset requirements.

Apimio with DAM capabilities, takes care of the heavy lifting. It can transform images to the right size and format for each channel, ensuring a seamless process.

3. Unified Control

Managing a vast array of products and digital assets across various platforms can be tricky. Apimio PIM-DAM integration offers a unified control center.

It’s like having a dashboard where you can oversee all your assets and product data in one place, making management a breeze.


In the ever-evolving landscape of ecommerce, mastering DAM and embracing the power of PIM with DAM capabilities is not just an option; it’s a necessity.

Your digital assets are the currency of the online realm, and with the right tools and strategies, you can utilize their full potential, ensuring your ecommerce success for years to come.

What to do next?

  • Have questions or need assistance? Reach out to our dedicated support team, ready to provide expert guidance and support throughout your product data journey.
  • Stay updated and gain valuable insights into the world of product data management by exploring our informative blog posts.
  • Take the next step towards efficient product management – sign up for Apimio’s PIM software and unlock the full potential of your product data.

Frequently Asked Questions

1. What is Digital Asset Management (DAM)? 

DAM is a system for organizing, storing, and managing digital assets like images, videos, and documents in a centralized and efficient manner.

2. What are the main challenges in DAM implementation? 

Challenges include improper setup, user resistance, and a lack of understanding of DAM’s value and usage.

3. How does proper setup impact DAM success? 

Proper setup ensures that the DAM system aligns with your business goals and workflows, making it more effective and user-friendly.

Written by Naba Cheema

Naba Cheema is a Content Marketing Specialist at Apimio Inc. She's an expert writer in Shopify E-commerce and Product Information Management.

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