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Why WoodWing

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icon-woodwing-enterprise-information-management-eim

Enterprise Information Management

Take charge of your content and information with Enterprise Information Management

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Unlock your potential

Unlock your potential with WoodWing's innovative solutions

icon-woodwing-content-orchestration

Content Orchestration

Managing content at scale has never been easier or more profitable

Solutions

Content Creation

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Content Creation

Collaborate and create high-quality channel-neutral content

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Digital Asset Management

Manage and distribute digital assets for streamlined content

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Multichannel Publishing

Maximize reach with seamless multi-channel content publishing


Content Management

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Document Management

Centralize and control your documents, ensuring secure access

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Information Management

Become more agile, reduce risks and benefit from available data

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Knowledge Management

Bring knowledge and people together to work on quality

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Process Management

Organize and describe processes in a way that everyone can use

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Quality Management

Ensure together that you do the right things, and do them well


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Der Spiegel

How one of Germany’s largest news publications increased editorial and production workflow efficiency using WoodWing’s publishing software.

Read this case
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Take charge of your content

WoodWing Studio

Streamlined content creation and multichannel publishing solution

WoodWing Studio

Collaborative content creation and multichannel publishing solution that simplifies workflows and streamlines production processes.

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Enterprise-grade digital asset management for streamlined workflows

WoodWing Assets

Enterprise-grade digital asset management solution that streamlines your creative workflow and simplifies collaboration among team members.

WoodWing Swivle

Cloud-based DAM for seamless file management and collaboration

WoodWing Swivle

Cloud-based DAM solution for managing, sharing, and collaborating on digital files from anywhere and on any device.

WoodWing Scienta

Software to collaborate on quality and have control over and maximize the benefits of the knowledge present in your organization.

WoodWing Scienta

Quality management platform for regulated industries that simplifies compliance, knowledge sharing, and collaboration.

WoodWing Xtendis

Secure digital archiving and document management system

WoodWing Xtendis

Digital archiving and document management system that allows organizations to store, manage, and access their digital assets securely.

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Powerful integration suite for seamless connectivity and automation

WoodWing Connect

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Efficient plugin for enhanced Adobe InDesign design workflows

WoodWing Smart Styles

Plugin for Adobe InDesign that streamlines design workflows by allowing designers to apply predefined styles quickly.

Industries

We know your challenges

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Agencies

Optimized workflow, improved collaboration, and brand consistency

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Finance

Modern document and quality management helps you manage risks and improve processes

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Franchise

Ensure unity with document, quality, and knowledge management

icon-woodwing-healthcare

Healthcare

Always access the latest version of each process, protocol, guideline, or agreement

icon-logo-woodwing-housing-corporations

Housing Corporations

Document management from context, always up-to-date, complete and accurate documents

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Manufacturing

Consistent branding, accelerated launches, and integrated content management

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Publishing

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How Bavaria significantly improved its global brand management.

Read this case
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ESG compliance? Integrate it into risk management for sustainable growth

ESG compliance? Integrate it into risk management for sustainable growth

Everything you need to know about risk management

Everything you need to know about risk management

Who determines the future of content: AI or you?

Who determines the future of content: AI or you?

View all blog articles

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Medium Rare

How Content Agency Medium Rare delivers better client experiences and outcomes with WoodWing.

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Home Inspiration Blog | WoodWing

Digital Asset Management

5 minutes of reading

How to choose the best DAM solution for universities

You’re sold on the benefits DAM can deliver to your university. But with so many stakeholders - and different needs - it’s hard to work out the best DAM for your university. But don’t worry. Armed with our insights into the essential features of DAM for universities, you’ll be able to prepare a DAM specification and get your project started. 

Shape

This article includes:

  • a quick recap of the use case for DAM in universities
  • essential features to look for in a DAM for universities 
  • a step-by-step guide to choosing the best DAM for your university

University use cases for DAM

In our previous article - DAM for universities: why your institution should implement a DAM system - we discussed the numerous use cases for DAM in the university context. These include: 

  • Student recruitment 
  • B2B marketing
  • Research teams
  • Press office
  • Alumni relations 
  • Academic departments
  • Estates 
  • Learning and participation

Different teams are likely to have different needs. For example:

  • the press office may want a secure place to store and protect embargoed assets
  • marketing want to access and download images in different formats for different media
  • researchers may want capacity to store and visually preview files 

But, whatever the specific needs of each team, implementing a DAM system delivers benefits in terms of:

  • access to approved brand assets
  • secure and structured digital asset storage
  • streamlined production processes
  • reduced legal exposure 
  • protected IP

So what does this look like in practice? What features should universities be looking for in a Digital Asset Management system?  

What features do universities need in a DAM?

A DAM is packed with features to make life easier for university users. Here’s some key functionality you need to consider: 

Upload and ingest

This means how you get your digital assets into the system. A good DAM will have a simple drag-and-drop interface to make it quick and easy to add assets. 

Metadata 

Metadata is the key to your DAM success. This is the information that accompanies digital assets to make them discoverable and usable. Keywords, date, usage rights, and restrictions are all examples of metadata. Look for a DAM that lets you define your own metadata fields, as well as automatically pulling metadata from the files.   

Tagging

Tagging means adding keywords to assets to make them discoverable. This can be done manually, automatically, or a combination of the two. Look for a DAM that includes AI-tagging. This is when artificial intelligence is used to detect the content of an asset and automatically recommend likely tags.

Search and retrieval 

Search and retrieval of assets is at the heart of DAM. Look for the ability to search, advanced search, browse and filter results. The ability to create multiple personal or shared collections is also helpful. Users can add assets to their collections for easy access or collaboration, without it affecting the master asset. 

Dashboard

The majority of your users will just use your DAM for searching and downloading assets. So you need to provide a user-friendly way to do the job quickly. Look for a DAM that has an intuitive dashboard that makes it easy to perform top tasks like searching by keyword or navigating folders. Many DAMs also let you brand the dashboard so users have a seamless experience. 

Scalability

The demand for – and use of – digital assets is likely to grow and grow. Make sure you select a DAM solution that’s scalable. Look for the ability to add storage capacity – and user licenses - as your library grows. 

User permissions / access controls

To protect your digital assets, you’ll want to set up different levels of access. You might want some users to be able to upload and download assets, whereas you might want others to only be able to view them. Make sure your chosen DAM offers the right level of access control for your university needs. 

Integrations

The likelihood is that your colleagues already use a lot of other creative and project management tools – for example, Adobe CS and Wrike. So look out for a DAM that can integrate with these tools. A seamless experience when opening files can save a lot of time. Files in the DAM should be opened in their corresponding applications for viewing or editing with just a click of the mouse.

Hosting

Many DAMs offer a range of hosting options. Typically these are:

  • On-premise – running on your own servers and managed by your IT staff
  • Private cloud – running in your own cloud environment
  • SaaS – a turn-key cloud solution from the DAM vendor

The choice is determined by factors such as IT resources, security, speed, internet access, flexibility and upfront investments vs subscription models.

Doing desk research to determine the best DAM solution for universities

The process of choosing the best DAM for universities

To start your DAM selection process, you’ll need to build a picture of who will use the system, how they’ll use it, and what they need the system to do.

You’ll also need to think about the support you’ll need - both from your vendor and your internal IT departments - to implement and manage the system.  

Identify your users

If you’re considering a DAM, you’re probably in a team that uses a high volume of assets, like marketing. Although there’s a very strong use case for DAM in your department, don’t underestimate the other use cases for DAM across the organization. From marketing and student recruitment, to business partnerships and estates management, there’s a strong business case for creating a university-wide DAM system. So your first step should be to map which teams would benefit from a DAM and start that conversation with them. These will be your core users.

Talk to IT early

University IT teams are stretched. They’re responsible for day-to-day computing for 1000s of users, project management, strategic developments, and protecting against cyber risks. So get them on-side early.

They’ll need to be involved for the following reasons:

  • Compatibility - making sure your system can work with other software and hardware
  • Security - ensuring the system doesn’t introduce risk to other systems 
  • Storage - providing server if you’re going to host the DAM in-house

Establish your needs

Once you’ve worked out the core users for the DAM system - and got the green light from IT - it’s time to scope out everyone’s requirements. You can do this by using the MoSCoW framework. 

  • Must have - Features that are essential to the success of the project 
  • Should have - Features that you’d like to see but aren’t essential to project success
  • Could have – Nice to have but non-essential features
  • Won’t have – Features that aren’t in scope at this time  

So, for a DAM implementation, a MoSCoW analysis might look like this:

  • Must have – Ability to hold 100,000 assets, AI tagging, granular permission controls
  • Should have – Automatic file versioning, integration with project management software
  • Could have – Brandable user interface 
  • Won’t have – Ability to stream live video for events

Shortlist and demo

Write these needs up into a specification document and send them out to DAM vendors that you think fit the bill. You’ll then be able to shortlist products that meet your needs. 

We strongly recommend you then get your core users to do demos of all of your shortlisted products. The best way to get a feel for software is to get hands-on with it. 

Ask to see your ‘must have’ tasks performed to check whether the system offers the functionality - and ease-of-use - that you need. 

Follow these steps and you’ll give yourself the best chance of DAM selection success. Of course, choosing the best DAM for you is only part of the process. For an end-to-end overview of everything involved in implementing DAM, download our checklist now.

Shape

Published on January 28, 2022

Magdalena Ivanova

Magdalena is a digital marketer and tech enthusiast with multiple marketing disciplines under her belt. Her articles cover various topics, including all things marketing, digital asset management, interviews, and opinions.

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