Why WoodWing
Why WoodWing

How we help

icon-woodwing-enterprise-information-management-eim

Enterprise Information Management

Take charge of your content and information with Enterprise Information Management

icon-woodwing-unlock-your-potential

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
Solutions

Content Creation

icon-woodwing-content-creation

Content Creation

Collaborate and create high-quality channel-neutral content

icon-woodwing-dam

Digital Asset Management

Manage and distribute digital assets for streamlined content

icon-woodwing-multichannel-publishing

Multichannel Publishing

Maximize reach with seamless multi-channel content publishing


Content Management

icon-logo-woodwing-document-management

Document Management

Centralize and control your documents, ensuring secure access

icon-woodwing-information-management

Information Management

Become more agile, reduce risks and benefit from available data

icon-woodwing-knowledge-management

Knowledge Management

Bring knowledge and people together to work on quality

icon-woodwing-process-management

Process Management

Organize and describe processes in a way that everyone can use

icon-logo-woodwing-quality-management

Quality Management

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

icon-woodwing-risk-management

Risk Management

Gain insight and control over every aspect of risk management.


Content Services

icon-woodwing-creative-workflow-services

Creative Workflow Services

Unleash creative potential with tailored support from experts

icon-woodwing-digital-publishing-service

Digital Publishing Services

Enhance digital publishing strategy with expert services

icon-woodwing-integrations

App Integrations

Integrate WoodWing seamlessly into your existing tech stack

icon-woodwing-cloud

WoodWing Cloud

Experience stress-free hosting, software maintenance, and more


FEATURED CONTENT PIECE

Der Spiegel

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

Read this case
Products
Products

Take charge of your content

WoodWing Studio

Streamlined content creation and multichannel publishing solution

Assets Logo (base)

Enterprise-grade digital asset management for streamlined workflows

WoodWing Swivle

Cloud-based DAM for seamless file management and collaboration

WoodWing Scienta

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

WoodWing Xtendis

Secure digital archiving and document management system

Connect Logo (base)

Powerful integration suite for seamless connectivity and automation

WoodWing Smart Styles

Efficient plugin for enhanced Adobe InDesign design workflows

Industries
Industries

We know your challenges

icon-woodwing-agencies

Agencies

Optimized workflow, improved collaboration, and brand consistency

icon-woodwing-finance

Finance

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

icon-woodwing-franchise

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

icon-woodwing-manufacturing

Manufacturing

Consistent branding, accelerated launches, and integrated content management

icon-woodwing-publishing

Publishing

Efficient content creation, collaboration, and multichannel publishing

icon-woodwing-retail-ecommerce

Retail & eCommerce

Streamlined catalog and marketing content production for faster time-to-market

icon-woodwing-transport-logistic

Trade & Logistics

Increase efficiency with process, document, and quality management


Featured content piece

Bavaria

How Bavaria significantly improved its global brand management.

Read this case
Inspiration
Inspiration

Learning centre

icon-woodwing-success-stories

Success Stories

Read success stories from trusted organizations that rely on WoodWing's solutions

icon-woodwing-ebooks-whitepapers

eBooks & Whitepapers

Dive into in-depth knowledge with our comprehensive digital publications

icon-logo-woodwing-videos

Videos

Lean back and enjoy one of our educational videos

icon-woodwing-events-and-webinars

Events & Webinars

Meet us in person or virtually at one of our events or webinars


Latest articles

Is your organization ready for NIS2 and the DORA Act?

Is your organization ready for NIS2 and the DORA Act?

Successful data protection and cybersecurity management? Ensure the human dimension

Successful data protection and cybersecurity management? Ensure the human dimension

‘DAM for retail’ buyer's guide: how to choose a digital asset management system

‘DAM for retail’ buyer's guide: how to choose a digital asset management system

View all blog articles

Featured content piece

Medium Rare

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

Read this case
Company
Company

About us

icon-woodwing-about-woodwing

About WoodWing

Discover our company's vision, mission, and innovative solutions

icon-woodwing-management-team

Management Team

Meet the leaders driving WoodWing's success and growth

icon-woodwing-contact

Contact

Reach out to us for inquiries, support, and collaboration


Jobs & Press

icon-woodwing-job-opportunities

Job opportunities

Explore exciting career opportunities and join our team

icon-woodwing-press-release

Press releases

Stay updated with our latest company news and announcements


Partners

icon-woodwing-partners

Partners

Explore our partners for local support and expanded capabilities

icon-woodwing-become-a-partner

Become a partner

Join our global partner network and grow with us


Want to work for us?

Developer

Would you like to further develop your development skills? As our developer you will learn all about new techniques and innovations.

Join our team
English
Select language
Support Support Support Contact sales Contact sales Contact sales Login Login Login
Login

Choose a product

icon-woodwing-login-scienta

WoodWing Scienta

icon-woodwing-login-swivle

WoodWing Swivle


Contact us
Search Support Support Support Contact sales Contact sales Contact sales Login Login Login

Choose a product

icon-woodwing-login-scienta

WoodWing Scienta

icon-woodwing-login-swivle

WoodWing Swivle

English English

Nederlands

Why WoodWing

How we help

icon-woodwing-enterprise-information-management-eim

Enterprise Information Management

Take charge of your content and information with Enterprise Information Management

icon-woodwing-unlock-your-potential

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

icon-woodwing-content-creation

Content Creation

Collaborate and create high-quality channel-neutral content

icon-woodwing-dam

Digital Asset Management

Manage and distribute digital assets for streamlined content

icon-woodwing-multichannel-publishing

Multichannel Publishing

Maximize reach with seamless multi-channel content publishing


Content Management

icon-logo-woodwing-document-management

Document Management

Centralize and control your documents, ensuring secure access

icon-woodwing-information-management

Information Management

Become more agile, reduce risks and benefit from available data

icon-woodwing-knowledge-management

Knowledge Management

Bring knowledge and people together to work on quality

icon-woodwing-process-management

Process Management

Organize and describe processes in a way that everyone can use

icon-logo-woodwing-quality-management

Quality Management

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

icon-woodwing-risk-management

Risk Management

Gain insight and control over every aspect of risk management.


Content Services

icon-woodwing-creative-workflow-services

Creative Workflow Services

Unleash creative potential with tailored support from experts

icon-woodwing-digital-publishing-service

Digital Publishing Services

Enhance digital publishing strategy with expert services

icon-woodwing-integrations

App Integrations

Integrate WoodWing seamlessly into your existing tech stack

icon-woodwing-cloud

WoodWing Cloud

Experience stress-free hosting, software maintenance, and more


FEATURED CONTENT PIECE

Der Spiegel

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

Read this case
Products

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.

Assets Logo (base)

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.

Connect Logo (base)

Powerful integration suite for seamless connectivity and automation

WoodWing Connect

Powerful integration suite, including APIs, webhooks, plugins, and the best-in-class iPaaS solution (powered by Workato).

WoodWing Smart Styles

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

icon-woodwing-agencies

Agencies

Optimized workflow, improved collaboration, and brand consistency

icon-woodwing-finance

Finance

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

icon-woodwing-franchise

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

icon-woodwing-manufacturing

Manufacturing

Consistent branding, accelerated launches, and integrated content management

icon-woodwing-publishing

Publishing

Efficient content creation, collaboration, and multichannel publishing

icon-woodwing-retail-ecommerce

Retail & eCommerce

Streamlined catalog and marketing content production for faster time-to-market

icon-woodwing-transport-logistic

Trade & Logistics

Increase efficiency with process, document, and quality management

Featured content piece

Bavaria

How Bavaria significantly improved its global brand management.

Read this case
Inspiration

Learning centre

icon-woodwing-success-stories

Success Stories

Read success stories from trusted organizations that rely on WoodWing's solutions

icon-woodwing-ebooks-whitepapers

eBooks & Whitepapers

Dive into in-depth knowledge with our comprehensive digital publications

icon-logo-woodwing-videos

Videos

Lean back and enjoy one of our educational videos

icon-woodwing-events-and-webinars

Events & Webinars

Meet us in person or virtually at one of our events or webinars


Latest articles

Is your organization ready for NIS2 and the DORA Act?

Is your organization ready for NIS2 and the DORA Act?

Successful data protection and cybersecurity management? Ensure the human dimension

Successful data protection and cybersecurity management? Ensure the human dimension

‘DAM for retail’ buyer's guide: how to choose a digital asset management system

‘DAM for retail’ buyer's guide: how to choose a digital asset management system

View all blog articles

Featured content piece

Medium Rare

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

Read this case
Company

About us

icon-woodwing-about-woodwing

About WoodWing

Discover our company's vision, mission, and innovative solutions

icon-woodwing-management-team

Management Team

Meet the leaders driving WoodWing's success and growth

icon-woodwing-contact

Contact

Reach out to us for inquiries, support, and collaboration


Jobs & Press

icon-woodwing-job-opportunities

Job opportunities

Explore exciting career opportunities and join our team

icon-woodwing-press-release

Press releases

Stay updated with our latest company news and announcements


Partners

icon-woodwing-partners

Partners

Explore our partners for local support and expanded capabilities

icon-woodwing-become-a-partner

Become a partner

Join our global partner network and grow with us


Want to work for us?

Developer

Would you like to further develop your development skills? As our developer you will learn all about new techniques and innovations.

Join our team
Contact us
Home Inspiration Blog | WoodWing

Digital Asset Management

7 minutes of reading

DAM for universities: why your institution should implement a DAM system

There are so many use cases for Digital Asset Management (DAM) in the university sector: student recruitment collateral, teaching and learning materials, B2B marketing activity, press liaison, strategic partnerships, events… This WoodWing guide will help you understand why your university needs DAM solution, based on specific use cases in the sector.

Shape

What is Digital Asset Management for universities?

Digital Asset Management is the term used to describe the methodical management of digital files, also known as ‘assets’. Digital assets include things like images, video, audio, artwork, logos, text documents, PDFs, and more. 

In a university context, the list of digital assets is almost endless. For example:

  • Video shot by your marketing department
  • Photoshoots commissioned by your press office
  • Logos managed by your brand team
  • Maps produced by your estates department
  • Learning materials created by academic schools
  • Artwork created by the student recruitment team
  • Congregation invites issued by the student progress team
  • Magazine templates created by the alumni office

In our digital age, we’re creating and using more digital assets than ever before. But this creates a challenge.

How can we make sure digital assets are stored safely, easy to retrieve, and appropriately protected? How do we make sure people can get to the digital assets they need, without wasting time searching servers or email trails? And how do we make sure they’re using the correct versions?

This is where Digital Asset Management steps in and saves the day. DAM systems solve all of these problems with such a simple solution that you’ll kick yourself for not implementing one sooner.

What is a DAM system?

Put simply, a DAM system is a single source of truth for all of your digital assets. It comprises:

  • a powerful database that stores all of your digital assets and related data
  • an intuitive user dashboard that lets people find the assets they need
  • sophisticated permission controls to restrict and allow access to different assets

A DAM provides somewhere that all of your stakeholders – internal and external – can:

  • easily access the assets they have permission to use
  • quickly download them in the correct format for their needs
  • effortlessly share assets with collaborators and contributors 
  • see any relevant information about permissions or copyright

Why do universities need DAM?

It isn’t just universities that need DAM. Any large organization needs a secure and effective way to manage its growing library of digital assets. Here’s why your institution should have DAM on its agenda.   

Complexity and volume

Universities are typically large and complex institutions. They have a lot of staff and a lot of stakeholders. That adds up to a whole lot of digital assets.

In fact, virtually every touchpoint with your institution involves a digital asset – from print products like brochures and prospectuses, to digital media like your website, display screens on campus, or online learning materials. 

This means there’s a high volume of digital assets to manage and a high number of stakeholders that need access. A classic use case for Digital Asset Management. 

Without digital asset management, assets can be stored erratically across numerous file systems. This means the people who need assets - like images, artwork, logos, video - can’t easily access them. It might even mean assets being duplicated by different teams. 

Poor file management is the enemy of efficiency. It might seem minor. A few minutes here, a few minutes there. But over a year – multiplied by all of your many digital asset users – it adds up to days of lost productivity. 

  • Does anybody know where I can get “layout x”?
  • Which photographer needs to be credited for “image x”?
  • Who knows where the final version of “X” is saved?
  • Do you still have that email with the Scope of Work (SOW) attached?
  • Can you please resend me “file x” - I can’t find it on my computer?
  • Where is the brief saved on the server?  
  • I can’t find “X” image anywhere.

DAM provides a centralized single source of truth for all digital assets. Users can search for assets using keywords or browse through a logical structure to find the assets they need. This means the right asset is as little as three clicks away, for anybody in your institution. 

In turn, this means:

  • work is delivered faster and fewer projects are delayed
  • outputs are consistently on-brand
  • support requests fielded by your marketing team are reduced

With a proper DAM solution in place, universities can ensure work is delivered faster and fewer projects are delayed

Brand protection

Universities operate in a highly competitive environment. They live or die by the strength of their brand. So, providing people with easy access to approved, high-quality digital assets is essential. 

In any large, complex – sometimes geographically dispersed – organization, there’s a risk to brand. Due to a lack of brand awareness or not knowing where to find help, colleagues can publish materials that damage your brand. For example, using out-of-date logos or brand colors, or including assets that you don’t have permission to use.

Any university brand manager will understand the heartbreak of discovering someone has ‘made their own brochure’ using photos and a pixelated logo they found online.

Having a DAM solution gives you greater control over your brand by providing self-service access to high-quality, pre-approved brand assets. For example, brand guidelines, logos for a range of uses, bespoke fonts, on-brand images, even artwork templates. 

Data protection 

Universities also hold a lot of information that needs to be protected against misuse – whether that’s accidental, intentional, or malicious. For example, photos of students, permission forms containing personal data, and commercially sensitive information about research. 

No organization can afford to be complacent about data security. Cybercrime is increasing and governing bodies rightly apply high penalties for data breaches. 

A DAM provides security as standard. No more emailing files or using external FTP sites to transfer them. Users can share assets within the secure DAM system. Features like shared collections and sharing links mean you can easily point colleagues to the correct files and they can download them directly from your DAM. 

Furthermore, sophisticated access permissions mean that you can control who can access files – and what they can do with them – right down to a granular level. This means reduced exposure to legal risk as a result of misused assets. 

Remote access

Universities have been massively impacted by lockdown measures around the world. Many have been unable to deliver face-to-face teaching and - as a result - have implemented years of digital transformation in a matter of months.

As the world cautiously reopens, like many other institutions, universities are reviewing their working practices. Some element of remote working is likely to continue in the medium-term but possibly permanently. 

In this environment, centralized digital asset management is essential. A DAM provides 24/7 online access to assets, wherever users are in the world. This removes any risk associated with colleagues storing digital assets locally - for example, on their PC - and making them inaccessible to others. 

It also opens up greater opportunities to achieve better value in the supply chain. By providing faster, safer ways of working, DAM opens up a world of opportunity for collaboration with remote suppliers. 

University use cases for a DAM system

We’ve already touched on a handful of use cases above. Let’s dig a little deeper into just a few of them. 

DAM is good practice for big and complex organizations like universities to make sure outputs are consistently on-brand

University student recruitment teams

Student recruitment staff are key drivers of financial stability and commercial viability. They showcase what your university has to offer, attracting applications from qualified candidates. 

They have to produce engaging marketing collateral over a burgeoning range of channels. From printed materials like traditional prospectuses and brochures used at Open Days, to web content, digital campaigns, and social media. Their audiences can include young people, mature students, parents, educators, and employers. It can amount to hundreds of projects, using thousands of assets, each year. 

Given the value of their work - and the volume they have to get through - efficiency is essential. That means being able to access the right digital assets without delay. But without a DAM system, digital assets might be stored on a file server, located in SharePoint, attached to an email trail, or even stored on someone’s desktop. That can lead to frustration, delays, or sub-par publications. 

University estate departments 

Your estates department might not seem the most obvious producer and user of digital assets. But you’d be surprised. Whether it’s maps to help visitors navigate around campus, or giant artwork to cover scaffolding during building work, your estates team may actually publish a lot of collateral. 

This can be highly visible material that a lot of people get to see. But it isn’t their everyday work. So there’s a potential risk that the wrong brand assets or visual identity get used. 

Having a centralized store of assets means that they can deploy their duties confidently, knowing they’ve used approved, up-to-date assets that match the overall institutional brand. 

University alumni office

Securing financial support from alumni is an essential part of any university fundraising strategy. That means providing a great service to former students, helping them feel connected and part of a valuable community. Alumni offices often produce magazines for their 1000s of members, as well as e-newsletters and events. 

This needs lots of digital assets, like up-to-date photos and videos of the university campus, and success stories from your researchers and students. Usually small but busy teams, your alumni staff don’t have the time or resources to commission these digital assets themselves. So they need ready access to existing content. 

Academic departments

Academic departments are the beating heart of any university. They’re where students prepare for exciting new careers, researchers make groundbreaking discoveries, and commercial partnerships deliver innovation for business. 

They’re busy places. And although they usually have some admin support, they don’t necessarily have dedicated marketing staff. This can be a problem as academic departments have complex communication needs. Conference collateral, learning materials, B2B promotional materials, departmental website, publications… 

These all need up-to-date digital assets to keep them looking professional and on-brand. And a DAM is the way to deliver them. 

External agencies

Most institutions outsource at least some of the content production – whether that’s to external design agencies, photographers, writers, proofreaders, or content producers. This produces a lot of traffic between the institution and its partners – either by email or FTP site. 

This isn’t ideal. Firstly, it wastes a lot of time – locating, uploading, transferring, downloading, links expiring, attachments getting blocked). And secondly, it introduces a data security risk as files could be intercepted. A DAM lets you manage this with a few clicks, all within the same secure system.  

You don’t need a doctorate to understand the benefits of DAM to universities. More brand control, higher quality outputs, streamlined processes and - increasingly essential - secure remote access. If you’re impressed by DAM’s potential to transform your university processes, find out more in our next article: How to choose the best DAM for your university

Shape

Published on January 21, 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.

Back to the overview

Placeholder