Regular maintenance is an important part of keeping a digital asset management (DAM) system operating efficiently and achieving user happiness. There are many different areas to maintain in a DAM system and to make things more challenging, many DAM admins have other roles and responsibilities outside of managing the DAM system. We’ve prepared some guidelines on how often you should be spending time updating dashboards, reviewing user lists, and archiving assets.
How often should I update the system dashboard?
The dashboard is the first thing users see when they log into the DAM system. This first experience is critical to helping users find what they need. If a user sees out-of-date information or imagery, why should they expect the rest of the DAM system to be any different?
Regular updates should be scheduled every quarter. Even if you make small updates, like the dashboard system message, you want this reminder that the system is constantly being maintained.
Other triggers for updating the dashboard:
- Updates to your brand. The dashboard should strongly reflect your brand. Any updates to the visual or written style of your brand should be reflected in your dashboard.
- Disconnect between popular searches and spotlight searches and collections. Spotlight searches and spotlight collections provide a quick and easy way for users to initiate their search. Use Insights to monitor the most common searches.
What tasks are associated with updating the dashboard?
- Update visual elements
- Refresh messaging
- Add new spotlight searches
- Update spotlight collections
See examples of customer dashboards here.
How often should I review the user list?
Monitoring the list of users is an important part of making the DAM a secure system. If your login process does not include single sign-on, this is even more necessary.
Review the user list once a month. Set a recurring task in your calendar at the end of each month.
Other triggers for updating the user list:
- There has been an organizational change in your company (layoff, merger, restructure).
- Emails to users result in undeliverable return messages.
- There has been a change in agency, vendor, or partner relationships.
What tasks are associated with updating the user list?
- Delete anyone who has not logged in or accessed the system in over six months.
- Expire users with infrequent logins (ten or less).
- Require external users to list an internal reference on their profile so there is an internal contact for any questions about a user.
How often should I archive assets?
It’s important to archive outdated assets that still have importance but will not be used often. Moving assets to the archive lowers the overall storage fees and cleans up search results.
Plan to archive assets once a year. A regularly scheduled cleanup will help prevent buildup of old assets.
Other triggers for archiving assets:
- Users are downloading outdated assets, creating brand inconsistency.
- Users are complaining about search results (too many assets, not relevant, too old).
- There has been a change to the organization’s branding, products, or structure.
What tasks are associated with archiving?
- Identify criteria for when an asset should be deleted and when an asset should be archived. Don’t use archiving as a way to avoid deleting! Remove assets with no value, archive assets of significance.
- Archive at the end of the year. It’s typically a slower period for most organizations and users come back from the holidays to a clean system for the new year.
- Adhere to your organization’s policy of asset age. If the system is designed to house assets no older than three years, search all assets by date and move any older than three years.
Read more about the Archive Assets feature or reach out to your customer experience manager to enable this feature.