In this chapter:
One significant value a DAM provides is that it allows you to determine who can view an asset and what that person can do with it. Imagine the chaos that would ensue if everyone using the DAM could access and change media assets at will. You wouldn’t know which version was current, and important files could be lost, mislabeled, deleted, or even stolen. You could also end up with more than 20 versions of the same asset. Permissions provide structure to your DAM and allow you to assign different roles and level of access to your valuable assets.
This chapter discusses the role that permissions play in developing a functional DAM and how you can protect and store your digital records.
To figure out the types of roles and permissions you need for your DAM, start by looking at your current assets. You should consider the full world of digital assets in your organization, but ultimately you should define what a valuable digital asset is and whether it should go in the DAM system.
An organization’s digital assets belong to that organization. When starting this type of appraisal, it can be tricky to discover where your assets are and who is responsible for their management. After you do, you may be tasked with convincing them that the DAM is the safest place for this important company intellectual property.
Here are some things you can do to make a preliminary evaluation of the assets you currently have:
The following sections help you discover rules around accessing your digital assets by presenting some important questions you can ask and explains how you can use the Digital Asset Management Maturity Model in your research.
The quality of your permissions determines how well users can access the assets they need. Asking yourself a series of questions can help you formulate your permissions strategy. Here are some to consider:
As you assess your assets, you may want to look at the Digital Asset Management Maturity Model developed by the DAM Foundation, the Real Story Group and Optimity Advisors (http://dammaturitymodel. org/). This model was designed to help companies determine their organizations’ ability to manage their assets. The model runs across 15 dimensions organized into four categories: people, information, systems, and processes. The process has two phases:
After the exercise is completed, the organization will be able to rate itself as having one of five levels of maturity — ad hoc, incipient, formative, operational, and optimal.
According to the developers of this model, the level of maturity at which you stand is less important than the identification of your organization’s weaknesses and the creation of a plan to address them.
To understand how the rating works, here is an explanation for each level as it relates to the use of assets:
As you can see, this model is detailed and complex. It can help you determine where your organization sits on the maturity continuum.
This was an excerpt from Chapter 3 of DAM For Dummies. See how Bynder works for you with our free trial: