Nonprofits and ministries design assets to support the work, communications, and building awareness for their organization. These assets are an essential part of developing fundraising campaigns, social media posts, articles, event promotions, donor communications, and more.
The finished files probably live in several different places as they are designed, developed, and released. However, as the collection of assets and content grows, it can become more tedious to keep track of all the files. That is where building a digital asset management system is beneficial in many ways for an organization.
What Is a Digital Asset Management System
A digital asset management system is not just a file storage for all your files; it is a structured library that allows you and others on your team to search and find files easily. With this type of system in place, it will save your organization time finding assets and finished content, help you maintain brand consistency, improve your collaboration, and protect your key files.
The long-term benefit from building a system is that you can be positioned to better manage your resources and develop other systems and processes, like a searchable database and AI agents.
Building a Digital Asset Management System for Your Organization
The process for building a system is simple but will take time. You can have your team work on this together to make the process go quicker. Here is a two-step process for building the system.
Step #1
- Do an Audit of Assets and Finished Content– Go through and review all current files.
- Organize by Category– Group assets by type, event, campaign, or year.
- Set Naming Conventions– Use clear, consistent file names.
- Tag File – Add tagging and categories to the files.
- Set the Governance – Determine permissions of who should have access to certain files.
- Train Your Team– Make sure everyone knows how to upload, tag, and retrieve files.
Step #2
The next step is to determine if your current file storage platform is suitable or if you need to upgrade to a different system. The platform should include:
- Cloud-based storage so your team can access files from anywhere.
- Metadata and tagging for easy search (e.g., by event, location, or topic).
- Version control to track updates and avoid confusion.
- Permission settings so sensitive files are only shared with the right people.
There are a variety of platform options depending on the size of your needs, like Google Drive, Dropbox for smaller needs, or specialized digital asset management tools like Brandfolder, Bynder, or ResourceSpace for larger storage.
By implementing a digital asset management system, your organization will be better equipped and positioned to drive your mission forward. If you need assistance in developing a system or selecting management tools, please reach out to us. Our team can put together a plan and provide insights in this process. Click here or call us today at 724-733-1200.
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