Implementing a DAM system should not begin with moving files. The first step is to determine what content the organization owns, where it is stored, and whether it still has value.
Without a prior review, outdated materials, duplicate files, unclear versions, or assets with missing license information may be transferred to the new system. A digital asset audit helps prevent these issues. At the same time, it provides the information needed to define the library structure, metadata, and access permissions.
Why conduct an audit before implementing DAM?
A digital asset audit provides an overview of the organization’s current content landscape. It reveals the volume of content, where it is stored, whether it is up to date, and how it is used.
This makes it possible to:
- estimate the scope of the migration more accurately,
- eliminate unnecessary files,
- identify missing information,
- verify licenses and permissions,
- prepare the structure of the new library,
- assign responsibility for content management.
An audit therefore helps prevent the existing disorganized structure from simply being transferred to the new system.
Define the scope of the audit
Begin by determining which storage locations, departments, and content types will be included in the audit. The review may cover the entire organization or only a selected part of the digital library.
Before starting, answer the following questions:
- Where are the assets stored?
- Which departments work with them?
- Who manages the individual storage locations?
- Which file types should the audit include?
- Which content should later be migrated to the DAM system?
- Who will approve the audit results?
A clearly defined scope makes planning easier and prevents the process from becoming unnecessarily prolonged.
Create an inventory of digital assets
The next step is to compile an inventory of storage locations and their content. In addition to company servers and cloud services, the inventory should include local folders, external drives, and systems used by individual teams.
For each storage location, record:
- its owner or administrator,
- the number of files and volume of data,
- the predominant file formats,
- the age of the content,
- the date of the most recent update,
- the available metadata,
- the method of access,
- integrations with other systems.
For extensive libraries, it is not necessary to inspect every file manually. Basic information can be obtained from exports, reports, or automated storage analysis.
Decide what to migrate to DAM
Not every file identified during the audit should be migrated. Each asset or group of files should therefore be assigned a clear status:
- Migrate: Current content intended for continued use.
- Archive: Content with historical or documentary value.
- Delete: Unnecessary copies and files that do not meet technical requirements.
- Review: Materials with an unclear origin, status, or license.
When making these decisions, assess the asset’s relevance, quality, frequency of use, availability of a newer version, and any legal restrictions. Duplicates require particular attention. It is important to distinguish genuine copies from necessary file formats, language versions, and other legitimate variants.
Review metadata, licenses, and versions
Before migration, verify that the information associated with the assets is complete and consistent. The audit should primarily identify missing or unreliable data.
The review should include:
- file names,
- product and campaign identifiers,
- language and regional variants,
- the author and rights holder,
- the license validity period,
- usage restrictions,
- approval status,
- the current version,
- the creation and last modified dates.
If any information is missing, flag the asset for manual review. An unclear license or missing approval should not automatically be treated during migration as permission for continued use.
Review responsibilities and access permissions
The audit should also cover the people who create, approve, and distribute content. Responsibility for each part of the process should be clearly assigned.
Determine:
- who can upload assets,
- who adds metadata,
- who approves content,
- who can edit files,
- who may share them outside the organization,
- who decides whether assets should be archived or deleted.
This information will provide the basis for configuring user groups and access permissions in the DAM system.
What should the audit deliver?
The audit results must be usable when preparing the implementation. The final output should include:
- a list of storage locations and their owners,
- an overview of the volume and types of assets,
- an estimate of the volume of data intended for migration,
- rules for migration, archiving, and deletion,
- a list of duplicates and outdated content,
- an overview of missing metadata,
- a list of licensing risks,
- a proposed structure of user groups,
- the assignment of responsible individuals.
Based on this information, a pilot migration of a smaller part of the library can be prepared. This will make it possible to test the proposed structure, metadata, search functionality, and permissions before the main import.
An audit lays the foundation for content management
BrandCloud enables centralized management of digital assets, metadata, versions, and access permissions. To configure these features correctly, an organization needs an accurate understanding of the current state of its content.
A well-executed audit shortens the migration process and reduces the need for additional adjustments. As a result, only prepared and verified assets are transferred to BrandCloud instead of the entire disorganized archive.
Order in a DAM system does not begin only after the system goes live. It starts with deciding which assets are valuable to the organization and under what conditions they may be used.
