3 arguments against having a DAM... and why they're wrong

25th October 2024

When we speak to organisations that don’t have a dedicated Digital Asset Management system, there are three common arguments why they’ve never invested in one.

We can use cloud storage instead
Our CMS can handle Digital Asset Management for us
We can build a bespoke DAM in-house

You might even agree with one or more of those objections.

Here’s why they’re wrong…

Argument 1: We can use cloud storage instead

Cloud storage solutions are popular with organisations across multiple sectors, not least because they often come as a part of a more comprehensive suite of tools that the organisation has anyway .

For example, Google Drive is one element of GSuite that also includes GMail, Google Calendar and the GSuite office apps like Docs, Sheets and Slides. Microsoft’s OneDrive is also a part of the Microsoft Office 365 suite, which includes the likes of SharePoint, OneNote and the Microsoft Office apps.

Cloud-based file storage solutions like Google Drive, OneDrive and Box are just that—file storage. They’re not Digital Asset Management platforms.

Why cloud storage isn’t a true replacement for a DAM

Storing digital assets in a centralised location is certainly one element of Digital Asset Management, and that’s something Google Drive, OneDrive and Box can do effectively (and at a relatively low cost), but using file storage systems only partially addresses the need for a complete DAM solution.

Cloud storage solutions come with a number of limitations compared to DAM systems. You can’t create granular permissions filters, branding and customisation options are extremely limited, and privacy or consent management settings are essentially non-existent.

However, the most significant difference between DAM and file storage is metadata. When you search for specific files in a cloud storage application you need to know either:

a) Where the files are located; or
b) What the file is called (or at least a close approximation)

By contrast, asset organisation in DAM’s leverages metadata. This allows you to find files based on any information it’s been tagged with, but that isn't necessarily the name of the file.

“ResourceSpace has revolutionized the way we find and share our digital assets. Prior to ResourceSpace our staff combed through a myriad of possible external hard drives and network locations to potentially find what they were looking for. Now, assets with rich metadata are available through a simple search anywhere with an internet connection”
- Maury Ford, Director of Collections and Exhibitions, Oklahoma City Museum of Art

Argument 2: Our CMS can handle Digital Asset Management

Your website is at the heart of your organisation’s digital presence, so maybe the Content Management System that hosts it can also be the central repository for all your digital assets? After all, CMS platforms like WordPress do include file storage functionality.

Using your website CMS as a replacement for a DAM isn’t the only way some businesses use the likes of WordPress for Digital Asset Management.

There are certain WordPress themes you can use to create an environment—separate from your main website—that looks and feels like a media archive, and this can be a cheaper option than investing in a dedicated DAM system. However, while it might be cheaper than a DAM and look the part more than a file storage solution, it’s still far from ideal for managing digital assets.

Why adapting a CMS is not the right solution for DAM

The issues with using a CMS as a DAM alternative are similar to that of file storage solutions: they don’t leverage metadata, access and sharing permissions are weak, and you’ll be missing all of the additional functionality a dedicated DAM will offer - approval workflows, consent management, customisation in line with your brand… The list goes on.

What’s more, there are also security issues. WordPress is infamously insecure if not maintained properly, with outdated themes and plugins offering hackers multiple vulnerabilities to exploit.

Although both Content Management Systems and Digital Asset Management systems can offer file storage and retrieval for all different types of multimedia files, as well as some version control, a CMS and DAM complement each other and should be used together—you shouldn’t be using a CMS as a replacement for a DAM.

Argument 3: We can build a bespoke DAM in-house

So far we’ve looked at two DAM alternatives that don’t actually replicate the functionality of a DAM solution, but what if you build your own? Why pay a third-party provider for an off-the-shelf DAM when you can build one designed specifically for your business?

If you’ve got a large and experienced IT team, or plenty of spare budget to outsource it, it might be possible, but it won’t be quick, easy or cost effective.

The high cost and complexity of building in-house

Dedicated DAM solutions have been in development for decades, with vendors optimising performance and user experience over time based on customer feedback and discovering what works and what doesn’t. It’d be very unlikely that it would be possible to achieve the same result in a matter of months and at a similar cost.

Your DAM system will be used across the entire organisation - many different stakeholders with varied requirements and opinions, as well as a huge range of functionality. Building a system at that scale requires a deep level of experience and knowledge, a massive amount of planning time and the space to iterate and optimise over time. It would never just be a one off cost either - there will be ongoing support charges to keep the new system up to date and secure.

Although a bespoke DAM might be the closest alternative to investing in a ready-made solution that we’ve explored in this article, attempting to build one is arguably the biggest mistake you could make.

Still not convinced of the benefits offered by a dedicated DAM system like ResourceSpace? Why not check it out for yourself completely free? You can launch your very own ResourceSpace instance for free within minutes, either choosing from a preset template (including ‘Restaurant’, ‘Museum’ and ‘Academic’) or a completely empty system.

Alternatively, we’ll show you around the platform during a free, 30-minute ResourceSpace demo. Click below to get started.