Which DAM System is Right for Me? 7 Must-Ask Questions Before You Buy

So, you’ve decided it’s time to get a Digital Asset Management (DAM) system. But with so many DAM options out there, how do you choose the right one? Don’t worry, we’ve got your back. Here’s a guide to the key questions you should ask before making your decision.

1. Which Features Are Must-Haves?
2. Who'll Be Using the DAM Most? What Do They Need? (And What Don't They!)
3. What Platforms Do I Need It To Integrate With?
4. How Much Does DAM Software Cost?
5. Is It Easy To Set Up?
6. How Secure Is It?
7. How Much Support Will I Get?

1. Which DAM Features Are Must-Haves For You?

Not all DAM features are created equal. Some look flashy and exciting, but if they don’t tackle your specific needs, they’re just noise. This is a list of key DAM features you definitely want to consider:

Powerful Search Functionality

One of the top reasons to invest in a DAM system is to make it easy to search and find your digital assets! 

Look for a DAM with smart features like metadata tagging, AI-powered search, and advanced filters. These make it easy for your team to find exactly what they need, without sifting through a mountain of files. 

Whether you’re searching by keywords, file type, date, or even visual similarity, a strong search function will save you loads of time!

Control Who Sees What

Not everyone in your organisation should have access to every digital asset. With the right DAM system, you can easily set custom permissions based on roles, departments, or even individual files.

This means you can control who sees, downloads, or edits specific assets, ensuring security and keeping your brand consistent across the board.

Version Control

Ever had two versions of the same file circulating, and no one knows which is the right one? 😵‍💫😖 A strong DAM system will have version control, so your team is always working with the most up-to-date asset.

Imagine, you upload a new version of your logo and users who recently downloaded the old version automatically receive an email letting them know a new version exists! 

Integrations

Your DAM should work seamlessly with the other tools your team relies on daily. Look for DAM integrations with platforms like Adobe Creative Suite, Office 365, Google Workspace and other tools staff may use day to day.

Your DAM should act as your single source of truth - so being able to directly search for and utilise digital assets from your DAM directly within these platforms will save so much time and minimise mistakes.👌

Automation & AI

Automated metadata tagging, and AI-powered search make managing large asset libraries a breeze. Say goodbye to manually naming and tagging every single individual file! 

Rights & Consent Management

As well as making it easy to find assets you need, good DAMs also help you communicate any relevant usage rights, photographer credits or pending model release form expiry dates.

This gives users the confidence to use the files they find in the right way, reducing legal worries!

Analytics & Reporting

Want to know which assets are getting most action? Are you confident your satellite teams are consistently staying on brand? 

A good DAM system should provide easy-to-read reports so you can track asset performance and user behaviour.

Questions to Ask About DAM Features Before You Buy

1. Who needs to be able to see your digital assets? And does your chosen DAM system accommodate that?
2. Is security an issue you’re concerned about when sharing content?
3. Do you like to keep an eye on how content is being used?
4. Do you have to manage rights, model release forms and other types of usage rights?
5. Does it integrate with your other tools like Adobe Creative Suite, WordPress, or your CMS?

2. Who’ll Be Using the DAM System? What Do They Need?

A DAM software isn’t just a tech solution; it’s a tool your team will use every day. Start by thinking about who’ll be using the DAM and what their needs are:

Internal Teams:

Your marketing, sales, and creative teams will likely be the primary users of the DAM. 

Marketers need quick access to the latest campaign assets, creatives need to pull high-resolution files without worrying about version control, and sales teams need easy-to-find branded materials and collateral from previous projects that will help them win the next set. 

A DAM system with advanced search, tagging, and approval workflows will save these teams hours of time and frustration.

External Partners:

If you work with agencies, freelancers, or distributors, you'll want a DAM that allows for secure external access. 

The best DAM software lets you set custom access permissions, ensuring that external users can only see and download the assets they need - no more accidental use of outdated logos or images. 

Look for a system that supports guest logins or sharing via Portals to make collaboration easy but secure.

IT & Admin Teams:

IT teams will care about system security, integrations, and maintenance. Will your IT team need to be involved in setting up any aspects of the system, like the connection to SSO (Single Sign ON) for staff users? 

Choose a DAM system with strong user management options and enterprise-grade security to keep your assets protected. Also, check for API compatibility and out-of-the-box integrations with your existing tech stack.

Bonus points if it offers training and support to help everyone get up to speed!

Questions to consider: How Will Your Teams Use the DAM Software?

1. How easy is it to use?
2. Will there be onboarding and ongoing training or support?
3. How involved are my IT team going to be? 
4. Who are the key stakeholders I need to consider?

3. How Well Does it Integrate with My Existing Systems?

Your DAM system shouldn’t operate in a silo; it should become a seamless part of your existing workflow. The best DAM software will integrate smoothly with the tools your team already relies on, saving time and reducing friction. 

Start by considering the key platforms your team uses every day:

Creative Software

If your creative team works with Adobe Creative Cloud (Photoshop, Illustrator, InDesign), Figma, or Sketch, look for a tool that allows direct integration.

This means your team can easily pull assets from the DAM platform, edit them, and push them back, without needing to download and re-upload files.

Content Management Systems (CMS)

Whether you’re using WordPress or another CMS, well-integrated DAM software lets you insert assets directly into your content without leaving the platform.

This'll simplify the process of updating blog posts, product pages, and marketing content while maintaining brand consistency.

System Integrations to Check Before You Buy:

1. Creative Software: 
   1. Adobe Photoshop, Illustrator, etc.
2. Content Management Systems (CMS): 
   1. WordPress

4. How Much Does DAM Software Cost?

The cost of digital asset management software is always a factor, but remember: it’s not just about the price tag. A cheaper DAM system might lack the functionality you need, while a pricier one could deliver a solid return on investment. 

To understand the full picture, break down the costs into these key areas:

Subscription vs. One-Off Costs

Most DAM systems operate on a subscription model, with monthly or annual fees based on the number of users, storage limits, and feature access.

You’ll also want to find out what the initial one off costs are too, for things like data migration into the platform, bespoke configuration and admin user training. 

Scalability

As your business grows, your DAM software usage will likely increase. Check how the pricing scales when you add more users, increase storage, or require additional features.

Some systems charge per user, while others offer tiered pricing based on digital asset volume or feature set.

Hidden Costs

It’s easy to overlook additional fees that aren’t included in the base price. Get clear answers on what’s included and what’s extra.

Price Point Questions To Ask:

1. Are you comfortable with both the one-off set-up fees and the ongoing costs? 
2. Does the subscription include regular updates, maintenance, and new features?
3. Does the provider offer flexible pricing tiers that adjust as your team grows?
4. Are there limits on the number of users, assets, or downloads?
5. What are you paying for upfront vs additional add-ons?

5. How Easy Is It to Set Up and Implement?

A shiny new DAM system won’t do much good if it’s a nightmare to implement. Before you commit to a provider, ask about the onboarding process, how long it takes to go live, and what kind of support you’ll get along the way.

Setup Time

How long does it take to get the DAM system up and running? Some can be configured and launched in a matter of days, while others might require weeks or even months, especially if customisation or complex integrations are involved. 

Note, however, that time spent carefully curating your DAM user experience at the start will help with user adoption, so it is good to get the balance right.

Data Migration

Migrating existing files, metadata, and folder structures can be one of the trickiest parts of setting up DAM software.

A good provider will have a structured process to help you transfer everything smoothly, so that they do the heavy lifting for you.

Implementation Questions to Check Out:

• What’s the expected implementation timeline?
• Can the provider handle bulk ingests and metadata mapping?
• Will they help you clean up duplicates and standardise file names during migration?
• Do they offer automated migration tools or manual support?

6. How Secure Is DAM Software?

Security is non-negotiable, especially if you’re handling sensitive assets or operating in a regulated industry. 

The best DAM software should have robust security features that protect your assets at every stage - from storage to sharing - while ensuring compliance with industry regulations. Important security features include:

Data Encryption

Encryption is your first line of defence. Make sure the DAM system uses high-level encryption protocols to protect data:

Questions to Ask Around DAM System Security:

1. At rest and in transit: Will your files be encrypted while stored on the DAM system’s servers? And while being uploaded, downloaded, or shared? (The answer should be ‘yes’.)
2. End-to-End Protection: Look for systems that use industry-standard encryption, such as AES-256, for maximum security.

Controlling Permissions

A secure DAM tool should offer detailed permission settings so you can control who can view, edit, download, or share each asset. 

Get the Answers for Permissions Settings:

1. Can you set role-based permissions (e.g., admin, editor, viewer)?
2. Does the system allow you to create custom permission groups for different teams or external partners?
3. Is there an audit trail to monitor who accessed or modified files?

Compliance

If you operate in a regulated industry or handle customer data, compliance is critical. Ensure the DAM system meets key industry standards, such as:

• GDPR – Ensures data privacy and protection for EU-based users.
• ISO 27001 – A global standard for information security. (Asset Bank is an ISO 27001:2022 accredited company.)
• Does the provider offer documentation to confirm compliance?

Backups and Disaster Recovery

Even the most secure systems can face unexpected issues, from hardware failures to cyberattacks. A reliable DAM software should have automatic backups and a clear disaster recovery plan.

• How often are backups performed (daily, hourly)?
• Are backups stored in multiple locations to prevent data loss?
• How quickly can you recover files in the event of a failure?

Single Sign-On (SSO) & Multi-Factor Authentication (MFA)

For added security, choose a DAM platform that supports SSO and MFA.

• SSO allows users to log in using existing company credentials, reducing the risk of password breaches.
• MFA adds an extra layer of security by requiring additional verification steps, like a code sent to a mobile device.

Q: Does the DAM you’re considering have these?

7. Will I Get Ongoing Support?

A well-supported DAM system helps your team get up to speed faster, troubleshoot problems efficiently, and maximise the value of the platform. 

Here’s what to look for when evaluating the support network:

Customer Service

Direct support from the vendor is essential, especially during onboarding and when issues crop up.

• Response Time: How quickly can you expect to get help? Minutes, hours, or days?
• Contact Methods: Can you reach support via phone, email, or live chat?
• Dedicated Customer Success Manager: Do you get a single point of contact who understands your business needs and will ensure you maximise the value you get from the DAM?

Training Resources

A DAM system is only as effective as its users. Look for providers that offer structured training to help your team get comfortable with the system.

• Onboarding Sessions: Does the vendor offer live training sessions during setup?
• User Guides and Knowledge Base: Are there clear, step-by-step resources available for troubleshooting and self-help?

Ongoing Customer Success

Support shouldn’t stop once the system is live. The best DAM software providers offer ongoing guidance to help you optimise your workflows and adapt as your business evolves.

• Health Checks: Does the vendor offer regular system reviews to ensure you're getting the most value?
• Customisation Support: Will they help you adjust settings and workflows as your needs change?
• Product Updates: Are new features rolled out regularly, and do you get early access to test them?

A vendor that prioritises customer success is worth its weight in gold.

Our Closing Points

Choosing a DAM system is about finding a solution that fits your team’s needs, works seamlessly with your existing tools, and can support your organisation as it scales. 

By asking these questions, you’ll be well on your way to making a smart investment that transforms the way you manage your digital assets.

Take your time, do your research, and don’t be afraid to ask potential vendors the tough questions. After all, the right DAM system isn’t just a storage solution; it’s the backbone of efficient, creative, and collaborative work.