This article describes how to identify and avoid what we refer to as “Digital Asset Micromanagement” when applying permissions and workflow models to Digital Asset Management software. This topic is of particular relevance to Enterprise DAM but the points discussed should be applicable to any multi-user digital asset management solution.
In our article,The Four Cornerstones of Digital Asset Management, the subject of Permissions was described as being one of the key elements of a corporate DAM. Permissions are automated controls embedded into the application logic of a DAM system to help manage business risks and are known by various other descriptions such as rights, privileges and restrictions. Although essential for safe usage, without proper care and attention, they can rapidly become automated forms of what could be termed: “Digital Asset Micromanagement”.
As vendors, we have learned that while having the technical ability to configure permissions flexibly is important, some client education and practical analysis of where permissions controls need to be applied is even more essential. In the rest of this article, some of the more common causes of Digital Asset Micromanagement are described as well as tips and guidance on how to avoid them.
1. Allowing the Fear Factor to Dictate Permissions Controls
In organisations with more than 10-20 users, the permissions element of DAM systems can very quickly become a hot political potato that no one wants to be left holding on to. There are many reasons why, here are some more common ones: