20 questions to ask DAM software vendors during the demo

Licensing an enterprise digital asset management platform can be a significant investment, here is a list of questions to help with the decision.

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Digital asset management can play a vital role in your marketing organization, unifying online and offline marketing channels and providing more efficient marketing resource allocation.

Given all of that promise, marketers are certainly evaluating these technologies and one crucial part of that process is the demo.

Things to think about before your DAM demo

It&#;s important to set up demos as close to each other as possible to help make relevant comparisons. Also, make sure all potential internal users are on the demo call, and pay attention to the following:

• How easy is the platform to use?
• Does the vendor seem to understand our business and our marketing needs?
• Are they showing us our &#;must-have&#; features?

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Questions to ask during your DAM vendor demo

The following 20 questions will help gauge if these platforms are right for your organizations.

File types

• What file types do you support, meaning users can view thumbnails and also convert those files into other formats as needed?
• What file types can be uploaded and downloaded, but aren&#;t officially supported?

Integrations

• Do you offer native, off-the-shelf integrations with third-party systems such as web content management, mobile apps, marketing automation platforms, etc.? If so, which ones?
• Are APIs available? Is access included in the pricing?

Infrastructure and onboarding

• What makes this platform technically unique from all the others?
• How difficult is the platform set up and implementation? How long will it take for us to be up and running on the system?
• How intuitive is the platform user interface? How easy is it for business users to customize the machine learning-based models or settings?
• What is your service reliability guarantee?
• Do you host the content yourself or who do you work with for hosting capabilities?
• How scalable is the platform? How much data can it handle in terms of file size and simultaneous interactions across a wide geographic area?

Pricing and support

• What is pricing based on? What features are included? Are there additional fees (consulting, add-on features, APIs, quotas)?
• What is the minimum contract length? Is there a short-term contract or an &#;out&#; clause if things don&#;t work out?
• Is a free trial or pilot program available?
• Can your platform be white-labeled for agencies or multi-location marketers?
• Who will be the day-to-day contact?
• Are there provisions for reimbursement if a software glitch or outage means you need to spend money (or you lose money) because of the problem?
• What kind of customer support is available? Can I pick up the to report problems?

Strategy and product roadmap

• Do you have other clients in my vertical?
• How does the company handle requests for product modifications?
• What new features are you considering? What&#;s the long-term roadmap and launch dates?

Digital asset management platforms: A snapshot

What is it? Anyone who&#;s struggled to find a file on their computer or shared drive understands the pain of tracking down content. And when you consider the sheer amount of files you need to sort through when many versions are created to resonate with specific audiences, these tasks can feel overwhelming. Digital asset management platforms simplify these tasks by bringing all of your marketing content together.

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Why are they important? Marketers are creating engaging content for more channels than ever before, which means the software used to manage these assets is gaining importance. What&#;s more, the communications between businesses and their customers are increasingly digital. Marketing content today is created in a wide variety of formats and distributed wherever consumers are digitally connected.

Why we care. When those creating and using content aren&#;t near one another, having a central repository for assets is helpful. Finding the right content for your audience is made simpler when each version is organized in the same location. For these reasons and more, your marketing operations could benefit from adopting a digital asset management system.

About the author

Staff Pamela Parker is Research Director at Third Door Media's Content Studio, where she produces MarTech Intelligence Reports and other in-depth content for digital marketers in conjunction with Search Engine Land and MarTech. Prior to taking on this role at TDM, she served as Content Manager, Senior Editor and Executive Features Editor. Parker is a well-respected authority on digital marketing, having reported and written on the subject since its beginning. She's a former managing editor of ClickZ and has also worked on the business side helping independent publishers monetize their sites at Federated Media Publishing. Parker earned a master's degree in journalism from Columbia University.

It can feel overwhelming when doing research like this, especially if you&#;re in charge of doing this on behalf of your company. That&#;s why I wanted to share with you a few questions you can ask yourself and your team members. These questions can serve as a starting point for assessing your organization's requirements and objectives in transitioning from Dropbox or something similar to a Digital Asset Management system. 

1. What are the specific pain points or limitations you're experiencing with Dropbox that necessitate exploring a DAM solution?

Storage limitations, privacy, and bandwidth are just a few reasons why research a digital asset management solution.

2. What types of digital assets does your organization primarily work with? And what volume of assets are you managing?

Images, videos, and documents are among the most common, but it can be the size of those assets that make it difficult to manage in a tool like Dropbox. 

3. How are your current assets organized within Dropbox, and what challenges do you face when trying to locate and utilize them?

Do you have a folder structure in place or are you starting from scratch? Are permissions important to your business? 

4. What are the key functionalities or features you're looking for in a DAM system that Dropbox doesn't offer?

Does your company sell products? Are you using a separate system or spreadsheets to manage this? 

5. What are your team's workflows and collaboration needs concerning digital assets, and how do you envision these evolving with a DAM solution?

Do you work with brand ambassadors or photographers who are are in need of uploading content? Are you constantly adjusting spreadsheets to ensure your assets are formatted the way your retailers need them?

6. How important is version control and asset tracking for your organization, and how do you currently manage these aspects within Dropbox?

Are you struggling with multiple versions of the same asset and struggling to understand what is the most updated version?

7. What level of security and access control requirements do you have for your digital assets, and how does Dropbox measure up to these needs?

Who needs access? Are you looking for multiple roles like admins and basic users?

8. Are there any other tools or platforms that need to integrate with your asset management workflow, and how could a DAM system facilitate these integrations?

Do you use tools like project management software or creative applications?

9. What is your budget for implementing and maintaining a DAM solution, and how does this align with the potential costs and pricing models of various DAM providers?

Who are the stakeholders that need to be involved in a decision like this? Could a DAM replace what you are currently using?

10. What are the timelines and resources available for the transition process?

When would you like the DAM to be fully functioning? Will there need to be a data migration, user training, and ongoing support?

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