3 essential aspects to remember of your digital asset management RFP

There are significant differences between various digital asset management (DAM) systems. This becomes particularly apparent when you compare the individual providers with each other. Inevitably, you'll encounter all kinds of systems with varying levels of functionality - and they all promise to be perfectly tailored to your company's diverse needs. But that's not possible.

While all solutions will be able to satisfy you in principle, there will always be one system that works better than others. In order to choose the best product for you, you need to create a precise RFP, called a Digital Asset Management RFP.

We'll first explain what an RFP is, and then show you three important aspects that you should definitely consider in your RFP.

1. individual expectations regarding the efficiency of possible integrations.

The basic requirement for anyone looking to purchase DAM software must be assurances regarding the system's ability to integrate with your existing programs and tools.

The reason for this is that employees from all departments are likely to use the DAM system, and if their current programs are not compatible, this is likely to complicate their workflow. So, when selecting your DAM vendor, make sure that all reasonable expectations regarding integrations are met.

A frequently asked question that needs clarification concerns the integratability of the DAM system with cloud storage, given that the DAM solution itself has cloud storage capability. Some digital asset management applications do indeed integrate with other cloud systems. This is an advantage for those who do not want to abandon their current storage altogether.

2. be accurate about scaling needs.

This aspect is very important - after all, you don't want to commit to a DAM vendor that serves you well at this point in time but lets your business down in the long run. Your digital asset management RFP must therefore include concrete details about your specific scalability needs and provide answers to the question of whether the vendor can meet those needs.

Some vendors tend to make blanket affirmations that they can meet your needs unless you describe them in detail. To avoid this, request specific information from the vendor.

If you can provide vendors with information about your downloads, content sharing, and other digital traffic, it can simplify the process. In this way, you protect your business from providers who cannot reliably and demonstrably meet your potential scalability needs.

3. a foundation for your basic needs

The easiest way to simplify your search for a DAM system is to establish a few basic requirements at the very beginning. You can do this most efficiently by focusing on your most important concerns and communicating them in detail to vendors.

Keeping this part of the process to a minimum (i.e., stating your essential needs rather than all requirements) will ensure that your basic demands are considered and met.

A detailed description of the various problems you want to solve using your DAM software is extremely helpful. This will give everyone involved an idea of what is relevant to your business in terms of a DAM system. Usually, this step requires the involvement and cooperation of many employees to ensure that all relevant viewpoints are represented.

Simply illustrate your needs to a potential vendor by sharing your assets with them. Of course, this doesn't mean your entire file inventory. Rather, let him know what kind of files you have and what format they're in.

Do you have a lot of video or audio files? Are they mainly MP4 files or MP3? If these factors are known, share them with the provider. He can then confirm whether his system can process your data properly or not. Such preliminary work is sometimes overlooked in the frantic search for a suitable DAM solution.

To find a truly capable digital asset management software, you first need a well-thought-out and solidly structured RFP. Review everything necessary to ensure that everything important is included in your digital asset management RFP.