Why selecting the right DAM system matters
Have you ever found yourself juggling multiple Google accounts just to get more free storage? Or maybe you’ve hit the limit on platforms like Dropbox or Box and are constantly sifting through different accounts to find what you need?
You’re not alone. Our research reveals that 33% of creative professionals — such as designers, marketers, photographers, and videographers — spend over an hour each week just searching for digital files.
This is where a digital asset management (DAM) system comes in. Not only can it streamline your workflow and boost productivity, but 96% of Playbook users also report spending significantly less time hunting for files after switching to our platform.
But with so many DAM options out there, how do you choose the one that best fits your team’s needs and business goals?
We’ve got you covered. In this post, we’ll break down everything you need to consider when selecting the perfect DAM platform for your team. Let’s dive in!
Step 1: Understand your team’s needs and use cases
The needs of a small design studio will likely be vastly different from those of the marketing department of a large corporation because each organization’s workflow, project scale, and collaboration style are unique.
For example, a boutique design studio may need a DAM platform that supports managing large files like high-resolution images and layered design files, but also allows them to scroll through assets visually and save time when hunting for that perfect logo variation or campaign mockup.
Rami Zaki, a social media manager, uses Playbook to store and organize assets to ensure brand consistency across user-generated content (UGC) and partner campaigns. But that’s not all — he also uses it for inspiration, brainstorming new ideas, and presentations.
For instance, he creates digital mood boards and uses Playbook to store his social listening research to inform future campaigns. He even uses the Publish feature when pitching campaign ideas to his boss, as it helps him make a better impression.
By contrast, larger marketing teams often deal with thousands of assets spread across numerous projects and departments. They require DAM platforms that support detailed metadata tagging, automated workflows, and role-based access permissions.
For example, a company like Coca-Cola might set up its DAM so that regional teams can access localized campaign content while keeping sensitive or global assets secured and centrally managed.
Start by identifying what types of files you work with most often — whether it’s large, high-res design files or social media assets. Next, consider how your team prefers to browse and organize content: is visual browsing a priority? Do you need project-based folders or detailed metadata tagging?
Understanding these needs will help you choose a DAM that aligns with your team’s daily operations, ensuring the platform enhances productivity and collaboration rather than becoming a hindrance.
Step 2: Identify the core features you need in a DAM system
Once you’ve established your team’s digital asset management needs, you’ll need to identify the features that will best support your workflow. Look for functionalities like version control for iterative design processes, visual browsing for quick asset discovery, or automated tagging for streamlined file organization.
Prioritize features that solve your biggest pain points — whether that’s managing large files, simplifying collaboration, or maintaining consistency across multiple projects — so that the DAM you choose becomes an asset rather than an added complexity.
With that in mind, here are some of the most popular features among creative professionals:
Visual browsing
Visual browsing is a must for anyone who needs to locate assets quickly and intuitively. Instead of sifting through endless lists of file names, users can browse through visual thumbnails of their files, making it easier to find the right image, video, or design.
AI-powered search
Imagine being able to ask ChatGPT to find a specific file for you — that’s exactly what AI-powered search offers. Instead of struggling to remember file names, extensions, or details like dates and project names, you can simply describe what you’re looking for, like “company logo” or “photos from last spring’s fashion shoot,” and let the search engine handle the rest.
For instance, a designer might recall using a specific color palette or file name but not the exact folder it’s stored in. With AI-powered search, they can find files by color, visual similarity, or even by recognizing objects within images — making it far more efficient to locate and use existing assets.
Security
From client contracts to product prototypes, all creatives work with sensitive files that need strong security measures to stay protected. For instance, agencies managing confidential client projects rely on features like role-based access control to ensure only authorized team members can view or edit specific assets.
Similarly, fashion photographers might store high-resolution photos that can’t be leaked before publication. Robust security tools — such as user permissions, version control, and two-factor authentication — prevent unauthorized access and help maintain the integrity and confidentiality of creative work.
Metadata management
Detailed metadata tagging is essential for organizing and locating assets efficiently. Consider a video production company with hundreds of video clips across different projects.
By tagging each clip with project names, dates, or themes, the team can instantly filter through assets and find exactly what they need to build a new edit. This avoids the frustration of manually searching through folders and allows team members to focus on creating content.
Revision history
Being able to track file versions and revisions can prevent miscommunications and project setbacks. Imagine working on a complex design project where multiple team members make changes over time. With revision history, you can see who edited what and when, compare changes, and restore previous versions if needed. This visibility helps prevent mistakes, such as using an outdated version in a final deliverable.
Collaboration features
Collaboration tools like comments, emoji reactions, @-mentions, and approval workflows can significantly streamline the creative process.
Let’s say a graphic designer needs feedback from multiple stakeholders. Instead of sending files via email and waiting for responses, stakeholders can leave comments directly on the asset in the DAM. This keeps feedback organized and easy to implement, reducing turnaround time and miscommunications.
Integrations
Integration capabilities allow teams to work more fluidly across different tools. For instance, if a designer uses Figma for mockups, a DAM that integrates with the platform saves them time on manually saving out files and uploading them to their digital storage system.
Step 3: Assess usability and user experience
When evaluating DAM platforms, usability and user experience play a major role in day-to-day productivity. Creative teams benefit most from platforms with intuitive interfaces, visual-first navigation, and simple ways to organize and retrieve files.
Marketing teams, however, might need more advanced features like search filters and automated workflows that, if not well-implemented, can make the software feel clunky and difficult to navigate.
For example, users have shared feedback on platforms like Brandfolder and Bynder, noting how “the search function and overall UI could use a more streamlined look and feel” and that a “more intuitive design would significantly enhance the user experience.”
On the other hand, Playbook users often praise its ease of use, saying it’s “very easy to find files, send real-time updates, and download everything at once.”
This contrast in usability highlights the importance of choosing a DAM that fits the user’s workflow. A poorly designed interface can hinder productivity and frustrate users, while an intuitive platform can speed up processes and make collaboration smoother for everyone involved.
Step 4: Evaluate scalability and pricing models
When choosing a DAM, consider both the pricing structure and the platform’s ability to grow with your team. Some platforms offer subscription-based pricing, where you pay monthly or annually, while others have one-time fees. For teams that anticipate growing or expanding their asset library, it’s crucial to evaluate the cost implications of additional users or storage.
Playbook, for example, offers 4TB of storage even on our free plan and 5TB on our Pro and Team plans, making it an attractive choice for teams that need ample space without a hefty upfront cost.
This scalable storage solution is ideal for growing teams that expect their asset libraries to increase over time, ensuring they won’t run out of space as they add more projects and clients.
As you weigh your options, consider how a platform’s pricing model aligns with your team’s long-term growth and usage patterns to avoid unexpected costs as your needs evolve.
Step 5: Look at onboarding and customer support
The onboarding experience and customer support can make or break your team’s transition to a new DAM platform. Consider the types of support offered, such as live chat, phone support, or community forums. These resources are especially helpful during the implementation phase when questions and issues often arise.
Some platforms require lengthy sales calls or in-depth training sessions just to get started. However, with Playbook, you can skip these hurdles — simply sign up and start exploring. There’s no complex onboarding process, making it easy to integrate into your workflow.
Additionally, Playbook offers a dedicated Discord channel where users can connect, ask questions, and receive quick assistance from the community and support team. As one user shared, “The customer support was amazing and everything was handled really well. I think it's one of the best customer services.”
When evaluating a DAM, prioritize platforms that provide accessible support and straightforward onboarding to minimize downtime and frustration during the transition.
Find the right home for your creative assets
Choosing the right DAM platform starts with understanding your team’s unique needs and testing different options to see what works best for your workflows. Consider the long-term usability and scalability of each platform to ensure it can support your growing library of assets and evolving projects.
If you’re looking for a DAM that offers flexibility, a visual-first interface, and ample storage space, give Playbook a try.
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