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8 Essential Digital Asset Management Features

Digital asset management systems are the perfect digital libraries for all types of files. DAMs have evolved significantly, offering a basic set of features that streamline asset management and improve productivity across various industries. In this article, we will explore essential digital asset management features, which can turn long and frustrating search moments into a thing of the past.

Must-have Digital Asset Management Features

Below, we will discuss in detail the core digital asset management (DAM) features: secure storage for multiple file formats, file organization, file search and retrieval, file sharing, user roles and permissions, version control and history, collaboration tools, integrations, analytics and reporting. This functionality lays the foundations for any modern and versatile digital asset management system.

Secure Storage for Multiple File Formats

Imagine having a safe digital library where you can store various digital files. From PDFs to images, design files, and videos, all your creative files are securely stored in one location. However, storing files is just one aspect. DAM systems also provide strong security measures like SSO logins to keep your data safe, backed up, and protected from disasters and unauthorized access.

File Organization

We’ve all faced the difficulty of locating a particular file amid a sea of digital content. A digital asset management platform uses advanced metadata and attributes like date of creation or modification, keywords, etc. to help organize and categorize files. One can even apply keywords automatically with AI.

The more detailed the metadata, the easier it is to search and sort through files. This simplifies file management and ensures swift retrieval of required assets.

File Search and Retrieval

Locating a specific digital asset can sometimes feel like finding a needle in a haystack. That’s why DAM software has multiple search operators and advanced search options, enabling users to quickly find the necessary files.

Pics.io DAM offers such search tools as saved searches, advanced search options, and custom fields. You can now save precious time and focus more on creation and less on searching!

Pics.io DAM: advanced search

File Sharing

The beauty of digital asset management software lies in how it facilitates file sharing, catering to both internal and external stakeholders. You can easily distribute digital assets to your team, clients, or vendors using websites - branded portals. You only need to generate a sharing link (can be modified) and set up the necessary permissions. There's no need to send files via email or update links to Google Drive folders.

The same works for receiving files from external contributors and contractors. You only need to send them a sharing link, they will upload digital assets in inbox (also a branded portal), and these files will automatically become a part of your DAM system.

The same works for receiving files from external contributors and contractors. You only need to send them a sharing link, they will upload digital assets in an inbox (also a branded portal), and these files will automatically become a part of your DAM system.

User Roles and Permissions

While managing access rights can be challenging, DAM solutions simplify this task. These platforms offer customizable user roles and permissions for secure access and control over assets.

Pics.io DAM: How to set up user roles and permissions
Pics.io DAM: How to set up user roles and permissions

Whether you want to assign access based on internal roles, set up a hierarchical permission structure, or audit permissions for adherence and effectiveness, DAM systems make it all possible. Only the right people have access to your digital assets, maintaining security, and preventing misuse.

Version Control and History

Handling multiple versions of a file can often turn into a logistical nightmare. But, with DAM, you can say goodbye to confusion. Digital assets management allows storing all the versions efficiently, switching between them, and even setting up a current version. The version control feature ensures that all changes are tracked and recorded. This gives you a clear history of who made the changes, when, and a summary of what they did.

Moreover, Pics.io DAM comes with an intuitive file comparison tool for both images and videos that allows comparing asset's versions.This functionality makes reviewing easier and keeps things accurate and consistent across versions.

Collaboration Tools

Digital asset management system goes beyond managing digital assets; it also aids in collaboration between internal and external users. With features that allow users to share feedback on assets and tag teammates directly within the platform, DAMs are truly a game-changer for team collaboration.

One of the use cases is leaving feedback directly under the necessary digital assets by tagging teammates and leaving comments. The user can then receive notifications about such updates via Slack or email right away.


Those who are already utilizing various project management, design, and marketing tools are in for a treat! A digital asset management solution can be integrated with these and many other tools, adding to the overall functionality and efficiency. Some of the famous DAM integrations are Figma, Trello, Hubspot, Jira, and others.

Must-have Digital Asset Management Integration Types: Marketing, Design Tools, and More
Discover key integration types for enhancing your DAM. From marketing solutions and design tools, to content management and project information management systems.

Analytics and Reporting

Understanding the performance of your digital assets is crucial for making informed decisions. That’s where the analytics and reporting feature comes in handy. It shows what assets have been downloaded most often, by whom, etc. Such information can be used for creating and planning future marketing campaigns, for example. the analytics and reporting feature provides all the insights you need.

Final Thoughts

As businesses continue to generate more digital content, it’s clear that DAM systems will play an increasingly important role in managing these assets and helping businesses stay competitive. Digital asset management features like file organization, secure storage for different file formats, file sharing, and others, streamline the process of managing digital assets. They also support content management flow from creation to distribution.

As we look toward the future, it’s evident that digital asset management systems will continue to evolve, becoming even more integral in our digital world. So, whether you’re a small business or a large corporation, there’s no better time than now to harness the power of DAM features. 

Did you enjoy this article? Give Pics.io a try — or book a demo with us, and we'll be happy to answer any of your questions.

Pics.io Team
Welcome to Pics.io blog, where you'll get useful tips, resources & best practices on how digital asset management can help your business to manage & distribute digital content on top of cloud storage.