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Benefits of Digital Asset Management for Publishing Industry

In the dynamic world of publishing, the challenges are as vast as the opportunities. Publishers, especially those in international media, are managing a never-ending flow of visual content – a critical element in capturing audience attention.

Staying ahead means embracing the power of technology. Our latest article dives into the transformative impact of Digital Asset Management (DAM) in this sector. Discover how DAM revolutionizes workflows, from organizing vast content libraries to expediting approval processes. We explore key DAM features like cloud storage, metadata management, asset sharing, and AI enhancements, all tailored for the unique challenges of the publishing world.

Challenges of Publishing Industry

The publishing industry faces several challenges, with slow uploading workflows, manual approval processes, and copyright issues being among the prominent ones. In today's fast-paced digital environment, publishers often struggle with time-consuming uploading workflows that delay content distribution, crucial for staying relevant. These inefficiencies are compounded when handling large volumes of diverse digital assets, leading to bottlenecks in content delivery.

Manual approval processes further make things worse. They require significant human intervention, slowing down the publication cycle and increasing the potential for errors. This traditional approach is often at odds with the need for rapid content turnaround and can impact the timely release of relevant material.

DAM Benefits for Publishers

Digital asset management systems, with their ability to automate and expedite processes, offer a promising solution to these issues. Let's see the main advantages that digital asset management software brings to the table:

Efficient Organization: It provides a centralized system to manage a wide range of digital assets, making it easier to store, access, and organize large volumes of content.

Enhanced Collaboration: DAM facilitates collaboration among remote teams, allowing them to access and work on assets from any location.

Faster Content Delivery and Better Content Management: With advanced search and metadata management, DAM speeds up the process of finding and distributing content, crucial in a fast-paced industry.

Customization and Integration: DAM systems can integrate with other tools like CMS, allowing for a tailored workflow that meets specific needs.

Most Efficient DAM Features for Publishing and Print Industries

DAM provides a centralized, metadata-based ecosystem for managing content and enhancing production and distribution efficiency​​​​​​. Let's discuss the best features of Pics.io DAM below:

User-Friendly Cloud Storage

Digital Asset Management (DAM) provides a practical solution for the print and publishing industry by offering secure and organized cloud storage for various file formats. With DAM, publishers can efficiently manage large volumes of digital content, including images, videos, and documents, in one centralized location.

To make things faster, you can format your images right in the DAM depending on the social platform where they will be used. Just choose the necessary format template and download the ready image.

Moreover, this convenient repository can be tailored to one's specific needs. That is, depending on the digital assets stored, the company's structure, users, etc., one can build their DAM folder structure. In such a way, a digital asset management system will match the company's workflow and speed up the asset retrieval process.

Metadata management allows for the detailed tagging and categorization of assets, making them easily identifiable and sortable on a digital asset management platform. This is crucial for publishers are they deal with large volumes of diverse content daily. Proper metadata and naming conventions help users across different teams organize and find digital assets within seconds.

Search capabilities leverage this metadata, enabling users to find specific files swiftly through keywords, tags, or other criteria. With Pics.io DAM, one can choose specific folders (collections) and run a search only there. This makes file retrieval even faster and easier. Additionally, it's possible to keep search parameters and save your search for the future. Thus, there's no need to choose the same criteria every time.

Easy Asset Sharing Internally and Externally

DAM solution offers multiple ways to share assets both with colleagues and third parties.

Publishers often need to send files to collaborators, agencies, and vendors for proofing or printing. For external sharing, one can use websites - branded portals within a digital asset management solution.

Or, one can use inboxes - shareable links to receive materials from photographers or journalists, for example. There are templates for both websites and inboxes. You can also set up user permissions and create a password for access, make sure that no one can edit assets, and many other possibilities.

When it comes to internal sharing, you can tag teammates and leave comments under assets right in the digital asset management software. They will receive instant notifications in Slack or via email.

All these ways of sharing assets can be also used to make the approval process faster for publishers. Moreover, with digital asset management for media, one can review and approve or disapprove materials for publishing within seconds, especially if it's a last-minute task.

It often happens that digital assets need to be updated right before publishing them, whether these are images, videos, or texts. The number of people who suffered in the accident, cryptocurrency prices, etc. - all this info changes in seconds and it's no wonder that publishers need to modify their materials last minute.

With time, all these file versions pile up and make your storage a mess. Fortunately, there's a way out - Pics.io's digital asset management system allows to store all versions under one thumbnail conveniently and switch between them whenever it's needed. One can also choose one of the versions as the current one. Version control feature prevents DAM solution users from accidentally choosing the wrong file version. What's more, it helps to maintain brand consistency and saves time on clarifying with colleagues what asset is the final one.

To avoid using the wrong materials, set up expiration dates for your files. Once the date expires, users will know that they cannot use these digital assets. The same goes for the copyright - one can mark assets as restricted or link them with consent forms to avoid copyright infringement.

With digital asset management software, one can also keep the same digital assets in several collections instead of creating multiple duplicates. It does not only save space but also ensures less confusion with all the files stored in DAM.

Remote Work and Collaboration

Digital asset management systems must provide tools for remote work and collaboration, particularly valuable in today's publishing industry. With such tools and features, remote teams can access, manage, and collaborate on digital assets from any location, breaking down geographical barriers. This flexibility is crucial for publishers who often work with remote writers, designers, and editors.

DAM systems provide a centralized platform where team members can easily share, edit, and approve content in real time, ensuring consistency and efficiency in the publishing workflow. Both mobile and web applications of a DAM solution foster a more dynamic, collaborative environment to meet the rapid and diverse demands of modern publishing.

Digital asset management for publishing: collaboration features
Digital asset management for publishing: collaboration features

Last but not least, with user permissions, the right people have access to the right files. For instance, journalists can upload and edit texts but cannot modify images or videos.

Customization and Integrations

With multiple integrations, including APIs, the DAM solution allows publishers to tailor their own ecosystem to fit specific needs. This adaptability means they can seamlessly connect with necessary tools, like Content Management Systems (CMS), Adobe Creative Cloud, Google Drive, etc., enhancing workflow efficiency. With our Zapier integration, you can connect with even more tools and elevate the performance of the DAM system even more.

Such integrations facilitate a streamlined process from asset creation to publication, aligning perfectly with the unique demands of each publishing project. This level of customization ensures that publishers have a system that not only manages assets effectively but also integrates smoothly with their existing technology stack.

AI Features in Digital Asset Management for Media

Pics.io DAM solution currently can boast AI smart keyword tagging, face recognition, and AI speech-to-text transcription available in multiple languages. With AI-generated keywords, the whole tagging process becomes much easier and faster.

AI transcription feature is especially helpful for publishers because it speeds up the transcription of video and audio files. No need to use any other tools for this task - it’s all done within a DAM system. What’s more, you can now search for videos using keywords from transcripts rather than watching the whole video looking for the necessary part or information.



By tackling the trickiest challenges – from the chaos of file management to remote work – DAM proves itself as the silent hero in the background. Imagine a world where last-minute updates don't cause chaos, where teams, irrespective of where they are, collaborate like they're in the same room. That's the reality DAM offers for publishers.

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.