How to Use Digital Asset Management in Movie Production?

Businesses are increasingly relying on video content. According to Cisco statistics, in 2022, this content accounted for 82% of all global Internet traffic. The reason is high demand. WiFiTalents data shows that an average user watches more than 100 minutes of video per day. People prefer an interesting, informative, and rich dynamic format, which is more popular than text pages, static images, and audio content, such as podcasts.

No wonder large companies often hire directors, video producers, cameramen, actors, and set technicians. Businesses no longer order ready-made content from professional studios but shoot it independently to reduce costs, improve quality, and maintain a coherent brand image across all communication channels. But every solution has its drawbacks. In the production of films and short videos, it is the complexity of managing workflows.

Experienced filmmakers know that out of dozens of hours of raw footage, only a few minutes can be used in the final video. So, the question arises — how to store, sort, organize, and process this video? To answer this question, we'll take a look at the best digital asset management systems for movie production.

What Are Digital Asset Management Systems?

A digital asset management system (DAM) is a centralized software solution for the efficient use of files within a particular organization. It performs the following functions:

• Provides storage for content;
• Protects digital assets from unauthorized access;
• Enables quick file search by key attributes;
• Shares work materials with different team members;
• Ensures quick distribution and publication of digital assets.

DAM platforms can also provide basic tools for editing digital assets, such as cutting certain parts of a video or creating freeze frames. But it's not just about video — they can manage many file formats, including text documents, images of various types, 3D models, drawings, and more.

DAM systems are conditionally divided into two categories. The first are local programs installed in computer memory. They increase the level of security and allow you to work even offline. The second are cloud platforms with access through a browser or specialized software. Such systems are faster to deploy and easier to scale, and they provide incredible freedom of action. For example, if your film set is located on a different continent, you can still receive and process raw footage quickly.

Why Are DAMs So Important for Video Production?

The best answer to this question is statistics provided by Vashi Visuals. In the 1960s, one hour of recorded footage accounted for 5-15 hours of raw material, in the 1980s — 20-30 hours, and in the early 2000s — up to 100 hours. Today, the ratio is even higher — from 1:200 to 1:500. Let's say you're shooting a 30-second video for TikTok and a 5-minute promo about your company. In the first case, the editors will have an hour and a half of raw footage, and in the second case, they will have 16 hours. Now, imagine that you shoot dozens of videos a year. You'll need specialized software to organize your digital assets.

How exactly can DAM facilitate the work of all participants in the filmmaking process? Top platforms have the following features:

• Quick file search by attributes and metadata. For example, you can select only those videos that were filmed last week, are longer than 5 minutes, and have a note of producer approval.
• File sharing. For example, you haven't decided on the color correction and filters for post-processing. Sharing allows everyone involved in the workflow to express their opinions and give feedback on different ideas.
• Adding custom metadata fields — both manually and automatically. For example, you want to add a short description of a scene to create a complete picture of the plot before editing. By filling in the custom field manually, you can specify the location of the scene, and by filling it in automatically, you can specify the scene sequence and actors' names in the final movie.
• Version control — comparing different file versions. For example, you have several versions of a controversial scene. You can compare them to see which version looks best in the finished video.
• Fast distribution. For example, a director has just received a long-awaited scene and wants to get it into production as soon as possible. They can provide the editors with a link in a couple of clicks and get back to their work.
• Defining access rights and authorities. For example, the next episode of the series should have a big plot twist. If it is leaked on the Internet, the show's rating can seriously drop. Therefore, it is crucial to determine the range of users who have the right to work with video materials.

VAM vs. DAM vs. MAM vs. PAM

So many similar abbreviations can be confusing, right? To know which software platform is best suited for video production, let's take a closer look at each of them.

Video Asset Management (VAM) Systems

These are specialized software platforms built to support the video editing and editing workflow. They can perform all the tasks that specialists in this field face: sorting and organizing files, managing live broadcasts with hundreds or even thousands of viewers, making edits on the go, and composing finished movies from individual scenes. Another advantage of VAM is the ability to instantly publish finished video streaming service or online multimedia platforms without manually changing the format and other settings.

Digital Asset Management (DAM) Systems

These are all-in-one platforms for organizing files in popular formats — videos, images, text documents, spreadsheets, etc. In the film production industry, they are used to quickly distribute key digital assets. DAMs are also becoming a common space for generating promotional content and managing soundtracks and stills. As such, they cover video processing and other areas of the company's activities as well.

Media Asset Management (MAM) Systems

This software solution is midway between DAM and VAM. In addition to video, it allows you to manage other multimedia files, including audio and animated and static images. MAM is a perfect choice for a small studio specializing in film production. However, a company for which filmmaking is only one of many workflows may lack the functionality of such a platform.

Production Asset Management (PAM) Systems

Unlike the software solutions described above, it is not a cloud storage with advanced file organization but rather a productivity platform. It contains highly specialized tools used at certain stages of video production. Typically, the digital asset storage for PAM is VAM or DAM, which forms a closed ecosystem with it.

Tools and Resources for Managing Digital Assets in Video Production

We have collected specialized and general-purpose platforms that will improve the use of multimedia assets in your company's operations. Here's an overview of their functionality, pricing plans, pros, and cons.

Pics.io Digital Asset Management (DAM)

It is a digital asset management system for movie production that can work with dozens of popular file formats. It has private storage but can integrate with existing clouds if necessary. You can install the Amazon S3 or Google Drive.

The platform's key advantage is easy and secure file sharing within and outside the company. In the first case, you can set optimal access rights for individual users and workgroups, defining them for the entire storage, a folder, or even a specific file. In the latter case, Pics.io allows you to create custom websites and inboxes so that external parties to your workflows can use them without authorization.

For video asset management, the Quick Metadata Edit feature will be useful. It allows you to create custom fields and fill them with tags, including automatically generating notes using AI. And before publishing a trailer or excerpt, you can remove metadata in one click.

Pics.io also offers a convenient version control system. It allows you to check the last modification date and visually compare images in the video. It is one of the most important elements of VAM, which is extremely useful in digital asset management.

Bynder

It is a comprehensive productivity platform that simplifies the process of generating ideas for businesses, individual creators, and ordinary users. One of its key advantages is the possibility to add other people to your account to cooperate with them without creating new accounts.

Canto

It is a DAM with a convenient metadata management system. To generate tags, you can use built-in scripts or connect external AI. The platform also offers a user-friendly yet robust interface. It allows you to perform most tasks using the drag-n-drop method, including sharing files, creating collections, and adding users to workgroups.

Cloudinary

It is a specialized platform with professional video and image editing tools online, without any prior download. You can create new projects right in Cloudinary, starting a collaboration with other team members at the conceptual stage. The service can also be easily integrated into custom software solutions thanks to an open API.

Adobe Experience Manager Assets

It is the best platform for multimedia digital asset management — images, videos, and even 3D models. It does not have built-in tools for editing these files but offers integrations with various applications as part of the Adobe Creative Cloud suite. The service is available in two versions — for a single company unit and a large corporation.

Celum

It is a simplified digital asset management system that specializes in working with photos and videos. You can combine them into albums and playlists to instantly share them with other users. It also has a version comparison feature that allows you to view two versions of a file on the same screen.

MediaValet

It is a simple platform with basic functionality and support for many different integrations. It's a kind of hub that allows you to build custom software and set up efficient workflows. At the same time, it has traditional DAM features, including powerful metadata management functions.

Nuxeo

Nuxeo is more of a LAM — a platform for managing a fixed library of digital assets. It's not as powerful at distributing files as its competitors, but with it, you can be sure that critical materials won't get lost or out of sight.

Best Practices for Effective Video Asset Management

Still searching for the best digital asset management system for movie production? You can start small by increasing your productivity with simple tips:

1. Create an organized folder system. Sort your digital assets by year, date, project, company department, etc. For example, you can use the system “Marketing-2024-July-Project1” or “2024-Project1-Social Media.”
2. Use clear and consistent file naming rules. Include dates or a brief description of the content. For example, «Project1_Act2_25.07.2024».
3. Saturate metadata with tags from a controlled vocabulary. Make sure that all employees use the same tags. Even a difference of one character can make digital assets much harder to find in the future. For example, you can create tags such as “in_production,” “for_archiving,” “ready_for_publication,” etc.
4. Create a multi-level system of access rights. Clearly define the rights and responsibilities of each employee to prevent information leaks. For example, you can grant access to the final versions of the video only to editors and managers.
5. Make regular backups. Even if you use a cloud-based DAM, make sure you keep files in multiple copies. For example, an employee might delete a video by mistake and upload it in only one version without viewing previous versions. A backup copy will help you avoid such a loss.
6. Control file versions. Compare the differences between them to track changes. For example, this will help you choose the right version of the video for the final movie — with color correction and sound editing.
7. Archive unnecessary files. Store them in separate folders or even drives. You can return to them in the future, but they shouldn't complicate the search for the digital assets you need. For example, you can archive all the files from the past year.

Conclusion

A digital asset management system with extensive functionality and support for various integrations can increase productivity in video and film production. It saves time on file search, distribution of materials, and even basic media editing operations. In addition, a DAM ensures the security of digital assets by customizing access rights.

The Pics.io platform helps you optimize your video production workflows. It offers powerful tools for editing metadata and searching for files by key attributes. It has a convenient version comparison feature and a multi-level system for setting up user or workgroup permissions. Pics.io also allows you to quickly share and receive files using custom web portals.

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.