Where does DAM fit?

Content Management Systems(CMS)
Document Management Systems (DMS)

DAM systems were created primarily to separate content from format. The foundation of a highly valued DAM system starts with organized collections or catalogs of individual files that are often referred to as Digital Masters. In addition to their high value through the cost of creation or capture, digital masters are largely associated with their frequent reuse and re-purposing for multiple media, i.e. print, web sites, presentations etc. These digital masters act as the foundation of elements from which users collect and or link them to defined or ad hock production processes to create new communications such as product brochures, flyers, signs, presentations, proposals etc. i.e. logos, images, approved text and layout templates that would make up the key elements for the generation of a new piece of content.

Digital Asset Management

Starting with the cataloging step, DAM systems have numerous file type cataloging filters that create thumbnails of the asset and read and store the asset metadata that is viewable in an asset information window. i.e. file type, size, resolution, creation date etc. Most systems will also allow you to add whatever information you require. Metadata can be keywords, copyright information or even the entire text of a Word, Excel, PowerPoint or PDF file. All of the captured fields within the corresponding asset database are now searchable, providing faster access for users to find, verify and retrieve the required files. The thumbnails allow quick visual verification without having to launch the corresponding file creator application. Often a single click on a thumbnail will present a larger view file to assist in this verification process. It is interesting to note that the asset itself is not usually stored in the database but just the asset records, thumbnail and the link or path to its physical storage location. i.e. hard drives, RAID, CD, DVDs etc. This separation of the records from the actual asset assists and supports more flexible storage strategies as well as speeds database searches. Most DAM systems will catalog any type of file, however the extent which specific file type filters are supported can be different for each system based on its focused market application(s).

Content Management Systems

Digital Asset Management and Content Management Systems are terms often used interchangeably although there is a difference or divergence that requires some clarification. Final pieces of content produced through the use of a DAM system can use the same system to be cataloged separately for the distinct purpose of securely sharing with a variety of users over an intranet, extranet or public web site. This process is often referred to as static content. Content Management Systems do the same as a starting point but have also evolved to manage large and complex web sites as well as manage ad hoc user queries and searches to which defined rules are applied to dynamically create and publish web pages on demand from supporting databases. It is usually this separation of static versus dynamic content that often defines the ability to use the features of a DAM system compared to a more sophisticated web Content Management System. Many Content Management Systems are integrated with a a back-end DAM system.

Document Management Systems

Once again, DAM systems can be used to create, catalog and securely share documents with approved users. With the release of specific format filters it is now not only possible to capture the embedded file information, but the entire contents of Word, Excel, PowerPoint and PDF files. Cataloging with these filters renders their entire contents searchable by all users. The evolution of document management software includes many standard features such as read/write permissions, approval cycles management, automated distribution, document creation version tracking of specific contributors, with time stamps and synchronized data replication to name but a few. Unfortunately many of the available document management systems offered do not have adequate support for image files and as such miss a major component where large volumes of images are in use. This is why many Document Management Systems are integrated with a a back-end DAM system.