Managing multimedia files is a crucial issue for companies. Between a traditional file management solution (on local servers or in the cloud) and the use of media management software, which system should you choose to stay efficient and organized? In this article, discover the advantages and limitations of each solution for optimizing the sending of large files and the management of digital media in your company.

What is traditional file storage?

Intuitive but limited organization

Traditional media file storage relies on a simple structure of folders and sub-folders that users organize manually. This system is often used with popular cloud solutions such as Google Drive or Dropbox, or on local hard drives. Digital media are organized by project, client or content type - an intuitive method, but one that quickly shows its limitations.

Benefits: simplicity and lower costs

A traditional storage system for multimedia files is easy to set up. Cloud solutions offer immediate access to digital media, enabling users to retrieve them without prior training. What's more, costs remain low, especially for small businesses.

Disadvantages: limited organization and collaboration

Over time, this approach becomes difficult to scale. Files accumulate and it's difficult to locate a specific document quickly. Collaboration is also hampered, as these tools offer no system for tracking modifications or centralizing contributions. Finally,sending large files, such as videos, can pose loading speed and compatibility problems.

Why adopt DAM software?

Centralized management of digital content

Digital Asset Management (DAM) software goes far beyond simply organizing files. It centralizes all the digital media of a company or group within a single platform, and integrates advanced tools for searching, sharing and securing them.

Key features :

• Enriched metadata: each media file can be tagged with keywords, descriptions or categories for fast searching.
• Simplified sharing:large files can be sent via secure links.
• Collaborative workflows: assign tasks, request approvals and track modifications in real time.

A scalable solution for growing companies

Unlike a traditional storage system, a DAM solution adapts to the evolving needs of businesses. It can manage hundreds of thousands of digital assets without compromising loading speed or content organization. What's more, DAM systems often integrate with other business tools such as CRMs, marketing automation platforms, PIMs... creating a veritable content hub for marketing.

Costs and prerequisites

Adopting a DAM is not without investment. You need to budget for the purchase of the software, as well as for implementation and team training. However, the return on investment translates into time savings for teams and a significant improvement in their productivity.

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Read what the B Signature Hôtels group has to say about optimizing its media management with Keepeek DAM.

DAM or traditional storage: how to choose?

Identify your needs

To choose between DAM software and a traditional storage solution, it is essential to assess your company's needs:

• File size: do you handlelarge files such as videos or high-resolution visuals (over 500 MB or several GB)? Do your files require specific processing tools (e.g. video editing or photo retouching)?
• Sharing frequency: how often are multimedia files shared between teams or with external partners? Do you need to share documents with external partners or customers? Are there any security constraints or specific access rights involved?
• Content volume: how much digital media do you need to process each month? What is the growth rate (monthly or annual) of your digital content? Are multimedia files grouped by campaign, client or project type?
• Collaboration: do your teams regularly work on the same content? Do employees work simultaneously on the same documents? Do you have a system for tracking file versions and modifications?
• File formats: do you work with specific formats that require special tools to manage them (e.g. RAW files, 3D files, high-resolution videos)?
• Data security: how important is the protection of sensitive digital assets and multimedia files to your organization and your customers?
• Archiving: do you need to store your digital media for the long term? Does this require a specific organization?
• User volume: how many users should have access to your multimedia files? And to what extent should they connect simultaneously?

Practical scenarios

• Small structures: conventional digital media management may suffice in the short term if file volumes remain limited.
• Growing companies: DAM software is essential for centralizing and structuring your multimedia files. It optimizes search time and ensures smooth collaboration.
• Marketing and communications: a DAM is the ideal choice for managing multi-channel and international campaigns involving multiple media (images, videos, presentations, etc.).

DAM software use cases

Video optimization

Companies are producing more and more videos for their communications. A DAM makes it possible to store, organize and send these voluminous files while maintaining optimum quality. This facilitates their reuse in different campaigns and guarantees visual and technical consistency.

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Read this article and discover why Keepeek is the perfect choice for your videos.

PoC as a key step

Before investing in DAM software, it's a good idea to test its functionality via a Proof of Concept (POC). This process helps to identify the company's specific needs, train teams and validate the fit between the software and existing workflows. This reduces the risk of errors during implementation.

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Read our article on setting up a PoC as part of a DAM project.

Centralization of marketing resources

With a DAM, all your teams (marketing, communications, design) can access a common content library. This centralization eliminates duplication, ensures consistent use of visuals and simplifies collaboration, even between geographically dispersed teams.

PIM/DAM integration for product management

For companies with large product catalogs, integrating a PIM (Product Information Management) system with a DAM optimizes the management of product-related media. For example, images, videos or technical data sheets can be linked directly to product data sheets in the PIM. This connection facilitates the updating of information, ensures its accuracy and accelerates its distribution across different channels (e-commerce, print catalogs, marketplaces, etc.).

A practical comparison of the two digital content management systems

Classic media storage for small businesses

A small creative agency, managing mainly visual media for its clients, may be content with a traditional media storage solution. With low file volumes and a small team, tools like Dropbox make it possible to share and store digital media without excessive complexity.

DAM for an established organization

Every month, a large company in the retail sector produces hundreds, if not thousands, of visual contents to feed its e-commerce site, marketplaces, advertising campaigns... Using DAM software enables them to centralize all their digital resources, feed all their sales channels in real time, guarantee brand consistency and optimize collaborative processes between marketing teams and external agencies.

Comparison table

Maximize the efficiency of your digital media management with Keepeek

At Keepeek, we understand the media challenges faced by all companies, and offer solutions tailored to every need. Our DAM software combines an intuitive interface with powerful tools to optimize every stage of your media management.

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Although traditional multimedia file storage meets occasional needs, DAM software is an essential solution for large and fast-growing companies. By investing in a DAM, you can centralize your digital content, streamline collaboration between your teams and with your partners, and increase efficiency.

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Ready to take the plunge? Request a quote and transform your digital asset management!

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