When you’re ready to choose a Digital Asset Management (DAM) system, the decision process can feel overwhelming. To help you narrow down the options and make the right choice, we’ve created this checklist. It covers everything you need to consider during your search, ensuring you select the best DAM system for your business.

But before jumping into the checklist, it’s important to recognize the problems that lead businesses to seek a DAM solution in the first place. Even though asset management software has been around for many years, plenty of organizations still struggle with disorganized, inefficient solutions often without realizing how much it’s costing them in time, resources, and missed opportunities.

Here are some of the most common issues companies face without a proper DAM system:

Chaotic file storage: Assets are scattered across emails, cloud drives, local folders, and even personal devices, making it nearly impossible to find the right file quickly.

Wasted time and productivity: Employees spend hours searching for files, recreating lost assets, or waiting for approvals — time that could be spent on high-value work.

Inconsistent branding: Without a central source of truth, outdated or unapproved assets get used, leading to brand dilution and licensing risks.

Poor collaboration: Global teams, and even teams across local departments, struggle with version control, feedback loops, and sharing large files efficiently.

Security risks: Sensitive assets are shared via unsecured links, stored in vulnerable locations, or accessed by unauthorized users.

Scalability issues: As your business grows, ad-hoc solutions (like shared drives or manual processes) become unsustainable, creating bottlenecks.

If any of these sound familiar, the situation is it’s actively hindering your business. A well chosen DAM system solves these problems by not just centralizing assets, but automating workflows and making it easier to be compliant.

Now, let’s move on to the checklist to ensure you select a DAM that addresses your specific challenges.

1. Define Your Core Needs and Objectives

Before evaluating vendors, align on why you need a DAM and what success looks like. Start by asking:

• Why do you need a DAM system? (e.g., organizing assets, improving collaboration, automating processes)
• What specific challenges does your team face with managing digital assets?
• Are there particular features your team needs, like advanced search, metadata management, or version control?
• What outcomes do you hope the implementation to achieve? E.g., Faster production turn arounds, less time spent re-creating assets, licensing management?

2. Check for Ease of Use

A DAM system’s value plummets if your team finds it clunky or confusing. To gauge usability, start by testing the platform firsthand. Check out self guided product tours or request a demo where you can simulate real-world tasks like uploading, searching, and sharing assets. Ask:

• Can your team navigate the interface intuitively, or does every action require a workaround?
• Does it include drag-and-drop uploads, AI-powered tagging, and simple to use metadata fields.
• Consider if the design is intuitive enough to be used by the least technically proficient members of your team?

Beyond demos, lean on peer insights. Check user reviews on G2 or Capterra for recurring praise or complaints about usability. Phrases like “adoption was seamless” vs “steep learning curve” are telling.
Also, ask the vendor about onboarding support. Do they offer training sessions, in-app guides, or dedicated customer success managers to help with implementation?

Remember, the easier the system is to use, the faster your ROI.