The Ultimate Buyer's Guide for Purchasing dam construction companies

If you are looking to purchase an Enterprise DAM System, either to replace one you already have or having never attempted the exercise before, you need solid advice from experts who have been through the process many times before.

With competitive price and timely delivery, IWHR sincerely hope to be your supplier and partner.

This special report has over 500 pages of actionable information and includes an example RFP, vendor brief and demonstration brief.  Compiled by leading industry experts, this exclusive publication features in-depth analysis of 16 popular DAM vendors and includes an accompanying buyer&#;s guide providing a wealth of invaluable information on the vendor selection and procurement process, how to successfully navigate the market, and assistance on progressing your implementation.

• Revised and updated with over 500 pages
• No &#;pay to play&#; fees charged to vendors to feature
• Additional data and core metrics
• Genuine user feedback and analysis
• 30,000+ word enterprise buyer&#;s guide
• Example vendor brief and RFP (Request for Proposal)

Featured Vendors

Unlike many industry reports, participating vendors were not paid to appear in the publication, making the report fully vendor-neutral.  The data comprises a combination of information submitted by the vendors themselves, along with genuine, organic user feedback given without any incentives.

The 16 vendors that feature in the report are as follows:

• Acquia DAM (formerly Widen)
• Aprimo
• AssetBank
• Brandfolder
• Bynder
• Canto
• Celum
• Censhare
• Fotoware
• IntelligenceBank
• Nuxeo
• OpenText
• ResourceSpace
• Sitecore (formerly Stylelabs)
• Wedia
• WoodWing

Example Vendor Brief, Demonstration Brief and Full Enterprise DAM RFP

The report includes an example vendor brief, initial demonstration brief and a ten page sample RFP with hundreds of questions covering: media support, search, collections/lightboxes, metadata cataloguing and tagging, reporting, branding and design, multi-lingual capabilities, workflow, permissions, authentication, integration and APIs, scalability and hosting, training, project management, account management, data protection and costs  A wide range of other resources and information sources are also provided.

Business Case & ROI Issues

• How to prepare a solid business case for DAM that stands a chance of being accepted .
• Why quantitative business cases for DAM like vendor ROI calculators are generally unsuitable and run the risk of getting your budget rejected.
• The alternative methods and how to present them to maximise your chances of successfully securing funding.

The Vendor Selection Team

• Who should be on your selection team (and why).
• How to use in-house IT personnel most effectively in DAM system selection exercises.
• Why having someone with metadata expertise on your selection team is necessary to achieve your ROI objectives.
• Why you need data protection and GDPR compliance expertise.
• How to use consultants properly and without needing to spend too much money on their services.

Digital Asset Supply Chain

• Why understanding and optimising your Digital Asset Supply Chain is crucial to your success, as well as numerous pieces of advice about how to do it properly.
• How to identify the upstream sources and downstream destinations of your digital raw materials and finished digital assets.

Briefing Vendors

• Why a vendor brief is so important for achieving selection success.
• How to write an effective brief that covers your requirements but without being needlessly lengthy or so flimsy it will be useless.

Usability

• Understanding the difference between usability and attractive interfaces when assessing vendors.
• Why you need to focus on usability for administrative interfaces as much as user asset catalogues.
• Why you need to be more specific with your briefings than just &#;easy to use&#; and how to achieve that goal.

Functional & Technical Considerations

• The major functional and technical considerations, including: using cloud vs on-site, metadata capabilities,  search features, controlled vocabularies and taxonomies, reporting, authentication, user permissions, rights management, media processing, proxies/previews and specialist facilities such as audio or 3D.
• Identifying and making plans to integrate with all the other solutions in-use at your organisation such as WCM, PIM, eCRM, MDM, Web2Print, Social Media, Creative Tools and many more.
• APIs and why if a vendor simply has one it does not mean they will be able to meet your integration objectives.
• Examining vendors capabilities for advanced integration and customisation such as hooks, scripting and SDKs.
• How to define your workflow needs and explain them in your briefing materials.
• Describing your Governance requirements and documenting these in your vendor brief.
• Techniques for structuring the selection process to maximise your chances of success.

Researching The Market

• Researching the market: the various sources of information about vendors and each of their pros and cons.
• Why unethical DAM vendors will pitch for business they are unqualified for and how to spot who is likely to be a good or bad fit for your organisation.
• The size of the DAM market in terms of number of vendors, their average turnover and number of employees.
• Why the DAM market is highly fragmented, even though there are a number of firms with greater market visibility than the others.
• The high levels of regional specialisation in DAM software and other characteristics of DAM vendors.

The Nature & Characteristics Of The DAM Market

• Dealing with the homogenisation problem in DAM where many systems are very similar and how to identify who is better at what.
• Why vertical market specialisation tends to happen less in DAM and whether you should use it as a selection criteria or not.
• The different types of DAM systems and how these translate across to requirements for different vertical sectors.

Evaluating Different Sources of Vendor Information

• The pros and cons of each different source of vendor information.
• Why you cannot rely on one source to decide who to long list.
• The issues with DAM review sites like G2Crowd and why you cannot rely on them.
• The different problems with analyst reports and how to get the most out of this source if you decide to use it.
• How to carry out your own analysis for a fraction of the cost.
• How to get the best out of consultants and ensure you can keep their fees to a minimum.

Engaging With Vendors

• The key points to ask vendors when you do decide to engage with them.
• How to manage relationships with vendors when they use channel partners such as resellers.
• Techniques to help you find vendors who are a good fit for your organisation.
• How to deal with persistent sales personnel and manage objection handling techniques designed to talk you out of what you need from your DAM.
• Methods of getting pricing indications out of vendors and why you need this (despite what they might tell you).
• The optimum number of vendors to long and shortlist.

Initial Demonstrations

• The right and wrong ways to sequence and structure the demonstration process.
• The valuable information you can glean about vendors based on their ability to follow your instructions.

Uncovering Vendor&#;s True Nature and Intentions

• The red flags which show you when vendors are being blasé and complacent.
• Useful tips about what kinds of demonstration assets to use.
• How vendors can skew your impressions for/against them with their demonstration asset selection.
• Why slick presentation and impressive aesthetics can sway your opinion in-favour of a vendor who is less suitable for your needs &#; and how to guard against that risk.

Writing Effective DAM RFPs

• How to phrase RFP questions to get superior responses from honest and trustworthy vendors.
• The problems with scoring-based approaches and a superior method of evaluating prospective suppliers.
• A simple technique that makes it easier to find out whether a vendor&#;s DAM possesses the functionality you require.
• The methods you can use to keep the length of RFP responses to a manageable length.
• One thing that you must do before sending out an RFP to DAM vendors to ensure your selection exercise is successful.
• How to manage reading the vendor responses efficiently to reduce the amount of time and effort required.
• How to involve consultants and what decisions you should leave with them (and which you definitely should not).

Following Up RFPs and Dealing With Vendor Responses

• How to follow up vendor responses with targeted lists of response questions.
• Some methods to draw out more complete responses and get to the bottom of something that appears suspicious.
• The low-risk way to treat evasive vendor responses to your specific questions.
• How to probe for deeper answers and what to do if you don&#;t appear to be getting satisfactory responses.
• What vendor roadmaps can sometimes mean and how to deal with them when they are referred to in RFPs.
• How to handle vendors who claim features you require are in beta-releases.
• Some ways to reduce the risk of vendors not being honest in RFP responses (especially at the preferred bidder stage).

Cost Issues

• The different types of fees and what it is reasonable to expect of vendors.
• How to handle cost-related issues where the vendor is unwilling to give indications.
• Other documentation which should be included with the RFP.
• Why vendor risk management policies and practices need to be reviewed carefully .
• What to watch out for when a vendor gives you this response to a risk management question.
• The various types of project management methodologies that can be used and the risks with each of them.

Going In-Depth With Vendor Evaluations

• The different ways in which you can go in-depth with each vendor&#;s DAM product and the pros and cons with each.
• Some of the key mistakes DAM users make with in-depth evaluations and how to avoid them.
• How DAM systems can generate exponential effects which cost your organisation tens or even hundreds of thousands of dollars if you do not take this into account when choosing a vendor.
• What steps you need to take when in-depth demos are delivered by pre-sales engineers or sales personnel.
• The right and wrong way to prepare solution scenarios for vendors to respond to during DAM evaluations.
• How to break down solution scenarios properly to target the specific functionality you require.
• The ideal duration for vendor trial periods and how to get the most from them.
• The type of trial edition you require and why you should insist on it from any prospective vendor.
• How to manage proof of concept evaluations successfully and get the information out of them you need to make an informed evaluation decision.

Selecting A Preferred Bidder

• How to structure an effective selection decision meeting.
• The topics that should be on the agenda.
• Why a selection report is an essential deliverable and guidance on how to write it.
• How to carry out accurate cost comparisons.
• How to handle cost constraints where you need to work to a tight budget.
• How best to use consultants in the selection decision making process.
• All the documentation you need to get assembled after you make a selection decision.
• Dealing with vendors who use professional services partners for implementation.
• How much time you typically need to allow time for contractual and legal processes.

Transitioning From Selection To Implementation

• The implementation issues that will you need to consider after the preferred bidder has been chosen.
• Why you need to do integration implementation planning well before contracts are signed.
• The implementation planning activities you can progress to speed things up once the formalities are concluded.
• Transitioning from a selection team to an implementation team as well as handling resource issues.
• User Adoption and Change Management considerations.
• Governance activities that you must carry out after you go live.

The report is available to all Premium DAM News Subscribers.

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Do you need a digital asset management (DAM) solution for your AEC firm? With so many DAM software options available, selecting the most suitable one can feel overwhelming. That&#;s why, as leaders in the DAM space, we&#;ve crafted this comprehensive buyer&#;s guide and buyer&#;s checklist to help you navigate the complexities of DAM software selection. 

In this guide, we&#;ll walk you through what you need to look for when comparing DAM software solutions. We&#;ll take a look at key features, such as functionality, performance, compatibility, cost, and more. By the end of this guide, you&#;ll have a solid understanding of what to look for and how to make an informed decision based on your needs.

How to Compare Digital Asset Management Software 

Navigating the DAM software market as a first-time buyer can be a difficult task. With many solutions available, each with its own set of features, it&#;s easy to feel lost. Exploring common features will help you manage the buying process. 

Capabilities 

Your DAM serves as a central repository for all your digital assets, making it easy for your team and stakeholders to access them. It&#;s important to make sure that the DAM you choose fits well with your existing workflows because each business has different needs and structures for managing files and assets. When comparing DAM software, verify that the platform and its features fully support your current workflow and meet your requirements. 

Functionality 

When searching for the right DAM system, ensure it offers the necessary features to meet your needs. Paying for unnecessary features is not only a waste of resources but can also complicate the user experience. Therefore, understanding how your team needs to use the DAM will make selecting the right one easier. 

An effective DAM tool should provide robust file management capabilities, including features like: 

• Marketing collateral creation 
• Tagging 
• Asset categorizing 
• Searching functionality 
• AI-enabled search 
• Workflow management 

Additionally, some systems offer metadata options, allowing businesses to describe and identify files with relevant information. 

Integration with your favorite tools is another important factor to consider when searching for a DAM. Your DAM software should seamlessly integrate with other systems used by your organization. Integrations simplify how you manage digital assets across your programs and make it easier to create a process that saves your team time. 

Ease of Use 

The ease of use of the DAM system should also be taken into account. An intuitive interface is helpful for user adoption and productivity as it provides easy navigation and efficient asset management without needing lots of training. Besides, spending hours trying to figure out how to use the software can become counterproductive and frustrating. 

Choosing DAM software that is user-friendly allows you to navigate and use the system effortlessly. It streamlines asset management operations by giving users easy access to features like: 

• Uploading 
• Searching 
• Organizing 
• Sharing  
• Effortless navigation 
• Seamless browsing 

The ease of use provided by such a system streamlines workflows reduces frustration, and minimizes the learning curve, ultimately facilitating smoother adaptation and integration into existing workflows. 

Performance 

Performance is another important factor. It directly impacts the satisfaction of end users, administrators, and consumers. This means that the solution should be thoughtfully designed with performance criteria in mind from the start, considering factors such as speed, responsiveness, scalability, and efficiency. 

Although many elements impact performance, some key factors that affect performance include: 

• Enough storage 
• A high-speed network for efficient file transfers and ensuring a seamless end-to-end user experience 
• Ensuring there is enough capacity, keeping in mind the number of users, image and video transformations, and the volume of searches 
• The proper resources and bandwidth to accurately measure performance metrics and assess the system&#;s capabilities 
• Tuning the various applications involved in the system&#;s architecture to achieve optimal performance and address potential bottlenecks 
• Installing appropriate tools to help identify and resolve bottlenecks 

By selecting the right solution, you can effectively address your DAM requirements and design it in a way that achieves your desired level of performance. 

Compatibility 

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Some DAM platforms are optimized for specific hardware or software types. When choosing a DAM tool, it&#;s important to evaluate its compatibility with your existing hardware, software, and devices. This may include: 

• Web servers 
• CRM software
• CMS software
• CPM platforms 

Failing to do so could result in costly upgrades or limitations in accessing important files. 

Moreover, some DAM solutions also offer aec-specific integrations with other systems that help you get the most out of the software. Therefore, thoroughly checking system compatibility is necessary before making a purchase decision to ensure the tool truly works in a way that&#;s aligned to how your team functions.

Getting in touch with a DAM expert can be helpful to verify that the system you are considering can seamlessly integrate with your current infrastructure. This will help ensure that the software you choose aligns with your needs. 

Support 

How is the DAM provider supporting you before, during, and after onboarding? As you conduct your search for potential DAM vendors that meet your functional requirements, an important factor to look at is customer support. You&#;ll want a provider that offers high-quality customer support that is responsive when you need assistance. Their ability to promptly address software-related issues will help you avoid unexpected roadblocks.

A reputable DAM provider should offer a range of services, including implementation, consulting, training, and ongoing support. Their Customer Success Team is responsible for assisting you with the software and setting up initial configurations. Prioritizing a vendor with a robust support system ensures a smooth onboarding process and ongoing help as you maximize the value of the DAM software. 

Security 

Safeguarding private information and brand materials from unauthorized access is very important when looking for a DAM system. Considering the value of your digital assets, it is a must to store them in a secure and protected DAM system. 

When selecting a DAM solution, choose products that offer robust security features. This may include: 

• User authentication 
• File encryption 
• Digital rights 
• Malware protection 

Additionally, DAM features with security as a top focus should include: 

• Modern encryption methods 
• Multiple security levels for files and user accounts 
• Different access levels 
• Secure cloud backups 
• Antivirus protection 

Access control features are essential if you prefer to have greater control over security. You and other authorized users should have the ability to determine the visibility of assets&#;whether they are public, private, or accessible through invitation-only access. 

By leveraging these smart security features, DAM software helps organizations maintain strict access control and protect sensitive information. 

Customization 

Every company has unique requirements, making it unlikely for any DAM platform to be configured for your business out of the box. Therefore, choose a DAM system that offers easy customization options to tailor it to your business. The ability to customize your DAM system ensures that it aligns with your operations, making it easy to use. 

Some customizable elements to look out for include: 

• Customizable data fields 
• Custom downloads 
• Customizable taxonomy
• Custom metadata storage 

Customizable templates let users make edits to the text, individual contact information, layout, images, and more, even if they have very little design experience. Additionally, the ability to customize assets lets you optimize searchability within your DAM tool. This entails customizable tags, naming, and metadata to ensure assets are easily discoverable and effectively organized within the system. 

Lastly, customizable integrations through an API allow your DAM system to seamlessly communicate with other systems. By using integrations that fit your requirements, you can create a connected digital ecosystem that brings together your various tools, analytics, and users in a single platform. 

Customizing important elements in your DAM platform, like keywords and fields, based on your company&#;s needs, improves asset accessibility and usage across different applications. By adapting these elements to your processes, users can easily find and use assets, leading to smoother workflows and increased productivity. 

Cost 

The pricing of DAM software can vary significantly, ranging from under $350 to over $250,000 per year. However, the actual DAM cost depends on several factors, such as: 

• The number of users 
• Storage capacity 
• Advanced features 
• Implementation fees 
• Customization options 
• Infrastructure 
• Services provided 
• The system&#;s hosting method (cloud-based or on-premise) 

The functional differences among these factors can result in a wide range of pricing options that might come as a surprise. 

In recent years, there has been an upward trend in pricing due to the growing recognition of the value DAM software brings to businesses. This increased demand may continue to drive overall prices higher. However, specific price quotes can be influenced by various factors unique to each software provider. 

Therefore, when exploring pricing options, it is important to examine these factors carefully and evaluate the features and services included in each package to determine the best fit for your organization&#;s needs and budget. 

Find more information on DAM software costs by getting a quote to find the most accurate price for your company. 

Get in Touch  

Selecting the right DAM software may pose a challenge, but the effort invested is worthwhile. A top DAM tool has the potential to not only enhance productivity but also drive growth to new heights. DAM solutions with advanced capabilities, such as the high-quality features OpenAsset offers, can revolutionize creative work, making it easier, more efficient, and ultimately more effective. 

OpenAsset, the industry-leading DAM designed specifically for AEC and real estate professionals, combines all the necessary features and functionalities of a DAM within a single platform. To gain valuable insights and expert guidance tailored to your team&#;s requirements, review our DAM Buyer&#;s Guide Checklist and then reach out to our asset management experts to schedule a demo. Experience for yourself how a DAM tool can elevate your creative workflow and unlock new possibilities. 

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