A Dozen Questions and answers for a Flying Start
After careful consideration, your organization has decided to invest in a Digital Asset Library… but now what? Where do you start? What needs to be arranged? What exactly do you need to do? How do you make a plan? How much time will it take?
These are questions I hear all the time during demos with clients.
Below, I’ve put together a dozen key points to think about when setting up a digital asset library.
- How secure is a digital asset library anyway?
A good system has multiple layers of security and regularly tests itself for weaknesses. They also keep an eye on current threats and take appropriate action.
Generally speaking, a dedicated asset library is safer than a shared network drive, because far fewer people have access—and usually with fewer permissions. - What do we do with old, recent, and new photos?
Almost every company has older photos—past management, historic products, old buildings, etc. that are nice to keep. If they’re already digital, it’s easy to put them in a separate section of the library and tag them with metadata if needed. That way, they’re there, but only cost work when actually used.
Recent photos are the most important. Make sure they’re properly tagged with metadata they’re the ones used for marketing and information purposes. If you’re producing lots of photos quickly, consider letting AI help add metadata. It’s not perfect, but it ensures your photos can be found. If your photo flow is slower, manual tagging is more work but also more accurate.
New photos can be added according to the library’s requirements and usually take little extra effort.
So, it’s wise to think about how you want to handle each category. - Metadata? Why bother?
Metadata is “data about your data.” It makes photos searchable with simple text queries. Good metadata is crucial, and you should make clear agreements about how it’s added. AI can help, but it often misses context—indoor locations, events, or special situations—so manual tagging is still needed.
Metadata is a living thing. Check it regularly—both structure and content. Twice a year is a good rule of thumb.
Also, coordinate your metadata with the rest of your organization! Websites, intranet, and product systems (PIMs) may already use metadata. Aligning it creates extra synergy. - How to avoid mistakes in metadata
Tagging takes getting used to. Using controlled vocabularies and input helpers reduces typos and variations. This also ensures abbreviations and jargon are used consistently, so everything remains searchable.
Nothing’s worse than getting zero search results because of keyword mistakes. Always double-check metadata before adding it, and review it regularly.
You can also include invisible synonyms so even if someone searches “wrongly”, they still find the right images. - Make your colleagues responsible
Engaged colleagues make the system better. Listen to their needs, set clear rules, and enforce them. This boosts acceptance and keeps everyone involved. - Does tagging take too much time?
Suppliers usually send photos via email, WeTransfer, or other channels, which takes time for both sides. If the supplier uploads directly to the library, they can add metadata themselves. This reduces the overall workload in your organization. - What about videos?Videos can get huge, need different metadata, and may have complex formats that don’t play everywhere. Most are for online use, so you don’t always need high-res versions. Coordinate with your library provider for optimal settings—it saves time, effort, and quality loss.
- Who gets access to what?
Assign permissions by group, not by individual, and don’t give too many rights. Someone needing extra access doesn’t have to be made an admin. Typical groups:
– Admins (2 people)
– Content editors (all communications staff)
– Employees (everyone else)
– Photographers (special upload group)You can also give external partners access—designers, web developers, etc. Some libraries can even connect to your network so logging in is automatic. - Do I need to worry about privacy laws?
If your photos include people, yes, absolutely. Even if they’re unrecognizable, you need a legal reason for using them. Governments have six legal bases, and you must define the purpose.
You also need to inform the people pictured how the photos will be used and for how long—usually via a consent form.
Complex? Not at all—I have examples and can guide you. - Should I include all submitted photos?
No. Only the best photos should go in the library. Quality over quantity! It’s fine to reject 18 out of 20 photos in a series. Too many similar images make it hard for colleagues to find what they need. - How do I find my photos?
A good system offers multiple ways to browse. Search by keywords is standard, but segmentation is key. It takes a bit more work upfront but makes searching effortless later. With smart filters, users can usually find what they need in 2–3 clicks. Everything depends on correct metadata. - Can I edit photos in the library?
Not really. Most libraries allow minimal edits: resizing, converting to black & white, etc. Some let you crop or add watermarks, which is handy for websites, social media, and digital displays.
Good luck! And don’t hesitate to drop me a message if you have any questions!