5 essential uses for digital asset management in education

Aug 2019

5 essential uses for digital asset management in education

With graduation season coming to an end, and students moving onto the next exciting stage of their lives, it should also be the time that schools and universities follow in their students' footsteps and think about their own future.

Is a digital asset management (DAM) system part of that future? If not, perhaps it should be.

This is because a DAM system will not only effectively manage all digital content, but can bring about many time-saving, cash-boosting and stress-relieving solutions for those working in education. 

Here we discuss the top 5 benefits that DAM can bring to those working in the educational sector:


1) GDPR compliance

GDPR is still a nail-biting issue, with all of us desperate to ensure we are fully compliant. When working in the educational sphere, there is no escape from handling sensitive, personal data on a daily basis.

How can DAM help? – make sure that all the personal information you store about a student is in one central and secure location, and with advanced permission controls ensure that only those who must see it have access. Storing personal information including addresses, phone numbers, as well as information on family history, dietary requirements and any medical factors against the image of a student means that this data isn’t spread across various hard drives and systems - reducing the risk of breaching GDPR regulations.


2) Marketing assets

With more and more educational options now than there have ever been, schools and universities are faced with some seriously fierce competition. Therefore, it’s important to be able to pull together dynamic, exciting prospectuses, social media posts and adverts to draw in future talent at your institution.

How can DAM help? – Not only can you find all your marketing assets in lightning speed within a DAM system, but you can also ensure that those students in the images that you want to use have all signed model releases, and you have all the correct permissions to use the image in the way you intend. Not only does it save you time scouring various emails threads and documents to decipher whether the student granted permission for the photo to be used, but having this information correctly stored against the assets will ensure that any rights management concerns are avoided down the line.


3) Estates

Our days at school and university are often fondly remembered by the fun times we spent outside in the playground or in the canteen, rather than stuck in the classroom. Yet, we all know a lot of work goes into maintaining the estates by the grounds team - especially after some of the more accident-prone students!

How can DAM help? – Using visual imagery to manage estates is a trend we believe is up and coming. Snapping an image of a leaky pipe or broken fence, and uploading this into a DAM, complete with GPS location, allows estates teams to communicate about the projects they are working on around the site. Marking up images and adding notes enables collaboration and provides proof to senior teams that the work is getting done on time.


4) Saving money

Within schools today, we are made well aware of the issues they face around funding – having to weigh up whether to spend more on new classroom furniture or notebooks is just one example. Any way to save money is seriously worth considering.  

How can DAM help? – Housing all content in one central location, whereby it is easy to search across enables content to be found quickly, and therefore eliminates the cost of duplicating it. Clear visibility on the rights and permissions of each image, infographic or video means that staff can determine whether they can reuse suitable content, again minimising costs of content creation for every new campaign or project.


5) Making content accessible to students and third parties

Chances are you have an array of content – educational videos as part of the courses students are studying, student headshots and background information for staff, and financial and legal documents for very senior staff. So how can you serve all these different pools of users without having several, complex systems in place to segment it?

How can DAM help? – Some DAM systems provide advanced permissions options to make sure the right content is always in the right hands. For example, administrators can assign different users different access to different content, based on their log in IDs. Therefore, from one central DAM, you can ensure that every visitor who logs on has an experience that is tailored to them, and that they only see the assets you allow them too.



Want to find out more about how Capture can help schools, colleges, universities and other educational institutions get in control of their digital content? Drop us a line below...



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