Media asset management (MAM) systems are pivotal for media organizations, but not all are created equal. To bring maximum efficiency, meet your diverse needs, and see optimal performance, you need robust capabilities for organizing, accessing, and managing vast libraries of digital assets. This means using a hybrid cloud MAM system — one that can handle both digital and on-premise storage. 

When vetting cloud-based MAM solutions, there are five key features to look for to ensure you get the most from your solution and your talent. Let’s dive into the deep significance of each feature.

1. Robust search and retrieval: Centralized media organization that meets your specific needs

Tired of wasting time when searching by files? Unfortunately, that happens when your media doesn’t have a naming convention across all departments or proper tagging — if you’re even tagging metadata at all. It’s frustrating, and it makes you less efficient. 

Organizations need a MAM system with a robust search and retrieval feature. Let’s get granular — it’s all about the metadata schema. In simple terms, a metadata schema is a defined set of elements that you use to structure metadata. This means specifying element names, their meanings, and content rules. All of this leads to a digital library with managed information resources that are structured and consistent.

When your metadata schema allows for strong search and retrieval, users easily find media based on nearly any criteria, including names appearing in the content, the year content was created, event associations, and even specific rights information. Need all the B-roll footage from 2020? You’ve got it. When you have a cloud-based MAM system with customizable search features, they adapt to their unique metadata schema — ensuring two setups are now the same. 

2. Scalability: Get a media asset management system that grows with you

The shift from an only on-premise infrastructure to cloud-based solutions has highlighted why scalability is crucial for MAM solutions. As MAM systems shift to cloud-based software-as-a-service (SaaS) solutions, scalability can be much quicker as organizations grow and create more content. 

Unfortunately, organizations are realizing that they can outgrow their SaaS if they don’t choose wisely. The right scalable media solution will embrace both on-premise and cloud assets, bringing organizations the hybrid asset management experience they need, especially during periods of growth.

Often, MAM systems start with one department, such as marketing, communications, or product development. But as a business grows and changes, MAM systems need to be adopted across the entire organization, which will significantly increase asset volume. Starting out with a MAM system that will grow with you means less pain down the road, eliminating interruptions and keeping the creative processes smooth and efficient.

3. Integration capabilities: Harmony among your favorite tools and solutions

If your digital asset management system doesn’t integrate with your other solutions and systems, you won’t find many efficiencies. It’s absolutely crucial that your MAM system has powerful integration capabilities to integrate with any system that has a flexible API.

Many media and content companies use a variety of distribution systems and quality assurance solutions, so a MAM system that easily integrates is a must. Effective integration capabilities eliminate the need for additional developers or professionals, making the process efficient and cost-effective.

And then we have third parties. A common integration challenge is when third-party solutions at an organization lack a practically developed API. This problem often requires creative solutions, such as extracting metadata from the existing system or creating a middleman application to facilitate communication. Who has time for that? Not your team. A MAM system that plays nice with less-sophisticated third parties prevents the headaches that can slow down your operations.

4. Security and access control: Protect your assets

All content is sensitive. Even if it’s your internal plans for a holiday party, you don’t want it in the wrong hands. For content that is officially sensitive, such as anything with financial, personal, or trade-secret information, keeping it locked down and in the right hands has never been more important. 

Choosing a MAM system with a strong focus on security ensures that digital media assets are protected and employees do not inadvertently share confidential information. This means a system that has granular access controls and roles so you can operate within your own security and privacy boundaries. Role-based security keeps everyone collaborating while keeping all information secure. 

For example, your producers can search and retrieve content but not modify metadata, while your media management team can write and maintain metadata integrity. Restricting access to a core team will ensure maintaining control over the content.

Other considerations when you’re securely managing media assets include:

• Thoroughly understanding and implementing the organization's security requirements when adopting a MAM system
• Ensuring the chosen tools align with the needs you’ve identified
• Proactively addressing security needs upfront to avoid future complications

5. User-friendly interface: Easy to use is easy to adopt

A user-friendly interface significantly enhances the effectiveness of a digital media asset management system, particularly for creative professionals accustomed to using tools with superior design and user experience, such as the creative cloud.

Simply, your MAM system should never feel like a complex IT tool. It should be intuitive and inviting. People should want to use it. 

So what makes a media asset management system intuitive and inviting? 

• A streamlined interface that displays only the necessary tools and options relevant to the user's role, avoiding clutter and simplifying the user experience
• Intuitive navigation that sets clear and logical navigation paths to easily locate and access different sections and features of a MAM system
• Customizable layouts that empower users to customize their workspaces according to their preferences, with movable panels and adjustable views

Bottom line? A MAM system can improve efficiency and adoption rates across the organization by tailoring the interface to the needs of non-technical users.

Get the media asset management system that works for you

You have choices when it comes to MAM systems — so choose one that works for you. Iconik is a hybrid-cloud media management and collaboration hub that revolutionizes how media-rich teams organize, access, and collaborate on content creation and taxonomy.

Our versatile and accessible solution transcends the limitations of traditional MAM systems with a flexible platform that manages assets across cloud and on-premise storage. This approach ensures that assets are instantly available via proxies, regardless of where the originals are stored.

With a comprehensive media archive enriched by metadata and AI, iconik enhances searchability and discoverability, enabling teams to effortlessly share, review, and open media in creative production applications. See for yourself how iconik can make life easier for everyone. Request a demo.