Digital Asset Management in SharePoint – Steps, Features, and Benefits
- Kishan Mehta
- 2 hours ago
- 5 min read
Managing digital assets is now a critical task for every organization. Images, videos, presentations, PDFs, and more are created daily. Without a structured system, these files can quickly become difficult to track and retrieve.
Microsoft SharePoint provides a solid base for organizing and sharing digital content across teams. It supports secure storage, easy sharing, and quick access to files. With the right SharePoint Development Services, businesses can fully configure and customize SharePoint to serve as a powerful tool for Digital Asset Management (DAM).
In this guide, we’ll cover how SharePoint supports asset management, which features matter most, and how to set it up.
What Is Digital Asset Management in SharePoint?
Digital Asset Management in SharePoint refers to the process of storing, organizing, and retrieving media files within SharePoint libraries.
These files can include:
● Product images
● Marketing videos
● Brand logos
● Documents and manuals
● Presentations and brochures
SharePoint provides version history, permission settings, and metadata tagging. These features make it easier to manage and locate files across departments.
When set up properly, teams spend less time searching and more time working with the right content.
Key Benefits of Using SharePoint for Digital Asset Management
1. Centralized Asset Storage
SharePoint acts as a central hub for all your files. You no longer need scattered folders across drives or email attachments. All assets live in a controlled environment with defined access rights.
2. Role-Based Access Control
Not every user needs access to all files. With SharePoint permissions, teams can restrict sensitive documents and allow public-facing content for wider use.
3. Metadata for Smart Search
Metadata tagging helps describe files with relevant information. For example, product images can be tagged with color, size, or SKU. This makes searches faster and more accurate.
4. Built-in Version Control
SharePoint tracks every update made to a file. If someone edits or replaces an asset, the system keeps older versions. You can compare or roll back anytime.
5. File Preview Without Downloading
SharePoint allows users to preview files, including PDFs, images, and videos, inside the browser. No need to download each file to view it.
6. Easy Integration with Microsoft 365 Tools
SharePoint connects with Outlook, Teams, Word, Excel, and PowerPoint. You can attach files or collaborate in real-time without switching platforms.
7. Audit Logs and Compliance
The platform keeps activity logs for every file. You know who accessed, edited, or deleted any content. This helps with compliance and auditing.
Essential Features of SharePoint DAM System
Here are the top features that support asset management:
1. Document Libraries
SharePoint libraries are core to file storage. You can create separate libraries for images, videos, PDFs, or other file types. Each library has its own access rules and folder structures.
2. Managed Metadata
This feature allows tagging assets with a standard set of terms. You can build a term store for categories, departments, or campaigns. It helps keep asset tagging consistent across teams.
3. Content Approval
You can set up workflows for content review and approval. A file won’t go live or be shared unless someone with permission approves it.
4. File Check-in/Check-out
To avoid overwriting, users can check out files before editing. This reserves the file until changes are complete, then checked back in.
5. Asset Library Templates
SharePoint provides templates designed for media files. These templates allow thumbnail views, automatic metadata, and playback for videos.
6. Permissions and Security Settings
With group-based permissions, SharePoint limits access to authorized users only. Admins can prevent editing, downloading, or sharing outside the organization.
7. File Retention Policies
Organizations can define how long files should be retained before deletion or archiving. This supports legal compliance and storage cost control.
Steps to Set Up Digital Asset Management in SharePoint
Organized digital content supports better decision-making, faster access, and fewer errors across teams. Here’s how businesses can set up Digital Asset Management (DAM) in SharePoint.
Step 1: Create a SharePoint Site for Business Files
Start by setting up a dedicated SharePoint site for company assets. Keep it focused on content that needs controlled access and tracking.
Step 2: Add Separate Libraries for Each Department or Function
Build libraries for departments like Sales, HR, Marketing, and Product. This structure supports internal workflows and avoids file mix-ups.
Step 3: Use Folders Based on Projects or Campaigns
Inside each library, set folders by campaign, project, or year. This improves clarity when multiple teams work on overlapping files.
Step 4: Apply Metadata That Matches Business Use Cases
Add custom fields such as client name, region, service type, or project code. This supports quicker searches and better reporting.
Step 5: Assign Permissions to Match Staff Responsibilities
Control access by giving the right people editing or viewing rights. Limit exposure of sensitive files to avoid data risks.
Step 6: Enable Version History for Traceability
Turn on version control to track file edits. This supports audits, reduces rework, and keeps file changes accountable.
Step 7: Activate Approval for Client-Facing Content
Set up approval workflows for content shared with clients or external teams. This reduces the risk of errors going public.
Step 8: Provide Clear Guidelines for File Management
Distribute internal instructions on how to upload, name, and tag files. Use simple formats like PDFs or slide decks.
Step 9: Review Asset Libraries to Keep Them Relevant
Schedule regular checks to remove outdated files. This keeps storage efficient and helps staff find what they need faster.
This approach helps business teams use SharePoint as a structured, secure, and practical system for digital asset management.
Using ShareGate for SharePoint Asset Migration
When moving assets from older systems to SharePoint, ShareGate helps simplify the job. ShareGate is a trusted migration tool for Microsoft environments.
You can migrate:
● Local folders
● File shares
● Legacy SharePoint setups
● Google Drive or Box
ShareGate helps map file properties and maintain metadata during migration. It also supports bulk uploads and error tracking.
This saves hours compared to manual processes and prevents data loss.
How SharePoint Integration Supports DAM Success
Digital assets don’t sit in isolation. Teams need to share them in daily tasks, campaigns, reports, and customer interactions.
By connecting SharePoint with tools your teams already use, you reduce friction. For instance:
● Sales teams access brochures directly in Outlook
● HR shares training videos on Microsoft Teams
● Marketing uses Power Automate to publish approved visuals
This is why proper SharePoint integration is key. A good SharePoint development company sets up these links smoothly. It also builds automated workflows and supports long-term system health.
Conclusion
SharePoint is more than a document storage tool. When used as a Digital Asset Management platform, it helps businesses manage brand files, improve content access, and maintain control over digital media.
From setting up folders and permissions to connecting workflows and migrating with ShareGate, SharePoint offers everything needed for organized digital asset storage.
Whether you’re just starting or trying to fix an unstructured system, building the right DAM setup in SharePoint helps save time, prevent duplication, and improve collaboration.
Microsoft SharePoint Development Services by Shiv Technolabs
Shiv Technolabs offers expert-level SharePoint Development Services to help businesses manage documents, teams, and workflows efficiently. As a trusted SharePoint development company, we build scalable SharePoint solutions tailored to your exact needs—whether it's an internal portal, a custom app, or third-party tool connection.
Our team helps you move beyond basic file sharing and transform how your business organizes and accesses critical information.
Why Choose Our SharePoint Services:
● Expert-built solutions from a professional SharePoint development company
● Full-cycle SharePoint Development Services, from planning to deployment
● Custom SharePoint integration solutions with Microsoft 365 and legacy systems
● Setup of digital asset management, intranets, and collaboration tools
● Support for ShareGate migration and content structuring
● Flexible engagement models for startups to large enterprises
Contact us now to schedule a free consultation with Shiv Technolabs and get a SharePoint system built for your business.
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