How to Choose the Right Media Asset Management Software for Your Business
Media asset management
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How to Choose the Right Media Asset Management Software for Your Business

How to Choose the Right Media Asset Management Software for Your Business
October 14, 2023

Managing a vast and ever-growing library of digital media files is a challenge for many modern businesses. From marketing departments with thousands of assets to media companies handling petabytes of video content, effectively organizing, storing, retrieving, and sharing these valuable resources is critical. However, with countless Media Asset Management Software options on the market, deciding which is the best solution can feel overwhelming. This guide will walk you through the key factors to consider when evaluating MAM systems, such as features, cost, security, support, and more. By understanding your unique needs and priorities, you can narrow the field and select the right Media Asset Management Software to keep your business assets organized and your teams productive.

Types of Media Assets Your Business Handles

Understanding the several types of media assets your business uses on a regular basis is crucial when choosing Media Asset Management (MAM) software. A MAM system needs to be able to support all the files and content types of your organization.

Media Asset Management Insights. 2023.
  • Images: Photos are a common media asset for most businesses. These include marketing photos, product shots, screenshots, and more. Make sure the MAM supports major image file formats.
  • Video: Many companies use video for tutorials, promotions, social media, and other needs. Can the MAM handle various video file formats and resolutions?
  • Documents: Files like PDFs, presentations, and other document formats are frequently accessed media. Documents need to be searchable and integrated.
  • Audio: Podcasts, voicemails, music files, and other audio content must be effectively managed. Opt for a MAM that supports audio natively.
  • Unknown file types: Your business may work with less common file formats as well. Look for extensive supported file type compatibility within the MAM software.

Key Features to Look for in MAM Software

When evaluating different MAM options, focus on software that has the right features to support your organization's specific workflow and media asset needs. Key functionality to examine includes:

  • Upload/ingest capabilities: How easy is it to upload large files and batches of assets? Does it support automated ingest from common sources?
  • Metadata and taxonomies: An intuitive way to tag, categorize, and describe assets with metadata is essential for finding what you need quickly.
  • Storage and security: The MAM should integrate with your storage infrastructure and provide user permissions, passwords, and encryption for sensitive assets.
  • Editing and duration analysis: Look for integrated basic editing capabilities along with tools to extract metadata from video content.
  • Streaming and transcoding: Can the system transcode files for easy streaming across different platforms and devices?
  • Search and discoverability: Relevancy search, filters, and browsing capabilities are key to surfacing the right assets when needed.
  • Collaboration tools: Allow multiple users to access assets simultaneously along with commenting and approval workflows.
  • APIs and integrations: Consider how the MAM will connect to other systems you use, like CMSs, ad servers, and digital signage players.
  • Reporting and analytics: Gather insights on asset usage to make data-driven business decisions.

Choosing a MAM with these core features covered will future-proof your investments and workflow.

Budget Considerations

Setting a budget is an important early step when selecting media asset management software. MAM solutions vary widely in price depending on features, storage needs, number of users, and support plans. Doing some research on typical pricing structures can help to meet your expectations.

ioMoVo Budget Chart. 2023.

Many MAM providers offer both one-time licensing fees for the software itself as well as optional annual support and subscription plans. The licensing may be a flat rate or scale according to factors like user counts or daily transaction volumes. Consider if you want perpetual licenses or a software-as-a-service model.

Do not forget to account for implementation costs to get the system installed properly, integrate it with other technologies, and train your staff. You may need professional services which can carry additional fees.

Your storage requirements will also greatly impact the overall expenditure. Determine estimated file sizes, growth projections, and redundancy policies to size storage accurately. Cloud-based storage removes hardware expenses but has ongoing usage charges.

Finally, factor in integration with any other systems, hardware purchases like transcoding servers, and add-on modules you may want down the road. With a clear budget, you can find a suitable MAM that fits your immediate and long-term financial needs.

Security and Compliance

Security and compliance are essential considerations when choosing a Media Asset Management solution for your business. Your MAM software will store and provide access to potentially sensitive media files, such as promotional videos, photos of employees or customers, and marketing designs. It is critical that your solution incorporates robust security features and protocols.  

File Type and Description in ioMoVo's MAM Software. 2023.

Look for options that provide secure access controls with user permissions to determine who can view, download, edit, or share different types of assets. DAP/Active Directory integration allows you to manage user credentials centrally. In addition, your MAM software should employ encryption of files both in transit and at rest. It should also be regularly evaluated, certified, and updated by third parties to ensure compliance with standards like ISO 27001 for information security management.  

Ask vendors about compliance certifications and audit processes. If your industry handles personal information, also confirm the MAM software meets regulations such as GDPR, CCPA, or HIPAA. Comprehensive security and compliance are necessary to protect your valuable media assets and sensitive business data.  

User Support and Training

When adopting a new media asset management solution, you will want to choose one that offers excellent user support and training resources. Even the most intuitive MAM software requires some level of learning to use effectively. Look for vendors that provide 24/7 phone and email support with reasonable response time commitments. Research online support communities as well - an active user forum can help answer questions from other customers.  

In-product support through a knowledge base or help menus is also advantageous. When evaluating training options, online self-paced courses are convenient, but for larger deployments consider video-based group training sessions or on-site workshops led by a certified trainer. These interactive formats allow users to get real-time answers to unique implementation questions. Look for vendors with training included in the license or available at a reasonable fee.  

You will want users throughout your organization to feel comfortable navigating the system independently after adoption. Choosing a MAM solution with a reputation for top-notch support and extensive training programs helps ensure a smooth rollout and adoption of the new software.

Making the Final Decision

After evaluating many MAM solutions based on features, security, support, cost, and more, it is time to narrow down your final options. Arrange free trials or demonstrations from the top two or three contenders. Use this hands-on experience to test workflows for common asset management tasks. Get other key users involved to collect feedback.  

Pay attention to minute details that may interfere like unintuitive interfaces or friction points in collaboration. Also revisit basics like file handling limits, and ingestion methods, and review any contractual terms. Consider consulting your internal IT department to ensure a potential choice integrates well technically. Score each option based on your predefined criteria to make the pros and cons clear. Refine your needs versus your wants as well. Do not forget your “gut feeling”—the software your team intuitively likes working with may be worth a slight compromise elsewhere.  

With your trials complete, reference checks on existing customers, and final budgetary approval, you will be ready to make an informed selection. Signing a contract with the right MAM partner sets your business up for success in digital content control, tracking massive libraries, and streamlining review processes.  


Carefully weighing storage requirements, workflow preferences, security mandates, budgets, and beyond will lead you to the optimal MAM choice for your company. An inside-out evaluation involving others ensures you do not overlook important needs. Trials provide hands-on proof a platform merits a long-term investment. With the right due diligence and selection process, you will be able to implement a Media Asset Management System that streamlines content access for teams while protecting valuable library assets for years of use. Consider your selection a success when the software fades into the background and staff productivity surges thanks to an organized, well-supported system. Ultimately, choosing wisely paves the way for happy users and healthy business operations.

Interested in beginning your first trial? Book a Demo with ioMoVo today or learn more about Media Asset Management here.

Come check out ioMoVo’s other blog articles: The Future of Media Libraries: Trends and Innovations, The Role of Technology in Modern Brand Asset Management

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