6 digital asset management myths that slow down media teams

The lack of a clear digital asset management workflow isn't always a top priority — especially for teams juggling deadlines, approvals, and growing content libraries. But putting it off creates more work in the long run.

Teams waste hours searching for files, recreating assets they can’t find, or sorting through endless folder versions to determine which version is final. Even small inefficiencies, such as mislabeled content or unclear permissions, slow down production and muddy collaboration.

Many of these issues stem from a handful of persistent myths about what DAM is, who it’s for, and what it takes to implement. Let’s take a closer look at those myths — and what actually helps improve a digital asset management workflow.

Key takeaways

• The biggest myths about DAM focus on cost and complexity, but the real issue is workflow friction caused by manual systems and wasted time.
• Size doesn't matter, volume does: Even small teams need a strong digital asset management workflow if they produce high volumes of video workflow content.
• "Cloud storage" is not DAM. A true DAM platform adds essential structure through metadata, versioning, and permissions to avoid common workflow mistakes.
• The actual cost of enterprise digital asset management is often paid for by the hours saved from eliminating searching, recreating assets, and fixing version mix-ups.
• Implementation is faster than ever. A few hours of setup eliminates dozens of hours of recurring inefficiencies, aligning with digital asset management best practices.

Myth 1: “We don’t need DAM — we’re a small team.”

Size doesn’t determine complexity — content volume does. If your team produces videos, social media posts, internal documents, or campaign assets, you’re already managing a growing library of digital files.

Even small teams spend time digging through folders, tracking down the right version, or re-sharing files across channels. And as content demands grow, those delays become harder to navigate.

The reality: Even for small teams, building a strong digital asset management workflow early — supported by technology — makes it easier to stay organized, work faster, and scale without the growing pains.

Quick question: How does digital asset management (actually) eliminate workflow friction?

Digital asset management actively eliminates friction points in your daily production cycle. It achieves this by creating consistent rules for metadata and versioning, ensuring editors always pull the right asset. Furthermore, features that automate file naming, integrate with editing suites, and offer single-click sharing greatly reduce the time teams waste on administrative tasks, allowing the workflow to move faster.

Myth 2: “Cloud storage is basically the same thing.”

Cloud drives help teams store and share files, but lack the structure needed to manage content at scale.

A strong digital asset management workflow depends on more than access. DAM platforms add powerful features such as metadata tagging, version tracking, and permission controls — making it easier to stay organized, avoid errors, and reuse content with confidence.

The reality: A reliable digital asset management workflow does more than store files; it connects content to context through metadata, permissions, and version control.

Myth 3: “DAM is too expensive.”

It’s easy to focus on the price tag, but the bigger cost is time. When there’s no reliable system in place, teams waste hours each week recreating assets, hunting down files, or fixing mistakes caused by version mix-ups.

Over time, that lost effort adds up. For many teams, the time saved by improving their digital asset management workflow pays for itself.

The real-world budget impact of consolidating tools is often massive. For instance, Morning Brew Inc. achieved 69% savings in media asset management costs by replacing three separate tools (Frame.io, Signiant Jet, and Media Shuttle) with the Iconik platform, simplifying IT overhead and training.

The reality: Most DAM platforms offer flexible pricing based on team size and feature needs, making it easier to control costs while improving productivity.

Myth 4: “It’ll slow down our creative process.”

The right DAM platform eliminates the slowdowns that creative teams face every day, such as unclear approvals, version confusion, or time spent searching for files.

Instead of digging through folders or rebuilding assets, teams can quickly find what they need, send content for review, and repurpose existing work with fewer delays. Updates stay synced, and reviews move faster.

The reality: When files, feedback, and final versions are easy to access, creative teams can focus on producing great work — not chasing assets.

Myth 5: “We don’t have time to implement it.”

Implementation sounds daunting, but modern DAM platforms are built for fast onboarding. Many offer intuitive interfaces, AI-powered tagging, and bulk upload tools that reduce setup time from weeks to days.

Once it’s in place, the time savings are immediate. Teams spend less time organizing and more time executing from day one.

The reality: A few hours of setup can eliminate dozens of hours of recurring inefficiencies, and the payoff starts almost immediately.

Myth 6: “Our current system works fine.”

“Fine” often means a patchwork of shared drives, email threads, and file names that only make sense to the person who created them.

Those stopgaps might work for now, but they’re hard to maintain — and a lot harder to scale. As teams grow and content demands increase, so do the risks: lost assets, duplicate work, and unclear approvals.

The reality: As content demands increase, a well-built DAM system keeps scalable and secure workflows clear, consistent, and easy to maintain — no matter the team size.

Pro tip: Avoiding common workflow mistakes with enterprise digital asset management

Enterprise digital asset management systems are designed to scale and avoid the common workflow mistakes inherent in siloed storage solutions. By enforcing digital asset management best practices at a foundational level—such as controlled access, detailed audit trails, and automated policy application—these platforms mitigate risks like unauthorized usage and version drift. This proactive approach ensures the entire media asset management workflow remains stable, consistent, and compliant as content volume grows.

Rethink your digital asset management workflow

Outdated assumptions can slow teams down more than any tool ever will. From lost time and duplicate work to inconsistent branding and approval delays, the impact adds up fast.

A modern DAM platform brings order to the chaos, helping teams move faster, stay aligned, and scale content production — without added unnecessary overhead.

Ready to improve the way your team manages assets? See how iconik can support your goals with a scalable, cloud-native DAM system built for creative and content teams.