Staying on top of recurring tasks and initiatives helps keep Acquia DAM running smoothly. Review this sample schedule of administrator tasks. Select the tasks required for your site and create a custom schedule based on your organization's governance plan and DAM strategy.
Weekly
- Check the Admin dashboard for:
- Empty required metadata fields, digital assets without categories, and duplicate uploads.
- Items pending administrator approval, including uploaded assets or asset order requests.
- Expired assets.
- New login requests.
- Train users. If users only search and download assets, a training video may suffice. For users who upload and edit assets, live training is recommended.
- Export a CSV file of all assets weekly for metadata rollback and audit purposes. This export is not a substitute for infrastructure-level backups; platform-level backups are the responsibility of Acquia. For a full breakdown of shared responsibilities, refer to Shared responsibility model for Acquia DAM. If an error occurs when a user edits metadata, you can restore an earlier version by importing the CSV file back into the system using the metadata import feature.
- Monitor recent upload and download activity to track user actions in the DAM.
Monthly
- Check the Admin dashboard for:
- Inactive users who must be deleted.
- Deleted assets in the Pending Delete queue.
- Update expiration dates for upload profiles.
- Review registration codes.
- Send regular email updates to users to keep them informed about new content and features.
- Use analytics tools such as the Insights application to evaluate system performance and track user engagement. Create reports to share with your leadership team to communicate DAM performance.
Quarterly
- Access the Admin application to review asset groups, roles and permissions, and other site settings.
- Refresh the DAM dashboard.
- Gather feedback from users through surveys, meetings, or direct consultations.
Semi-annually
- Review metadata types.
- Identify missing metadata across assets by exporting search results and sorting by blank metadata fields.
- Review common search terms.
Annually
- Review standards and store them in the DAM as a resource for users. Include details on filenames, abbreviations, keywords, and expiration dates.
- Review governance policies to ensure a consistent transition if the DAM administrator changes.
- Archive outdated assets.
- Review your data retention policy. Organizations should review and update their data retention policy at least annually. This includes assessing unused or expired assets, reviewing archiving decisions, and confirming the policy aligns with regulatory obligations.
Note
Acquia does not define specific asset, user, or metadata retention policies for customer DAM sites. However, two Acquia-specific retention standards apply:
- Insights application: The Insights application retains three years of reporting data on user and asset performance. If your organization requires data beyond this period, export a CSV report annually to preserve records.
- Services agreement: Standard Services Agreements (SSA) generally stipulate that upon contract termination, Acquia retains DAM data (including assets, users, metadata, and reporting) for 30 days following contract expiration. Note that specific terms may differ by customer agreement.
For more information, refer to Data retention and asset lifecycle policy for Acquia DAM.
What should I do to maintain Acquia DAM?
Staying on top of recurring tasks and initiatives helps keep Acquia DAM running smoothly. Review this sample schedule of administrator tasks. Select the tasks required for your site and create a custom schedule based on your organization's governance plan and DAM strategy.
Weekly
- Check the Admin dashboard for:
- Empty required metadata fields, digital assets without categories, and duplicate uploads.
- Items pending administrator approval, including uploaded assets or asset order requests.
- Expired assets.
- New login requests.
- Train users. If users only search and download assets, a training video may suffice. For users who upload and edit assets, live training is recommended.
- Export a CSV file of all assets weekly for metadata rollback and audit purposes. This export is not a substitute for infrastructure-level backups; platform-level backups are the responsibility of Acquia. For a full breakdown of shared responsibilities, refer to Shared responsibility model for Acquia DAM. If an error occurs when a user edits metadata, you can restore an earlier version by importing the CSV file back into the system using the metadata import feature.
- Monitor recent upload and download activity to track user actions in the DAM.
Monthly
- Check the Admin dashboard for:
- Inactive users who must be deleted.
- Deleted assets in the Pending Delete queue.
- Update expiration dates for upload profiles.
- Review registration codes.
- Send regular email updates to users to keep them informed about new content and features.
- Use analytics tools such as the Insights application to evaluate system performance and track user engagement. Create reports to share with your leadership team to communicate DAM performance.
Quarterly
- Access the Admin application to review asset groups, roles and permissions, and other site settings.
- Refresh the DAM dashboard.
- Gather feedback from users through surveys, meetings, or direct consultations.
Semi-annually
- Review metadata types.
- Identify missing metadata across assets by exporting search results and sorting by blank metadata fields.
- Review common search terms.
Annually
- Review standards and store them in the DAM as a resource for users. Include details on filenames, abbreviations, keywords, and expiration dates.
- Review governance policies to ensure a consistent transition if the DAM administrator changes.
- Archive outdated assets.
- Review your data retention policy. Organizations should review and update their data retention policy at least annually. This includes assessing unused or expired assets, reviewing archiving decisions, and confirming the policy aligns with regulatory obligations.
Note
Acquia does not define specific asset, user, or metadata retention policies for customer DAM sites. However, two Acquia-specific retention standards apply:
- Insights application: The Insights application retains three years of reporting data on user and asset performance. If your organization requires data beyond this period, export a CSV report annually to preserve records.
- Services agreement: Standard Services Agreements (SSA) generally stipulate that upon contract termination, Acquia retains DAM data (including assets, users, metadata, and reporting) for 30 days following contract expiration. Note that specific terms may differ by customer agreement.
For more information, refer to Data retention and asset lifecycle policy for Acquia DAM.
Acquia DAM (Widen)