Staying on top of recurring tasks and initiatives will help keep Acquia DAM running smoothly. Review the following sample schedule of admin tasks. Select the tasks that are needed for your site and create your own schedule based on your site’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 people are searching and downloading, a training video may suffice. For users who will be uploading and editing, an in-person or live webinar training is advised.
- Export a CSV of all assets on a weekly basis as a backup. If an error is made when a user is editing metadata, you can restore an earlier version by importing the CSV back into the system via the metadata importer.
- Keep an eye on recent upload and download activity to understand who’s doing what in the DAM.
Monthly
- Check the Admin dashboard for:
- Inactive users who should be deleted.
- Deleted assets in the Pending Delete queue.
- Update expiration dates for upload profiles.
- Review registration codes.
- Send regular emails to users that are concise but keep them up-to-date on new content and features.
- Leverage analytics tools like the Insights app to see how the system is performing. Create reports to share with your leadership team to communicate the DAM's performance and user engagement.
Quarterly
- Go through the Admin app to review asset groups, roles and permissions, and other settings.
- Refresh the DAM dashboard.
- Ask for feedback about the DAM from users with a survey, meeting, or desk visit.
Semi-annually
- Review metadata types.
- Determine missing metadata across all assets by exporting search results and sorting results by blank metadata fields.
- Review common search terms.
Annually
- Review standards and store them in the DAM as a resource for users. Include information on filenames, abbreviations, keywords, expiration dates, etc.
- Review governance policies. This ensures a consistent pass off if the DAM admin changes.
- Archive outdated assets.
For a more in-depth look at the Admin dashboard tasks and how to do them, see the articles about asset-related tasks and user-related tasks.
Acquia DAM