The advantages of digital asset management systems in diplomatic missions

Image Source: buzzkenya.com

One of the functions of diplomatic missions, particularly consulates and embassies, is to issue visas, passports, and other travel documents. With most countries having hundreds of diplomatic outposts all over the world, the ability to store, index, and retrieve digital media in a timely, and secure, manner is imperative.

Digital asset management (DAM) is a proposed solution for the media asset storage needs of diplomatic missions. DAM systems are designed to facilitate storage, cataloging, indexing, retrieval, and distribution of digital assets. Some examples of digital assets are documents, photos, videos, and audio clips---any form of media that has been converted into electronic form. DAM systems are often utilized in diplomatic missions for administrative and management tasks because of the following advantages:

Security

Image Source: mediavalet.com

Diplomatic missions handle documents that require the utmost in protection in security. DAM systems have multiple protections in place to prevent file loss or misuse. One example is Cox & Kings Global Services, a specialist business outsourcing agency, which utilizes a DAM system that involves electronically scanning documents and adding identifiers for quick retrieval, while ensuring security in storage and data transfer through an administrative rights management model.

Easy access to files

Image Source: ecloudport.com

 
DAM systems hosted on the Cloud can be accessed from the Web anywhere and anytime. On the other hand, assets stored in on-premise DAM systems with local servers can only be accessed onsite, but these systems provide greater security and protection than those hosted solely on the Cloud. Hybrid DAM systems, or using Cloud systems for some asset management purposes and on-premise for others, wherein data are stored on-site but can be distributed through the Cloud, are a viable option for some diplomatic missions.

Reduced costs

Image Source: xcluesiv.com

 
As opposed to hiring an in-house asset management team, purchasing multiple types of software, paying for licenses, and constructing and manning a data storage silo, outsourcing asset management to trusted third party providers help lower costs while ensuring that a diplomatic mission's needs are met.

In addition, DAM systems ensure speedy delivery of documents for a positive end user experience.

With more than 300 diplomatic outposts in 177 countries, the United States stands to benefit from a widespread implementation of DAM systems as a storage, retrieval, and distribution method for diplomatic missions.

Like this CKGS Facebook page for discussions on DAM systems and their benefits.