How to store and organize your digital data


Hello, everyone! Many of us have collected a large number of files throughout our life, including images, videos and documents. How frequently have you dug through the archives and been unable to find a particular song or photo?

On the other hand, companies and businesses also gather various files marketing-related and other forms of files. Not a lot of businesses have digital data storage systems.


Today, the OctoStrategy team will provide guidance on how to organize and store your digital data.


Nowadays, marketing departments produce more digital content than ever before. This is where information management technologies, such as DAM become an important part of your company’s operations. Procedures that are easy to follow will ensure your corporate data is accessible and easily available to fulfill their potential. If you want to organize your personal data, you can also develop your strategy based on standardized procedures. Despite the fact that the concept of providing structure to such chaos is frequently  overwhelming, there are some simple strategies for overcoming this obstacle.

Prioritize your most useful files

Marketing DAM can seem almost impossible when you have campaigns and other operations running constantly. While you can’t stop these activities while you’re sorting out your content DAM or digital data library, you may utilize the existing processes to guide your reorganization.


Start by managing the creative data you use the most, as being able to find these quickly will immediately demonstrate the benefits of digital data management. If, for example, another department constantly requests the same types of content, build a custom portal to give them access to pre-approved data, saving everyone’s time.


Store your digital data in most frequently used formats to save time. These may include the predefined dimensions for social media posts or high-res images for specific campaigns. Creatives will then be able to find what they need without putting in multiple requests for format adjustments.


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Determine your folder structure

Your digital data library must be searchable, otherwise your chances of finding what you’re looking for will decrease as the library grows. Despite such functionality, your files should be organized within a comprehensible folder structure to make them easier to browse.


This system shouldn't be chosen by one person but a result of discussion throughout the team to find the most logical way of categorizing your folders. The best solution for each company will be different, so think about your digital data uses and your products or services before determining how to divide your content.

Use metadata to label images

Create a process for labeling images with metadata that covers everything from color to subject matter, liberally applying keywords to your files. If you produce new products every season, then establish a protocol that logically keeps a collection together but differentiates between items.


This is where automated data management can be particularly useful, as DAM software can recognize features of an image and apply tags. When it comes to finding files, they’ll be easily searchable within your folders.

Implement ways to distinguish between versions

Most files undergo a number of changes before their final version and it’s important to keep a record of these stages. You may wish to revisit a file and develop it in a different way in the future or multiple versions of a file may have been created for use within the same campaign.


Metadata is the best way to ensure these versions are associated with each other yet easily identifiable on their own. This will help you to find the file translated into a foreign language for an overseas market or a file made for a specific audience that you’d like to replicate for a new campaign.

Set up download presets in your media data management software

One solution to the issue of saving multiple versions of the same file lies in the software you use. Create download options that include presets to give you any content in the most useful format without storing endless alternatives within your library.


This allows you to cut down on storage space while still enabling you and your colleagues instant access to images cropped to the appropriate size for various social platforms. It also implies that if a new specification is needed, it may be set up as an action rather than manually creating additional file versions.

Diversify storage options

You can place your files in the most suitable area by employing a variety of storage strategies for different requirements. For example, offline hardware could be used to store sensitive data or information needed while the Internet is unavailable. 

Moving away from physical storage solutions, cloud-based systems have a number of benefits, including immediate access from multiple locations. Business-focused DAM cloud storage can be organized to ensure easy retrieval for future projects.


Time to organize your digital data and make your life easier ;)

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