Checklist for integrating a media asset management solution for museums and archives

The digital transformation presents museums and archives with a wide range of challenges, from structured data storage to the targeted delivery of digital content. This article demonstrates how a media asset management solution can effectively support this process and offers a practical checklist to guide cultural institutions step by step through implementation.

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Digital transformation in the cultural sector: between expectation and reality

Today, museums and archives have a dual responsibility: not only to preserve cultural heritage, but also to make it accessible in a contemporary way. Digital transformation demands far more than simply digitizing collections—it requires new ways of thinking and working, along with the development of a sustainable infrastructure to meaningfully capture, efficiently manage, and strategically deliver content to diverse user groups.

In addition, many institutions face structural challenges: limited staff resources, historically grown structures and an increasing variety of media formats often make the transition to a digital future more difficult.

The challenges museums and archives face today

While the digital transformation sets clear goals, day-to-day operations reveal where museums and archives are reaching their limits.

• Decentralized storage of media content: Data is often scattered on servers, external hard disks or local computers - with no centralized or structured access management in place.
  

• Incomplete or missing metadata: The lack of a standardized metadata structure makes it difficult to locate, link, and efficiently use digital collections.
  

• High manual effort in user management: Without appropriate systems, providing content to different user groups quickly becomes a complex and time-consuming task.
  

• Low visibility of digital assets: A lack of presentation platforms or missing interfaces prevents content from reaching its intended audience.

  
  

These challenges cost time, resources and, above all, visibility. This is precisely where modern media asset management solutions come in.

What a media asset management solution can optimize

A media asset management solution is first and foremost a digital archive: it enables the central storage and organization of content such as images, documents or videos. But it also goes further: it optimizes work processes, simplifies provision for different user groups and forms the basis for the legally compliant use of content. As such, it becomes an essential tool in the digital transformation of museums and archives. We have prepared a checklist for you to support you on the way to your MAM solution

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Checklist for Implementing a Media Asset Management (MAM) Solution

Analyze the current situation

What is our current situation? Which systems, media types, and processes are already being used?

• Take inventory of all existing digitized assets

• Identify current storage locations and access structures (e.g., servers, local machines, external hard drives)

• Review existing metadata standards and identify gaps

• Analyze current workflows related to media management (e.g., image requests, approval processes)

  
  

Define goals and requirements

Defining the overall direction and what the system needs to deliver.

• Define concrete goals (e.g., faster content delivery, improved visibility, more efficient processes)

• Identify user groups (e.g., curators, public relations, researchers)

• Establish requirements for rights management and access control

• Check possible need for special functions (e.g., online shop, research access)

  
  

Develop a metadata and rights management strategy

• Define a consistent metadata structure (e.g., mandatory fields such as title, creator, rights holder)

• Standardize tagging and classification (e.g., using templates, thesaurus, standard data such as GND, etc.)

• Systematically record and document rights and license information

Create technical and organizational foundations

• Review existing IT infrastructure

• Clearly define responsibilities (e.g., Who uploads content? Who approves it?)

• Clarify data protection and security requirements (e.g., GDPR compliance)

Select and implement the right Media Asset Management solution

Find the right solution and introduce it sustainably

• Compare providers and match system features to your requirements ("must-haves" vs. "nice-to-haves")

• Involve key stakeholders in decision-making processes (e.g., IT, leadership, communications)

• Plan a pilot phase and carry out internal tests

• Prepare training and onboarding materials

Communication and change management

• Inform and actively involve staff early in the process

• Communicate the goals and benefits of the MAM solution clearly

• Build internal knowledge (e.g., through training sessions and documentation)

picturemaxx Institutions: The media asset management solution for practical use in museums and archives

Our media asset management solution picturemaxx Agency is tailored to the specific needs of museums and archives. It is web-based, modular and can be seamlessly integrated into existing structures - enabling efficient management, legally compliant usage, and greater visibility of your digital assets.

Click here to visit the product page: Media-Asset-Management für Museen und Archive

Discover how successful integration can look in practice:

Further information

picturemaxx: www.picturemaxx.com 

contact: marketing@picturemaxx.com