Digital Asset Management System

The City faced the daunting task of managing an extensive digital media catalogue worth millions of dollars. Its outdated system offered little support and a poor user experience, forcing staff to attempt multiple searches or keep valuable files in personal drives. Over 70% of employees had trouble finding assets, leading to duplication and the potential loss of significant material. The key challenge was to consolidate this massive catalogue into a single authoritative source that offered streamlined search, strong security and consistently enforced licensing and brand guidelines. A user-friendly, future-focused solution was essential to safeguard assets and improve productivity.

The City implemented a cloud based Digital Asset Management platform powered by artificial intelligence. Automated tagging, facial and object recognition and AI metadata drive powerful search that returns relevant media in seconds. A user-centric interface supports self-service discovery and reuse of assets far more efficiently. Built in approval and rights management workflows uphold brand and licensing rules before any download. Staff and approved suppliers use single sign on to access one authoritative repository from any location, eliminating personal drive hoarding and duplication. Legacy libraries were migrated, deduplicated and re-indexed, safeguarding heritage photographs and the City’s visual assets.

The Digital Asset Management System centralises millions of dollars in creative assets, cutting search times from hours to seconds and reducing duplicate storage and re‑creation costs. By enforcing licensing and brand guidelines at download, it safeguards the City of Sydney’s identity and mitigates legal risk. Automated tagging curtails manual input and decreases carbon‑intensive reshoots, supporting sustainable production. Easy, secure access for staff and accredited suppliers accelerates delivery of public information, cultural programs and tourism campaigns. Heritage images are now protected and discoverable, enriching Sydney’s civic storytelling for residents, businesses and visitors alike.

AI Driven Tagging: Uploaded files can be automatically scanned to generate precise keywords, reducing the need for manual data entry. Facial and object recognition enable staff to rapidly locate specific individuals, landmarks or items within images and videos. Workflow and approvals: Built-in approval and licensing processes ensure correct brand usage, preventing unauthorised distribution and protecting City assets. Centralised Repository: Housing images and other media in a single platform eliminates duplication and version confusion. Offering a user-friendly interface, advanced search capabilities, personalised collections and automatic tagging have led to significant time savings, boosting productivity. Seamless Integration: Hosting in the cloud and linking with identity management allows staff and authorised external collaborators to securely access assets on any device. Future Proof Architecture: Regular system updates and ongoing AI enhancements guarantee that the platform adapts to evolving technology extending the solution’s lifespan. As more users adopt the platform and machine learning tools continue to refine search and tagging, the City will see ever greater returns on its content investments, fuelling more dynamic communication and stronger community connections. These features collectively underscore an accessible, dynamic approach to digital asset management, promoting greater user engagement, streamlined processes and long-term value for the City.