Digital Asset Manager

About

The Digital Asset Management Specialist will provide professional and technical services to support the organization, standardization, and ingestion of digital assets into an enterprise Digital Asset Management System (DAMS). This role ensures digital media assets are preserved, accessible, and aligned with institutional standards to support long-term knowledge sharing and stewardship.

Key Responsibilities

Phase 1: Pre-DAMS Preparation & Access Setup

• Participate in a project kick-off meeting to review scope, deliverables, and timelines.
• Collaborate with internal stakeholders to establish system access, permissions, and administrative procedures within the DAMS.
• Conduct pre-ingestion preparation of digital assets, including:
  • Locating, reviewing, and organizing digital files
  • Identifying and tagging duplicate files for removal
  • Flagging assets with potential usage restrictions for review
  • Creating, updating, and applying standardized metadata
  • Normalizing file names to meet archival and institutional standards

Phase 2: Digital Asset Ingestion

• Collaborate with cross-functional teams to define procedures for ingesting digital assets into the DAMS.
• Develop and document ingestion workflows and submit for internal review and approval.
• Execute ingestion of digital assets (including PDF/A, TIFF, and JPEG formats) following approved procedures.
• Provide bi-weekly progress reports on ingestion activities to stakeholders.
• Maintain strict confidentiality and ensure the security of all digital assets and sensitive data, including personally identifiable information (PII).

General & Administrative Responsibilities

• Maintain and track comprehensive file inventory records.
• Document workflows, processes, and metadata standards in collaboration with project leadership.
• Attend project meetings and provide updates as required.
• Coordinate with internal staff and external contractors to support related project initiatives.

Deliverables & Timeline

Phase 1 Deliverables

• Completion of pre-ingestion asset preparation (target timeline assigned at project start)
• Documentation outlining DAMS access and navigation procedures

Phase 2 Deliverables

• Documented ingestion procedures and workflow guidelines
• Ongoing bi-weekly progress reports throughout the project lifecycle

Phase 3 Deliverables

• Comprehensive documentation of processes, workflows, and standards developed during the project

Qualifications

• Experience with Digital Asset Management Systems (DAMS) or similar platforms
• Strong understanding of metadata standards and digital file organization
• Experience handling large volumes of digital assets (images, documents, media files)
• Detail-oriented with strong organizational and documentation skills
• Ability to collaborate across teams and communicate effectively
• Experience with archival, museum, or cultural institution standards is a plus