Asset Manager

UXInternal ToolTotal Environment

Design assets were scattered across hard drives, inboxes and shared folders with inconsistent naming and structure. Teams across departments found it difficult to share, download, and actually discover them when needed. As a result, the marketing design team became the default retrieval desk, adding to an already heavy stream of service requests.

Cross-dimensional keyword mapping encourages discoverability

System Map

Before DAM

Asset retrieval depended on who held the file or which team remembered the right folder. Search started with people, not structure.

Process

Map Assets

The first pass made the library visible as a system. Assets were traced across teams, folders, storage points, and request pathways so the search problem could be seen before it was redesigned.

Teams Projects Formats Status

Discovery Baseline

Mapping the current state showed where retrieval depended on memory, personal handoff, or local folder habits instead of a shared discovery model.

System Visibility

That map created a common frame for the rest of the project, making it easier to separate true structure problems from one-off content gaps.

Establish Taxonomy

Once the landscape was visible, the next step was naming it consistently. Taxonomy rules defined how projects, asset types, business functions, and usage states should connect inside search.

Asset TypeDisciplineUsageLifecycle

Naming Logic

The taxonomy had to stay broad enough for cross-team reuse while still giving people clear handles for filtering, grouping, and understanding relationships.

Retrieval Payoff

Consistent labels turn search from a guessing exercise into a readable path, where metadata does more of the work before a user even types a query.

Batch tagging in Sharepoint

The taxonomy only becomes useful once it is applied at scale. Batch tagging in Sharepoint translated the structure into a repeatable operational layer that teams could maintain over time.

Rollout path

Phase 01 Pilot library Live

Phase 02 Template pass In Progress

Phase 03 Bulk tagging TBD

Operational Layer

Batch tagging reduced the need to fix assets one by one, making the metadata model practical for real libraries instead of only clean sample sets.

Maintenance Model

Embedding the tagging workflow into Sharepoint created a path for future teams to inherit the structure, extend it, and keep search quality from drifting.

Outcome

Easier Access

What used to take tracking down people with the relevant files now becomes one asynchronous scan across searchable systems, making favorites easier to filter.

Faster Turnaround

Delivery pipelines stop getting blocked by missing references or hidden assets, so sales folders can be pulled faster and project campaigns keep moving.

Faster Onboarding

For a new employee, understanding project libraries, accessing brochures, or marketing material now takes weeks less because the structure explains itself.

System Map

Process

Outcome