Digital Asset Management Checklist for Distributed Brand Execution

Introduction

Most digital asset management (DAM) platforms help teams organize creative files. But for brands managing campaigns across regions, franchisees or vendors, organization isn’t enough—execution matters more.

This digital asset management checklist helps you evaluate whether your DAM system supports real campaign workflows—or just stores static files.

Built from real brand use cases on irisnow.com, this list reflects what teams actually need to launch faster, stay on brand, and scale field marketing.

Digital Asset Management Checklist

1. Asset Organization by Role, Region or Market Type

☐ Can users only see assets that apply to their role or tier (e.g. franchisee, field team, regional manager)?
☐ Does your system support content segmentation by location, partner group or business unit?
GearBox® Advantage: Assets are segmented by user role, region or store type. No more “everyone sees everything” confusion.

2. Editable Templates with Brand Locks

☐ Can users customize only certain fields (like pricing or contact info) while keeping legal copy and brand visuals locked?
☐ Can you prevent off-brand edits without needing to approve every change?
GearBox® Advantage: Templates have field-level permissions. You define what’s editable—GearBox® enforces it.

3. Campaign Kit Creation and Delivery

☐ Can you bundle signage, digital files and instructions into one kit for specific markets or teams?
☐ Can your DAM schedule or trigger campaign kit releases by region or timing?
GearBox® Advantage: Campaign kits are packaged, scheduled and automatically delivered to the right teams—based on business rules you define.

4. Vendor Routing and Fulfillment Integration

☐ Does your system connect to print vendors or signage partners?
☐ Can users place orders without email chains or external spreadsheets?
GearBox® Advantage: Orders route directly to preferred vendors. Fulfillment and delivery timelines are tracked in-platform.

5. Real-Time Usage and Rollout Tracking

☐ Can you see which assets are downloaded, customized or used in the field?
☐ Can you track rollout by store, market or campaign?
GearBox® Advantage: Track everything—downloads, template edits, order fulfillment and asset performance—by team, region or campaign.

6. Expiration, Version Control and Audit Readiness

☐ Can outdated creative be automatically archived or hidden from use?
☐ Can you audit what was used and when—down to the individual user or store?
GearBox® Advantage: Expired content is auto-hidden. Campaign activity is logged, so you’re always audit-ready.

Use Case Highlight: Ply Gem

Ply Gem needed a DAM system that did more than store files. They needed to coordinate campaigns across their dealer network while maintaining strict brand standards.

Using GearBox® by IRIS, they:

• Delivered segmented marketing kits by dealer type
  
  
• Locked brand visuals while allowing local customization
  
  
• Routed print orders through approved vendors
  
  
• Tracked execution and usage across markets
  
  

Read the Ply Gem Case Study

Conclusion

A true digital asset management checklist goes beyond folders and file names. For growing brands, your DAM system must deliver:

• Controlled customization
  
  
• Automated delivery
  
  
• Vendor coordination
  
  
• Usage tracking
  
  
• Execution visibility
  
  

GearBox® by IRIS turns your DAM into an execution platform—designed to support how campaigns really happen.

Contact IRIS to evaluate your current system or build a DAM workflow that works at scale.