On-Premise Digital Asset Management: A Practical Guide
Digital Asset Management (DAM) systems are essential tools for organizations that produce and/or manage digital content—whether that’s photos and videos, logos and graphics, documents, or presentation files. So if your organization needs to maintain order, collaborate across users and departments, keep files accessible, and streamline workflows, a DAM platform (or, at least, a program with DAM functionality) is a must-have.
Not all DAM systems are created equal, however. One of the most important decisions businesses face is how to deploy their DAM: as a cloud-based solution, a hybrid approach, or an on-premise setup. These days, many popular DAM offerings eschew on-premise implementation, but in my view, this is a mistake. Of course, every approach has its drawbacks, but on-prem DAMs offer a host of benefits for a variety of businesses—and when choosing the DAM system that works for you, it’s important to consider these advantages.
In this article, I explore the core differences between these options, with a focus on the benefits of on-premise DAM systems. I also cover the limitations of on-prem solutions and provide guidance on how to choose the best deployment model for your needs.
Let’s dive right in!
The Basics: Understanding DAM Deployment Models
Before diving into the advantages of on-premise DAM, it’s important to understand how different deployment models work. In this section, I walk you through the three main types of DAM architecture: on-premise, cloud-based, and hybrid.
What Is On-Premise DAM?
An on-premise DAM system is installed and run entirely on a company’s internal hardware.
As a result, the DAM software, as well as all digital assets—images, videos, design files, documents, etc—are stored locally (i.e., on company premises).
This configuration gives organizations total ownership and oversight of their data, which makes it especially appealing for enterprises that prioritize data sovereignty, need custom workflows, or must comply with strict regulatory requirements.
For example, a law firm handling confidential case files may implement an on-premise DAM to ensure client data never leaves their secure internal network, while a manufacturing company could use an on-premise DAM to manage proprietary design files, CAD drawings, and product images. Even within creative industries, local DAM setups are sometimes preferred for managing terabytes of photo and video footage without risking cloud upload delays or bandwidth issues.
What Is Cloud-Based DAM?
A cloud-based DAM is hosted off-site by a third-party vendor and accessed over the internet via a web browser or application.
In other words, cloud-based DAMs store assets on external servers. If you use a DAM platform like Brandfolder, for instance, your photos, videos, PDFs, and other documents will be stored on Brandfolder’s servers, not your own.
Cloud-based DAMs allow teams to upload, organize, and share digital assets from anywhere with an internet connection, and they’re known for their scalability, ease of access, and lower upfront costs—though as I explain below, the right on-prem system can actually offer a simpler, cheaper solution.
Plus, they do offer less granular control over data storage and compliance protocols, which is certainly something to consider if you’re in an industry with sensitive information.
What Is Hybrid DAM?
Briefly, a hybrid DAM combines elements from on-premise and cloud-based systems. It allows organizations to store assets and run certain processes locally while leveraging the cloud for more agile collaboration, remote access, and backup storage.
The hybrid model offers flexibility without sacrificing control, though it can be complex (and pricey!) to manage two interconnected environments.
The Benefits of On-Premise DAM Solutions
While cloud-based and hybrid DAM platforms are common, there are several powerful reasons why your organization might choose to keep its digital asset management system in-house.
In this section, I explore the standout benefits of on-premise DAM solutions—each of which plays a crucial role in building a secure, high-performance, and fully customizable digital asset environment.
Enhanced Security and Data Control
If you’re storing sensitive data or handling files created by or about privacy-conscious individuals, then security and control is paramount—and an on-premise DAM system does indeed offer a superior level of data security.
With this setup, all digital assets are housed within your internal infrastructure and are never transmitted or stored on external servers. This significantly reduces the risk of third-party breaches or unauthorized access. And with on-prem DAMS, you can often implement tailored security protocols, manage access control policies directly, and ensure that sensitive data remains protected behind corporate firewalls.
Note: Privacy is valued by a lot of industries. However, for sectors like finance, healthcare, defense, and legal services—where regulations like GDPR, HIPAA, and CCPA are in play—this level of oversight is often mandatory.
Customization and Integration Control
Does your organization prioritize flexibility? Then an on-premise DAM solution might be the right choice, simply because these setups allow for a high degree of customization.
When you implement an on-prem DAM, you’re not stuck working with the third-party’s storage or access options; you can design a system that works for your company.
You have the freedom to configure the system to fit your exact workflow requirements, integrate it tightly with existing software, and build out features tailored to your team’s needs. Unlike many cloud systems that operate within preset frameworks, an on-premise deployment enables advanced, bespoke integrations—whether with proprietary databases, niche creative tools, or legacy platforms.
You also maintain control over the system update cycle, which means you can choose when and how to implement changes without risking downtime or disrupting active projects.
Performance and Reliability
We all want to be able to access, organize, and share files fast. While many cloud-based DAMs manage small files without issue, large media files can result in significant lag, especially when internet access is limited.
On-premise DAMs, on the other hand, excel in this area by delivering fast, consistent access to digital files without depending on external internet bandwidth. This is especially useful when handling large video files, high-resolution photography, or complex design assets. Local hosting ensures low latency, quicker file retrieval, and a smoother user experience overall.
(Even during periods of high internal traffic, an on-prem system can be optimized to maintain reliable performance and reduce bottlenecks!)
Predictable Long-Term Costs
If you’re researching DAM options, then you’re probably aware of the fundamental problem underlying nearly every DAM platform out there:
They can be a big help, but the price is exorbitant.
Now, on-premise DAMs can involve a significant initial investment, but it’s possible to keep long-term costs low and predictable. Unlike cloud solutions that charge eyewatering subscription fees, bandwidth usage, or storage overages, on-prem systems tend to offer straightforward pricing (whether lifetime or subscription-based), which gives you more control over budgeting without worrying about fluctuating monthly fees.
Many small- and medium-sized businesses simply don’t have the budget for ongoing (and ever-growing) cloud-storage costs—but they can afford an on-premise DAM such as Excire Foto Office Edition, which requires a small amount of existing hardware (for file storage and sharing) and a low-cost subscription fee.
Why Are Cloud-Based DAMs More Popular Than On-Premise DAMs?
At the beginning of this article, I explained that on-prem digital asset management boasts serious benefits compared to other deployment options.
I also noted that cloud-based DAMs are more popular than on-premise DAMs.
You might be asking yourself: If on-prem deployment is so advantageous, why are cloud solutions? Why do so many businesses choose cloud DAMs versus on-premise DAMs, when the latter is often the more effective option?
The answer is surprisingly straightforward:
Cloud-based DAMs are far, far easier to build. Modern DAMs, with their AI-powered features, are difficult to develop for effective operation on local PCs. But since cloud-based DAMs are deployed on third-party servers, these can be rapidly scaled to handle the demands of resource-intensive DAM programs.
As a result, many organizations end up choosing cloud DAMs not necessarily because they are the better fit for their needs, but because they are more visible, widely marketed, and readily available. And this is exacerbated by the bandwagon effect; since some organizations invest in an expensive cloud-based solution due to availability, others follow suit, and it soon becomes the default choice.
Of course, DAMs deployed in the cloud do fit the needs of some businesses. But technical limitations, combined with a tendency to follow market trends, can obscure the fact that on-premise DAMs often offer a more strategic and robust long-term solution for many businesses.
Disadvantages of On-Premise DAM Solutions
No digital asset management system works for everyone. So while on-premise DAM solutions offer significant benefits in terms of control, security, performance, customization, and (in certain cases) price, they also come with a few drawbacks that you should weigh before committing.
As I hinted at above, one of the most immediate challenges is the high initial setup cost. Implementing an on-premise system typically involves investing in physical hardware, acquiring software licenses, and (for larger, more complex setups) possibly hiring or training IT personnel to manage the infrastructure. These upfront expenses can be significant, particularly for smaller companies or organizations with limited capital budgets—though a DAM solution like Excire Foto Office Edition is designed to keep the price affordable without sacrificing the benefits of on-premises implementation.
Scalability is another limitation, especially if you’re dealing with a rapidly growing volume of assets. While a cloud platform can increase storage and performance capacity almost instantly, scaling an on-premise solution often means investing in new physical infrastructure, such as servers or expanded storage arrays. This can incur additional costs, and if you’re not careful, it can also cause workflow delays.
Remote accessibility can be a barrier, too. Unlike cloud DAMs that provide seamless access from any internet-connected location, on-premise systems typically require a secure VPN or private access gateway. This adds technical complexity and can hinder productivity for distributed or hybrid teams that rely on quick, flexible access to digital assets.
These disadvantages don’t necessarily outweigh the benefits, but they do underscore the importance of carefully evaluating your organization’s technical capabilities, resources, and long-term goals before choosing an on-premise DAM system.
Is an On-Premise DAM Right for You?
If you’re struggling to decide whether to go all-in on an on-prem digital asset management system, I feel your pain. Selecting the right digital asset management deployment model is tough, and it involves a lot of complex variables. In my experience, there’s no universal solution that fits every business—so you should start with a thorough assessment of your internal environment.
First, evaluate your organizational needs. Consider how sensitive your assets are and whether you’re subject to strict data privacy laws. Remember that highly confidential materials—such as legal documents, product blueprints, or health records—may require storage systems that offer complete control and advanced security protocols.
Team structure also plays a role. If remote access is essential—particularly for distributed or global teams—a cloud or hybrid model may be more practical than an on-premise system that requires VPN access.
Finally, if you’re interested in deploying an on-prem DAM but you’re not ready to shell out thousands of dollars a month, consider whether you might benefit from software such as Excire Foto Office Edition; not only is it very reasonably priced, but it also does a fantastic job handling photo and video files for teams and small businesses. (You can try Excire Foto Office Edition right here!)
