Things to know when migrating to a new DAM solution

Over the past year, my experiences working with databasics and helping organisations transition to Canto's powerful SaaS DAM solution have been incredibly rewarding. This journey has offered me unique insights into the evolving landscape of digital asset management and the benefits of embracing cloud-based technology.

Many of our beloved customers have made the move from existing DAM solutions, and the most common transition we encounter is from Cumulus to Canto. Cumulus is the predecessor of the Canto cloud solution. It was enormously popular over 10+ years ago, with hundreds of solutions sold in Australia. In almost all cases, we find Cumulus running on a customer’s network server, i.e., on-premise.

We’ve also encountered other DAM systems like Extensis Portfolio, an early competitor to Cumulus that is still in use today. Similar to Cumulus, Extensis Portfolio is typically installed on-premise. SharePoint is another system used by many as a DAM, although it’s not primarily intended for that purpose. Originally designed as a document management and storage system, SharePoint excels in collaboration and content management within organisations. Again, it is often installed on-premise. Other systems we occasionally come across include LookatMe, IntelligenceBank (both Australian products), Brandfolder, Fotoware, and even some custom-made solutions.

For many of our customers, the move to Canto represents a significant shift from older, on-premise DAM systems to a modern, cloud-based platform that offers improved accessibility, enhanced security, and seamless scalability. In Australia, Canto is hosted in Amazon's data centre in Sydney, ensuring data security, reliability, and speed. This local hosting has been a key point of reassurance for our customers as they navigate the transition.

Of course, change can be daunting. One of the most rewarding aspects of my role has been guiding customers through the transition process—addressing concerns, providing training, and witnessing their "aha" moments as they discover what’s possible with Canto. From initial implementation to user training and beyond, we’ve prioritised making this journey smooth and empowering.

Reflecting on this past year, I’m proud of the impact we’ve made in helping organisations modernise their DAM strategies. The move to Canto is not just about upgrading technology; it’s about enabling creativity, collaboration, and growth.

Migration challenges

Migrating from one Digital Asset Management (DAM) solution to another is a significant undertaking for any organisation, often driven by the need for improved functionality, scalability, or cost-efficiency. However, the process is not without its challenges. From managing the complexities of transferring large volumes of assets and metadata to ensuring seamless integration with existing systems, organisations must navigate a range of technical, logistical, and human factors. Without proper planning, migrations can lead to operational disruptions, data inconsistencies, and user resistance, undermining the very benefits a new DAM system promises. Understanding these challenges is key to devising a successful migration strategy that minimises risk and maximises value.

Key migration challenges

Data Organisation and Cleanup:

• Migrating years’ worth of digital assets (often these solutions have been in use for 10+ years!) requires thorough data auditing and organisation to avoid transferring outdated or duplicate files.
• Ensuring metadata consistency is crucial for searchability in the new platform.

Downtime and Continuity:

• Minimising downtime during migration is critical to avoid disruptions in asset availability and workflow continuity.

User Training and Adoption:

• Teams accustomed to one solution may face resistance to change, necessitating comprehensive training programs to ease the transition. By far this is the BIG topic to consider.

Integration with Existing Tools:

• Ensuring the new DAM integrates seamlessly with other tools and systems already in use can pose technical challenges.

• Not all vendors provide robust migration assistance or tools.
• Lack of cooperation between the old and new DAM vendors can hinder the migration process.

How to overcome migration challenges

• Pre-Migration Content Audit: Conducting a full inventory of assets and cleaning up metadata ensures only relevant and well-organised files are transferred.
• Phased Migration Approach: Gradually moving assets and workflows in phases reduces risk and allows time for adjustments
• Expert Support: Leveraging migration specialists and support teams ensures smooth implementation and troubleshooting.
• Testing and Validation: Rigorous testing before going live helps identify and resolve potential issues early.
• Onboarding/ Training sessions

How to encourage user adoption

• Proactive Communication and Change Management:

To address resistance to change, start by communicating the why and how of the migration early on. Explain the benefits of Canto and how it will improve workflows, collaboration, and scalability. Regular updates and transparent communication about timelines, expectations, and changes can help ease anxieties.

• Phased Implementation:

Rather than forcing a full transition all at once, consider a phased implementation. Start with smaller departments or teams, allowing them to familiarise themselves with Canto before rolling it out organisation-wide. This step-by-step approach helps build momentum and reduces the feeling of being overwhelmed.

• Comprehensive Support System:

Ensuring that users have access to robust support channels, such as a dedicated help desk, knowledge base articles. This accessibility will allow users to stay productive.

Cumulus to Canto (on-premise to cloud/ SaaS)

Let’s talk about moving from Cumulus to Canto—kind of like upgrading from a flip phone to the latest smartphone. It’s the most common migration we see, and honestly, the process is pretty similar no matter what system you’re coming from (old-school or just…old).

Got questions? Curious about how it all works? Or just need reassurance that your digital assets won’t disappear into the void? Ask away—I’m here to help, and if I don’t know the answer, I’ll track it down faster than you can say “metadata mishap!”

Why migrate from Cumulus to Canto?

“We’ve used Cumulus for years. Why change now?”

I get it. If you’re a loyal Cumulus user, you know exactly where every button is, how to find that one file from 2012, and how to work the quirks. It’s like that favourite old sweatshirt—worn in, familiar, and, admittedly, a bit frayed around the edges. So, the idea of moving to a new system like Canto? Well, it feels a little like leaving that cozy sweatshirt behind.

But what if I told you that switching isn’t about losing comfort—it’s about upgrading your comfort zone?

Cumulus has long been a trusted DAM solution, offering customisable workflows and hybrid deployment options. However, as businesses increasingly prioritise usability, collaboration, and scalability, Canto has emerged as a preferred choice. Why?

• Cloud-Based Simplicity: Canto eliminates the need for complex on-premises setups, offering seamless access from anywhere.
• User-Friendly Interface: Its intuitive design reduces the learning curve, empowering teams to quickly adopt the platform.
• Collaboration Tools: Canto’s robust sharing and commenting features streamline communication across teams.
• Visual Search Capabilities: AI-powered search simplifies locating assets, saving time and effort.
• Scalability: Ideal for growing teams, Canto adapts to evolving needs without requiring extensive reconfiguration.

Let's hear from our customers.

Royal Botanic Gardens Victoria (RBGV) had used Cumulus for over 10 years. I interviewed Dr Niels Klazenga, Biodiversity Informatics Developer at RBGV and librarian Philip Bertling.

What were the key differences you noticed after making the switch to Canto?

Niels:

"I thought I’d miss Cumulus. But now, everything is just… easier. Everything feels so much simpler and more efficient."

When I asked Niels about the differences, he shared that the initial concerns about leaving Cumulus behind faded quickly once they got a feel for Canto’s interface. "The layout was cleaner, and searching for files - lightning fast. After all, Cumulus was a trusted friend, but the promise of a smoother workflow was too good to ignore."

Here is what Philip had to say:

"Being a web-based hosted service means access is far easier, and we're not restricted to the IP range of a VPN. Canto offers a far more intuitive and easy-to-navigate interface. The folder and album structure is simple and easy for inexperienced users to understand. The drag-and-drop feature for adding new content is quick and efficient, and the ability to create content portals for external sharing opens up so many possibilities."

What was your experience with the migration process itself? Any challenges that you faced with Cumulus that led to the consideration of Canto?

Niels:

"With the planned migration and communication, I would say it was effortless and smooth! We were all a bit hesitant at first, but once we got started, everything felt natural. We had so many assets, and ensuring metadata consistency during the migration was crucial to make sure nothing was lost. It took some time, but it was totally worth it."

When we discussed the challenges they faced with Cumulus, Niels highlighted the difficulty of using the system and its limitations in terms of external sharing:

"Most staff found Cumulus difficult to use, so only a small number of people were responsible for adding and maintaining content. It was difficult to share content with external users, and it didn’t allow for public-facing portals. The batch imports were cumbersome, often failing without clear indication of why, and since the application was locally hosted, access was limited and restricted."

Philip:

"It wasn’t just the access restrictions that were a problem. Cumulus had its moments, but we had a hard time keeping up with the demands of modern workflows. That’s when we really started considering something like Canto. The migration, when it finally happened, was surprisingly smooth."

What did you find most surprising during the first few weeks of using Canto?

Philip:

"The team logged in cautiously at first, but the learning curve wasn’t really a curve at all. Canto’s user-friendly interface made it feel natural from day one. Searching became effortless, and collaboration and integration were seamless. It was everything we hoped for—and more."

What role did training and support play in making the transition easier for your team?

"We particularly appreciate that it was tailored to our needs. The hands-on approach helped everyone grasp the system quickly. The ongoing support from databasics is invaluable, particularly when we had specific questions."

Now they are embracing the New Comfort Zone.

 "The thing about change is that it’s always a little uncomfortable at first. But with Canto, the transition didn’t feel like starting over—it felt like levelling up. Sure, there were moments of nostalgia. But the time saved, the headaches avoided, and the sheer simplicity of Canto won over!"

Take a closer look at Canto. You might just find it feels like home—only better!!

Why Canto is the preferred choice?

• Canto’s intuitive UI makes it easy for all teams, from marketing to creative to IT, to find, share, and manage assets.

• The metadata management and advanced Visual Search feature mean assets are not only well-organised but easy to locate, improving overall productivity.

Seamless Integrations and Cloud Scalability:

• With native cloud support and a broad range of integrations, Canto ensures a flexible and scalable solution that grows with your business.

Security Without Compromise:

• Canto provides a secure environment with customisable access controls, making it a reliable choice for organisations of all sizes.

What makes Canto unique?

Canto stands out in the crowded Digital Asset Management (DAM) space due to its commitment to user-centric design, advanced search and metadata options, powerful integrations, scalability, and strong security make it a standout DAM solution.

• AI Visual Search Capabilities

Canto’s Visual Search feature allows users to find assets based on visuals rather than relying solely on text or metadata. This functionality is incredibly beneficial for creative teams, enabling them to locate assets quickly, even if they don’t have precise metadata. Visual Search also enhances asset discoverability, improving workflows and reducing the time spent searching.

• Seamless Integration with Essential Tools

Canto seamlessly integrates with popular tools like Adobe Creative Cloud, Microsoft 365, Dropbox, Slack, and various CMS platforms. This integration capability means that teams can access and manage their digital assets without needing to switch between multiple applications, creating a more cohesive and productive workflow.

• Strong Security and Access Controls

Canto provides robust security features, including customisable access permissions, ensuring that digital assets are accessible only to authorised users. The platform also meets industry-standard compliance protocols, making it a secure choice for companies handling sensitive or proprietary assets.

• Enhanced Collaboration

Canto is designed to facilitate collaboration among teams, making it easier for marketing, creative, and other departments to work together. With features like shared collections and comment capabilities, team members can provide feedback and make decisions on assets in real time. This collaborative environment ensures that everyone is on the same page and that projects progress smoothly.

Can Canto succeed in the long term?

With its scalable cloud architecture, ongoing feature innovation, and strong support network, Canto is well-equipped to remain a successful and valuable DAM solution for businesses over the long term. As companies increasingly rely on efficient asset management for digital marketing and content creation, Canto’s features, flexibility, and focus on user experience make it a trusted choice that can grow alongside your organisation.

Thanks for sticking around and reading all this.

Hanging on to that old, comfy sweatshirt you’ve had for years (we all have had one)?

Do you have a DAM system that’s starting to feel a little… dated? Thinking about making the leap to something fresh, exciting, and less complicated—like Canto?

Feel free to reach out!