Need to clean up your DAM? 5 Tips before buying more storage

Digital Asset Management (DAM) systems are fantastic for keeping your content organized, accessible, and ready for use. But what happens when you reach your storage limit? Before rushing to buy more space, take a step back and reflect—is everything in your DAM still relevant? Cleaning up your DAM not only frees up space but also makes it easier for users to find what they actually need.

Here are five practical tips to help you declutter your DAM before adding more storage.

1. Leverage expiration dates to manage older assets

We always recommend setting expiration dates on assets to make it easier to manage older files. This allows you to regularly review content and determine if it’s still valid.

• Quick Action: Search for assets with an expiration date in the next two months and check if they’re still needed.
• No Expiration Dates? No problem. Start by reviewing all assets uploaded more than five years ago. Are they still relevant?
  
  

2. Identify large files that are no longer used

Not all assets take up the same amount of space. Some files, especially high-resolution images and videos, are significantly larger than others.

• Look for files that are above a certain size and see if they're still being used. You can also sort your library by size to easily spot the largest files.

• If a file is no longer needed, consider deleting or archiving it to free up space.
  
  

3. Audit distributed formats and backend storage

If you're distributing assets in multiple formats, those different versions can take up a lot of space.

• In QBank DAM, you can check how much storage is used for backend assets versus distributed assets under Statistics.
• If you see an excessive amount of unused format variations, consider removing unnecessary versions while keeping the original asset intact.
  
  

4. Find and manage duplicates

Duplicate assets can clutter your DAM, waste storage, and confuse users.

• Run a search for duplicates and decide which version should stay.
• If your duplicates have important metadata attached you can merge them together and create an updated version, if not just go ahead and delete one of them.
  
  

5. Identify unused files with media statistics

Some assets may have been uploaded but never actually used. These files take up space without adding value.

• Search for assets that aren’t placed in folders, mood boards, or publishing sites.
• Check Media Statistics to see how often a file has been viewed or downloaded. If an asset has zero or very few interactions, it might be time to archive or delete it.

Bonus Tip: Use QBank’s Archive Functionality for Long-Term Storage

Some assets might not be in active use but still need to be stored for compliance or historical reasons. Instead of letting them clutter search results, use QBank’s Archive functionality to move these assets out of the main library while keeping them accessible when needed. Archiving ensures that important but rarely used files remain available without disrupting daily workflows or taking up prime storage space.

Keeping your DAM organized for the future

A clean and well-structured DAM isn’t just about storage—it improves searchability and usability for your team. We always recommend setting up governance processes to ensure your DAM stays well-managed over time. Regular clean-ups, smart metadata structures, and ongoing reviews will help you maintain a DAM that works for your users, not against them.

So, before you invest in more storage, take a moment to optimize what you already have—you might be surprised by how much space you can free up!