Insight - Managing Asset Expiration

04 May 2023

Operational Challenges

Perhaps the first and most common issue bethebrand sees in supporting clients obtain the right digital asset management solution for their financial services business is expiration dates.

Without a financial services specific Digital Asset Management Solution driving a process to keep on top of expiration dates, keeping on top of them is simply a matter of human will. In financial services, not managing expiration dates represents a significant risk as out of date compliance assets may continue to be used.

bethebrand Solution

With bethebrand, the Solution configuration can be set-up so that asset expiry is managed:

  • Track an asset's ownership, approvers, version numbers, next review, live and expiry dates. There is a date field in the asset metadata that defines the use by/expiry/next review date. There is an Asset Lifecycle widget on the user's dashboard and there are reports available for specific assets or all assets;
  • Set a RAG for each asset and programme the number of days that an Asset changes colour from Green to Amber or Red as it approaches expiration, bethebrand can add additional fields to the asset metadata which would enable different dates of review for different document types;
  • Reports of expired/red assets can be emailed to SMT weekly so they can demonstrate oversight of the financial promotion management;
  • Assets approaching expiry can be checked out into a workflows to create a new version;
  • If a new version is not required then expiry date extension request can be made and an audit trail of the decision recorded;
  • Emails can automatically be sent for action to be taken, such as to encourage removal of out of compliance content from use;
  • Single use assets can be automatically archived;
  • Workflows can be generated automatically to manage what happens next (remove from web, destroy stock etc);
  • Integrated systems utilising the asset will learn of its status change via the API;
  • Where assets are accessed via links, the out of compliance asset will no longer be available to download;
  • Image rights can be actively managed;
  • Expired items are automatically locked down and can't be downloaded, shared or printed. Items no longer required can be archived and / or retained in the Solution.

Would You Like to Know More?

If you would like to master marketing asset expiration for your organisation contact Chief Executive Adam Hainsworth at adam@be-thebrand.com.

Wave
Discover more CommsBuilder
bethebrand and its Clients in Good Shape for the new Consumer Duty
With the FCA deadline set for the new Consumer Duty for 31 July 2023, bethebrand conducted a survey amongst its clients to understand Firms' state of preparedness for the changes required
More Insights
02 Feb 2021
In partnership with Aldermore
Since 2009, Aldermore Group has been backing people to fulfil life’s hopes and dreams. The Group has two operating companies; Aldermore Bank plc and MotoNovo Finance Limited. Aldermore provides financing to back UK small and medium sized enterprises (SMEs). They support investors and homebuyers with mortgage finance, while offering a dynamic online savings proposition. In March 2018, Aldermore officially became part of FirstRand, the largest financial services group in Africa by market capitalisation.
Read more
20 Jun 2022
On Board - Post Office
It is a pleasure to announce that the Post Office's new bethebrand system is live. United to the same cause - 'Helping you get life's important things done' - the new system is set to offer a host of operational advantages across the organisation.
Read more
23 Aug 2022
Embrace DAM Configuration, rather than Damned Configuration!
In our continuing series examining the breadth, depth, and possibilities of how you can configure and utilise the bethebrand system, this time we are taking a look at configuring your digital asset management (DAM) system. There are a number of developmental routes available to building a DAM. But if you want to get it right straight away, it is much better to go straight for a provider that embraces configuration from the first conversation.
Read more
Explore bethebrand

If you would like to explore our system further, please:

or

Join our mailing list for latest bethebrand news:

Be The Brand Experience Limited, registered in England and Wales
Company number 04177329
VAT Number GB799224872
Head Office: Unit 5 Culford House, 1-7 Orsman Road, London, N1 5RA
Copyright © 2024 Be The Brand Experience Limited.
Your privacy

By clicking “Accept all cookies”, you agree that bethebrand can store cookies on your device and disclose information in accordance with our Cookie Policy.