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Governance
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Digital Asset Management

You replaced it.
It is still out there.

A DAM that only governs the file in the library is governing the wrong thing. Governance tracks the original asset and every live placement of it, and reviews them separately.

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One asset, four verdicts

The file is approved. Three of its placements are not.

This is the whole argument on one screen. A library that only tells you the file is correct has answered the easy question.

mark-primary.svgVersion 3, approved 14 months ago. Supplied from an allowlisted Box folder.
/partners/northwind

Header, beside the partner mark

Old version
/downloads/atlas-brochure.pdf

Page 1, embedded in the export

Old version
/campaigns/2024-spring

Hero, on a page nobody owns

Rights expired
/

Footer, current file

Approved

The distinction that matters

An asset verdict and a placement verdict are not the same verdict.

Collapsing them is why most asset reviews end in a generic warning nobody can act on.

The asset

Is this the approved file? Where did it come from, which version is it, and is the source folder one an admin authorised?

Asset verdict

The placement

This asset, on this page, in this context. The file can be perfectly correct and the placement still wrong.

Placement verdict

What it catches

Four ways a published asset goes wrong.

The replaced logo

You updated it last year. It is still on the partner page, inside a PDF, and on a landing page from 2024 that nobody remembers owning.

Version

Unlicensed reuse

An image whose usage rights ended is still serving on three live pages.

Provenance

Wrong context

An approved product shot used beside a claim it does not support. The file is fine. The placement is not.

Placement

Unknown origin

An asset that never came from an authorised Box folder and has no record of who added it.

Source

Evidence

Provenance is a record, not a guess.

Every governed asset carries where it came from, which version is live, who approved it, and what changed since. Assets can only be supplied from a Box folder an admin explicitly allowlisted.

  • Source folder, authorised and allowlisted by an admin
  • Version history with the approver on each change
  • Every placement captured with its page context
  • Durable review history that survives the fix
1asset record, versioned from the approved source
nplacement records, each with its own verdict
0assets accepted from unauthorised folders

The loop

Replacement is not resolution.

An asset issue closes when the live pages have been read again and the old file is genuinely gone.

  1. 01

    Inventory

    Every asset you have published, with the source it came from and the version it is on.

  2. 02

    Locate

    Each live placement of that asset, captured with the page context around it.

  3. 03

    Decide

    Separate verdicts for the asset and for each placement, because they fail for different reasons.

  4. 04

    Replace

    The approved replacement goes out, then the live pages are read again to confirm it landed.

An asset verdict and a placement verdict remain distinct.
The invariant, from the standalone application boundaries decision

Connected sources

Box, and nothing you did not authorise.

Fails closed

Box supplies nothing until an admin authorises the connection and allowlists the folder. Unconfigured means off, not open.

Previewed actions

Every replacement or external request is previewed and approved before it executes.

Tenant scoped

Asset records belong to one organisation. A request cannot select a different one.

Find out where that old logo still lives.

Bring one asset you have already replaced. We will show you every placement still serving it.

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