In today’s quickly evolving security environment, success is no longer determined solely by physical force or technological superiority. Increasingly, victory hinges on the ability to gather, access and act upon information faster and more securely than adversaries. As modern warfare and national security operations become more data-driven, the efficient and secure management of digital assets has emerged as a strategic necessity for the Department of Defence (DoD).

A recent whitepaper by Adobe and Carahsoft — based on a December 2024 survey of 200 DoD personnel — highlights both the challenges and opportunities in transforming the agency’s digital content management practices.

The rising tide of unstructured data.

The 21st-century battlespace extends far beyond land, sea, air and space. It now includes cyberspace and the digital information domain. From real-time surveillance footage and intelligence briefings to operational plans and classified communications, digital content forms the backbone of national defence strategy. The speed at which this information is processed and disseminated often determines mission outcomes, influencing everything from tactical decisions in the field to high-level strategic directives in command centres.

However, the sheer volume of unstructured data — including images, videos, audio files reports and social media content — poses significant challenges for military organisations. Managing, securing and quickly accessing this vast library of digital assets is critical, yet it demands infrastructure, processes and tools specifically designed for the unique operational environment of the DoD.

The DoD, like many global enterprises, is grappling with an explosion of unstructured data and this deluge poses significant challenges for a shrinking federal workforce tasked with ensuring rapid and secure access to mission-critical content.

Survey findings indicate that while 65% of respondents use centralised digital asset management (DAM) systems, 70% still report overly time-consuming workflows. Moreover, 61% of those relying on file management system search tools find them difficult to use, impeding mission readiness in high-stakes scenarios where delays can have severe consequences.

Cross-functional collaboration and workforce constraints.

In today’s distributed operational environment, seamless collaboration across geographically dispersed teams is essential. Yet, 28% of DoD respondents described cross-functional collaboration as very or extremely difficult. Outdated systems, manual workflows and inconsistent content access exacerbate these issues.

Personnel limitations also compound the problem, with 52% of respondents identifying staffing shortages as a key obstacle. This shortfall often leads to version confusion, duplicate files and outdated content — issues that undermine operational effectiveness.

Security gaps and workflow inefficiencies.

Security remains a critical concern, with 40% of respondents lacking consistent role-based access control and 45% citing complex access revocation processes. In an environment where even minor errors can compromise national security, these vulnerabilities are unacceptable.

Additionally, over 70% of respondents described their content workflows as too slow and fragmented, largely due to disconnected platforms and approval bottlenecks. Such inefficiencies not only slow decision-making but also expose agencies to increased security risks and operational delays.

Modernising with Adobe and Carahsoft.

To address these challenges, the report advocates for the adoption of modern, enterprise-grade DAM solutions tailored to the unique needs of the defence sector. Adobe’s public sector DAM platform — delivered via the Joint Enterprise Licence Agreement (JELA) and supported by Carahsoft’s deployment services — offers a scalable and secure solution for content governance, real-time collaboration and automation.

Key features include:

• AI-powered smart tags and metadata automation to enhance search functionality and reduce time spent locating assets.
• Dynamic role-based permissions and audit trails to strengthen security and compliance with federal cybersecurity mandates.
• Integrated content workflows with Adobe Creative Cloud for seamless transitions from content creation to distribution.
• Automated version control and content ingestion to minimise human error and free up staff for higher-value tasks.

Strategic recommendations for the DoD.

The report concludes with strategic priorities for transforming digital asset management within the DoD:

• Eliminate manual workflows by automating metadata tagging, content routeing and version control.
• Strengthen access control and security compliance with role-based permissions aligned to zero trust principles.
• Enable seamless cross-functional collaboration with real-time access to centralised digital repositories.
• Use AI for intelligent search and metadata management to enhance content discoverability and relevance.
• Ensure scalability and interoperability by selecting solutions capable of integrating with existing content ecosystems.

As the DoD’s operational landscape continues to evolve, the importance of secure, efficient digital content management cannot be overstated. By embracing modern DAM technologies, supported by trusted partners like Adobe and Carahsoft, defence agencies can accelerate decision-making, safeguard sensitive information and maintain mission readiness in a quickly changing world.

Interested in diving deeper into the report findings? Click here to download the report in its entirety.

https://business.adobe.com/fragments/resources/cards/thank-you-collections/government