Fotoware
A smarter, faster way to manage content at scale
About Fotoware
Fotoware, founded in Norway in 1997, is a DAM pioneer that has evolved a lot: from early on-premise systems to a modern cloud and hybrid solution today. It’s especially well-known in sectors such as media and publishing, museums and archives, law enforcement, retail, and marketing – use cases where metadata and speed are crucial. For instance, news organizations have utilized Fotoware to retrieve photos from archives via keywords instantly, and police departments use it to manage digital evidence securely.
Key features of Fotoware include extensive metadata support, fast search, and workflow automation. For example, Fotoware can automatically route incoming files to different folders or notify users based on rules. It also has a unique File Processing engine – you can configure actions like automatically generating derivatives or sending files to external systems. You can set very granular access rights for each user or group. Audit trails are comprehensive, which is key for evidence management and enterprise audit needs. The system also offers approval workflows, allowing an asset to progress through various stages. It provides specialized extensions, such as FotoWeb (a web interface), FotoStation (a desktop app), and Mobile Apps for on-the-go uploads or searches. In terms of user experience, Fotoware's current web interface is improved over older versions.
Some training is necessary, especially to teach users how to utilize metadata effectively. However, once trained, many users rave about how quickly they can find exactly what they need compared to more GUI-heavy systems. They often highlight their 30+ years of DAM experience and claim to be “DAM pioneers”, which shows in some of the more advanced configuration capabilities.
Recent changes: Fotoware was acquired by an Israeli company (on DAM’s consolidation trend) but continues to operate under the same brand. They introduced two main SaaS tiers, called Fotoware Volo and Fotoware Veloz, which embody different performance and feature sets for varying customer sizes. They also offer a hybrid or on-prem option for those who need it.
Fotoware Pricing
)
Fotoware offers both subscription-based SaaS plans and on-premise licenses, and pricing can vary significantly depending on deployment and modules. Generally, Fotoware is considered an enterprise-grade solution with pricing to match specialized use cases. They typically do a needs assessment and provide a custom quote.
Smaller setups start at a few thousand dollars per year, but robust enterprise or government deployments can cost tens of thousands of dollars per year or more. For on-premise solutions, Fotoware may still sell perpetual licenses, plus annual support, which can be a significant one-time cost, plus recurring maintenance.
Fotoware Reviews
"Easy to use image management system. Our internal and external users find it easy to ingest, search and download images. The use of albums allow us to share images from within our DAM without the need of other tools." Source
"The speed is outstanding. The routing of data based on metadata rules is also incredibly good and unique." Source
"I really like the possibility of customizing the editors, actions and collections from each client in an independent way, with an easy transition among them. I appreciate the clarity of knowing which IPTC fields we are dealing with and how to manage them." Source
"Doesn't always handle large files and video that well." Source
"The poor support. Also, I am finding creating consent forms to be very difficult and I do not like that you mix languages in your system." Source
"Metadata sometimes fails to add to all selected pictures. One has to check all selected pictures have 'resolved' or else Metadate will miss these pictures. Undo function won't go back just a single step but reverts to the start point of the edit process." Source
Digital Asset Management Alternatives
Did you consider other alternatives to Fotoware? Check out these Top 3 Digital Asset Management alternatives.
Fotoware FAQs
What is Fotoware?
Fotoware is a digital asset management solution designed to handle large volumes of assets with high efficiency and rich metadata. It originated as a tool for professional photographers and archivists, and it has now evolved into a comprehensive DAM platform. Essentially, Fotoware lets you store, catalog, and retrieve your digital files extremely quickly. It emphasizes metadata, and you can attach detailed information to each file and then later search or filter based on that metadata to find precisely the asset you need. It also provides workflow features, like sending assets through approval stages or triggering actions when files are added. Fotoware has specialized applications in various fields, including media and publishing, museums, marketing, and even law enforcement.
Who uses Fotoware?
Fotoware is used by organizations that manage extensive media libraries or need strict control over digital files. Key users include newspapers and broadcasters, museums, libraries, archives, corporate marketing departments, law enforcement agencies, government agencies, and creative agencies or photographers with extensive image repositories. For example, a museum may use Fotoware, allowing curators to quickly locate an image of a specific artifact by searching its accession number or description. Or a police department uses it to ensure all crime scene photos are securely stored with proper chain-of-custody metadata. If your use case involves tens or hundreds of thousands of files, multiple user roles, and complex metadata schemas, Fotoware is often on the shortlist. Conversely, very small businesses or individual creatives might find it too powerful or complex for their needs unless they specifically require its capabilities.
What are Fotoware's standout features?
Some standout features of Fotoware include fast search and retrieval, support for metadata and taxonomy, enforcement of mandatory metadata upon upload, the use of controlled vocabularies, hierarchical keywords, granular access control for security, and features such as two-factor authentication and detailed logs, allowing you to control who sees what. Fotoware has a unique tool called FotoStation (desktop app), which is renowned for its powerful metadata editing capabilities. The web interface also allows on-image annotations and simple edits (crop, rotate). API and Integrations – Fotoware provides a robust API and supports integrations (for instance, a plugin for Adobe InDesign or SharePoint). Additionally, for sectors such as law enforcement, it features audit trails, a chain of custody, and even built-in redaction tools. Lastly, it’s worth noting their Video handling: you can preview videos, extract keyframes, and they have a plugin to integrate with video editing workflows. In summary, Fotoware excels in environments where metadata, speed, and specialized workflows are crucial.
Is Fotoware cloud or on-premise?
Both. FotoWare offers a cloud SaaS solution, where they host everything and you access it via a browser. They also continue to support on-premise or private cloud installations of their software for customers who require it. The trend is toward cloud – new customers often go SaaS because it’s quicker to deploy, and FotoWare handles maintenance. The cloud version gets regular updates (they push new features monthly or so). On-premises versions exist, and typically, those customers have maintenance agreements to receive updates. There are also hybrid deployments, where you can have a local server that replicates to the cloud or vice versa for redundancy. So, if you prefer not to manage any infrastructure, FotoWare SaaS is available with data centers in various regions for compliance, and if you have specific IT requirements, you can install FotoWare on your own Windows/Linux servers.
How steep is FotoWare’s learning curve?
Moderate to high, depending on the user role. For basic end-users who need to search, view, and download assets, the learning curve is not bad – the web interface can be customized to be pretty straightforward. They might need a brief orientation. However, for power users or administrators, FotoWare offers a great deal of depth. Setting up metadata schemas, configuring actions, and managing user permissions – those require training and experience. FotoWare often partners with authorized consultants or provides training sessions to new clients. Many reviews mention that after initial training, the system becomes intuitive, implying that the post-training experience is good. However, pre-training, it can be confusing or “cluttered” for new users.
)
