Digital Asset Management Software

The vendor is required to provide digital asset management (DAM) solution that will support the marketing and communications (M&C) department for storing, organizing, managing, and accessing digital assets efficiently.
- Types of digital assets managed by M&C department
•    Photographs (student life, campus, events)
•    Videos (b-roll, promotional, events, interviews, digital advertising, social media)
•    Brand assets (logo, templates, visual identity files)
•    Campaign materials (posters, brochures, publications, banners, ooh, pdf, creative files)
•    Consent forms, licensing and usage information
- Objectives
•    Centralize and streamline digital asset storage
•    Improve workflow process for managing digital assets (uploading, reviewing, approval, governance, and publishing)
•    Improve digital asset search ability
•    Track and report digital asset usage
•    Manage licensing and rights management
- Functional requirements:
1. Centralize storage and management
•    Provide a single source of truth for all digital assets.
•    Allow easy and secure access for creative team members.
•    Version history of digital assets.
2. Improve workflow processes
•    Streamline uploading of digital assets including tagging, adding metadata, credits, etc.
•    Enable workflows such as review, approval, and governance.
3. Improve search ability and discoverability
•    Enable advanced search by keyword, tags, metadata, and file type.
•    Support taxonomy and category structures.
4. Enable scalable and secure access
•    Allow role-based permissions to manage who can upload, download, edit, or share assets.
•    Support cloud-based access for remote and hybrid teams, ensuring high security regular data backups.
5. Integrate with existing tools
•    Integrate with adobe creative cloud, microsoft 365, Canva, website CMS tools (WordPress CMS), social media, digital signage, and other publishing tools.
•    Integrate with click-up project management software preferred.
6. Track analytics and generate reports
•    Provide usage metrics (downloads, views, activity).
7. Track rights management and licensing requirements
•    Manage licensing, copyright, and consent forms.

- Contract Period/Term: 3 years
- Questions/Inquires Deadline: November 03, 2025