Digital Asset Management System

The Vendor is required to provide a proposal detailing your proposed solutions to support our current and expanding needs to manage and categorize our video department’s library which includes videos, still photography, graphics, text documents, both current and historical.
- Basic Functions Required:
•    Ability to search and find footage through key word, index and transcription
•    The ability for multiple users with varying needs to access and effectively use
•    Consistent file naming conventions
•    Proper backup and security protocols and practices
•    Enhanced workflows with proper comment and approval processes
•    Ability for people outside the organization, such as freelance creative talent, advertisers and researchers, to view and download footage.
•    Ability to create long form projects, such as documentaries and television series.
•    Ability to enhance brand consistency across all creative platforms
•    Enhance organization of files and support deliver deliverables
•    Migration of existing files from hard drives to a cloud based, secure environment that is consistently and frequently backed up
•    Migration of existing files using AI or other vendor supplied tools to standardize naming conventions, keyword and index files. Transcription of video footage a plus.
- Multiple departments including marketing, museum exhibits, archives, social media, executive internal video production, and graphics need to be able to access this footage.
- Basic Functions
•    Ability to search and find footage through key word, index and transcription
•    Multiple people can access footage
•    Consistent file naming conventions
•    Proper backup and security protocols and practices
- Additional Functions:
•    Enhanced workflows with proper comment and approval processes
•    Ability for people outside the organization, such as freelance creative talent, advertisers and researchers, to view and download footage.
•    Ability to create long form projects, such as documentaries and television series.
•    Ability to enhance brand consistency across all creative platforms
•    Enhance organization of files and support deliver deliverables
- Expected Outcomes
•    Smooth implementation of DAM with vendor support and education
•    Migration of existing files from hard drives to a cloud based, secure environment that is consistently and frequently backed up
•    Migration of existing files using AI or other vendor supplied tools to standardize naming conventions, keyword and index files. Transcription of video footage a plus.
•    Training on system functionality and best practices.
•    The ability for multiple users with varying needs to access and ejectively use the DAM library. User groups include marketing, video, photography, archives, social media, museum exhibits and graphics. 
- High-Level Scope:
•    Assets include video, still photography, graphics, text documents, both current and historical.
•    The system will be used by approximately 10-15 users
- Solution supports the following key functions:
•    Implement role-based permissions so users can only access files relevant to their responsibilities, such as restricting sensitive documents to certain teams.
•    Regular, automated backups to secure drives or cloud storage solutions to mitigate risks of accidental data loss or system failure.
•    Define clear archiving rules for unused or outdated assets to keep the library organized and efficient.
•    Follow industry regulations such as SOC 2, GDPR, HIPAA, or others as applicable, including regular audits and metadata management for legal and regulatory purposes.
•    Ability to import multiple formats (video, images, documents) from file uploads, live streams, networked devices, or integrations.
•    Support for automatic metadata extraction and tagging during ingest.
•    Centralized asset indexing with searchable metadata, tags, categories, and filters for fast retrieval.
•    Multi-factor authentication and support for integration with corporate identity management systems.
•    Advanced search tools supporting keyword, metadata, date range, and content-based searches (e.g., AI-driven image or video content recognition).
•    Bulk search and preview of assets in various formats.
•    Integrated video and image player, supporting instant preview, basic editing, and annotation.
•    Support for versioning and audit logs on asset changes, edits, or approvals.
•    Review and approval workflows, including notifications, comments, and asset locking.
•    Tools for sharing assets securely with internal and external stakeholders.
•    Scalable storage options: cloud, on-premise servers, hybrid deployments.
•    Automated reporting for usage, incidents, and system health.
•    Key worded and/or indexed footage
•    Ability to segregate footage for individual users or user groups
•    Ability to send assets to vendors in proper formats for publication and distribution.
•    Regular, automated backups to secure drives or cloud storage solutions mitigate risks of accidental data loss or system failure.
•    Keep comprehensive audit logs of access and asset changes for compliance and security monitoring
- Types of Digital Assets:
•    File Types: Video, Still, audio and text files
•    JPEGS, JPG
•    TIFFS
•    PSD
•    PDF
•    MOV
•    MP4
•    MP3
•    WAV
•    BRAW
•    PNG
•    RAW
•    AVI
- Asset Volume and Growth:
•    Approximately 150 TB video files
•    Approximately 20-30 TB of still and graphic files.
•    Approx 5 TB of documents
•    Increasing approximately 10-15 TB annually 
- User Roles and Permissions:
•    Photographer – ability to upload, edit and download assets
•    Videography – ability to upload, edit and download assets
•    Archives – ability to upload and track assets. Assets entered will be historic documents and photos so will not be edited but might need some photo restoration.
•    Graphics – ability to set and enforce brand logo standards, repository for all original work
•    Marketing – ability to create and edit new assets from the library. Ability to send to outside vendors in multiple formats.
•    Social Media and Website - ability to create and edit new assets from the library. Ability to send to outside vendors in multiple formats.
•    Executive Suite – ability to access, comment and approve content
•    Communications – ability to access and download content for outside media
•    Museum Exhibits – ability to upload, edit and download content
•    General Public -ability to review historic documents and photos. No edit ability and limited download ability.
•    IT/Admin – all functions needed to maintain system
- The DAM must possess, such as:
•    Asset ingestion and upload methods – downloaded from cameras, we would like some ability to auto tag or simple interface to automatically name assets. It needs to be easy and quick.
•    Metadata management (e.g., tagging, indexing, custom fields) – AI tools and retrieval from source
•    Search and retrieval capabilities by keyword, person, event, content 
•    Versioning and revision control – same footage will be used in multiple versions. Original and new version should be kept
•    Asset sharing and distribution (internal and external) – internally with departments for approval and use on signage, exhibits. Externally, advertising and researchers.
•    Rights management and licensing tracking – we want to license images, so we need to be able to track when it is licensed to others. We also ingest footage from other sources for our marketing that we need to track copyright and usage restrictions.
•    Workflows and creative project management – both internal and with external freelancers.
•    Analytics and reporting on asset usage – like to track how many times and in what capacity an image or clip is used. 

- Questions/Inquires Deadline: October 01, 2025