Digital Asset Management Solution

The Vendor is required to provide a cloud hosted, web-based digital asset management (DAM) Solution (“the solution”) that centralizes and streamlines the division’s creative resources while enabling controlled, tiered access for campus partners.
- The solution will primarily manage campus photography, alongside selected video assets, logos, and graphic templates, to support efficient storage, retrieval, and use of shared media assets across the institution.
- The University is focused on achieving the following outcomes:
•    Centralized, reliable access to University-owned digital assets
•    Enhance operational efficiency in creative resource management
•    Reduce redundancy in asset creation and storage
•    Improved efficiency in asset discovery, reuse, and distribution
- Include tools such as natural language search and similar-image recognition.
- Support the full digital asset lifecycle, including ingestion, organization, discovery with advanced search features, distribution, governance, and archiving.
- Efficiently manage, govern, discover, and reuse digital media assets.
•    Provide secure, role-based access controls for proprietary creative assets, including configurable mechanisms to restrict, govern, or approve user upload activities, based on roles, permissions, workflows, or administrative controls.
- Scalable performance to support evolving campus needs
•    Scales to support concurrent users and growing asset volumes with nearly no performance degradation
- Long-term sustainability, interoperability, and data portability
- Custom Site Creation with DAM Interface that can be customized to match the Institution’s branding & visual identity (colors, logos, layouts/navigation) aligned with KSU brand guidelines
- Flexible asset download, sharing, or embedding workflows
•    Enables different output formats, sizes, dimensions, crop ratios or renditions where appropriate
•    Digital Asset Portability
- Provides online & exportable reporting and insights that help the University understand at a minimum:
•    Asset usage & inventory
•    Storage utilization
- Desirable Features (Optional)
•    Dynamic website integration for photos stored in the DAM solution - for the Photos stored in the solution to be dynamically displayed and updated directly on the website
•    AI tools for auto‑tagging, facial recognition, duplicate detection, OCR, and in‑system image editing;
•    Advanced archiving and asset lifecycle management
- Security provisioning and permission definition capabilities, data, and user session encryption (at rest and in transit), and role-based and user-based security and authentication functionality
- Incident response, breach notification, and remediation practices
- Security controls and protocols
- Website must meet PCI Compliance (if applicable)
- Device, Operating System, and Browser independent functionality
- Capability to configure workflows, reports, and user interface, integrate data feeds (inbound/outbound), and interface with other systems and applications
- Compliance with Americans with Disabilities Act (ADA) Standards for Accessible Design
- Robust database backup, recovery, and restoration functionality, and batch archive and purge of inactive accounts/history
- Capability for scalability and configurations to support growth, evolving technology, and changing operating procedures
- Solution must meet FERPA compliance
- Low-risk implementation that integrates seamlessly with current and future campus systems.

- Contract Period/Term: 5 years
- Pre-Proposal Meeting (via Zoom) Date: February 04, 2026
- Questions/Inquires Deadline: February 10, 2026