Digital Asset Management System

The Vendor is required to provide digital asset management tool will need to house photos, videos, icons and stock imagery for use in corporate materials.
- Requirements:
1. Content migration support
•    The successfully awarded supplier will provide optional pricing to assist with data migration of current assets from SharePoint, light room, and external physical hard drives to the new system.
o    SharePoint - 652gb
o    Light room –
o    Hard drive - 8gb
•    System metadata should be retained; county will be responsible for creation of metadata for assets.
•    The successfully awarded supplier will provide validation that all assets have been successfully migrated from existing platforms to the new platform.
2. Access and privacy
•    Storage will be provided in a cloud-based environment with consideration for future growth.
•    All data must be stored within a jurisdiction that is approved by sturgeon county (e.g. Canada)
•    Set user roles with varied level of permission based on role:
o    Admin, contributor, viewer, external (contributions such as photographers for events), external (such as designers or print houses for sharing of assets).
•    Asset or folder level permission setting for sharing with external groups such as the media.
•    System must have a method of file sharing; this method should allow a set expiration on the access given.
•    Watermarking of assets for view only roles.
•    Consent tracking: a system within the platform to track consent forms and tagged photos for approved use or removal.
•    Align with county, and other privacy legislation in the storage of personal information while meeting the mandatory requirements in the collection of personal information.
o    Ability to track and document photo and video consent, photographer details, etc.
3. Asset data storage and management
•    The chosen system must have the ability to add metadata, tags and categories:
o    Metadata to be included is listed below. 
o    This list may expand as the county asset strategy evolves and our needs change. 
o    Not all metadata would be applicable to all assets.
•    Migration of existing metadata with current assets is preferred.
•    Storage of various media and file types:
o    Images – jpeg, png, svg, gif, tiff, etc.
o    Video – 3gp, mp4, WMV, MOV, etc.
o    Pdf
o    Design files – AI, PSD, INDD, etc.
•    Ability to upload large files to the system, some assets may exceed 400mb
•    Expanding storage options, the county’s asset library will continue to grow.
•    Asset version control.
•    Analytics and reporting on assets, including download counts, use limits for limited use items, consent tracking, recent use activity.
•    Ability to track asset use through the platform. 
•    Proponent to present options that exist with their platform or solution for asset use tracking.
4. Design and usability
•    Assets should be easily searchable with advanced search filtering, such as by file type, year, or tags.
•    Platform will allow for customization of branding.
•    The chosen platform will have multiple view options, with customization available.
•    Overall UI should be intuitive to use.
•    Provide a clean, ‘look book’ feel.
•    Mobile friendly platform available to sturgeon county staff for constant access.
5. Integration
•    Integrations with platforms the county uses regularly would be an asset:
o    Adobe creative cloud;
o    WordPress;
o    Canva;
o    Microsoft office suite;
o    Mail chimp.
6. Analytics and reporting
•    Analytic capabilities with a dashboard or report tool that captures asset access, download counts, use limits, and consent tracking.
•    Consent tracking should include the ability to link consent forms to the assets as they are collected
7. Privacy
•    Alignment with sturgeon county policies on privacy and data collection and storage
•    Alignment with related privacy legislation such as access to information act (ATIA) and the protection of privacy act (POPA).