Digital Asset Management Solution

The Vendor is required to provide a cloud-based Digital Asset Management (DAM) solution to create a single repository for large quantities of historical images, videos, audio and graphics with easy user-experience, including uploading and downloading, and search capabilities.
- Currently stores image assets in Extensis and on local network drives and video assets in local network drives. 
- Search functionality is limited, and without robust searching and tagging, staff spends much time finding applicable assets for our communications and marketing efforts.
- We currently have approximately 140,000+ media files using 385 GB of storage with the capacity to add more. 
- Robust solution that: 
•    Provides a simple and intuitive user experience (desktop and mobile) for admins, super users and occasional guests, that requires minimal training or technical expertise for users to upload, manage and share assets effectively.
•    Creates efficiencies within the process (e.g., simple automated tagging application, efficient asset administration, etc.).
•    Increases productivity of staff collecting, organizing, reviewing, approving, tagging and sharing assets.
•    Increases productivity and success for the user in search and discovery of assets relevant to their needs (internal and external).
- The solution should have:
•    Fast performance.
•    Capabilities for direct uploads to the DAM from inside and outside the facility, desktop and mobile.
•    Relevant and accurate search results for users using keywords and phrases.
•    A seamless way to share assets with our internal and external users.
- Project Planning & Discovery
•    Asset Audit Report: A detailed inventory of existing assets, including file types (e.g., RAW, JPG, MP4), volume/total size and current storage locations.
•    Migration Strategy & Roadmap: A documented plan detailing how assets will be moved, including prioritization, batching and timelines.
•    Metadata & Taxonomy Strategy: A defined structure for tagging, categorization and naming conventions to ensure searchability and organization. 
- Configuration & System Setup
•    Configured DAM Environment: A tailored instance of the DAM, including custom folders, user roles, permission levels, approval processes and other workflows.
•    Integration Plan & Implementation: Documented connections between the DAM and existing tools (e.g., Adobe Creative Cloud, CMS, Marketing Automation).
•    Security & Compliance Documentation: Evidence of Single Sign-On (SSO) integration, data encryption standards and user access controls. 
- Data Migration & Validation
•    Migrated Asset Library: Successful transfer of all designated photos and videos into the new system.
•    Metadata Mapping Report: Documentation showing that old metadata was correctly mapped and retained.
•    Quality Assurance Report: Verification that all assets were migrated, files are not corrupted, and search functionality works as expected.
•    Punch List of Clean-up Tasks: A list of action items to address issues identified during the validation phase. 
- Training & Adoption
•    User Documentation & Guides: Customized training manuals, videos, and quick-reference guides for administrators, creators (uploaders), and consumers.
•    Training Sessions: Conducted training for key user groups.
•    Onboarding & Support Plan: Defined support structure, including a dedicated account manager and troubleshooting protocols. 
- Final Launch & Optimization
•    System Go-Live: Final sign-off from stakeholders to move to production.
•    Post-Migration Plan: A plan for long-term maintenance, including platform update procedures, archiving, expiration policies and periodic metadata audits.
•    Usage Analytics Reporting: Initial report detailing user activity and system performance.
- Technical Requirements
•    Ability to implement migrate all current photo and video files to the new platform, along with corresponding metadata. 
•    Ability to upload from desktop and mobile devices (iOS and Android), inside and outside of the LES network..
•    Capability to share assets in various ways such as sending collection/gallery links, using lightboxes (specific project-based folders) to a collection of photos.
•    Ability to upload and tag assets in bulk.
•    Capability to add custom, manual tags.
•    Unlimited guests to download, internal and external.
•    A minimum of five DAM administrators to do all functions, including but not limited to uploading, tagging, renaming, editing and downloading.
•    Ability to specify roles and permission levels to create user groups that have different viewing, uploading, downloading and sharing abilities – internal and external users. If possible, utilize Entra/AD security groups.
•    Ability to remove users and their access, from the platform directly, or via Entra/AD.
•    Ability to extract metadata.
•    Scalability to accommodate any future growth and changing needs, including media storage.
•    Proven accurate AI visual search.