UCM27: Digital Asset Management System University Communications and Marketing

University Communications and Marketing (UCM) at Miami University is seeking a digital asset management (DAM) solution to centralize the storage, organization, management, and distribution of the university’s photos, videos (optional), brand assets, written content, and other digital content.

Currently, these assets are managed across multiple platforms. UCM seeks to consolidate its technology, improve operational efficiency, and make digital assets easier for internal teams and campus partners to find, access, and use.

As part of this process, UCM is also interested in exploring content delivery network (CDN) capabilities to support the efficient delivery and use of digital assets across university websites and other digital channels. A distribution system is also preferred in order to share assets across the university to a wide audience (more than 600 faculty or staff members).

The selected vendor(s) must demonstrate expertise and achieved success in digital asset management. The awarded company will provide a solution that will allow for:

Photography Library Management

• Ability to easily and quickly bulk upload, tag, sort, and retrieve a large number of photographic media assets
• Miami averages approx. 5,500 downloads per month from 1 of our current systems
• Upload speed should be five seconds or less per photo.
• Track or note asset rights or model releases when necessary
• Ability to archive out-of-date assets from general user access without removing from the system
• Ability to share and download individual assets or collections
• Ability to organize in folders and subfolders
• Ability to create custom galleries or workspaces for specific users
• Scalable storage for future expansion
• Bulk asset editing/tagging
• Efficient uploading and processing of large asset collections

Brand Asset Management

• Ability to quickly upload, store, organize, manage, and distribute brand assets, including logos, icons, brand colors, templates, and other marketing materials.
• Support for multiple file formats, including EPS, JPG, PNG, SVG, and PDF.
• Ability to create and customize multiple branded portals for sharing approved assets with university affiliates and partners.

Content Management (written)

• Ability to upload, organize, tag, search, retrieve, and distribute frequently used written content, including news stories, press releases, testimonials, and other communications materials.
• Support for common document formats, including Microsoft Word and PDF.
• Optical Character Recognition (OCR) for all pages of uploaded documents allowing for full search capability to content within uploaded documents [...]

Asset Migration

• Ability to transfer existing digital assets from current systems into the proposed DAM platform.
• Ability to preserve existing metadata, tags, and relevant organizational information during migration.
• Vendor-managed migration is preferred and must be listed as a separate line item for transparency.

CDN (content delivery network)

- Availability of CDN functionality, either natively or through integration, to support delivery of digital assets across university websites and other digital channels.

At the end of this RFI, the University will be shortlisting three to five (3-5) qualified software services and inviting them to participate in an invite-only Request for Proposal (RFP) to further define their response and to collect financial proposals.

Proposals involving partnerships or collaborations between no more than two vendors will be considered if a single vendor cannot provide the full range of requested services. Any additional vendors listed should include a detailed scope of services.

Respondents are encouraged to be succinct. Submissions should be limited to no more than 50 pages, preferably in PDF format.

Respondents should provide at least three case studies completed within the last five years that demonstrate relevant experience.

All respondents should ask questions via the Ionwave platform. Should you have any issues with this bid or the Ionwave system, please email Alicia Carlisle (carlisa2@miamioh.edu)