iBase Digital Asset Management Blog

Requirements Case Study No. 10

29th December 2015

These are requirements that we have received, with information relating to the identity of the originator removed.

Requirements Case Study


  • Create a central location to store, version and protect our digital media assets.
  • Maintain consistent branding by keeping assets controlled and retrievable.
  • Manage distribution of assets to internal and external teams.
  • Improve efficiency and reduce time that it takes to find assets.
  • Present materials to be easier to store and retrieve.

What assets are we storing with this DAM?

  • Logos and templates (print,email,posters, web templates).
  • Photographs – cruise, conferences, tours, misc. media related pictures.
  • Videos – highlight footage for media, video production and video assets, old videos.
  • Text documents – news stories, newsletters, press documents, magazine articles etc.
  • PDF, XPS and ODF formats.
  • Audio – highlight audio tracks that might be useful for news stories.
  • Web pages – old versions of websites as they change over time.

What do we want to do with these assets?

  • Preserve and archive historical materials and master copies
  • Use them for purposes such as: outreach, media relations, presentations, conferences, scientific database
  • Be able to share assets with outside parties with permission levels and a private and public folder system
  • We want to record licensed usage (media requests, date of broadcast, etc.)
  • View public documents with a simple browser
  • Protect documents that have permissions (e.g., documents that require approval before use)

Considerations for end users

  • Privacy and copyright and intellectual property concerns.
  • Administrative access and permissions.
  • Sharing different outputs of a single source file. e.g. exporting small, medium, large versions of master video.
  • Needs to be easy to work with and grow with our evolving organisational needs over time — minimum 5- year outlook.

Functional Requirements

  • Keyword searches.
  • Large maximum file size limitations (>2GB).
  • Create ‘collections’ of photos, illustrations, documents or videos for distribution (e.g, YouTube, Vimeo).
  • Multi-platform (Windows/Mac/Linux) compatible
  • 5 -10 contributors/curators, unlimited browser limit.
  • Potential for cloud access.
  • Public share folder – browsable from public internet with permission levels.

Requirements met: The iBase digital asset management system fulfils all of these requirements.

Find out more: For more information about iBase digital asset management and multi-media library systems, please get in get in touch with us at sales@ibase.com or +44 (0)1943 603636. We look forward to hearing from you.

digital asset management
multimedia library
picture library software
video library system