iBase Digital Asset Management Blog

Requirements Case Study 12

22nd February 2016

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

Requirements Case Study

Requirements received:

  • Images storage.
  • Video storage.
  • Documents storage (PDF, InDesign, PPT, etc).
  • When an image is stored in high resolution, it can be downloaded in lower resolutions.
  • When a video is stored in high resolution, it can be downloaded in lower resolutions and with different sizes of player.
  • When a (video) scene is stored, the users can know in which video(s) it has been used.
  • When a PDF has been stored, it can be previewed without having to be downloaded.
  • Assets can be viewed and downloaded.
  • Assets CANNOT be edited.
  • Assets can be uploaded only by specific groups of users.
  • Alternatively, an approval process is in place for the upload of assets by certain groups.
  • Assets can be deleted only by specific groups of users.
  • There is a flexible folder/subfolder structure.
  • A login is needed to access the tool.

Additional Requirements:

  • Each user belongs to a group, with specific rights.
  • Links to specific assets can be sent to people who don’t have a login.
  • The links must have an expiration date.
  • Logins can be granted to external partners.
  • The logins of external partners must have an expiration date.
  • There is an automatic back up or a restore function.
  • Users can be easily admin.
  • There is no automatic scan of the computer library.
  • Unlimited storage capacity.
  • Quick search with tags or other metadata.
  • Bulk download available.
  • Bulk upload available.
  • Bulk actions to assets are possible (move, add tags, etc).
  • There is an assets life-cycle management (i.e. image is available until XXX).
  • There is copyrights management: we know the conditions of usage of the assets.
  • Image properties are easy to view (resolution, dimensions). The person who uploaded the image and the date of upload should be part of the properties.
  • Properties of an asset are (among others): name of the person who did the upload, country of origin, date, version, image size, original resolution, format, keywords, copyright conditions, dates of validity, recommended usage.
  • The key visuals currently used for official campaigns are tagged in a special way.
  • When uploading an asset, mandatory tags/metadata need to be filled in – using ideally as much dropdown possibilities as possible.
  • Notifications available when an asset is being replaced by a newer version.

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.

Brand asset management
digital asset management
Image library system
multimedia library