Frequently asked questions section 13

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Key requirements - Manage digital assets; Flexible departmental level security; Image management system; Digital asset management; Digital image database system

File Formats

The system should manage digital assets comprising images in a wide range of formats, for example GIF, JPEG, TIFF, and BMP. The system must be extendable to hold video and audio files in the future. Also it must hold permission documents 'Model release forms' which will be attached to particular images.


The system should incorporate flexible departmental level security.

User Management

  • Images should be available to authorised users for searching and download. There should be varying levels of access permissions, to control what can be used by whom, through password controlled logins.
  • First level: All Corporate Communications
  • Second level: Lead Communicators
  • Third Level: Press
  • Fourth Level: Public

Access Control

  • The administrator must be able to set up new user groups and assign users to each group.
  • The administrator must be able to assign varying rights to each group of users - for example some groups will only be able to view certain images whereas others will be able to edit the image and its associated data.
  • For example, Corporate Communications may be able to upload and store images that have been licensed from external stock agencies and these images may be restricted to only that department.
  • It must be possible to set up temporary folders (or lightboxes) in which to assign images. These folders must be available to external agencies (for example, the press) without compromising access to the rest of the archive.
  • It should be possible to send a press release with a link to a specific lightbox that holds a selection of images associated with that press release. Lightboxes may be permanent or temporary.

iBase supports all of these features and requirements as standard.