DAM Solution for Multinational Corporation
An international corporation owns 14 high-profile brands, and it has subsidiaries in 60 countries. It needs an easy and manageable way to archive and distribute completed works to its subsidiaries and various other stakeholders, like distribution and service partners, media representatives and local design and PR agencies. Among the digital assets stored and distributed in the DAM system will be planning and promotional materials, campaign content, partner channel information, service and user documentation, and events material for all 14 brands.
Users must be able to determine user permissions for the assets they upload to the DAM system. In addition, the DAM software must automatically update access permissions when certain metadata conditions exist, based on predefined rules.
The metadata for selected global assets must be localized into 12 different languages. Some of these assets must be published through Web portals to the main local markets. Users should be able to search for and see assets in their native languages. All assets must include metadata in at least English, the company’s official corporate language.
Due to heavy use of Microsoft Office documents, the DAM system must provide live, page-by-page previews of Word and PowerPoint files, and it must provide legible previews of Excel spreadsheets—not just thumbnails. A major Office user base also wants to directly access and store these files through the Microsoft Office apps.
The central office must have a way to communicate messages to all system users. In addition, appropriate users must be notified automatically when assets relevant to them have been added or updated.
Permitted users must be able to share assets. Asset recipients should collect the assets on pages that represent the shared assets’ brand.
All users should be able to suggest that a given asset be deleted, but only the “owner” of that asset should be permitted to delete it. When a deletion suggestion is made, the person responsible for the asset should be notified automatically.
When a user lacks permissions to download an asset, he or she must be able to request it from the person responsible for the asset. The responsible person should then receive an automatic notification though which she can approve or deny the request.
Usage and licensing restrictions should be easy to set and understand, and they must be enforced through watermarking. Expired assets should go offline automatically.
The digital asset management system should provide self-service to users and it must be Web browser-based so that user support issues are minimized. If a user does require assistance, DAM system supporters must be able to connect to the system through the troubled user’s account, without the need to know the user’s password.
The DAM must be tightly integrated into enterprise software for user management (ADFS 2.0) and collaboration (SharePoint), and also support the development of custom integrations to the global WCMS and PIM, using an open and well documented Web Services API.
Because of the heavy load on the system, computer clusters for load-balancing are required. Because 24/7 high-availability is required, hot-standby failover must be active at all times, and the system must be covered by a service level agreement (SLA) that assures this level of functionality.
New subsidiaries will be added over time and because business restructuring is an ongoing process, it must be easy to merge and split areas, structures and user groups. For the clusters, it must be possible to bring additional nodes temporarily online e.g. for big events without extended periods of system downtime.