DIGITAL ASSET MANAGEMENT SYSTEM

The National Archives and Records Administration (NARA) presents the Requirements Verification Traceability Matrix (RVTM) for its Agency Digital Asset Management System (ADAMS). This document outlines essential requirements for system modernization, focusing on the management of digital special media assets. Key capabilities include uploading various file types (photos, videos, audio, documents, proprietary formats) and their associated metadata, with features for secure transfer, checksum generation, and duplicate detection. The system must support an approval workflow, allowing authorized users to approve or reject assets, manage metadata, and organize content into folders and collections. Version control, comprehensive search and retrieval functions, and secure export/download capabilities are also critical. Additionally, ADAMS must facilitate file sharing within NARA and secure delivery to external users with expiration dates and payment confirmation. Robust reporting features for standard and ad hoc reports are required, alongside extensive account management for users, roles, and groups. Crucially, the system must adhere to NARA records management standards, ensuring secure access, audit trails, lifecycle management, and disposition of electronic records in compliance with federal regulations.

The National Archives and Records Administration (NARA) has issued a Request for Information (RFI) for a Digital Asset Management System (DAMS) to manage its audiovisual records. The RFI outlines two primary use cases: managing internal audiovisual business records (120 TB over five years) and maintaining/distributing high-quality digital reproduction masters of accessioned records (1330 TB over five years). NARA, a small agency with limited IT resources, seeks a solution requiring minimal configuration, capable of migrating existing data (65 TB for use case one, 400 TB for use case two), and integrating with AWS S3 buckets and Google Suite. The DAMS must support 100 internal and 10 external users, provide file storage, management, discovery, sharing, and robust records management functionalities including scheduling, disposition, metadata management, and search. Key functional requirements include access control, administration, bulk upload/download, and support for various file formats. Vendors are asked to describe their DAMS solution's capabilities, pricing, implementation, and experience, as well as address specific RFI questions regarding performance metrics, Section 508 compliance, IPv6 compliance, and common risks. Responses are due by May 1, 2026.