Provision of a digital asset management system for WHO communications
World Health Organization (WHO), Geneve
Closing Date: 10 March 2023
Mandatory experience: Previous experience in digital asset management (DAM) platform.
Detailed Terms of Reference
1. Purpose of the APW: Provide and support of a digital asset management system for WHO communications, Digital Unit DC0/DSV.
2. Background: The Department of Communications (DCO) at the World Health Organization based in Geneva, Switzerland, is seeking suppliers for a digital asset management (DAM) platform which will be the main storage and access point for digital communications assets, with the ability to catalogue, collaborate and share internally and externally via a cloud-based service. It will be for wide use by all teams in DCO as well as regional communications colleagues.
This would be a single repository for videos, infographics, animations and other digital materials and must be accessible by a range of internal and external users.
3. Planned timelines:
Start date: 01/05/2023 End date: 30/4/2024
Total duration: 12 months
4. Requirements
Objective 1: The centralisation of digital assets with the ability to store, view, edit and access digital assets on a single secure cloud-based platform.
• Output 1.1: Hosting on a secure cloud system and SSL encryption
• Output 1.2: Dashboard: Overview of activity, usage, engagement; Statistics and Insights into usage and engagement
• Output 1.3: Media Library: Centralises digital assets; Ability to upload, locate and expand collections of imagery and videos; Gallery style interface allowing for previewing visual content
• Output 1.4: Import and export: Import files by drag-and-drop or by using system dialogue; Smart folders to help assign statuses in bulk; External users can upload content that is processed by an administrator; Files can be exported in required size and format
• Output 1.5: Asset transformation: Basic image editing
• Output 1.6: Storage capacity minimum 8 TB, with flexible cloud storage expansion
• Output 1.7: Define different user permissions and capabilities such as uploading content, running reports, and customising setup.
Objective 2: The ability to catalogue, associate, tag and search digital assets on a single platform
• Output 2.1: Efficient, accurate, and smart search function
• Output 2.2: Create collections by connecting assets associated with the same project, or with similar properties
• Output 2.3: Create custom metadata, defining information like validity, retention dates, text, numbers, etc.
• Output 2.4: Image recognition and smart tagging
Objective 3: The ability to protect assets and assign copyright
• Output 3.1: Set image licenses to assets directly when uploading individually or in bulk
• Output 3.2: Grant permissions or reject download requests from a centralized dashboard; Define expiration dates and action;
• Output 3.3: Enable watermark overlays
Objective 4: The ability to share with internal and external collaborators
• Output 4.1: Safe invite links allowing access to specific collections or folders, both temporary and permanent
• Output 4.2: Defined access permission rights, such as viewer or editor
• Output 4.3: Ability to share screens by embedding into a website or a wiki
• Output 4.4: Ability to distribute content via public branded portals
Objective 5: Enables brand consistency through guidelines and templates
• Output 5.1: Brand Guidelines: Visual editor for creating and maintaining brand guidelines with templates and inline editing options and the ability to define permissions (Logos and Images; Colour Palettes; Typography Scheme)
Objective 6: Ability to integrate with other platforms
• Output 6.1: Ability to integrate with content management systems and photo editing software (e.g. Sitefinity, Adobe image editors and Campaign Monitor and eNewsletter software) with APIs
Objective 7: Reliable user training and customer support
• Output 7.1: User training and onboarding support
• Output 7.2: Customer Support package: consultation and support by phone and online; user guides and video tutorials.
The digital solution should fulfil the following requirements:
Set Up and Onboarding: User training and onboarding; System configuration
Dashboard: Overview of activity, usage, engagement; Statistics and Insights into usage and engagement
Functionality: Homepage; Analytics; External uploader; File transfer functionality; Access to API; Single Sign On configuration; Custom URL; Workspaces and workflows
Media Library: Centralises digital assets; Ability to upload, locate and expand collections of imagery and videos; Gallery style interface allowing for previewing visual content
Search: The search function should be efficient, accurate, and smart
Collections: Create collections by connecting assets associated with the same project, or with similar properties
Import and export: Import files by drag-and-drop or by using system dialogue; Smart folders to help assign statuses in bulk; External users can upload content that is processed by an administrator; Files can be exported in required size and format
Asset transformation: Basic image editing
Asset protection: Grant permissions or reject download requests from a centralized dashboard; Define expiration dates and action; Enable watermark overlays
Metadata and Licensing
• Set image licenses to all assets directly when uploading
• Create custom metadata, defining information like validity, retention dates, text, numbers, etc.
• Set metadata or licensing information in bulk
• Image recognition and smart tagging
• Large file previews to assist in locating specific media
Sharing
• Safe invite links allowing access to specific collections or folders
• Temporary and permanent invite links
• Defined access permission rights, such as viewer or editor
• Ability to share screens by embedding into a website or a wiki
• Ability to distribute content via public branded portals
Storage: Storage capacity minimum of 8TB, with flexible cloud storage expansion
Users: Define different user permissions and capabilities such as uploading content, running reports, and customising setup.
Brand Guidelines: Visual editor for creating and maintaining brand guidelines with templates and inline editing options and the ability to define permissions (Logos and Images; Colour Palettes; Typography Scheme)
Customer Support package: consultation and support by phone and online; user guides and video tutorials.
Integrations: ability to integrate with SiteFinity and other important software, MS Office Connector (e.g. Adobe image editors, Adobe Connector Seats (After Effects, InDesign, Photoshop, Illustrator and Premiere Pro) and Campaign Monitor, eNewsletter software)
Security: Hosting on secure cloud system and SSL encryption, SSO (SAML 2.0)
5. Requirements – Planning: Output timelines are for the full length of contract duration.
6. Inputs: Support with training and maximizing the function of the platform. Advising on best practices, such as file structure to contribute towards outputs required.
7. Characteristics of the Provider: Support and training to be provided in English during working hours in Geneva, Switzerland.
8. Place of assignment: The work will be performed remotely.
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