DIGITAL ASSET MANAGEMENT SYSTEM

Request for Information (RFI)

This RFI seeks technical information and commercially available software solutions for a Digital Asset Management System (DAMS) for the National Archives and Records Administration (NARA). The system aims to manage audiovisual business records and high-quality digital reproduction masters, ensuring they are authentic, accessible, usable, and retrievable throughout their lifecycle.

NARA requires a flexible DAMS solution that can:

• Provide file storage, management, discovery, and sharing for various NARA data types (photo, video, audio, text, graphic design, CSV, scientific instrument data).

• Allow internal and external users to upload, view, and download assets.

• Ingest records and manage them according to lifecycle and retention rules.

• Support agency-wide audiovisual records management for at least 100 internal accounts, plus 10 external accounts for a second use case.

• Incorporate policies for metadata, asset transfer, and pipeline for permanent preservation.

• Connect to Amazon Web Services S3 buckets.

• Migrate approximately 65 TB of existing audiovisual data.

• Manage a total of 1450-2000 TB of data over five years.

• Provide timely, efficient, and accurate access, administration, user management, and audit trails.

• Support secure data transfer, scheduling, disposition, metadata management, search, organization, storage, and integration with existing NARA IT solutions (e.g., Google Suite, AWS).

• Include data migration and comprehensive user training.

• Use Case 1: Internally accessed audiovisual business records (estimated 120 TB over five years).

• Use Case 2: Maintenance and external distribution of high-quality digital reproduction masters (estimated 1330 TB over five years), requiring separate user management.

• Vendors should describe their DAMS solution's ability to meet functional requirements (Section 2.2 and Attachment 1).

• Responses should address potential constraints, risks, and commercial practices.

• Vendors should indicate if their product is commercially available or on a GSA Schedule/GWAC.

• Responses are due by 1:00 PM ET on May 1, 2026, via email to kevin.monahan@nara.gov with the subject "RFI Response – Digital Asset Management System".

• Not specified in this document, but vendors should provide their business size and type in their response.

• This RFI is for information and planning purposes only and does not constitute a solicitation.

• NARA does not intend to award a contract based on this RFI.

• Responders are responsible for all associated expenses.

Form / Attachment / Pricing Sheet

This document is a Requirements Verification Traceability Matrix (RVTM) for the Agency Digital Asset Management System (ADAMS). It outlines the requirements for the system, categorized by function, and details their verification methods and status. Version 2.0, dated 02/26/2026, incorporates updates for system modernization and new requirements for Research Services.

• Requirements Breakdown: Details functional and non-functional requirements across various categories such as Upload Assets, Approve Assets, Metadata Management, Search & Retrieval, Records Management, Security, and Performance.
• Requirement Details: Each requirement includes a unique ID, text, type (Business, Stakeholder, System, Business Rule), category (Functional, Non-Functional, Constraint), priority (Must, Should, Could, Would), status, verification method, and associated notes.
• Specific Functionality: Outlines capabilities for uploading diverse file types (photo, video, audio, documents, proprietary formats), metadata management (bulk upload, mapping, extraction), user access control, workflow management, version control, search functionalities (content, metadata, parametric, keyword), export/download options, file sharing, and reporting.
• Records Management: A significant portion details requirements for compliance with NARA records management standards, including access control, administration, disposition, identification, metadata capture, search, capture, workflow, and data migration.
• Non-Functional Requirements: Covers availability, accessibility (Section 508), backup & recovery, capacity, compatibility, performance metrics (upload speed, search response time), scalability, and security (FedRAMP authorization, MFA, audit logs).

This RVTM serves as a detailed specification of the system's functional and non-functional requirements. Bidders should review these requirements to understand the full scope of the ADAMS system, including its capabilities for asset management, records management, security, and performance. This document is critical for developing proposals that accurately address the government's needs and for understanding the technical and operational expectations for any proposed solution.