Attachment 1_ADAMS_RVTM.xlsx
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- DIGITAL ASSET MANAGEMENT SYSTEM
- Solicitation number
- 88310325RFI0006
About this file
This is a Requirements Verification Traceability Matrix (RVTM) for the National Archives and Records Administration (NARA) Agency Digital Asset Management System (ADAMS), Version 2.0, prepared by the Product Delivery Division and dated February 26, 2026. The document outlines comprehensive functional and non-functional requirements for a digital asset management solution designed to manage audio-visual assets, photographs, documents, and graphic images across multiple NARA divisions.
The RVTM specifies 26 primary business requirements with numerous sub-requirements organized into functional categories including: asset upload (supporting multiple file formats including photos, videos, audio, documents, and proprietary heritage science formats); asset approval workflows with segregated storage for external uploads; metadata management (creation, editing, bulk upload via CSV/XML/XMP); content organization through folders and virtual collections; workflow management with audit trails; version control and check-in/check-out capabilities; advanced search and retrieval (keyword, parametric, by file type/name/folder); export/download functionality with format conversion and resizing; internal and external file sharing with time-sensitive URLs; payment integration for external deliveries; reporting (standard and ad hoc); and role-based access control with user/group management. Non-functional requirements address system availability (99% uptime 24/7), Section 508 accessibility compliance, minimum storage capacity of 495 terabytes with concurrent support for 51 active users, web-based SaaS architecture, performance targets (50ms data entry response, 1-second screen navigation, 2-second search results), and compliance with NARA records management standards including audit trail maintenance, lifecycle management, disposition control, retention holds, and secure deletion per NIST 800-88 standards. The solution must support migration of 200+ terabytes of legacy data and integrate with multimedia editing applications and payment processing systems.
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| RFI_ NARA Digital Asset Management System.pdf |
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Title Page
| NATIONAL ARCHIVES AND RECORDS ADMINISTRATION (NARA) | |
| Revision History |
| Date | Version | Author | Revision Description |
| 01/29/2020 | 1.0 | Requirements & Risk Management Division (IR), Office of Information Services | Initial version |
| 02/26/2026 | 2.0 | Product Delivery Division (IP), Office of the Chief Information Officer | Updated to incorporate new needs for system modernization, as well as the addition of requirements for Research Services. |
| Requirements Verification Traceability Matrix |
| (RVTM) |
Agency Digital Asset Management System (ADAMS)
| Version: 2.0 Final |
| Prepared by the NARA Product Delivery Division (IP) |
| 02/26/2026 |
Requirements
| REQUIREMENTS | MISC | DESIGN | DEVELOPMENT | VERIFICATION | DEPLOYMENT PREPARATION | ||||||||
| Req # | Requirement Text | Type | Category | Feature | Req Priority | ||||||||
| Status | Target Release | Source | Notes | Element | Iteration | Verification Method | Verification Test Case / Step | Verification Status | Verification Criteria | UAT Test Case | UAT Status | Validation Criteria | |
| 1 | Authorized users shall be able to upload digital special media assets and their associated metadata. | Business | N/A | Upload Assets | Must | Approved | ADAMS Business Case, 6/28/2019 | ||||||
| 1.1 | The solution shall provide the capability to initiate an upload in the user interface (UI). | Stakeholder | Functional | Upload Assets | Must | Approved | To support uploading content from a desktop or laptop. | ||||||
| 1.1.1 | The solution shall provide a UI based means to browse files/folders and select one or more object(s) for upload. | Stakeholder | Functional | Upload Assets | Must | Approved | |||||||
| 1.1.2 | The solution shall support secure and encrypted data transfer capabilities using a NARA-approved protocol. | Stakeholder | Functional | Upload Assets | Must | Approved | For example, Secure File Transfer Protocol (SFTP), SSL/HTTPS, or others. | ||||||
| 1.1.3 | The solution shall provide the capability for an authorized external user to upload files to the system. | Stakeholder | Functional | Upload Assets | Must | Approved | RRA (Analog Records Division), ADAMS Business Need, 10/17/2025 | This supports the ability of authorized Moving Image and Sound reproduction vendors to upload reproduction copies of files to the ADAMS system, to eliminate the need for vendors to send hard drives to NARA and then have NARA staff upload the copies to the system. However, vendors would only have access to upload assets and would not have any access to view/search records in the system itself since ADAMS is not a public system. | |||||
| 1.1.3.1 | The solution shall initially place files uploaded by an external user into a segregated storage area. | Stakeholder | Functional | Upload Assets | Must | Approved | RRA (Analog Records Division), ADAMS Business Need, 10/17/2025 | This supports the ability of NARA to perform automated security scans on the uploaded files before they are moved into the system, as well as for NARA staff to manually perform review and approval of files before adding them to the general repository. | |||||
| 1.1.3.2 | The solution shall allow an authorized user to move files from the segregated storage area into storage repository. | Stakeholder | Functional | Upload Assets | Must | Approved | RRA (Analog Records Division), ADAMS Business Need, 10/17/2025 | ||||||
| 1.2 | The solution shall provide the capability to upload a variety of content types. | Stakeholder | Functional | Upload Assets | Must | Approved | |||||||
| 1.2.1 | The solution shall provide the capability to upload photo files. | Stakeholder | Functional | Upload Assets | Must | Approved | The minimum photo format types to be supported include: JPEG, TIFF, PNG, PSD, DNG, JPG2000, PDF, HEIF/HEIC, RAW (CR2, NEF, RW2), GIF, BMP. | ||||||
| 1.2.1.1 | The solution shall provide the capability to identify images selected for upload which are duplicative of an image already uploaded in the system. | Stakeholder | Functional | Upload Assets | Must | Approved | |||||||
| 1.2.1.2 | The solution shall provide a human readable notification to the user if a duplicative image was selected for upload. | Stakeholder | Functional | Upload Assets | Must | Approved | |||||||
| 1.2.1.3 | The solution shall allow the user to override the "duplicate image" notification and proceed to commit the upload process for the selected image. | Stakeholder | Functional | Upload Assets | Must | Approved | |||||||
| 1.2.2 | The solution shall provide the capability to upload video files. | Stakeholder | Functional | Upload Assets | Must | Approved | The minimum video format types to be supported include: |
Video: AVI, FLV, F4V, MPEG, MPEG-2, MPEG-4, MPG, MP4, MOV, M4V- file extension, WMV, MXF, MKV, WebM, VOB (authored DVD format), 3GP, 3G2, AVCHD, ASF, and DPX.
Codecs: DivX, Apple ProRes, H.264, H.265, XviD, Ffv1 and Uncompressed video.
Conservation also expects to have video files that could be Android or Mac proprietary embedded in reports and presentations.
| 1.2.2.1 | The solution shall provide the capability to perform text extraction of the content of an uploaded video file. | Stakeholder | Functional | Upload Assets | Should | Approved | Employee Communications (MC) | This may also be referred to as transcription of audiovisual files. Extracting the text of video files uploaded to the system will allow the content to be indexed and searched in order to improve discoverability of responsive files. Note that this capability only applies to corporate files, it does not apply to intermediate copies of accessioned archival records, as it would mean a duplicate copy of records already in the Catalog. |
| 1.2.3 | The solution shall provide the capability to upload graphic image files. | Stakeholder | Functional | Upload Assets | Must | Approved | The minimum graphic image format types to be supported include: AI, INDD, PICT, PS, PDF, EPS, SWF, SVG (QXP, CDR, and PMD are nice to have). | |
| 1.2.4 | The solution shall provide the capability to upload audio files. | Stakeholder | Functional | Upload Assets | Must | Approved | The minimum audio format types to be supported include: mp3, m4A, Wav, AIFF, APE, FLAC, AC3, AAC, CAF, PCM, CD audio (CD-DA), MPEG Layer 2. | |
| 1.2.5 | The solution shall provide the capability to upload document files. | Stakeholder | Functional | Upload Assets | Must | Approved | RXC (Conservation) and Heritage Science, ADAMS Business Need, 10/17/2025 | This includes files in CSV, DAT, TXT, PPT, Google Slides, and CDF files for data and data matrices. |
| 1.2.6 | The solution shall provide the capability to upload proprietary file formats utilized by NARA's Heritage Science Research and Testing program. | Stakeholder | Functional | Upload Assets | Must | Approved | RXC (Conservation) and Heritage Science, ADAMS Business Need, 10/17/2025 | NARA's Heritage Science Research and Testing program uses instruments that generate proprietary formats that store both data and instrument metadata, including FTIR, XRF and GCMS file formats. For example the GCMS file format to back up the entire method and sequence of tests run, along with the collected data is a .cmbx file- these are typically a few GB each, but just the raw data can be saved as .raw or .cdf file types from this larger format in the proprietary software for portability into other data processing programs. |
| 1.2.7 | The solution shall provide the capability to upload additional file types identified by NARA. | Stakeholder | Functional | Upload Assets | Should | Approved | ADAMS Business Need, 10/17/2025 | This will support the ability to upload and ingest additional file formats that may be needed by NARA in the future. |
| 1.3 | The solution shall provide the capability to upload the metadata associated with digital special media assets to the system. | Stakeholder | Functional | Upload Assets | Must | Approved | This includes CSV, XML, XMP, and TXT files. | |
| 1.3.1 | The solution shall provide the capability to bulk upload metadata associated with multiple digital special media assets using a CSV file for input data. | Stakeholder | Functional | Upload Assets | Must | Approved | ||
| 1.3.1.1 | The solution shall provide the capability to map metadata from the uploaded CSV file to the schema used by the registry. | Stakeholder | Functional | Upload Assets | Must | Approved | ||
| 1.3.2 | The solution shall provide the capability to bulk upload metadata associated with multiple digital special media assets using a XML file for input data. | Stakeholder | Functional | Upload Assets | Should | Approved | ||
| 1.3.2.1 | The solution shall provide the capability to map metadata from the uploaded XML file to the schema used by the registry. | Stakeholder | Functional | Upload Assets | Should | Approved | ||
| 1.3.3 | The solution shall provide the capability to bulk upload metadata associated with multiple digital special media assets using an XMP sidecar file for input data. | Stakeholder | Functional | Upload Assets | Should | Approved | RXC (Conservation), ADAMS Business Need, 10/17/2025 | XMP stands for Extensible Metadata Platform. It is an Adobe-developed, ISO-standard format for embedding metadata into files or storing it in separate "sidecar" files. |
| 1.3.4 | The solution shall provide the capability to upload the metadata associated with digital special media assets using a TXT file for input data. | Stakeholder | Functional | Upload Assets | Should | Approved | For example, the ability to upload a separate transcription file in TXT format that is associated with a given video asset/file. | |
| 1.4 | The solution shall provide the capability to extract metadata embedded in a digital special media asset and use that metadata as input to the system. | Stakeholder | Functional | Upload Assets | Should | Approved | ||
| 1.4.1 | The solution will provide the capability to map the extracted metadata to the schema used by the system. | Stakeholder | Functional | Upload Assets | Should | Approved | ||
| 1.5 | The solution shall provide the capability for an authorized user to specify the format types supported for upload. | Stakeholder | Functional | Upload Assets | Must | Approved | To support the addition or removal of format types that may be needed in the future. An authorized user is a System Administrator or potential "superuser". | |
| 1.6 | The solution shall provide the capability for an external user to upload digital special media assets to a secure location. | Stakeholder | Functional | Upload Assets | Must | Approved | To allow external contractors to upload files without needing direct access into the system. | |
| 1.7 | The solution shall generate a checksum for each file uploaded to the system. | Stakeholder | Functional | Upload Assets | Must | Approved | RRA (Analog Records Division), ADAMS Business Need, 10/17/2025 | |
| 1.7.1 | The solution shall display the generated checksum for each file as part of the file metadata. | Stakeholder | Functional | Upload Assets | Must | Approved | RRA (Analog Records Division), ADAMS Business Need, 10/17/2025 | |
| 1.8 | The solution shall provide the capability for an Application Administrator to delete uploaded digital special media content. | Stakeholder | Functional | Upload Assets | Must | Approved | The Application Administrator is the only user role that has permissions to delete uploaded content. Application Administrators can delete before or after approval but rarely would it be done after. | |
| 2 | Authorized users shall be able to approve digital special media assets. | Business | N/A | Approve Assets | Must | Approved | ADAMS Business Case, 6/28/2019 | To approve digital special media assets for acceptance into the system. Assets are not released for general use until the assets have been approved. |
| 2.1 | When uploading digital special media assets, the system shall place the assets within a queue for approval. | Stakeholder | Functional | Approve Assets | Must | Approved | Some corporate files will require oversight to make sure files submitted for sharing with all staff are complete and appropriate (checked for quality, redundancy, metadata, etc.) Similarly, Research Services would like the ability to do rights reviews on the files coming from the lab or quality assurance on files uploaded from an external vendor before adding to the repository. |
This capability would address needs of both the business users as well as Corporate Records Management users.
| 2.1.1 | When an asset is within the queue for approval, the asset is only available to an authorized user group. | Business Rule | Constraint | Approve Assets | Must | Approved | To only allow access to assets awaiting approval in the queue to a specified user group. |
| 2.1.2 | The solution shall send a push notification to an authorized user group when a digital special media asset is uploaded and in the approval queue. | Stakeholder | Functional | Approve Assets | Must | Approved | A push notification may be via email. |
This capability would address needs of both the business users as well as Corporate Records Management users.
2.2 The solution shall provide the capability for an authorized user to approve digital special media assets awaiting approval. Stakeholder Functional Approve Assets Must Approved Some corporate files will require oversight to make sure files submitted for sharing with all staff are complete and appropriate before being approved (checked for quality, redundancy, metadata, etc.) Similarly, Research Services would like the ability to do rights reviews on the files coming from the lab or quality assurance on files uploaded from an external vendor before they are approved and added to the repository.
This capability would address needs of both the business users as well as Corporate Records Management users.
2.2.1 When an asset is approved, the system shall make the asset accessible to other users within the system. Stakeholder Functional Approve Assets Must Approved Accessible means viewable and discoverable via Search. Please note that access to files is driven by permissions (roles and groups).
This capability would address needs of both the business users as well as Corporate Records Management users.
2.3 The solution shall provide the capability to assign file names to approved content.
| Stakeholder | Functional | Approve Assets | Should | Approved | ||||
| 2.3.1 | The solution shall provide the capability to assign an auto-generated file name to approved content. | Stakeholder | Functional | Approve Assets | Should | Approved | For example, a file would be named in the format YYYYMMDD-##-### where YYYY is year, MM is month, DD is day, ## is a sequential number to differentiate multiple jobs shots on the same day, and ### is a sequence number to keep images in chronological order. | |
| 2.3.1.1 | When a file is approved/ingested into the system, the original file name shall be saved as metadata for the file. | Business Rule | Constraint | Approve Assets | Could | Approved | ||
| 2.3.2 | The solution shall provide the capability for an authorized user to manually enter a file name for approved content. | Stakeholder | Functional | Approve Assets | Should | Approved | If the system provides the capability to auto-generate file names, it must also support the ability for NARA staff to edit the file names to use their own file naming conventions. This would allow them to use record Local Identifiers in the file name or other local practices instead of an auto-generated file name. | |
| 2.4 | The solution shall provide the capability for an authorized user to reject digital special media assets awaiting approval. | Stakeholder | Functional | Approve Assets | Must | Approved | ||
| 2.4.1 | When an asset is rejected, the system shall send a notification to the submitter describing the reason for the rejection. | Stakeholder | Functional | Approve Assets | Must | Approved | This capability would address needs of both the business users as well as Corporate Records Management users. | |
| 2.4.1.1 | The system shall provide the capability for an authorized user to configure the notification message received when an asset is rejected. | Stakeholder | Functional | Approve Assets | Should | Approved | ||
| 3 | Authorized users shall be able to manage and store metadata for each digital special media asset. | Business | N/A | Metadata | Must | Approved | ADAMS Business Case, 6/28/2019 | Manage = create, read, update, and delete |
| 3.1 | The solution shall provide the capability for an authorized user to add metadata to the record. | Stakeholder | Functional | Metadata | Must | Approved | APP B., Goals Reqt #15 | Metadata may be added through keying, extracting from assets, and import from properly formatted files, such as XML or a spreadsheet. For example, to add a National Archives Identifier (NAID), Local Identifier, file size, running time, tracking numbers for declassification or special access release, source element, use restrictions, and contacts for permissions. Metadata must be able to be added without compromising images. Metadata is currently added in the Adobe Lightroom Catalog using IPTC fields, metadata from the camera, and a custom keywords list. Existing metadata must be maintained and stay with the files during upload. |
| 3.2 | The solution shall provide the capability for an authorized user to edit the metadata associated with one or more digital special media assets. | Stakeholder | Functional | Metadata | Must | Approved | APP B., Goals Reqt #15 | To edit the metadata of an individual asset or edit the metadata in batches. |
| 3.3 | The solution shall provide the capability for an authorized user to add new metadata fields for a digital special media asset. | Stakeholder | Functional | Metadata | Must | Approved | APP B., Goals Reqt #15 | The system must provide for future additions/changes to metadata fields, such as adding more fields or complying with professional standards (e.g., metadata documenting provenance and authenticity: https://c2pa.org/). |
| 4 | Authorized users shall be able to organize digital special media content within the system. | Business | N/A | Categorization | Must | Approved | ADAMS Business Case, 6/28/2019 | |
| 4.1 | The solution shall provide the capability for an authorized user to group one or more digital special media assets into a folder. | Stakeholder | Functional | Categorization | Must | Approved | ||
| 4.1.1 | The solution shall control access to folders of corporate digital special media assets separately from folders of archival digital special media assets. | Business Rule | Constraint | Categorization | Must | Approved | ADAMS Business Need, 10/17/2025 | Corporate records are those created by/within NARA itself, verus archival records that are created by other agencies/entities and accessioned into the archival holdings. Managing corporate records separately from archival records should be accomplished logically via separate folders and managed via security and access rights. The solution must allow for the separation of the storage, search, and delivery interface for the digital special media assets so that corporate and archival records are not commingled. |
| 4.2 | The solution shall provide the capability for an authorized user to select one or more assets to create a collection. | Stakeholder | Functional | Categorization | Must | Approved | This is a virtual collection of assets. | |
| 4.3 | The solution shall provide the capability for an authorized user to update a collection. | Stakeholder | Functional | Categorization | Must | Approved | This supports adding or removing assets from the virtual collection, and it does not affect the actual asset in their original form and location in the system. | |
| 4.3.1 | A user can only update their own collections. | Business Rule | Constraint | Categorization | Should | Approved | ||
| 4.4 | The solution shall provide the capability to delete a collection. | Stakeholder | Functional | Categorization | Must | Approved | This supports deleting a virtual collection, and it does not delete or affect the actual asset in their original form and location in the system. | |
| 4.4.1 | A user can only delete their own collections. | Business Rule | Constraint | Categorization | Must | Approved | ||
| 5 | Authorized users shall be able to manage digital special media assets via workflows. | Business | N/A | Workflow | Must | Approved | ADAMS Business Case, 6/28/2019 | Manage workflows means to create/configure, edit, and delete workflows. |
Workflow capabilities would address needs of both the business users as well as Corporate Records Management users.
5.1 The solution shall provide the capability for an authorized user to manage a workflow process. Stakeholder Functional Workflow Must Approved This includes work-in-progress. Manage workflows means to create/configure, edit, and delete workflows.
This capability would address needs of both the business users as well as Corporate Records Management users.
| 5.1.1 | The solution shall provide the capability for an authorized user to manage separate workflows for separate user groups. | Stakeholder | Functional | Workflow | Must | Approved | RXC (Conservation), ADAMS Business Need, 10/17/2025 | Manage workflows means to create/configure, edit, and delete workflows. |
| 5.2 | The solution shall provide the capability for an authorized user to define events for a workflow. | Stakeholder | Functional | Workflow | Must | Approved | ||
| 5.3 | The solution shall keep an audit trail of each event within a workflow. | Stakeholder | Functional | Workflow | Must | Approved | ||
| 5.4 | The solution shall keep an audit trail of all user activities in a workflow. | Stakeholder | Functional | Workflow | Must | Approved | ||
| 5.5 | The solution shall provide the capability for an authorized user to define alerts for a workflow. | Stakeholder | Functional | Workflow | Should | Approved | ||
| 5.5.1 | The solution shall provide the capability for an authorized user to configure when an alert is triggered. | Stakeholder | Functional | Workflow | Should | Approved | ||
| 5.5.2 | The solution shall provide the capability for an authorized user to configure how often an alert is issued. | Stakeholder | Functional | Workflow | Should | Approved | ||
| 5.5.3 | The solution shall provide the capability for an authorized user to configure the message displayed for an alert. | Stakeholder | Functional | Workflow | Should | Approved | ||
| 5.5.4 | The solution shall provide the capability to display an alert. | Stakeholder | Functional | Workflow | Should | Approved | ||
| 6 | Authorized users shall be able to manage version control for digital special media assets. | Business | N/A | Configuration Management | Must | Approved | ||
| 6.1 | The solution shall provide the capability to check out a file for editing. | Stakeholder | Functional | Configuration Management | Must | Approved | This may involve editing directly within the system for a small set of file formats, but for most file formats it would likely require the user to download the file to complete the editing and then upload it back into the system in order to check it back in as a new version. | |
| 6.2 | The solution shall provide the capability to check in a file to include all changes made while the file was checked out. | Stakeholder | Functional | Configuration Management | Must | Approved | ||
| 6.3 | When performing a check-in on a file, the system shall automatically create a new version of that file. | Stakeholder | Functional | Configuration Management | Must | Approved | ||
| 6.4 | The system shall provide the capability to restore a file to a previous version. | Stakeholder | Functional | Configuration Management | Must | Approved | ||
| 6.5 | The system shall provide the capability to display the metadata associated with each version of a file. | Stakeholder | Functional | Configuration Management | Must | Approved | This supports the ability to view the metadata for each version of a file to uniquely identify them. | |
| 7 | Authorized users shall be able to perform searches for digital special media assets within the system. | Business | N/A | Search & Retrieval | Must | Approved | ADAMS Business Case, 6/28/2019 | The search and delivery interface for the digital special media assets will be separated so that corporate and archival records are not commingled when searches are conducted. Permissions control what users/groups have access to search and view corporate records vs. archival records. |
| 7.1 | The solution shall provide the capability to search on the content of digital special media assets. | Stakeholder | Functional | Search & Retrieval | Must | Approved | This includes the ability to search and retrieve the transcribed / extracted text of video files uploaded to the system. |
This capability supports the needs of both the business users and Corporate Records Management users.
7.2 The solution shall provide the capability to search on the associated metadata of digital special media assets. Stakeholder Functional Search & Retrieval Must Approved This includes user-added metadata.
This capability supports the needs of both the business users and Corporate Records Management users.
| 7.3 | The solution shall provide the capability to search on the embedded metadata of digital special media assets. | Stakeholder | Functional | Search & Retrieval | Must | Approved | This capability supports the needs of both the business users and Corporate Records Management users. |
| 7.4 | The solution shall provide the capability to enter criteria for a parametric (advanced) search on specific fields. | Stakeholder | Functional | Search & Retrieval | Must | Approved | Advanced search on specified fields may include search on embedded metadata fields and user-added metadata fields. |
This capability supports the needs of both the business users and Corporate Records Management users.
7.5 The solution shall provide the capability to enter criteria for a keyword search. Stakeholder Functional Search & Retrieval Must Approved This includes the capability to perform an exact phrase search (e.g., if the user enters the keywords within quotation marks) and combining keywords with Boolean operators (AND, OR, NOT).
This capability will support the needs of both the business users and Corporate Records Management users.
| 7.6 | The solution shall provide the capability to search for assets by file type. | Stakeholder | Functional | Search & Retrieval | Must | Approved | ADAMS Business Need, 10/17/2025 | |
| 7.7 | The solution shall provide the capability to search for assets by file name. | Stakeholder | Functional | Search & Retrieval | Must | Approved | ADAMS Business Need, 10/17/2025 | |
| 7.8 | The solution shall provide the capability to search for assets by folder name. | Stakeholder | Functional | Search & Retrieval | Must | Approved | ADAMS Business Need, 10/17/2025 | |
| 7.9 | The solution shall display a set of brief results for the assets retrieved from a search of digital special media assets. | Stakeholder | Functional | Search & Retrieval | Must | Approved | ||
| 7.10 | The solution shall provide a notification to a user when no responsive results are found for a search request. | Stakeholder | Functional | Search & Retrieval | Must | Approved | ||
| 7.11 | The solution shall provide the capability to filter the responsive results from a search. | Stakeholder | Functional | Search & Retrieval | Must | Approved | Adding a filter to a search result set allows the user to further refine their search and narrow down the records/files retrieved according to the specified filter criteria. | |
| 7.12 | The solution shall provide the capability to sort the responsive results from a search. | Stakeholder | Functional | Search & Retrieval | Must | Approved | ||
| 7.13 | The solution shall provide the capability to save search criteria for potential reuse. | Stakeholder | Functional | Search & Retrieval | Must | Approved | ||
| 7.14 | The solution shall provide the capability to render digital special media assets from the results of a search request. | Stakeholder | Functional | Search & Retrieval | Should | Approved | Render means to display or play directly within the system. The minimum common, industry-standard format types to be supported include: |
Video: AVI, FLV, F4V, MPEG, MPEG-2, MPEG-4, MPG, MP4, MOV, WMV, MXF, AVCHD, and ASF
Audio: MP3, WAV, AAC, PCM, and MPEG Layer 2
Photo: JPEG, TIFF, PNG, PSD, DNG, HEIF/HEIC (iPhone photos), GIF, BMP, CR2 (Canon raw), NEF (Nikon raw), and RW2 (Panasonic raw)
Document: CSV, TXT, PPT, Google Slides, and CDF (data & data matrices)
Graphic Image: PDF
Codecs: Apple ProRes, H.264, FFV1, and Uncompressed video
| 8 | Authorized users shall be able to export (download) digital special media assets in any format and file size from the system. | Business | N/A | Export (Download) | Must | Approved | ADAMS Business Case, 6/28/2019 | The export will be limited to a specified list of formats as determined by NARA. |
| 8.1 | The solution shall provide the capability for an authorized user to select one or more digital special media assets for export. | Stakeholder | Functional | Export (Download) | Must | Approved | ||
| 8.1.1 | The solution shall provide the capability to export the selected digital special media asset(s). | Stakeholder | Functional | Export (Download) | Must | Approved | ||
| 8.1.1.1 | When exporting (downloading) an asset from the system, any metadata for that asset must also be included with the exported (downloaded) copy of the file. | Stakeholder | Functional | Export (Download) | Must | Approved | RXC (Conservation) and Heritage Science, ADAMS Business Need, 10/17/2025 | |
| 8.1.2 | The solution shall provide the capability to convert one or more digital special media assets to another format during export. | Stakeholder | Functional | Export (Download) | Must | Approved | The formats available for conversion will be limited to a specified list of formats as specified by NARA. For example, the user may direct ADAMS to translate one or more raw photos to .png format, or request a .tiff file be converted to a .jpg format. The system will not retain the new file. | |
| 8.1.2.1 | When converting an asset to another format during export, the system shall retain the original format of the converted asset. | Stakeholder | Functional | Export (Download) | Must | Approved | ||
| 8.1.2.2 | When converting an asset to another format during export, the solution shall provide the capability to rotate an asset prior to export. | Stakeholder | Functional | Export (Download) | Could | Approved | ||
| 8.1.3 | The solution shall provide the capability to select the size of a digital special media asset during export. | Stakeholder | Functional | Export (Download) | Must | Approved | Sizing consist of the following: |
Video - pixel dimensions, bit rate, bit depth, compression Photo- pixel dimensions and compression, bit depth
| 8.1.3.1 | When resizing an asset, the system shall retain the original size of the resized asset. | Stakeholder | Functional | Export (Download) | Must | Approved | ||
| 8.2 | The solution shall provide the capability to perform a bulk export of one or more selected digital special media asset(s) within the system. | Stakeholder | Functional | Export (Download) | Must | Approved | It is expected that "Select All/Deselect All" will be an available selection option. | |
| 8.3 | The solution shall provide the capability to perform a bulk export of the metadata associated with one or more digital special media asset(s) within the system. | Stakeholder | Functional | Export (Download) | Must | Approved | It is expected that "Select All/Deselect All" will be an available selection option. | |
| 9 | Authorized users shall be able to share digital special media assets. | Business | N/A | File Sharing | Must | Approved | ADAMS Business Case, 6/28/2019 | |
| 9.1 | The solution shall provide the capability for an authorized user to select one or more digital special media assets for sharing. | Stakeholder | Functional | File Sharing | Must | Approved | For example, a single photograph or a folder containing a collection of photos. This capability should allow users the ability to create lightboxes, collections, asset groupings that can be shared with other internal users. | |
| 9.1.1 | The solution shall provide the capability for an authorized user to share the selected digital special media asset(s) with one or more internal NARA users. | Stakeholder | Functional | File Sharing | Must | Approved | ||
| 9.1.2 | The solution shall provide the capability for an authorized user to share the selected digital special media asset(s) with one or more internal NARA user groups. | Stakeholder | Functional | File Sharing | Should | Approved | ||
| 9.2 | The solution shall notify a user when digital special media assets are being shared with them. | Stakeholder | Functional | File Sharing | Must | Approved | For example, an email with the hyperlink to the location of the shared content. | |
| 9.3 | The solution shall enable an authorized user to view digital special media content that is shared with them. | Stakeholder | Functional | File Sharing | Must | Approved | For example, browsing a listing of shared files and folders and viewing their content directly in the system. | |
| 9.4 | The solution shall provide the capability for an authorized user to share a collection with other users via email. | Stakeholder | Functional | File Sharing | Should | Approved | ||
| 10 | Authorized users shall be able to deliver digital special media assets to external users. | Business | N/A | File Delivery | Must | Approved | This supports the ability of an authorized user to create 'orders' consisting of selected files for delivery to external users. External users do not have access to ADAMS, therefore the sharing mechanism should allow an ADAMS user to share the asset with an external user without them logging into ADAMS. The solution must leverage temporary, time-sensitive URLs (e.g., cloud provider pre-signed URLs) for all shared assets. This ensures granular access control, enforces permission checks (especially when fees are involved), and prevents unauthorized, perpetual access to the digital media assets. Persistent URLs shall not be used for sharing access-controlled content. If it is on premise storage then the solution may be different and it will be based on the OEM vendor. | |
| 10.1 | The solution shall provide the capability for an authorized user to select one or more digital special media assets for delivery to an external user. | Stakeholder | Functional | File Delivery | Must | Approved | RRA (Analog Records Division), ADAMS Business Need, 10/17/2025 | |
| 10.2 | The solution shall provide the capability to share documentation about general use and specific asset-level permissions when the files are shared with an external user. | Stakeholder | Functional | File Delivery | Must | Approved | RRA (Analog Records Division), ADAMS Business Need, 10/17/2025 | |
| 10.3 | The solution shall send a notification to the requestor when shared file(s) are ready for retrieval along with the location of the file. | Stakeholder | Functional | File Sharing | Must | Approved | RRA (Analog Records Division), ADAMS Business Need, 10/17/2025 | |
| 10.4 | The solution shall provide an expiration date on files shared for delivery. | Stakeholder | Functional | File Delivery | Must | Approved | RRA (Analog Records Division), ADAMS Business Need, 10/17/2025 | NARA will determine how to set the expiration date during design and implementation. |
| 10.4.1 | The solution shall provide the capability for an Application Administrator to configure the expiration date on files shared for delivery. | Stakeholder | Functional | File Delivery | Must | Approved | RRA (Analog Records Division), ADAMS Business Need, 10/17/2025 | |
| 10.5 | The solution shall confirm that the external user has provided payment for the file delivery before they are granted download access. | Business Rule | Constraint | File Delivery | Must | Approved | ||
| 10.6 | The solution shall provide the capability for an external user to retrieve their own requested files from the system before expiration. | Stakeholder | Functional | File Delivery | Must | Approved | RRA (Analog Records Division), ADAMS Business Need, 10/17/2005 | |
| 11 | Authorized users shall be able to generate standard and ad hoc reports. | Business | N/A | Reporting | Must | Approved | ADAMS Business Case, 6/28/2019 | Generating reports for business and records management purposes, such as, identifying records for reporting, editing, tracking, search, transfer, holds, and deletion purposes. |
| 11.1 | The solution shall provide the capability to generate standard reports. | Stakeholder | Functional | Reporting | Must | Approved | APP B, Goal Reqt #11 | |
| 11.1.1 | The solution shall provide the capability to generate a predefined report on digital special media files that are uploaded to the system over a given time period. | Stakeholder | Functional | Reporting | Must | Approved | RRA (Analog Records Division), ADAMS Business Need, 10/17/2005 | The user should be able to specify a start date and end date for the report. The report shall include, at a minimum, the file name, file size, file type, date uploaded, the name of the user that uploaded the file, and the group (unit) of the user that uploaded the file. |
| 11.1.2 | The solution shall provide the capability to generate a predefined report on digital special media files that were ordered by users over a given time period. | Stakeholder | Functional | Reporting | Must | Approved | RRA (Analog Records Division), ADAMS Business Need, 10/17/2005 | The user should be able to specify a start date and end date for the report. This supports the ability of the user to report on files shared/delivered by a selected group (i.e., NARA unit) to satisfy orders placed by internal or external customers over that time period. |
| 11.1.3 | The solution shall provide the capability to generate a predefined report on digital special media files ordered and delivered over time by item number, recipient, and delivering NARA unit. | Stakeholder | Functional | Reporting | Must | Approved | RRA (Analog Records Division), ADAMS Business Need, 10/17/2005 | This supports the ability of a NARA unit to generate a report on orders that the unit fulfilled over a given time frame. |
| 11.2 | The solution shall provide the capability to generate ad hoc reports. | Stakeholder | Functional | Reporting | Must | Approved | APP B, Goal Reqt #11 | |
| 11.3 | The solution shall provide the capability to export a report. | Stakeholder | Functional | Reporting | Must | Approved | ||
| 11.4 | The solution shall provide the capability to export a report in CSV format. | Stakeholder | Functional | Reporting | Must | Approved | ||
| 11.5 | The solution shall provide the capability for an authorized user to restrict access to the data within standard reports by user and user role. | Stakeholder | Functional | Reporting | Must | Approved | ||
| 12 | Authorized users shall be able to manage permissions and access for users via roles and groups. | Business | N/A | Account Management | Must | Approved | For example, via a dashboard or other UI-based tool for the System Administrator(s). | |
| 12.1 | The solution shall provide the capability for an Application Administrator to manage user accounts. | Stakeholder | Functional | Account Management | Must | Approved | Manage means to create/add, update, and delete. |
It is expected that disabling a user account would be the typical use case and deletion would be reserved for error cases.
| 12.1.1 | The solution shall provide the capability to create one or more user accounts. | Stakeholder | Functional | Account Management | Must | Approved | ||
| 12.1.2 | The solution shall enable an Application Administrator to authorize users from multiple geographic locations to access NARA's inventory of digital special media assets. | Stakeholder | Functional | Account Management | Must | Approved | ADAMS Business Case, 6/28/2019 | Specific permissions for a given user will be based on the assigned user role(s) and group(s). |
| 12.1.3 | The solution shall provide the capability to disable a user account. | Stakeholder | Functional | Account Management | Must | Approved | Disabling user accounts will be used in cases where the user left the agency or moved to a new position, and would prevent that user from accessing the system unless their account was reactivated. | |
| 12.1.3.1 | The solution shall provide the capability for an Application Administrator to document Comments related to the disabling of a user account. | Stakeholder | Functional | Account Management | Must | Approved | ||
| 12.1.4 | The solution shall provide the capability to activate a user account that was previously disabled. | Stakeholder | Functional | Account Management | Must | Approved | ||
| 12.1.4.1 | The solution shall provide the capability for an Application Administrator to document Comments related to the activation of a previously disabled user account. | Stakeholder | Functional | Account Management | Must | Approved | ||
| 12.2 | The solution shall provide the capability to manage user roles. | Stakeholder | Functional | Account Management | Must | Approved | Manage means to create/add, update, and delete. This includes the ability to define different roles and associated permissions for users to upload files, search, select and edit file metadata, download files, deliver or share files, and delete files. | |
| 12.2.1 | The solution shall provide the capability to assign one or more roles to a user. | Stakeholder | Functional | Account Management | Must | Approved | ||
| 12.2.2 | The solution shall provide the capability to manage user permissions for each user role. | Stakeholder | Functional | Account Management | Must | Approved | This includes the ability to define different roles and associated permissions for users to upload files, search, select and edit file metadata, download files, deliver or share files, and delete files. | |
| 12.2.3 | The solution shall user access according to the permissions defined for each role. | Stakeholder | Functional | Account Management | Must | Approved | ||
| 12.3 | The solution shall provide the capability to manage user groups. | Stakeholder | Functional | Account Management | Must | Approved | Manage means to create/add, update, and delete. | |
| 12.3.1 | The solution shall provide the capability to manage user permissions for each user group. | Stakeholder | Functional | Account Management | Must | Approved | ||
| 12.4 | The solution shall provide the capability to define access permissions to assets. | Stakeholder | Functional | Account Management | Must | Approved | ||
| 12.4.1 | The solution shall provide the capability to define access permissions to assets by user account. | Stakeholder | Functional | Account Management | Must | Approved | ||
| 12.4.2 | The solution shall provide the capability to define access permissions to assets by user role. | Stakeholder | Functional | Account Management | Must | Approved | ||
| 12.4.3 | The solution shall provide the capability to define access permissions to assets by user group. | Stakeholder | Functional | Account Management | Must | Approved | ||
| 13 | Authorized users shall be able to access online training assistance for the solution. | Business | N/A | Training | Must | Approved | This is to support help text, online manuals, and online training simulations that should be made available within the system and accessible to users NARA-wide. | |
| 14 | Authorized users shall be able to manage digital special media assets according to NARA records management standards and procedures. | Business | N/A | Records Management | Must | Approved | ADAMS Business Case, 6/28/2019 | The solution should be compliant with the Records Management requirements specified below, also referred to as the "IT Tiered Requirements for Records Management" that can be viewed at: https://www.archives.gov/records-mgmt/policy/frmc |
| 14.1 | The solution shall provide the capability for agency authorized users to manage access to electronic records. | Stakeholder | Functional | Records Management - Access | Must | Approved | IT Tiered Requirements for Records Management | |
| 14.1.1 | The solution shall provide role-based access to individual records or groups of records. | Stakeholder | Functional | Records Management - Access | Must | Approved | IT Tiered Requirements for Records Management | This should include shared accounts. |
| 14.1.2 | The solution shall provide the capability to set access restrictions on individual or groups of records. | Stakeholder | Functional | Records Management - Access | Must | Approved | IT Tiered Requirements for Records Management | This ensures that access to records in the system can be set according to individual, groups (organization, managers, etc.) |
| 14.1.3 | The solution shall provide the capability for agency authorized users to access agency electronic records regardless of whether formerly associated users have changed roles or departed the organization. | Stakeholder | Functional | Records Management - Access | Must | Approved | IT Tiered Requirements for Records Management | This ensures that access to the records in the system is not tied to a particular user who may have created or been associated with those records, so that the records continue to be accessible after those individuals leave the agency. This includes contractors, volunteers, and interns. This also includes NARA units, offices, or organizations that have reorganized (e.g., a change in office symbols), realigned, or closed. |
| 14.1.4 | The solution shall provide the capability for agency authorized users to access records throughout the records lifecycle. | Stakeholder | Functional | Records Management - Access | Must | Approved | IT Tiered Requirements for Records Management | This capability ensures continuity of access to the records for as long as required for business, Freedom of Information Act (FOIA) requests, Privacy Act requests, and investigative purposes, even if the staff associated with the creation or information in the records have left the agency. |
| 14.2 | The solution shall provide records administration capabilities to authorized agency administrative users. | Stakeholder | Functional | Records Management - Administration | Must | Approved | IT Tiered Requirements for Records Management | |
| 14.2.1 | The solution shall provide authorized agency administrative users with complete visibility of the records management functionality in real or near-real time. | Stakeholder | Functional | Records Management - Administration | Must | Approved | IT Tiered Requirements for Records Management | Examples include visibility into individual user accounts, generating regular overall system volume and status, metrics on access restrictions, etc. |
| 14.2.2 | The solution shall provide the capability for agency authorized users to gather system metrics on system performance. | Stakeholder | Functional | Records Management - Administration | Must | Approved | IT Tiered Requirements for Records Management | |
| 14.2.3 | The solution shall provide the capability to design and generate customized reports on information for which users have been granted access. | Stakeholder | Functional | Records Management - Administration | Must | Approved | IT Tiered Requirements for Records Management | These are reports generated specifically to support corporate records management purposes. |
| 14.2.4 | The solution shall provide the capability for agency authorized users to manage the access rights and permission rules for users to access the electronic records. | Stakeholder | Functional | Records Management - Administration | Must | Approved | IT Tiered Requirements for Records Management | Manage means to create, read, update, and delete. |
| 14.2.4.1 | The solution shall provide the capability to display trend analysis and other query results in multiple formats. | Stakeholder | Functional | Records Management - Administration | Must | Approved | IT Tiered Requirements for Records Management | This includes dashboards. |
| 14.2.4.2 | The solution shall provide the capability to save trend analysis and other queries in multiple formats. | Stakeholder | Functional | Records Management - Administration | Must | Approved | IT Tiered Requirements for Records Management | |
| 14.2.4.3 | The solution shall provide the capability to filter report data based on the values contained in any field or column. | Stakeholder | Functional | Records Management - Administration | Must | Approved | IT Tiered Requirements for Records Management | |
| 14.2.4.4 | The solution shall provide the capability to sort report data based on the values contained in any field or column. | Stakeholder | Functional | Records Management - Administration | Must | Approved | IT Tiered Requirements for Records Management | |
| 14.2.4.5 | The solution shall provide the capability to schedule the delivery of reports to a specified list of recipients. | Stakeholder | Functional | Records Management - Administration | Must | Approved | IT Tiered Requirements for Records Management | |
| 14.2.4.6 | The solution shall provide the capability to save the configurations of ad hoc reports for reuse. | Stakeholder | Functional | Records Management - Administration | Must | Approved | IT Tiered Requirements for Records Management | |
| 14.2.5 | The solution shall provide the capability for agency authorized users to flag responsive records and manage them together as a case file. | Stakeholder | Functional | Records Management - Administration | Must | Approved | IT Tiered Requirements for Records Management | |
| 14.2.6 | The solution shall provide the capability for agency authorized users to flag content that is protected data. | Stakeholder | Functional | Records Management - Administration | Must | Approved | IT Tiered Requirements for Records Management | Protected data includes information that is not considered public, or that needs to be protected for any reason, such as Personally Identifiable Information (PII) or Controlled Unclassified Information (CUI). |
| 14.2.7 | The solution shall provide the capability for agency authorized users to modify a record's status. | Stakeholder | Functional | Records Management - Administration | Must | Approved | IT Tiered Requirements for Records Management | For example, to update the status from Temporary to Non-Record. |
| 14.2.8 | The solution shall provide the capability for agency authorized users to verify that electronic records and its associated metadata managed within the solution are authentic representations of the original in all properties and characteristics. | Stakeholder | Functional | Records Management - Administration | Must | Approved | IT Tiered Requirements for Records Management | This requirement ensures that that there is one authentic record copy of ALL federal records and that records within the system are maintained as authentic representations of the records and exhibit all properties, characteristics, and functionality of the original records. This includes, in particular, that software updates do not render records inaccessible or inauthentic. Authenticity refers to the trustworthiness of the record as an accurate representation of the original. NARA will ensure authenticity by documenting all actions on the electronic records as informed by ISO 14721:2012, Space data and information transfer systems -- Open archival information system (OAIS) -- Reference model. |
This also includes capturing the checksum for uploaded files.
For example, de-duping is a method used to encourage efficient data management of objects and a hash table is a well-understood method of ensuring that an object is what it is supposed to be.
| 14.2.9 | The solution shall provide the capability for agency authorized users to correct or amend a record. | Stakeholder | Functional | Records Management - Administration | Must | Approved | IT Tiered Requirements for Records Management | |
| 14.3 | The solution shall provide the capability to manage agency electronic records according to General Records Schedules (GRS), or NARA-approved Records Control Schedules (RCS), in acceptable formats, as appropriate. | Stakeholder | Functional | Records Management - Control | Must | Approved | IT Tiered Requirements for Records Management | For General Records Schedules (GRS), see, https://www.archives.gov/records-mgmt/grs.html |
For acceptable formats, see, https://www.archives.gov/records-mgmt/policy/transfer-guidance-tables.html
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