Solutions

DAM for University-wide/System-wide Use

Colleges and universities are consolidating platforms for cost and consistency. Mediagraph aligns software design and contracting with how institutions actually work.

Customers

More colleges and universities are working to reduce the number of platforms in use across campus and across a system. Consolidation can deliver real benefits: lower total cost, simplified technology approval and contracting (in some cases), and standardized practices across the institution.

The challenges of consolidated contracting for Digital Asset Management

A single-vendor, institution-wide deal can sound efficient on paper. In practice, it often collides with how schools and departments actually operate.

Different needs by school, college, or department
Difficulty sharing one application with departments you rarely work with
Limited autonomy for smaller entities inside a larger institution
Weak or missing integration between different instances of the software

And these friction points show up we start to address contracting difficulties. Cost-sharing across units with different priorities and budgets can be difficult or impractical. A school or department may be committed to a system that already works, or locked into multi-year agreements that cannot be unwound. In many environments, those constraints make a single consolidated contract difficult or impossible to complete.

At Mediagraph, we have seen these dynamics stall enterprise DAM initiatives. We have solutions to these problems at both the application level and the contracting level, so central IT, MarComm, advancement, athletics, and smaller institutes can move forward without forcing a one-size-fits-all compromise.

The Mediagraph advantage: a true multi-department DAM

Mediagraph handles account partitioning elegantly. Our unique group capabilities allow different departments to have their own dedicated storage, libraries, administrators, users, and even taxonomies. These can all be configured in seconds, with no cap on the number of groups, users, or group administrators in one account. IT can manage membership through SSO, so you can easily provide controlled access to on-brand materials across your entire institution.

Library sharing between accounts

In many cases, it’s better for different schools or departments to have their own accounts. This reduces the need for complex coordination between teams. But the downside is familiar: separate accounts can create content silos, duplication, and use of obsolete media. When current brand assets live in MarComm but Advancement works in another account, teams either duplicate media or send users hunting across two places for necessary items.

Mediagraph’s unique Library Sharing lets each account across an institution expose selected libraries to other account. Recipients choose whether to include a shared library in their workspace. This allows shared material to stay current in one place instead of drifting across copies.

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Contracting flexibility

Mediagraph is already known and loved for our published, no-haggle pricing. We apply the same transparency to institutional pricing. You can choose the model that matches your governance and budget reality.

Single contract pricing

One contract can cover multiple accounts. Each account selects the product tier that fits its needs and budget, like a large MarComm team on a high-capacity Enterprise plan, Alumni Affairs on a mid-tier Essential AI plan, and a small institute on a compact Essential plan. List pricing makes it straightforward for units that must contribute their own funds to see their share of the total.

Individual account contracts

We know that a single umbrella contract is not always possible. Departments adopt on different timelines, sometimes years apart, or procurement may not allow bundling purchases across units. There is no financial or feature penalty for separate contracts. Shared Libraries and included SSO still apply as additional accounts come online: when multiple accounts belong to one institution and at least one is an Enterprise account, SSO is included for all of those accounts at no extra charge, regardless of each account’s tier.

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See it in a quick demo

If you want to explore how Mediagraph can support a full university or system, or even a single department, contact us for a Zoom demo. We will walk through groups, library sharing, and contracting options that understand your needs and your context.

After the demo, you can start a free trial with your own content and your own structure. Upload real assets, set up groups that mirror your departments, and invite colleagues to test workflows in their actual roles. A trial gives you the chance to see how Mediagraph fits your institution's needs before any contract is signed, whether that's a single department evaluating on its own or a central team exploring a multi-account setup. There's no better way to understand how partitioning and library sharing work together than to experience them with your own media and your own people.

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