Media Library Feature Specification Template

Build if media management is core to your product's value (you are a CMS, design tool, or content platform). Buy a third-party DAM (Cloudinary, Bynder, Brandfolder) if media management is a supporting feature for an internal team. The [build vs. buy](/glossary/build-vs-buy) decision framework helps structure this analysis.

Use content hashing (perceptual hash for images, MD5/SHA for exact duplicates). On upload, compare the hash against existing assets. If a match is found, show the user the existing asset and ask "Use existing or upload as new?" For near-duplicates (same image, different crop), perceptual hashing with a similarity threshold works. Set the threshold based on user testing.

Extract automatically: file type, dimensions, file size, duration (audio/video), color profile, EXIF data (stripped for privacy, but parsed for internal metadata). Require manually: title (default to filename), description/alt text, tags (with AI suggestions), folder assignment, license information. The goal is to make upload fast (minimal required fields) while enabling good search (rich metadata over time).

Calculate average file size by type, multiply by projected upload volume, and add 30% overhead for generated variants (thumbnails, previews). Typical SaaS pricing: $0.02-0.03/GB/month for S3-class storage, plus $0.08-0.12/GB for CDN egress. A team uploading 500 images per month at 3 MB average uses about 1.5 GB/month in originals plus 500 MB in variants. Factor in growth and model costs over 24 months. Track these metrics in your [KPI dashboard](/templates/kpi-dashboard-template).

Create a "Guest" role with read-only access to specific folders or collections. Use shareable links with expiration dates (7, 30, or 90 days). Require email verification for guest access. Log all guest downloads for audit purposes. Do not allow guests to upload, edit, or delete. For more on structuring access and responsibilities, see the [stakeholder communication plan template](/templates/stakeholder-communication-plan-template).