The document travels as an attachment
The letter, the council paper or the magazine goes out by email, comes back annotated by hand, in three different versions, and nobody knows which one stands.
Solution
A public body's documents and visuals, reviewed online
Alpha Studio supports public bodies in running their document and visual production. The platform centralises PDF documents, images and communication content tied to departments, territories and public action: official letters, council minutes, consultation files, the municipal magazine, reportage and video recordings, in an application hosted in France.
Annotation page by pageHosted in France (ATE)GDPR compliantUnlimited users
The situation
Endless round trips before anything goes out
Between departments, reviewing a document and approving a visual still travel as email attachments.
Files scattered
One shared drive per department, USB sticks, photos left in the mailbox of an officer who has since moved on.
Nothing can be found
The photo of the opening three years ago exists somewhere, but nobody knows where, so a new shoot is commissioned.
Image rights
Consent forms exist on paper, separated from the photos they cover. No way to know what may be published.
Slow approvals
The mayor's office, the communications department and the department concerned all have to decide, by email, with heavy attachments.
Multiple suppliers
Freelance photographers, agencies, videographers: each delivers their own way, on their own medium.
Strict requirements
Data hosted in France, GDPR, traceable access, public procurement: the subject is not only technical.
The answer
An institutional application, not a file share
Alpha Studio is already used by public bodies, including the Dunkirk Urban Community.
- Data hosted and secured in France: files and metadata are hosted by the company ATE, with a daily backup.
- GDPR-compliant processing: traced access, controlled retention periods, right of access and right to erasure.
- One media library for every department: communications, technical services, culture and schools draw on the same collection, each within their own rights.
- Image rights attached to the media: photo credit, consent, licence duration and publication conditions travel with the file.
- Multi-level approval: the requesting department, the communications director and the mayor's office each decide on their own scope, and the decision is dated.
- Photo, video and PDF in one tool: reportage, recordings and the municipal magazine follow the same circuit.
- Administrative documents too: official letters, council decisions, communication materials, tender files and forms are annotated and approved page by page, with the same traceability.
- Unlimited users: every officer concerned can be invited at no extra cost, freelance suppliers included.
Modules
The modules a public body needs
Module
PDF approval & flat plan
Centralise, annotate and approve your PDFs page by page, from flat plan to final sign-off.
Learn more → ModuleMedia library
The library of every approved media file, with its history and its usage rights.
Learn more → ModulePhoto & video approval
A media file's journey from request to delivery: circuits, annotation, arbitration.
Learn more → ModuleStructures, roles & rights
Several entities on one platform: scopes, accreditation and traceability.
Learn more → ModuleBrief & Road Book
Guidelines, roughs, layouts and notes attached to the project and to each document.
Learn more → ModuleAnalytics & reporting
Volumes, lead times, approval rates: the dashboard of your production.
Learn more →
Use cases
What a public body does with Alpha Studio
Review an official document
The PDF is uploaded to the project: each department adds its comments straight onto the pages, authorised staff approve, reject or request a correction. Only the approved version is published.
Track the magazine page by page
The flat plan shows how far each page of the town magazine or practical guide has got: written, reviewed, approved, to be corrected.
Commission a reportage
A department opens a request: subject, location, date, people to photograph, intended use. The photographer receives a complete brief.
Frame the image rights
Consent forms and mandatory mentions are attached to the project and to the media concerned, right from the shoot.
Get approval
The requesting department, the communications director and, where needed, the mayor's office each decide in turn. The decision stays traced.
Feed the media library
Approved media join the library, indexed by event, location, facility or theme.
Publish
The institutional website, the municipal magazine, social media and the press all draw on the same collection, with the right credits.
Report
The indicators feed the communications department's annual activity review.
FAQ
Frequently asked questions
Yes. All information and all files are hosted and secured in France by the company ATE, with a daily backup. Data processing complies with the GDPR.
Yes, notably the Dunkirk Urban Community. The application is also used by retailers, manufacturers, agencies and publishers.
Yes. Official letters, council decisions, tender files, forms or regulatory documents are annotated page by page. Annotation flags a correction or a change request; approval is the sign-off step by authorised staff. Exchanges stay traced and only the approved version is published.
Consent forms, credits and publication conditions are documented at project level and at media level, and stay attached to the file in the library. The exact field configuration is settled during scoping.
The model is a one-off setup fee followed by a flat monthly subscription, with unlimited users. Contractual terms and the documents needed for a public tender are provided on request.
No. Users are unlimited and cost nothing extra, which makes it possible to open the tool to every department concerned.