Media Storage - Product Requirements Document
Version: 2.0 | Status: Ready for Review | Date: 2026-01-15
Change Log
| Version | Date | Author | Changes |
|---|---|---|---|
| 1.0 | 2026-01-09 | Engineering Team | Initial technical draft |
| 2.0 | 2026-01-15 | Product Team | Business-focused conversion; added success metrics; consolidated requirements; updated acceptance criteria |
1. Overview
1.1 Purpose
Media Storage provides unified media management for Toprent.app, enabling secure upload, storage, optimization, and delivery of images and files across the platform. The system ensures fast-loading vehicle photos for customers, secure storage for sensitive documents, and efficient media workflows for staff.
1.2 Problem Statement
Toprent.app requires robust media management to handle vehicle photos, damage documentation, signatures, company branding, customer documents, and contract attachments. Current challenges:
- Slow page loads: Unoptimized vehicle images degrade customer experience and conversion rates
- Database bloat: Storing media in the database increases costs and slows queries
- Security gaps: Company signatures stored in databases lack audit trails and access controls
- Manual processing: Staff spend time resizing and formatting images manually
- Poor upload experience: No progress tracking or drag-and-drop leads to user frustration
- Compliance risk: No audit trails for sensitive media access
1.3 Business Value
| Value Area | Measurable Outcome | Target |
|---|---|---|
| Page Performance | Reduce average vehicle listing load time | From 4.5s to <2s (55% improvement) |
| Storage Costs | Reduce database storage costs through cloud migration | 40% cost reduction within 6 months |
| Staff Efficiency | Eliminate manual image resizing tasks | Save 8 hours/week across operations team |
| Customer Conversion | Improve vehicle listing engagement | 15% increase in booking inquiries from listings |
| Security Compliance | Achieve full audit coverage for sensitive media | 100% of signature accesses logged |
| Upload Success Rate | Reduce failed/abandoned uploads | From 12% failure rate to <2% |
| Mobile Experience | Enable efficient mobile uploads for field staff | 90% of damage photos uploaded on first attempt |
1.4 Target Users
- Fleet Managers: Upload and organize vehicle photos, manage company branding assets
- Operations Staff: Document vehicle damages, upload customer documents during check-in/out
- Customers: View optimized vehicle images, access rental documents
- Finance/Compliance: Access audit trails for sensitive document access
2. Success Metrics
| Metric | Definition | Baseline | Target | Measurement Method | Timeframe |
|---|---|---|---|---|---|
| Page Load Time | Time to display vehicle listing with images | 4.5 seconds | <2 seconds | Analytics (Core Web Vitals LCP) | 30 days post-launch |
| Database Storage | Size of media-related database fields | 45 GB | -40% | Database monitoring | 6 months |
| Upload Success Rate | Completed uploads / Attempted uploads | 88% | >98% | Application analytics | 30 days post-launch |
| Image Processing Time | Staff time spent on manual image tasks | 8 hours/week | 0 hours/week | Time study survey | 60 days post-launch |
| Booking Inquiry Rate | Inquiries per vehicle listing view | Current baseline | +15% | CRM analytics | 90 days post-launch |
| Audit Log Coverage | % of sensitive media accesses logged | 0% | 100% | Audit log reports | Immediate |
| Mobile Upload Success | First-attempt success rate on mobile | 75% | >90% | Mobile app analytics | 30 days post-launch |
| CDN Cache Hit Rate | % of images served from CDN cache | N/A | >95% | CDN analytics | 30 days post-launch |
3. User Stories
Fleet Manager (P0 - Critical)
- As a Fleet Manager, I want to upload multiple vehicle photos at once with drag-and-drop so I can efficiently populate the fleet catalog without technical expertise
- As a Fleet Manager, I want uploaded images automatically optimized so customers see fast-loading, high-quality vehicle photos
- As a Fleet Manager, I want to reorder vehicle photos so the most appealing image appears first in listings
- As a Fleet Manager, I want to set a company signature so it appears consistently on all rental contracts
Operations Staff (P0 - Critical)
- As an Operations Staff member, I want to upload damage photos during check-in/check-out from my mobile device so vehicle condition is documented immediately
- As an Operations Staff member, I want to see upload progress so I know when photos are ready before moving to the next vehicle
- As an Operations Staff member, I want invalid files rejected immediately so I don’t waste time on failed uploads
Fleet Manager (P1 - High)
- As a Fleet Manager, I want to upload company and office logos so our branding is consistent across all customer touchpoints
- As a Fleet Manager, I want to remove incorrectly uploaded photos so the vehicle catalog stays accurate
Operations Staff (P1 - High)
- As an Operations Staff member, I want to zoom into uploaded damage photos so I can verify details are captured clearly
- As an Operations Staff member, I want to upload customer ID scans securely so sensitive documents are protected
Compliance (P1 - High)
- As a Compliance Officer, I want all access to company signatures logged so we can demonstrate regulatory compliance during audits
System Integration (P2 - Medium)
- As a contract system, I need optimized vehicle images in multiple sizes so marketplace listings load quickly across all platforms
4. Functional Requirements
4.1 Image Upload & Management
Core Upload Capabilities
- System must support drag-and-drop upload of multiple images simultaneously
- System must display real-time upload progress (0-100%) for each file
- System must allow upload cancellation before completion
- System must validate file types and reject non-images with clear error messages
- System must enforce 10 MB maximum file size per upload with user-friendly error
Vehicle Photo Management
- System must support up to 6 photos per vehicle
- System must allow drag-and-drop reordering of photos
- System must designate first photo as primary thumbnail for listings
- System must prevent duplicate filename uploads
- System must support photo deletion with confirmation
Image Viewing
- System must display preview thumbnails of uploaded images
- System must provide full-size image modal with zoom functionality
4.2 Image Optimization & Delivery
Automatic Optimization
- System must automatically optimize all uploaded images for web delivery (target: 50-70% size reduction)
- System must serve modern image formats (WebP/AVIF) when browser supports them
- System must deliver images via global CDN for fast loading worldwide
Dynamic Sizing
- System must generate appropriately sized images for different contexts (thumbnails, listings, full-size)
- System must maintain aspect ratio when resizing
- System must cache transformed images for performance
4.3 Sensitive Media Security
Company Signature Storage
- System must store company signatures in secure cloud storage separate from database
- System must require authentication for all signature access
- System must enforce tenant isolation (users access only their organization’s signatures)
Access Logging
- System must log all access to company signatures with user identity, timestamp, and source
- System must log denied access attempts for security monitoring
- System must capture sufficient metadata for compliance audits (IP, user agent, platform)
4.4 Error Handling & Reliability
User-Friendly Errors
- System must display clear error messages for upload failures
- System must allow retry after failed uploads
- System must handle missing files gracefully without application errors
Data Integrity
- System must clean up partial uploads on cancellation
- System must preserve uploaded media during migration periods
5. Acceptance Criteria
AC-1: Vehicle Photo Upload
Given a Fleet Manager is adding a new vehicle to the catalog
When they drag and drop 6 vehicle photos into the upload area
Then all photos upload successfully with visible progress indicators
And photos can be reordered via drag-and-drop
And the first photo displays as the primary thumbnail in vehicle listings
And vehicle listing page loads in under 2 seconds
AC-2: Mobile Damage Documentation
Given an Operations Staff member is documenting damages on a mobile device
When they upload damage photos during check-in
Then photos upload successfully on first attempt >90% of the time
And upload progress is clearly visible
And photos can be zoomed to verify damage details
And photos are associated with the correct damage record
AC-3: Secure Signature Access
Given a contract system needs to embed a company signature in a PDF
When it requests the signature through the secure API
Then the request is authenticated before granting access
And an audit log entry is created with user and access details
And the signature is returned within 2 seconds
And unauthorized requests return access denied without revealing signature
AC-4: Optimized Image Delivery
Given a customer views a vehicle listing
When the page loads
Then images are served via CDN in under 500ms globally
And images are appropriately sized for the display context
And modern formats (WebP) are served to supporting browsers
And total page load time is under 2 seconds
AC-5: File Validation
Given a user attempts to upload an invalid file (wrong type or too large)
When they select the file for upload
Then the system rejects the file immediately before upload begins
And a clear error message explains the issue
And no partial upload is created
AC-6: Upload Progress & Cancellation
Given a user is uploading a large image file
When the upload is in progress
Then progress displays as a percentage (0-100%)
And the user can cancel before completion
And cancelled uploads leave no orphaned files
6. Business Rules
BR-1: Storage Selection
- Company signatures and other sensitive documents use secure storage with access controls
- Vehicle photos and public media use CDN-optimized storage
- All uploaded media remains in original quality; optimization happens on delivery
BR-2: File Constraints
- Maximum 10 MB per file upload
- Only image formats accepted for photo uploads (JPEG, PNG, WebP)
- Maximum 6 photos per vehicle
BR-3: Security & Compliance
- All sensitive media access requires authentication
- Tenant isolation ensures organizations cannot access each other’s media
- Audit logs retained per compliance requirements
- Failed access attempts logged for security monitoring
BR-4: Vehicle Photo Display
- First photo serves as primary thumbnail in all listings
- Photo order is user-controlled and preserved
- Duplicate filenames are rejected to prevent confusion
7. Dependencies
7.1 Upstream Dependencies
| Dependency | Purpose | Impact if Unavailable |
|---|---|---|
| Authentication System | User identity for secure access | Cannot upload or access secure media |
| Multi-tenant Architecture | Tenant isolation | Cannot enforce organization boundaries |
| Vehicle Management | Photo associations | Cannot link photos to vehicles |
7.2 Downstream Dependencies
| Dependency | Purpose | Impact if Unavailable |
|---|---|---|
| PDF Generation | Embed signatures in contracts | Contracts missing signatures |
| Marketplace Integrations | Vehicle images for listings | Listings without images |
| Contract System | Document attachments | Cannot attach media to contracts |
7.3 External Services
| Service | Purpose | SLA |
|---|---|---|
| Cloud Image CDN | Image storage, optimization, global delivery | 99.9% uptime |
| Secure Cloud Storage | Sensitive document storage with access control | 99.95% uptime |
8. Non-Functional Requirements
8.1 Performance
| Requirement | Target | Measurement |
|---|---|---|
| Image upload completion (5 MB file) | <10 seconds | Application timing logs |
| CDN image delivery | <500ms globally | CDN analytics |
| Signature retrieval | <2 seconds | API response times |
| Vehicle listing page load | <2 seconds | Core Web Vitals |
8.2 Security
| Requirement | Implementation |
|---|---|
| Authentication required | All uploads and sensitive media access |
| Tenant isolation | Organization-scoped access controls |
| Audit logging | 100% coverage for sensitive media |
| Credential expiration | Upload credentials valid for limited time |
8.3 Reliability
| Requirement | Target |
|---|---|
| Upload success rate | >98% |
| Image CDN availability | 99.9% |
| Secure storage availability | 99.95% |
| Graceful degradation | Failed requests don’t crash application |
8.4 Scalability
| Requirement | Capability |
|---|---|
| Storage growth | Unlimited media storage without infrastructure changes |
| Traffic handling | CDN absorbs traffic spikes without degradation |
| Transformation caching | On-demand image sizing without server processing |
9. Migration Strategy
9.1 Signature Storage Migration
| Phase | Action | Rollback |
|---|---|---|
| 1 | Deploy secure storage for new signatures | Disable feature |
| 2 | Migrate existing signatures to secure storage | Feature flag revert |
| 3 | Enable secure storage reads | Feature flag to legacy |
| 4 | Verify migration complete | Continue dual-read |
| 5 | Deprecate legacy storage | Maintain read-only access |
9.2 Risk Mitigation
- Feature flags enable instant rollback at each phase
- Dual-storage operation during migration ensures no data loss
- Fallback reads from legacy if secure storage unavailable
10. Glossary
| Term | Definition |
|---|---|
| CDN | Content Delivery Network - distributed servers delivering content based on user location |
| Tenant | An organization using the platform; tenant isolation ensures data separation |
| Feature Flag | Configuration toggle enabling gradual feature rollout with instant rollback |
| Access Log | Audit record of who accessed what, when, and from where |
| Image Optimization | Automatic compression and format conversion for faster delivery |
Document Owner: Product Team
Stakeholders: Product, Engineering, Operations, Compliance, Finance
Review Date: 2026-01-15
Next Review: Upon implementation start