Asset library: one place, clear naming, current versions for the whole team
The asset library is the part of the process without which the rest does not work: the brief points to files, approval concerns versions, and publishing takes the finished material. If files are scattered, every step of the process starts with searching. We build the library as one place with current versions and rules the team can maintain itself.
How does a library differ from a folder on a drive?
A folder stores files. A library answers the question: which file is the right one and is it current.
A folder on a drive usually holds three versions of the same catalogue, the logo in five formats from different years and a presentation called "final_v3_corrected". A library has a structure based on how people search, naming that tells you what something is and from when, a marked current version and an archive for old ones, and a rule for how new files get into it. That does not require a new tool; it requires decisions and order.
How do we build a library?
- We collect everything the team uses. From drives, emails, messengers and external contractors. We ask people where they get their files, because that is where the real picture is.
- We mark the versions in force. We check what is current, remove duplicates and move old versions to the archive. One version of each thing remains.
- We design the structure and naming. Simple, based on how people search: by type of material, product, market, language. Names follow one pattern.
- We tie it into the process. The brief points to the library, approval saves the version in it, publishing takes the finished file. The owner keeps watch and the rules are written down.
What do you get?
- a library of materials in one place, with current versions,
- a structure and naming pattern the whole team understands,
- rules for adding, updating and archiving,
- the link between the library and the brief, approval and publishing.
When is it worth building a library?
- when finding a file takes longer than using it,
- when outdated versions of materials reach customers,
- when several contractors work with the company and each has their own files,
- when the company operates in several markets and language versions get mixed up.
Frequently asked questions
Do we need a digital asset management system?
For most companies a well-organised drive the company already uses is enough. We suggest a digital asset management system when there are thousands of materials or many external partners use them.
How do you keep things in order after rollout?
Through a library owner and the link to the process: new material goes into the library as part of approval, not "when someone gets round to it". A short clean-up once a quarter.
Can external partners use the library?
Yes, with access to what they need. That way agencies and distributors work with current versions rather than with whatever they once received by email.