How do you manage digital assets?
Which is the latest logo? Five logo files on the desktop, source files at the agency, old campaign images in an email thread. Every new piece starts with a search. 🗂️
Logos, fonts, templates, videos, music licences; all are the brand’s digital assets. Scattered assets mean wasted time and inconsistency.
Short answer: keep digital assets in one shared archive, with approved versions, clear folders and access rules. Everyone takes the latest approved file from the same place. ✅
Four parts of the archive
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- Brand essentials
- Templates
- Produced content
- Licences and consents
The basic folders. 📂
Brand essentials
Logo versions, colour codes, fonts, voice guide; one source. 🏷️
Templates
Social, presentation, quote, video intro; ready patterns. 📐
Produced content
Source files of published images and videos; see the image library guide. 🎞️
Licences and consents
Purchased licences and consent forms; see the copyright guide. 📜
Version control
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- An approved folder
- Clear file names
- Format variants
- Change notes
Four rules. 🔢
An approved folder
Only the latest approved files here; old versions archived. ✅
Clear file names
Type, use, date; no “final-final”. 🔤
Format variants
The same logo for print, screen and dark backgrounds as separate files. 🖨️
Change notes
What changed and when, in one line. 📝
Access
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- Business account
- Read vs edit
- Outside team access
- Close on departure
Four principles. 🔐
Business account
The archive sits on a business account, not personal ones. 🏢
Read vs edit
Most people read, few edit. 👀
Outside team access
Agencies and freelancers get limited access to the folders they need. 🤝
Close on departure
A leaver’s or agency’s access closes the same day. 🚪
Keeping the archive alive
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- Upload on delivery
- Quarterly clean-up
- Backup
- An owner
Four habits. 🔄
Upload on delivery
Every new piece enters the archive with its source file. 📥
Quarterly clean-up
Duplicates and unused files weeded out. 🧹
Backup
The archive is backed up regularly. 💾
An owner
The archive has an owner who maintains the rules. 👤
Four common mistakes
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- Content without source files
- Old logos circulating
- Archive left with the agency
- Edit rights for all
All four rot the archive. 🚧
Content without source files
If only the final image is kept, it can’t be edited. 🔒
Old logos circulating
Old versions get published; the brand looks inconsistent. 🏷️
Archive left with the agency
When the agency changes, everything is lost. 📦
Edit rights for all
Files get changed or deleted by accident. ⚠️
What should I do today?
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- Step 1: gather approved logos
- Step 2: open four folders
- Step 3: request files from outside teams
- If you want help
Three steps, one hour. 🪜
Step 1: gather approved logos
Find every logo version and separate the latest approved. 🏷️
Step 2: open four folders
Essentials, templates, content, licences; on a business account. 📂
Step 3: request files from outside teams
Have them deliver source files to the archive. 📥
If you want help
Let us set up your digital asset archive together: use the consult your expert form. For your current setup see the digital audit; the bigger picture sits on the digital media consulting page. 🎯
Related reading from the archive: backing up data · when an employee leaves.
📝 Notes From the Field
A brand used three different logo versions across print, website and social media; the source files were with a previous agency. Approved logo versions and templates were gathered into one archive on a business account, with limited access for outside teams. New content took less time to prepare and the brand began looking the same on every channel.
📖 Short Glossary
Digital asset: a brand’s digital files like logos, templates, images and videos. Approved version: the latest valid file to use. Source file: the editable master file. Access rights: who can view or change a file.
⚡ Quick Summary
Scattered digital assets mean wasted time and inconsistency. 🗂️ The archive holds brand essentials, templates, produced content and licences-consents. An approved folder, clear names, format variants and change notes control versions. Keep it on a business account with separate read and edit rights. Upload on delivery, clean up, back up and assign an owner.
🎯 Next Step
Let us set up your digital asset archive: use the consult your expert form. Media balance sits in the owned, earned, paid media guide; for your setup see the digital audit.
Frequently Asked Questions
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For small and mid-sized businesses a well-organised cloud folder is usually enough. Consider dedicated tools when the number of assets grows very large.
Don’t delete; move them to a separate archive folder. Only current versions stay in the approved folder.
The contract should include a file delivery clause. If not, request them in writing and add the clause to future contracts.