Spring Cleaning for Your Media Library

It’s that time of the year again to come out of the winter cave and take a hard look at what the cold months affected you. Perhaps it’s time to remember about that gym membership, or realize that the El Nino rains are not a good excuse to skip the car wash. Or maybe you’ve just let messes get a bit messier.

Slacking off around the holidays happens to the best of us, but your media library shouldn’t be one of those casualties of laziness or loose processes. Your organization can’t afford to lose digital assets or waste time worrying the best way to find, share, or use them. We ought to know – 53% of our past webinar registrants complained of their files being too scattered for them to be used efficiently. That’s likely because 51% of them store their files in four to seven different locations. So what’s to be done to get their media library all cleaned up?

Read on to find out. Spring has sprung, and it’s time to get some serious cleaning done:


Step 1: Take stock of everything you have

If your organization has files strewn about in multiple locations (and judging by our webinar polls, we’re talking to about half of you), start by figuring out all of the media files you have. This audit will not only help you figure out the scope of your media library, but also what kind of processes should be employed for different media files once they’re more centralized.


Step 2: Get everything in one place

Speaking of getting them all centralized: that’s Step 2. No more keeping media files in multiple locations; it’s crucial to get everything in one place. The big exception is if your outside collaborators utilize a different storage system (which, by the way, likely and conveniently can connect to Flight).

The major benefit of a centralized media library is that everyone knows where exactly an asset is and how to find, share, and use it. Using multiple systems requires multiple learning curves, accounts, and budget balancing… it can be much easier with just a single system to worry about.


Step 3: Figure out the most efficient processes

So how would those media files be used once they’re in a centralized media library? Step 3 is considering how your library can best be utilized and how that might affect your stakeholders. If you work with outside collaborators, you might set up their own Portal for them to access with specific editing and sharing privileges. You can also choose someone to dictate an approval process for ready-to-go assets. Figuring out your specific needs and how your library can be suited to them will help keep things nice and tidy.


Step 4: Label your assets!

We can’t stress enough how important this is! Labeling your files, whether it be with tags, keywords, or a consistent naming convention, is a hallmark of having a clean media library. Honestly, it’s really half of the battle; even without your assets being centralized, you’ll have headache after headache trying to find unlabeled files. When your files are appropriately labeled, it makes finding and utilizing them far easier. That’s why it’s also important to have a media library that makes it incredibly simple to label your files. If you’d like to try out Flight’s labeling features and more, give it a try today.

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