Nothing is worse than working with an unorganized designer. Digging through your own files is bad enough, let alone trying to decode the file names of so many proofs you don't even understand the thought process, or complacency. All you need is that final approved source file. and when you find it? its destroyed. All outlines. Rasterized. You find yourself literally measuring type by stretching and pulling it so it matches all the rest because guide lines were never followed. this happens when designers are not experienced, have bad habits and do not follow the rules of non-destructive design either from simply not knowing or not caring. This is truly the mark of a bad designer. The rest is subjective. I will get into the rest of that at a later time, but here is some good guidelines of setting up a successful and easy to navigate design library filing system.
1. Establish a Clear Structure:
Begin by setting up a structured hierarchy for your design asset library. Categorize assets into logical folders or tags. Consider using a clear naming convention to make assets easy to locate. The file naming is totally personal based on business needs but mine usually go like this BusinessName_TypeOfAsset_Description_DateCode_CompType.FileType IE: TheWeddingBell_BusinessCard_Julia_110223_Proof.pdf
2. Centralize Your Assets:
Keep all design assets in a central repository, preferably in a cloud-based system or a local server. This ensures that all team members can access and contribute to the library from anywhere.
3. Asset Documentation:
Each asset should be accompanied by thorough documentation. This includes information on usage rights, file types, color profiles, and any specific guidelines for use. The goal is to make it crystal clear how and when to use each asset. An easy way to do this is through Adobe's Packaging option. It puts everything into a zip file, all assets, photos typefaces and more.
4. Version Control:
Implement version control to track changes and updates to assets. This helps prevent confusion and ensures that everyone is using the most current versions. Have a log on a spread sheet for each type of asset and and archive folder. I do mine by quarters and years. I can usually remember what year and season I worked on something without having to dig too deep. The only files that should be in the main asset library are active and approved designs and their native files.
A proofing folder is acceptable, however that folder is liquid and as soon as approval happens or is denied, those files should be moved to their new homes or deleted off the drive until you can do better.
5. Metadata Tagging:
Use metadata to tag assets with relevant information, such as keywords, date of creation, and usage restrictions. This makes it easier to search and filter assets.
6. Access Control:
Control access to your design asset library based on roles and responsibilities. Limit who can edit, upload, or delete assets to maintain the integrity of the library.
7. Regular Maintenance:
Set a schedule for routine maintenance to remove outdated or redundant assets. Keep the library clutter-free and efficient. If you work at a. busy firm I suggest once a week.
8. User Training:
Train your team on how to effectively use the design asset library. Make sure they understand how to access, search for, and implement assets properly.
9. Backup and Disaster Recovery:
Establish a robust backup system to safeguard your design assets. This ensures that your assets are protected in case of data loss or system failure. This is why cloud based systems are superior.
10. Version History:
Maintain a version history for assets to allow easy rollback in case any issues arise with the latest updates.
11. Collaboration and Feedback:
Enable a feedback system where team members can suggest improvements or report issues with assets. This collaborative approach can lead to ongoing refinement of your asset library.
12. Asset Lifecycle Management:
Develop a process for assets' lifecycle management, which includes archiving or retiring assets that are no longer in use.
13. Compliance and Legal Considerations:
Ensure that all assets in your library comply with copyright and licensing agreements. Keep records of licensing agreements and renewal dates.
14. Regular Audits:
Conduct regular audits to assess the library's effectiveness and identify areas for improvement. This can lead to a more efficient asset management system over time.
15. Scalability:
Plan for future scalability. As your design asset library grows, ensure that your chosen system can handle the increasing volume of assets.
Non destructive design coming up next.
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