Now that your assets are organized, searchable, and ready for use, it’s time to come up with a plan for your future assets. Here are a few things you can do to keep things in check moving forward.
Identify individuals in your organization that will continue to review, update, upload, and identify assets that need fixing. These individuals are key to the success of your organization's asset collection.
Define and document a Process
Defining and documenting this process will help others in your organization know where to find, how to find, how to upload, and how to work with the assets. Having a defined process will cut down on unnecessary assets in your organization's current projects Connect asset libraries.
Establish Review Times
Establish a timeline of when to review your asset libraries. Like anything else assets can become stale. Moving appropriate items to archival status will help keep your assets organized and ensure clarity around the most current projects, templates, brand guides, and style guides over time. It will also help cut down on unnecessary clutter.
There may also come a time when even archived assets no longer serve ongoing purpose and are simply a cost to maintain. It’s okay to consider deletion if it is clear an item will never be used again for any purpose.
We recommend periodic reviews of your assets on a regular schedule. How often this should be will depend on your project lifecycle. Choose times that work best with your organization's schedule. Review times should occur in between work requiring the asset, or when time allows for regular asset reviews.
For example, if you have certain assets which are extensively used at the beginning of the year, we suggest reviewing these towards the end of their use cycle. Alternately, review these assets at least one month prior to the assets being used again.
To Archive or Not to Archive
All assets should be reviewed immediately after use to identify whether they will continue to be used in the foreseeable future. If an asset will continue to be used, then it should remain within the Connect Library. If the asset is no longer needed for future projects, it should move to your archive location for later retrieval if needed.